Software for small teams, with the seats already in the price
The moment you hire, most tools start charging by the head, and the better the year goes the more you pay for it. OneBookPlus includes the team in the plan, so the only question when someone starts on Monday is which login to give them.
Seats included flat, never per user. 14-day trial on the paid plans, no card needed. Built in Melbourne.
Key takeaways
5- There are no per-seat fees on any plan. Team members are included flat: 1 on Free, 3 on Starter, 5 on Plus and 10 on Growth.
- Six roles ship: owner, admin, accountant, staff, advisor and viewer, so an external bookkeeper gets their own login at the right level instead of borrowing the owner's.
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- Rostering and payroll are a marketplace add-on at $29/mo on top of your plan, not a plan feature. Assigning jobs and bookings to people is included on every plan.
- The client portal starts on Starter. The white-label version, on your own branding, is Growth only.
- Paid plans carry a 14-day trial with no credit card, and above 10 people there is no published plan, so that conversation happens directly.
What is software for a small team?
Software for a small team is a shared account that several people work inside at once, each with their own login and their own level of access, rather than one operator's personal tool that everybody else borrows. The practical test is not the feature list. It is whether two people can be doing different jobs on the same customer at the same time without overwriting each other, and whether adding the next person changes what you pay.
That second half is where most of the money goes. Plenty of good tools meter by user, so the cost of the software rises in lockstep with hiring, and the fourth or fifth person is the point where the shape of the bill starts making decisions for you. Teams end up sharing one login to avoid the charge, which quietly destroys the audit trail that made the software worth buying. OneBookPlus prices the account, not the head count, and then gives you enough roles that sharing a login has no upside. If you want the full tier by tier detail rather than the argument, the OneBookPlus pricing page has the whole table.
How many people each plan already includes
Two to ten people spans three plans, so a single starting price would be misleading. Here is the ladder, plus the shared surfaces that change with it.
| What you get | Free | Starter | Plus | Growth |
|---|---|---|---|---|
| Team members included | 1 | 3 | 5 | 10 |
| Extra charge per person | None | None | None | None |
| Contacts in the shared database | 250 | 1,000 | Unlimited | Unlimited |
| Booking pages | 1 | 3 | Unlimited | Unlimited |
| Client portal | ||||
| White-label client portal | ||||
| Email campaigns with templates and analytics | ||||
| SMS marketing campaigns | ||||
| Priority support | With onboarding |
Limits read from the OneBookPlus plan registry, the same source the pricing page renders from. Prices are AUD and include GST. Past 10 people there is no published plan, so talk to us about a larger configuration rather than assuming a seat top-up exists.
Six roles, so nobody has to share a password
A team of four does not need four owners. It needs one owner and three people who can do their job without seeing the bank feed, plus somewhere sensible to put the bookkeeper.
Owner
EverythingFull access, including the team list, the subscription and every setting. This is you, and usually only you.
Admin
Operations and reportingRuns settings, reports and every day-to-day operation. The role for a second in charge or an office manager who should not be touching billing.
Accountant
Finance, read and writeFull access to accounting, invoices, expenses and reports, and can post and reverse journals or reconcile. Cannot reach the team list or the subscription.
Staff
Their workCreates and edits invoices, quotes, jobs, bookings and contacts. The role most of a small team sits in.
Advisor
Finance, read onlyAn external accountant or bookkeeper who needs to see the numbers. Writes to your financial data are refused on the server, not just hidden in the interface. They can still sign off a trial balance and leave notes, which is what the access level is for.
Viewer
Look, do not touchRead-only across the account. Useful for a silent partner, a franchisor or anyone who reports on the business without running it.
The two that matter most to a small team are the ones at the bottom of that list. Most platforms make you choose between giving your bookkeeper the owner login or emailing them a folder of PDFs every quarter. Here, Advisor is genuinely read-only and Accountant is genuinely read-write, and neither can reach the team list or the subscription. Your external bookkeeper software access is a role you grant and revoke, not a password you regret sharing. If they would rather bring their own clients across, there is an accountant partner program for that.
Roles also decide what the shared customer record looks like from each seat. Everyone works off one contact list rather than four phones, so the quote your estimator sent in March is on the same timeline as the invoice your admin raised in June, and nobody has to ask who spoke to this client last. The detail of that shared record, the pipeline and the client history lives in the OneBookPlus CRM.
What changes the week you stop working alone
On your own, the schedule lives in your head and that works, because there is only one head. With two people it half works. With four it stops working entirely, and the failure is always the same shape: two jobs booked into one person, a customer rung twice about the same thing, and an invoice nobody sent because each of you assumed the other had.
The fix is a calendar everyone can see and work assigned to a name. Jobs and bookings carry an owner, each person gets their own day and their own run sheet, and the dispatch board puts every team member's column side by side with an unassigned lane for anything new. OneBookPlus checks upcoming bookings against scheduled jobs per person and flags a double-booking before the day breaks, and because your public booking page books against the same live availability, a client cannot self-book on top of work you already committed to. The whole scheduling surface is documented on the bookings and scheduling module page.
One thing worth being blunt about, because the tier lists on a lot of sites are not: rostering and payroll are not in the plan. Assigning work to people is, and always has been. But shifts, timesheets, leave and pay runs are the Rostering and Payroll marketplace add-on at $29/mo on top of whatever plan you are on, with its own 14-day trial. If you were told otherwise by a comparison table, it was wrong, and you would have found out at the wrong moment.
Where the named comparisons belong is on the comparison pages, not here. If you are weighing this against an accounting-first stack, read the Xero comparison; if you are weighing it against a field-service tool, read the ServiceM8 comparison. Both go row by row with sources cited.
Who sees what on day one
The first invite is a five-minute job, but the role you pick is the decision that matters. Most first hires belong in Staff: they can create and edit the invoices, quotes, jobs, bookings and contacts they work with, which is the whole of their job, and they cannot reach the books, the bank feed or the billing settings, which is the whole of yours. The point is not distrust. It is that a tradesperson on a roof does not need the quarter's profit on their phone, and you do not want to explain a slow month before you have read it yourself. When the bookkeeper follows, they get Advisor or Accountant depending on whether they write to the books, and a silent partner gets Viewer. Everyone works the same job list by that afternoon, and every change is attributed to a named login rather than to whoever had the shared password.
The paperwork a second wage brings with it
Hiring also changes the admin outside the software, and it is worth costing before the offer goes out rather than after. A wage is not the cost of an employee once super and leave sit on top of it, and the free employer cost calculator exists to make that arithmetic visible before you commit to it. Once people are working, hours have to be counted somewhere: if that is still a paper timesheet, the timesheet calculator adds a week up properly, and the point where you are doing that every Friday for four people is usually the point where the timesheets, rostering and payroll add-on stops being an optional extra and starts being cheaper than the hour it replaces. Both calculators are general information rather than advice, and neither needs an account.
What the team gets on a paid plan
Each card is labelled with the plan it starts on, taken from the same registry the pricing table renders from.
Online payments through Stripe
Starter and above
Every invoice the team sends carries a pay-online link, so payment lands against the right invoice without anyone matching a bank line to a job by hand.
Recurring invoices and payment reminders
Starter and above
Retainers and service contracts re-issue themselves, and overdue invoices chase themselves, so following up stops being one person's Friday afternoon.
Client portal
Starter and above
Clients sign in to see their own quotes, invoices and documents instead of emailing whoever answers first. The white-label version, on your own branding, is a Growth feature.
Email campaigns with templates and analytics
Starter and above
Send the whole contact list a seasonal offer from inside the same account that holds the invoices. SMS marketing campaigns are separate and start on Growth.
On the phone, the Free plan is the web app installed as a PWA, and the native iOS app for iPhone and iPad starts on Starter. There is no native Android app, so Android users run the web app in a browser.
Small teams we already write for
Same seats, same roles, different week. Each page below covers one industry's actual workflow rather than a generic setup.
Still one person? The sole trader software page covers the solo setup. Running more than one branch, each with its own numbers? That is multi location business software.
See it with real data
The live demo is a working OneBookPlus account with invoices, quotes and jobs already in it, click around before you decide anything.
Australian Owned
Built in Melbourne, AU
GST Compliant
ATO-ready from day one
Encrypted & Isolated
TLS in transit, AES-256 at rest, tenant isolation at the database layer, read the security page
Free Plan Available
No credit card needed
Hire the person, not the seat
Start on the free plan, invite the team when you are ready, and pay for the plan rather than the head count.
Last reviewed and updated: by Bishal Shrestha
Small team questions
Does the bill go up when I add a fifth staff member?
Not on its own. Seats are included flat in the plan rather than charged per head, so the question is only ever which plan you are on. Starter includes 3 team members, Plus includes 5 and Growth includes 10. A fifth person is free if you are already on Plus or Growth, and if you are on Starter it means moving up one plan, which is a single monthly figure you can read on the pricing page before you hire. There is no per-user line item to model, and no invitation that quietly adds a charge.
Which roles can I give an external bookkeeper?
Two, depending on whether they need to change anything. Advisor is read-only for your books: they can see the financial data and nothing they submit changes it, because the refusal happens on the server rather than by hiding buttons. They can still sign off a trial balance and leave notes and queries, which is the reason to grant the role at all. Accountant is read-write: they can work in accounting, invoices, expenses and reports, post and reverse journals and reconcile the bank, but they cannot reach your team list or your subscription. Either way they get their own login, so nobody is sharing the owner's password and you can remove the access the day the engagement ends.
Is rostering included or is it a separate add on?
Separate, and we would rather say so than let you find out at sign-up. Rostering and Payroll is a marketplace add-on at $29/mo on top of whichever plan you are on, with a 14-day trial like the plans themselves. What is included in every plan is assigning work to people: jobs and bookings carry an owner, each person gets their own day and their own run sheet, and the dispatch board shows every team member's column side by side. Shifts, timesheets, leave and pay runs are the add-on.
Does my external bookkeeper use up one of the included team seats?
No. The seat count on your plan is your internal staff. Advisor and accountant are treated as external access and are managed in their own section of the team screen, so they sit outside the 3, 5 or 10 team members your plan includes. Bringing your bookkeeper or your accountant in does not push you up a tier, and it does not compete with the next person you hire for a seat. What they can do once they are in is set by which of the two roles you grant: advisor reads your books, accountant reads and writes them. Neither can reach your team list or your subscription, and either can be revoked the day the engagement ends.
How do I stop two staff double booking the same time slot?
OneBookPlus checks upcoming bookings against scheduled jobs for each staff member and warns about the clash before the day breaks, so a double-booking surfaces while it is still a drag on a calendar rather than two vans at one address. Because your public booking page books against the same live availability, a client self-booking online cannot land on top of a job you already scheduled. When a day does need reshuffling, the dispatch board lets you drag work between people, and a next-available finder suggests the earliest genuine gap instead of a guess.
About the author
Bishal Shrestha
Founder & CEO, OneBookPlus
Bishal spent a decade running digital projects for Australian small businesses before founding OneBookPlus. OneBookPlus prices the account rather than the head count, so the same shared database carries the whole team: one contact list, one calendar, and six roles covering everyone from the owner to an external bookkeeper who should only ever read the numbers.
Read the founder bio