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CRM and pipeline · Canada

CRM for accountants, built around how Canadian practices win clients

Every enquiry lands in one place with an owner and a next action, and stays on the same record through the proposal, the engagement letter and the first job. Nothing is rekeyed, and nothing sits waiting for someone to notice it.

Book a demo → Watch the pipeline tour
Free until February 28, 2027 · no card needed · see pricing ↓

Built for CPA firms across Canada — from solo practitioners to multi-office practices.

6
Pipeline stages, each with a gate
1
Owner on every deal, always
0
Fields rekeyed into a proposal
Pipeline · Harbourview CPA
Pipeline Won Lost
Prairie Dental GroupProposal sentCA$17,400
Maplewood Holdings LtdLetter signedCA$7,800
Lakeview ContractingNew enquiryCA$3,200
Northline Logistics IncKeep-warmCA$5,600
Open pipeline valueCA$34,000
Two accountants reviewing client documents together at a modern office table
HCHarbourview CPA4 partners · Halifax

Happy on FigsFlow

  • Taxule
  • Ledgian
  • Sterling Wells
  • UK Property Accountants
  • Crane & Partners
  • Property SPV

See it work

Watch a real enquiry move through the
CRM pipeline

No mock-up. This is the product, carrying one enquiry from the web form through to a signed engagement letter and a set of open jobs.

A short product tour of the FigsFlow CRM and pipeline for Canadian accounting firms.

Where enquiries go to die

Every one of these is costing you a client right now.

Not because anyone did anything wrong. Because nothing in a shared inbox makes an enquiry somebody's job.

Fixed by one shared record0 of 6

Open any card to see its fix, or switch them all at once.

013 opened · 0 repliedOwner · named

Still “being looked at.”

Three people opened it. None of them replied, because each assumed one of the others had. They signed with the firm down the street on Thursday.

The fix. Every enquiry lands with one named owner the moment it arrives, so nobody is left assuming somebody else has it.

02Owner · unknownOn the client record

“It’s somewhere in the inbox.”

A partner asks what happened to the T2 enquiry from March. The thread is in someone’s mailbox, the quote was verbal, and nobody owns the answer.

The fix. The enquiry, the quote and every note sit on one shared client record, so the answer never depends on whose mailbox it landed in.

03No deadlineNext action · dated

You didn’t lose that client. You replied second.

No owner, no chase, no deadline. The practice that answered within the hour got the engagement, and you never found out why you didn’t.

The fix. Every deal carries a next action with a date. When it slips, it shows up in someone’s queue instead of quietly going cold.

04One person’s fileShared board · live

Your pipeline is a spreadsheet one person understands.

Colour-coded, unshared, and out of date the moment that person takes vacation. Nobody else can tell you what is actually open.

The fix. One pipeline the whole practice works from, in six stages, updated as the work happens. A vacation doesn’t take it offline.

05No decision recordedReason · recorded

Nobody decided to lose that enquiry.

It arrived, it sat, and it went quiet. There was no decision and no record of one, because moving it was never written down as anyone’s job.

The fix. Won and lost reasons come from a short enforced list, so every closed deal leaves a recorded decision rather than a silence.

06Source · not capturedSource · at intake

You can’t tell a partner which referral channel works.

Source is never captured at intake, so fee income can’t be traced back to where the work came from. You renew the sponsorship on a hunch.

The fix. Source is captured when the enquiry arrives, from an enforced list, so fee income traces straight back to the channel that brought it in.

None of this is a people problem. It is a record problem, and a record problem has a fix.

One enquiry, start to finish

The enquiry comes in. The rest takes care of itself.

A contractor emails asking about a corporate year-end. Here is what the CRM does with it, and what nobody on your team has to remember.

  1. Minute zero

    A contractor fills in the web form asking about a T2 and a bookkeeping catch-up. The record is created with the service, the source and the corporation’s details already on it.

  2. Minute zero

    A call-back task, due today, sits with the owner your routing table assigned for that service. Nobody triaged an inbox to make that happen.

  3. Day two

    The owner sends a proposal at CA$3,400. That figure comes out of the pricing library and carries through to the engagement letter and the first invoice without being retyped.

  4. Day five

    No reply by day five and the chase task reappears. Push it twice and it escalates with a note. The client hears from the same person who quoted them.

  5. Day nine

    Nobody marks it won by hand. The signed engagement letter closes the deal, opens the jobs, and starts client due diligence on the same record.

Tasks and queues

Every deal carries a next action. The system won’t let one exist without it.

Not a to-do list someone keeps on the side. The task is part of the deal record, and finishing it is what moves the deal.

Try it · tick the task
Birchline ContractingEnquiry
Call backDue today
1 open task · alwaysNo tasks completed yet
01

One live task, always

From enquiry to close, a deal carries exactly one open next step. Complete it and the next one appears. A deal with nothing to do cannot exist.

  • Call back · MaplewoodMon
  • Revised quote · LakeviewTue
  • Confirm T2 scope · MaplewoodWed
02

Queues you work through

Calls, emails and to-dos split into overdue, today and this week. You work a queue down rather than hunting through a list.

Try it · push twice
Chase letterNorthline LogisticsDue Mon
Pushed 0×
Flagged · escalatedNote required: Client away until Friday
03

Rescheduling costs a note

Push the same task twice and it is flagged and escalated. Deferring work leaves a trace instead of quietly disappearing.

04

Silence escalates on its own

A deal sitting too long at one stage tells its owner, then the manager above them. Nobody has to notice it first.

05

Cover, not gaps

A colleague picks up someone’s pending tasks during vacation, so a client never waits out an absence they were never told about.

06

Every task recorded

Created, completed, rescheduled, by whom and when. That record is what your follow-up policy actually looks like in practice.

4.6 / 5
88 reviews

Not a lack of enquiries. Enquiries nobody owned, three inboxes deep.

Book a demo See pricing

Owner and collaborators

One owner on every deal. As many collaborators as the job needs.

A manager, a reviewer, a bookkeeper and even the client’s own lawyer can work from the same deal. Accountability still sits with one named person.

  • External advisers, limited view. The client’s lawyer sees documents, not the fee or internal notes.
  • Handovers are logged. A reassigned deal is traced to a person and a date.
Deal · Prairie Dental GroupProposal sent · CA$17,400
RKR. KaurPartner · holds the next actionOwner
DCD. ChenManagerCollaborator
STS. TremblayBookkeeperCollaborator
MOM. OkaforClient’s lawyer · externalAdviser
M. Okafor sees: documents, meetings Fee hiddenNotes hidden
Sep 2 · reassigned D. Chen → R. Kaur · logged
Cadence · Northline LogisticsConsent on file
Week 6Check-inWeek 14GuideWeek 22FilingWeek 30Decide
FROMJordan M. · own mailbox
TODan · Northline Logistics

Hi Dan, you mentioned revisiting the year-end once the new contract settled. Worth a short call this month?

Week 6 check-in: sent from Jordan’s mailbox Opened twice
Drafted · awaiting approvalEdit Approve & send
Closed · may come back later · nothing sends without the owner

Keep-warm

“Not right now” is not a no.

The enquiries that went cold are rarely lost. They are early. Close a deal as “may come back later” and a cadence keeps it in view without anyone having to remember.

  • One-to-one, from the owner’s own mailbox. Not a newsletter, and replies land back on the deal.
  • Consent is checked first, and the owner approves every send.

Reporting

At quarter end, you can answer the partner’s question.

Fee income won by service, by source and by deal type, out of the same records your team already works in. Not a spreadsheet someone rebuilds every quarter.

  • Source and lost reasons come from enforced lists, so the pattern is readable at quarter end.
  • New and recurring work report separately. Growth and renewals are different questions.
See reporting and analytics
Reports · Harbourview CPAQuarter review
WIN RATE38%
FEE INCOME WONCA$214k
OPEN PIPELINECA$97k
New engagements only · renewals reported separately
Your practiceOne record at every size

Solo practitioner · you are the pipeline

And it works, until the week you are in back-to-back year-end meetings. The CRM is the colleague who remembers the enquiry from Tuesday, holds the follow-up date, and keeps the quote attached to the person you quoted it to.

  • Follow-up dates held for you
  • The quote stays with the person you quoted

Small firm · everyone sees every enquiry

Which is exactly the problem. Shared visibility without assigned ownership is how an enquiry gets read three times and answered none. Routing gives each service a default owner from the moment it lands.

  • A default owner for every service
  • Routed from the moment it lands

Growing firm · somebody owns business development

And they need numbers that hold up in a partner meeting. Source at intake, structured win and loss reasons, and fee income split by service give them an answer rather than an impression.

  • Source captured at intake
  • Fee income split by service

Larger firm · multi-office, multi-service

The question is not whether you have a CRM. It is whether the fee in it is the fee on the signed letter. One record across offices removes the reconciliation nobody has time to do.

  • One record across offices
  • The fee on the deal is the fee on the letter
More for practices of this size. Explore →

One record, not two systems

The one account that never needs reconciling.

The deal, the fee, the signature and the job are the same record. Nothing is exported, re-imported or matched up by hand, whether you are one person or fifty.

  • Fee agreed once, carried to the letter and the invoice.
  • The won deal becomes the job, with its history attached.

Where it runs

It runs inside the Microsoft licence you already pay for.

No new mail platform and no second calendar. The CRM reads and writes where your team already works, in your own tenant.

Microsoft 365

Outlook and Teams, in your own tenant.

  • Reads real free/busy so a meeting is offered against the owner’s actual calendar.
  • Meeting outcomes land on the deal, not in someone’s notebook.
  • Documents stay in your own SharePoint, under your retention rules.

Stripe

The same rail your proposals use.

  • Deposits and recurring fees run on the rail the proposal already quoted.
  • Payment status shows on the deal rather than in a separate dashboard.
  • No second fee figure to keep in step with the engagement letter.

Email

Two channels, deliberately separate.

  • One-to-one messages send from the owner’s connected mailbox.
  • Cadence sends are drafted for approval, never fired automatically.
  • Replies thread back onto the deal they belong to.

Calling

Outbound, and we say so.

  • Click to call from the contact or the deal record.
  • Call outcome and duration are written back to the deal.
  • Outbound only — we would rather state the limit than imply otherwise.

What happens to everything that gets captured

It proposes. It does not decide.

  • Calls, meetings and emails become a suggested summary and a proposed next task on the deal.
  • A person accepts, edits or rejects it. Nothing is written to the record on the system’s own authority.

Everything the CRM connects to, in one place.

All integrations

Why this one

Not a CRM built for accountants. A CRM built by them.

Built inside a working practice, by people who had to answer the inquiry, send the proposal and open the job themselves. Every stage exists because somebody got caught out by its absence.

Product animation: one client record moves from inquiry to discovery, proposal, signature, client identity verification and recurring jobs. Fee, ID verification and jobs are added to the same record as it goes. Example data only.
1
Shared record behind every module
22
Modules, none of them a separate product
2
Free CRM seats for every practice
24
Months your price stays fixed
Book a demo →See the whole platform

How FigsFlow compares

Others track the work. FigsFlow owns the whole record.

Canadian firms often weigh FigsFlow against practice-management suites, proposal tools and general-purpose CRMs. Here is where the CRM differs, based on what those vendors publish.

Practice-management suitesProposal and engagement toolsAccounting-ledger practice toolsGeneral-purpose CRMs
What matters
FigsFlow
Other tools
Stages that end in a letter
Six stages; a signed engagement letter closes the deal and opens jobs.
Mostly job pipelines or generic deal stages; deal tracking is often a paid add-on.
One owner, one next action
No deal moves without a named owner and a dated next action.
Assignment is common; enforced next actions with escalation aren’t publicly described.
Fee keyed once
Fee set once in pricing, then carried to the letter and first invoice.
Some link proposals to billing; generic CRMs stop at a quote.
CRA dates from year end
T1, T2, GST/HST, payroll and slip dates recalculate when the year end changes.
Templates or manual due dates; automatic year-end recalculation isn’t stated.
Consent before every follow-up
Consent checked before any cadence; drafts wait for approval, never auto-send.
Practice tools compared don’t describe consent checks; general-purpose CRMs offer opt-in settings.
FINTRAC ID on the record
Method, checker and date recorded per individual and owner.
ID checks via modules or integrations where offered; FINTRAC isn’t referenced.

CRM pricing

Start free. Pay per seat when you grow.

Priced per CRM seat, in Canadian dollars. People who only need to view are free.

Everything is free until February 28, 2027. No card needed.

Launch offer

In the Suite

CRM Core

Freefor your first two seats

Then C$38 a seat.

  • Parties, roles and relationships
  • Pipeline by service line, email and calendar sync
  • Three active sequences, web forms, referral capture

Free seats: 500 contacts. Paid seats: 2,000.

For firms that market

CRM Growth

C$65per seat a month, billed annually

From one seat. Practice Suite customers add it for C$25 a seat.

  • Everything in Core
  • Campaigns, journeys and unlimited sequences
  • Lead scoring, website tracking and attribution
  • 10,000 contacts, custom reporting

Migration is included on five or more Growth seats.

Book a demo See full pricing

Related modules

Next in the platform

The CRM wins the enquiry. These four turn it into a priced, signed engagement, on the same record.

More of the platform

Onboarding suite FINTRAC compliance CRA deadlines Audit trail and evidence Jobs, tasks and deadlines Workflow templates
E-signature and approvals Team and capacity Time and billing

Proposals

Where the deal’s value and line items come from. Revise the quote and the deal follows.

See the proposals module

Pricing and quoting

Computes the fee the proposal carries. The CRM never prices anything itself.

See the pricing module

Engagement letters

The signature that closes the deal. Nobody marks a deal won by hand.

See the letters module

Meetings and scheduling

Booking into the deal owner’s real calendar. The outcome lands on the deal.

See the meetings module
Client portal Forms and requests Client mobile app
Practice dashboard Reporting and analytics AI assistant Documents in SharePoint Email API and webhooks
See it all on one shared record

Questions

The questions people actually ask.

If yours isn’t here, ask it on the call and we will answer it straight.

Does this replace our practice management system?
No. The CRM is one module sitting on the same record as jobs, time and billing. You can adopt it on its own and bring the rest across later, or run it as the front end to delivery you already manage elsewhere.
Can the team keep working in Outlook?
Yes, and that is the intended setup. The CRM reads and writes through your own Microsoft 365 tenant rather than asking anyone to live in a second mailbox or a second calendar.
What happens to the fee between the proposal and the letter?
Nothing happens to it. The figure is set once in the pricing library and carried by the same record through the proposal, the engagement letter and the first invoice, so there is no second number to keep in step.
How does the pipeline handle client due diligence?
A signed engagement letter closes the deal and raises the due diligence steps against the same party record. The software does not make the compliance judgement for you; it makes sure the step is raised, assigned and evidenced.
Can more than one person work a deal?
Yes. Every deal has exactly one owner who holds the next action, plus as many collaborators and external advisers as the job needs. Shared visibility never replaces named accountability.
What happens when an enquiry goes cold?
Close it as keep-warm and a cadence takes over, drafting one-to-one messages from the owner’s own mailbox. Each one waits for approval, so nothing goes out with the practice’s name on it unread.
How long does setup actually take?
The parts that need decisions from you are your service list, your routing table and your win and loss reasons. Most practices can settle those in a single session, and we work through them with you on the call.
What about French-language client communication?
Worth raising directly on the demo. Bilingual templates and client-facing documents are a common requirement for practices operating in Quebec, and we will show you exactly what the clause library supports today rather than promising in the abstract.