This release of OnboardMe introduces a range of new features and bug fixes. The changes are outlined below.
Identity Verification in Proposals
You can now require identity verification (and optional AML screening) as part of accepting a proposal, not only during onboarding or as a standalone request.
KYC runs at engagement time, inside the same client journey as reviewing and signing.
What you can do
Turn on ID with Proposal for Individual and Sole Trader clients
Verify Associated Entities on the proposal (for example company directors who must verify but are not the engaged or onboarded client)
Choose Identity Only or Identity + AML
Assign which signatory Verifies ID for each client
Track requests under Compliance → ID Verification with status Proposal, and connect them into Customer Due Diligence on the same engagement
Associated Entities
Add the person as an Individual / Sole Trader on the proposal, turn ID with Proposal on, and leave Engage Client and Onboard Client off.
The user completes verification in the proposal review flow without being engaged or onboarded (They will be asked to provide information such as Nationality, Date of Birth and Address). The Identified entity be created as an Associated Entity in OnboardMe. Associated Entities are for ID Verification and CDD purposes and are not synced to Practice Management Systems as clients.
Example: On a company proposal, add each director as an Associated Entity with ID with Proposal. The company stays the engaged client; the directors verify without becoming clients themselves.
How to turn it on
On the proposal, enable ID with Proposal for each Individual / Sole Trader who must verify (client or Associated Entity).
Choose the verification method.
Under Signatories, set Verifies ID for.
For Associated Entities only, leave Engage and Onboard off.
Send the proposal as usual.
What people experience
Assigned signatories see an Identity Verification step in proposal review. They start verification in-flow (no separate ID Verification invite) and must complete it before they can accept.
How this fits with existing ID Verification
Use ID with Proposal or ID with Onboarding for a person, not both.
Proposal IDV cannot be combined with automated identity questions on a linked eForm for the same person.
Standalone Compliance → ID Verification (email/SMS) is unchanged; this path starts from the proposal and uses status Proposal.
Decline Proposals
Signatories can now decline a proposal from the proposal review screen, instead of leaving it open indefinitely.
How it works
In proposal review, the signatory clicks Decline.
They choose a reason (required), with optional extra notes.
The proposal status becomes Declined.
Your practice is notified in-app and by email (Proposal Declined), including the reason.
Other signatories receive a Proposal Declined Notice.
One decline ends the proposal for all signatories, including when some have already accepted (Awaiting Additional Acceptances).
Decline reasons
Not Interested - do not offer again
Not Right Now - offer again next year
Require More Information - would like to discuss
Cost vs. Cashflow - would like to discuss
Prefer not to say
Other (write your own)
What your team sees
A banner on the proposal: This proposal has been declined.
An in-app notification that a client declined
The decline reason under Signatory History → Notes
Email templates Proposal Declined and Proposal Declined Notice under your email template settings
Notes
Decline is a client/signatory action. Staff continue to use Cancel when you need to stop a proposal from your side.
A declined proposal cannot be undone or reopened. Use Duplicate to start a new proposal if you want to engage again.
Decline does not refund wallet charges, cancel ethical letters, or reverse payments (Cancel remains the path that runs that cleanup).
Entity Selection on Services
On multi-client proposals, you can now assign each service to a specific client. That assignment drives who gets billed, and (when you choose client grouping) how services appear in Proposals, client proposal review, and the signed PDF.
Previously, auto-generated billing effectively treated services as belonging to the primary client. You can now attribute bills automatically to the right entity on the proposal.
Where to set it
In Proposals → Services & Packages, when the proposal has more than one client:
An Entity column lets you pick the client for each service, or leave it as All clients
With client grouping on, you can drag rows between client sections to reassign
Services added inside a client section inherit that client
Linked / included child services follow the parent. The Entity picker is only shown on multi-client proposals.
How it affects billing
When bills are auto generated from services:
Services assigned to a client are billed to that client
Unassigned / All clients services still bill to the primary client
Auto-billing splits invoices so one bill never mixes clients (still split by frequency as before)
Bill Upfront, sync on acceptance, and ledger sync (Xero / QuickBooks) follow the client on each bill. You can still change the client on the Billings step if needed.
How it affects layouts and the signed proposal
A new Service grouping option controls how services are organised in Package Manager and on the client review / PDF:
Group by frequency (default)
No grouping
Group by client
Group by client + frequency
With Group by client or Group by client + frequency, services appear under headings such as Services for {Client Name}, with unassigned lines under All clients. Frequency-only / no-grouping modes keep a single list for display; entity assignment still applies to billing.
Notes
Single-client proposals are unchanged (no Entity column).
Removing a client from the proposal clears that client’s service assignments.
Optional services, packages, and range-priced services follow their existing rules; entity assignment sits on top of those.
Annature ID Verification methods
Annature identity verification now supports two methods, not just one:
Annature – Identity Only
Annature – Identity + AML
Where you choose an ID Verification method (including ID with Proposal, onboarding, and standalone ID Verification), you can pick the Annature option that matches the level of check you need.
Default Xero Theme for Upfront Bills
Firms can now set a Billed upfront default branding theme for Xero. It is applied when billing upfront with proposals, if the invoice has no branding theme selected.
Configure it under your Xero integration settings (alongside the existing default invoice branding theme). Leave it blank to fall back to the standard default theme.
Billing on Signed Proposal PDF's
Signed proposal PDFs can now include a Payment Schedule section, so clients keep a clear record of the invoices and recurring billing that formed part of the engagement.
When Include Billing is on and the proposal has invoices and/or OnboardMe recurring schedules, the signed PDF shows:
Upfront invoices (issued on acceptance)
On completion invoices
Scheduled invoices
Recurring billing schedules (OnboardMe recurring)
Each entry summarises totals, client, dates, tax, and line narrations. Multi-client proposals show which client each bill belongs to.
How to use it
Turn on Include Billing on the proposal (or proposal template).
Set up invoices / recurring schedules on the Billings step as usual.
When the proposal is accepted, the signed PDF includes the Payment Schedule (also in preview and email attachments).
If billing is off, or there are no invoices / OnboardMe recurring schedules, the Payment Schedule page is omitted.
Notes
Payment method capture and pay-now flows stay in the online proposal review. They are not duplicated on the PDF.
Xero repeating invoices can still appear in review where configured; the PDF Payment Schedule covers OnboardMe invoices and OnboardMe recurring schedule.
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