For firms of 2 to 10
Too many moving parts for a spreadsheet. Too few people for a software project.
FigsFlow is practice management software built for Canadian accounting firms with 2 to 10 people. Each client gets a single record holding the proposal, engagement letter, FINTRAC client identification, jobs, CRA deadlines, time and invoices, so the whole team sees the same picture instead of relying on one person’s memory.
Consistent engagement letters, deadlines everyone can see and one shared view of the work, set up in days without pulling anyone off client work for a week.
No credit card needed, and no implementation call.
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Rated 4.6 out of 5 from 88 verified customer reviews on Trustindex.
Pemberton & Co Inc.
Jo · owner · Has the full picture without chasing anyone for it: the signed letter, every due date, the agreed fee and the latest activity on the file.
Same file, same view, for all four of them.
Built from the accepted services
Trusted by the best
Overview
Six people, one client record
A three-minute walkthrough of the first Monday after a firm moves over.
Animated walkthrough of FigsFlow for small Canadian accounting firms: a team of six working from a single client record rather than a shared inbox, so everyone follows the same process.
Transcript
It is Saturday morning and the partner is drafting a third engagement letter this weekend, because no one else knows which template is the latest. Two weeks later the same letter looks different: the client accepted the services on Tuesday, the clauses were pulled from the firm’s own library, and the letter went out before the team had settled in. The deadline it relates to sits on the client record for everyone to see, the client has uploaded their documents through the portal, and on Monday nobody needs to ask Jo where anything lives.
Platform · Small firms
Explore the platform small firms use day to day
No sales call and no implementation schedule. A team of four with no dedicated administrator, and nothing here requires one.
CRM and pipeline
Static previewEvery lead and deal, with a named owner
Onboarding suite
Static previewFrom proposal to signature in one flow
Pricing and quoting
Static previewOne firm price, whoever quotes
Proposals
Static previewPrice it once, clients accept online
Engagement letters
Static previewBuilt from a controlled clause library
FINTRAC compliance
Static previewClient ID, risk rating and evidence on file
Compliance calendar
Static previewEach client’s due dates, chased automatically
Beneficial ownership
Static previewDirectors and individuals with significant control
Audit trail and evidence
Static previewWho did what, logged without extra effort
Jobs and workflow
Static previewThe status of every job at a glance
Service templates
Static previewYour firm’s process, set up once
Your daily list
Static previewEach person’s next task
Timesheets
Static previewTime recorded to the job in real time
Follow-ups and chasing
Static previewNo task depends on someone’s memory
Client portal
Static previewDocuments and approvals in one spot
Information requests
Static previewRequest once, follow-ups run themselves
Email hub
Static previewClient email filed to the client, not an inbox
Forms
Static previewStructured answers instead of email chains
Client surveys
Static previewGet feedback right after the job
Microsoft 365 and Outlook
Static previewEmail stays in Outlook
SharePoint documents
Static previewDocuments stay in your storage
Xero and QuickBooks Online
Static previewYour books stay where they are
Payments
Static previewClients pay by link
Open API and webhooks
Static previewYour data, accessible
Capacity planning
Static previewWho has capacity and who doesn’t
Realization and WIP
Static previewFees earned versus the cost of the work
Firm dashboards
Static previewKey figures without a spreadsheet
That’s everything. No installation, no scheduling.
A two-person firm or a team of ten, with a part-time bookkeeper and extra help in tax season? You’re in the right place.
Heading past ten people and feeling the strain? See growing firmsThe problem
Past the spreadsheet stage, short of a software project.
Firms this size are stuck in between. The shared spreadsheet broke down somewhere around the fourth hire, yet every system that promises to fix it comes with an implementation plan, a project lead and two weeks no one can spare. So the spreadsheet survives, and the firm quietly pays for it.
Usually, all three of these are true together.
How it is now
With FigsFlow
The partner still drafts every engagement letter. Not by choice, but because nobody else is sure which version is current, and a wrong one costs more than doing it personally.
Due dates are spread across three people’s memories. That holds up until someone takes vacation, and then it holds up until it doesn’t.
The newest hire picked up the process by shadowing a colleague. They picked it up a little wrong, and nobody will spot it for about five months.
None of this justifies a six-week implementation.It does justify an afternoon.
How FigsFlow works
One client file the whole team shares
From first inquiry to paid invoice, each client lives on a single record that the whole firm works from. The accepted proposal turns into the engagement letter, the signed letter sets up the jobs, and the completed job produces the invoice. Nothing gets retyped between steps, and nothing hinges on who is in the office that day.
Every inquiry gets a record and an owner.
Rather than sitting in one person’s inbox.
Proposals go out at the firm’s set price.
Identical fees, no matter who sends them.
The engagement letter builds itself
from the accepted services and your own clause library.
Client identification happens before the letter is sent.
The evidence is kept on file; your compliance officer makes the calls.
A signature sets up the jobs and adds the deadlines.
Each one assigned, visible and owned.
The completed job produces the invoice
based on the agreed fee and the time recorded.
Six steps, a single file, zero retyping.
See the whole platformBefore and after
What shifts once everything sits on one file
Excel working papers and Outlook don’t move. The difference is in everything that currently falls through the gaps between them.
| Situation | Today | With FigsFlow |
|---|---|---|
| The engagement letter | The partner drafts it | Built from the services the client accepted |
| Deadlines | A spreadsheet plus three people’s memories | Stored on the client file and chased automatically |
| A new starter | Learns by shadowing someone | Works from the template on day one |
| Client chasing | Happens when someone remembers | Automated and recorded |
| Where the file is | Ask the last person who touched it | In your own SharePoint, linked to the client file |
| Vacation cover | A handover meeting | Nothing to hand over; it’s all visible |
Left exactly as they are: Excel working papers, Outlook, your accounting software and your document storage.
Connects, doesn’t replace
It works alongside the tools you already use
Instead of replacing a small firm’s existing tools, FigsFlow connects to them. Email stays in Outlook, files stay in your own SharePoint or OneDrive, and the books stay in Xero or QuickBooks Online. You add the missing layer rather than migrating the parts that already work.
What you’re adding
FigsFlow
Jobs, deadlines and the client file
Point at any of your tools below to see where it stays.
Not moving
Microsoft 365
Outlook
SharePoint
Xero
QuickBooks Online
Stripe
Proof
Small firms that stopped running on memory
Real customer reviews, quoted word for word. Four people on what changed once the team worked the same way.
Before, everyone on our team had their own way of doing things, and it was obvious. FigsFlow brought everything together. Now we use the same templates, pricing, and process every time.
CBConner BaileyTrustindex review · 17/07/2026
I like that I don't need any IT background to set up roles for my team, the interface is genuinely simple.
ITIsla ThompsonTrustindex review · 19/08/2026
Proposals are now sent out on the same day instead of staying in a draft folder for a week.
CECharlie EvansTrustindex review · 07/08/2026
Creating professional proposals and engagement contracts takes only a few minutes, which has saved me a lot of time.
ISIwona SajdakTrustindex review · 29/07/2026
Quoted word for word from FigsFlow’s public Trustindex profile, where the full reviews are. Reviewers are FigsFlow customers across our markets. Rating as at October 29, 2026.
FigsFlow was built by people who ran accounting firms themselves. The features that seem obvious were someone’s real headache first.
Pricing
Pricing for a firm of 2 to 10
FigsFlow Practice Suite pricing is per user, per month: C$79 for each of the first 10 people on annual billing (C$95 on monthly billing), plus GST/HST. A five-person firm pays C$395 a month with no implementation fee, and it’s free until February 28, 2027. You pay per user, not a flat firm fee.
Available from November 3, 2026
- Proposals and pricing
- Engagement letters
- FINTRAC client identification
- Jobs, workflow and service templates
- Timesheets, invoicing and payments
- Client portal and information requests
- Xero and QuickBooks Online sync
On the roadmap
- AI-assisted proposal assembly · phase 2
- Native mobile enhancements · phase 2
- In-portal calls · phase 3
Practice Suite2–10 people
users ×C$79 =C$395/ month
- No implementation or setup fees
- Clients use the portal at no cost; they don’t need a licence
- All the modules shown above, on a single client file
See FigsFlow in action Run the numbers
How much is admin costing your firm?
With two to ten people, the drain is small enough to miss, and that is the problem. Each person loses a few hours a week to chasing clients, retyping details and redrafting letters that already exist. Enter your own numbers to see what that adds up to over a year.
per year, based on your inputs
This model uses only the numbers you entered. It shows today’s cost, does not forecast savings and is not advice.
Almost none of that time ever makes it onto an invoice.
Getting started
How the first week unfolds
A firm this size picks up sensible defaults instead of designing a process from scratch, so setup takes days, not weeks. Bring in your clients, pick your engagement letter templates, add the deadlines due this quarter and invite your team. The rest can wait until you’ve used it on live files.
Import clients
From a spreadsheet
Pick letter templates
A handful of choices
Add this quarter’s dates
Only what’s coming up
Invite the team
One shared view
Live client work
The rest follows later
This is a sequence, not a schedule. We don’t attach dates to it, because the pace depends on the state of your client data rather than on us.
-
Import your clients.
Import from a spreadsheet or directly from your current system: names, entities and key dates.
-
Pick your letter templates.
Begin with the standard clause sets and tweak them. Most small firms adjust three or four items and keep the rest.
-
Add this quarter’s deadlines.
Only the filings due in the next three months, not every obligation for every client. Others get added as you go.
-
Invite your team.
From day one the whole team works from the same view, and that alone delivers much of the benefit.
Setup isn’t the slow part. The slow part is the two weeks after, when people keep opening the old spreadsheet out of habit. Remove it at the end of week two and the habit goes with it.
In their words
The longer version
Two customers, in their own words, including the part that took longer than they expected.
“Now, the discount is part of the workflow.”
Poppy GreenTrustindex review · 04/08/2026
What took longer“Setting it up took a bit longer than I thought because there are several pricing options, but once it's set, it works smoothly.”
“Once it’s set up, it pretty much runs on its own.”
Imogen ClarkeTrustindex review · 12/08/2026
What took longer“Setting everything up took a bit longer than I expected because there’s a lot to configure with proposals, pricing, and letters all at once.”
Quoted word for word from FigsFlow’s public Trustindex profile. Reviewers are FigsFlow customers across our markets.
Resources
Useful reading while you decide
Small firms usually compare a couple of systems over a few weeks, often after hours. These resources are useful whichever you choose.
Moving to your first practice management system
How a firm leaving spreadsheets behind handles proposals, letters, client identification, jobs and invoices on a single client file.
Engagement letter template
A standard engagement letter layout you can use on its own.
Switching checklist
A one-page list of what to move first, what to leave for later and what to retire.
FINTRAC file checklist
What a client identification file should contain.
Not live. Pending review and dating by a qualified adviser. Using it does not make a firm compliant and is not advice.
FAQ
Common questions from small Canadian firms
How much does practice management software cost for a small accounting firm in Canada?
FigsFlow Practice Suite costs C$79 per person per month for your first 10 people on annual billing (C$95 on monthly billing), plus GST/HST. A five-person firm pays C$395 a month. There are no implementation or setup fees, and it’s free until February 28, 2027. Full pricing is here →
How quickly can a small firm get up and running?
Setup is brief: bring in your clients, pick letter templates, add this quarter’s deadlines and invite the team. We won’t commit to a date because it depends on the state of your client data and how fast you settle a few template choices. At 2 to 10 people there’s no implementation project; you start from defaults rather than designing a process.
Does every team member need a licence?
Anyone who views or works on files in FigsFlow needs one. Clients don’t: the client portal is included at no extra cost.
Does FigsFlow do our FINTRAC client identification for us?
It manages and documents the process; the judgment stays with you. Client identification and risk assessment are kept on the client record, screening results are stored with the file, and the audit trail records what happened and when. Your firm remains responsible for its PCMLTFA obligations, and your compliance officer makes every decision.
Does FigsFlow file anything with the CRA or Corporations Canada?
No. It tracks each obligation, follows up on what’s needed to meet it and keeps the evidence that it was met. Filing happens in your own CRA-certified tax software: FigsFlow runs the firm, and your tax software handles the filing.
What happens to our current setup?
Most of it stays put. Excel working papers, Outlook, your accounting software and your document storage all continue as before. FigsFlow takes over the gaps between them: the follow-ups, the deadline spreadsheet and the letter someone has to draft.
Will it still work once we pass ten people?
Yes. A few things become important at around twelve to fifteen people, such as review gates, pricing approval limits and capacity planning, and it helps to know that in advance. Practice management for growing firms →
Nothing matches that. Ask us directly and we’ll add the answer here.