OneSuite brings together everything your agency needs to run smoothly. But before you dive in, it helps to understand how the platform is organized. Think of it like learning the layout of a new office – once you know where everything is, you can move around with confidence.
Core Components of OneSuite #
OneSuite is built on four core components that work together to run your agency.
1. Business (Your Foundation) #
In OneSuite, your business is the top-level container for everything. It acts as your agency’s digital headquarters, where all your data, team members, and clients live. When you sign up, you create a business, and OneSuite bills you for each business.
Two Ways to Access Your Business
Your business has two separate entry points, like a building with two different doors:
Entry Point 1: Team Login This is where you and your team members sign in. When you log in, you see Dashboard, all solutions, and Settings. This is your internal workspace where you run the agency.
Entry Point 2: Client Portal This is where your clients sign in. When they log in, they see only their own projects, invoices, and proposals. They can’t see your Dashboard, solutions, or other clients’ information. It’s their personalized view into work you’re doing for them.
What your business includes:
- All solutions and the information within them
- Team member accounts and their permissions
- Company branding (logo, colors, custom domain)
- Integration connections (email, payments, automation)
- Client portal configuration
Why it matters: Everyone on your team works in the same business, seeing the same up-to-date information. No more version confusion or scattered data across different tools.
Example: Sarah runs “Bright Ideas Agency.” Her OneSuite business contains 47 active clients, 12 team members, 23 ongoing projects, and complete history going back two years. When she hires a new designer, they get access to this same business with the permissions she sets.
2. Solutions (Your Workspaces) #
Solutions are the main sections where you do your daily work. Each solution handles a specific business function – like sales, project delivery, or billing.
OneSuite’s core solutions include:
- CRM – Manage leads and sales pipeline
- Proposals and Contracts – Create proposals, contracts and get them eSigned
- Projects – Organise tasks, collaborate and deliver client projects
- Invoices – Handle billing and payments
- Clients – Store client information and history
- Team – Manage members and workload
What makes them special: These solutions aren’t isolated. They share data automatically. When you convert a lead to a client in CRM, that client appears in your Clients solution instantly. When you create a project for them, OneSuite already knows their details and history.
Key concept: Solutions are where you spend your time working. You’ll switch between them throughout your day based on what you need to do.
Note: Each solution has its own dedicated chapter in this documentation where you’ll learn the details of how to use it effectively.
3. Capabilities (Built-In Tools) #
Capabilities are specialized tools within solutions that help you work faster. They’re not separate apps – they’re tools built into the solutions you’re already using.
Common capabilities include:
- Client List (in Clients) – Directory of everyone you work with
- My Tasks (in Projects) – Personal to-do list across all projects
- eSign (in Proposals and Contracts) – Electronic signature collection
- Payments (in Invoices) – Online payment processing
- Pipeline View (in CRM) – Visual sales process stages
- Time Tracking (in Projects) – Log hours for billing
How capabilities help: Capabilities give you specialized ways to view, organize, and act on your data. My Tasks pulls from every project to show what’s on your plate. Client List connects information from multiple solutions to show complete relationships.
Example: Tom uses My Tasks to see everything assigned to him across five different client projects. He checks off completed work, and those updates flow back to their respective projects automatically. No switching between project boards or losing track of what’s due.
4. Records (Your Actual Data) #
Records are the individual items you create and manage. Every lead, project, invoice, and proposal is a record.
Record examples:
- Leads (in CRM) – Potential customers
- Clients (in Clients) – Active customers
- Projects (in Projects) – Client work engagements
- Tasks (in Projects) – Individual to-dos
- Invoices (in Invoices) – Bills sent to clients
- Proposals (in Proposals and Contracts) – Offers and agreements sent to clients
- Team Members (in Team) – People in your agency
The power of connected records: Records link together automatically. A client record connects to all their projects, invoices, proposals, and communication history. You see the complete picture without hunting through different places.
Example: Rachel opens a client record before a call. She immediately sees: three active projects (two on track, one delayed), one unpaid invoice, the signed contract, complete email history, and 47 hours tracked this month. Everything she needs is connected to that one client record.