A meeting that arrives already prepared
FigsFlow is meetings and scheduling inside the client record — the client books real availability from your Outlook calendar, the invitation carries a Teams link and an agenda built from what is actually open on their file, and what you agree in the room becomes tasks on the job rather than a note in somebody's notebook.
Partner or principal, start with what a booking link actually controls in the tour below. Practice manager, go straight to why the eight-email thread happens.
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- WhenThu 18 Sep · 10:00–10:45
- Booked byThe client · from your real availability
- WhereTeams link · on the invitation
- Agenda2 open jobs · 1 records request outstanding
- Attached toThe client record · not just a calendar
nobody sent a single “does Thursday work for you?” email
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Product tour
Watch an agenda assemble itself
Ninety seconds. A client picks a slot from a real diary, and the invitation goes out carrying two open jobs, one outstanding records request and the next filing date — none of it typed.
You asked the client for something they sent in July
Ten minutes into the year-end meeting, you ask for the bank statements. The email is in the system, the request was marked received, and the file has been complete since the summer — none of which was in front of anyone when the call started.
Nothing went wrong. Nobody missed a deadline. But for the remaining thirty-five minutes, you are the practice that had to be told something it already knew.
They are not judging the answer. They are judging whether you knew the question.
Where it sits
A meeting is a step in the relationship, not an entry in a diary
Scheduling is the part every tool does. What makes it worth having inside a practice system is the two edges — what the meeting knows, and what it leaves behind.
- Someone wants to talk
- It gets booked
- It arrives prepared
- The outcome becomes work
- It stays on the record
Availability
Real Outlook availability, not a second calendar
Availability is read from the Outlook calendar the person already keeps — not a second calendar they have to maintain. Existing appointments, leave and the meeting type's buffers are removed before a slot is ever offered, and times are shown in the booker's own zone.
There is no window in which a client sees a slot the diary has already filled, because there is no second copy of the diary to fall out of step. A client booking from Dubai sees Dubai time and the diary stores UTC, so nobody turns up an hour out before a filing deadline.
The meeting is created in the adviser's own calendar and hosted by them, not by a generic service account. They control the lobby, the client sees a name they recognise on the invitation, and if the booking system is unavailable the meeting still goes ahead — it was never dependent on it.
Context on arrival
Nobody spends the first ten minutes catching up
Because the booking is raised against a client rather than an email address, the meeting carries what is open on that client: jobs in flight, records still outstanding, the next statutory deadline, anything awaiting signature, and what was agreed last time.
The client is not asked questions the practice could have answered from its own system, and the partner is not reconstructing the file in the two minutes beforehand.
Outcomes, not notes
What you agreed either becomes work, or it does not exist
A meeting note records that something was said. A task is a commitment with an owner and a date. The gap between the two is where most of what gets agreed in a client meeting quietly disappears.
Recording an outcome raises the work against the same objects the rest of the practice runs on — a task on a job, a request to the client, a deal on the pipeline — rather than leaving a bullet that depends on somebody re-reading it.
Booking the meeting moves the deal too. A prospect who picks a slot moves to Discovery and Needs Assessment without anybody dragging a card, so the pipeline reflects what has actually happened rather than what somebody remembered to update.
The no-show
The no-show that costs you a slot in January
Reminders run from the meeting type rather than from whoever set it up, so the cadence is identical for every client and it happens whether or not the owner is at their desk. The client reschedules or cancels themselves, from the same link.
A rescheduled meeting moves on the record, not just in a diary — so the job it was gating knows, and a cancellation with a stated reason is a recorded event rather than a silence somebody notices a week later.
They also go out one to one from the practice rather than from a bulk sending domain with somebody else's name on it. That matters more than it sounds: a reminder that lands in a promotions tab is a reminder that did not happen, and the no-show it was meant to prevent still costs you the slot.
Reaching the client
A link in an email signature gets used by nobody
The booking link that actually gets used is the one attached to the reply the client was already waiting for. So the service information request that goes out on a new enquiry carries the assigned adviser's link inside it — at the moment the client is trying to reach you, not three scrolls below a sign-off they never read.
The request asks for exactly what that service needs, and the link books the meeting type that service starts with. Neither is chosen by whoever picked up the enquiry.
What IT asks
Nothing new to approve, and nothing that fails quietly
It runs on the Microsoft Graph connection your practice has already authorised. Calendar access is an added scope on that existing consent, not a second integration to review and revoke — and sign-in is the identity your IT already administers, so there is no separate login to hand out when somebody joins.
If a token refresh ever fails, it raises an alert rather than stopping. A scheduler that quietly stops reading a calendar is worse than one that was never switched on, because everybody carries on trusting it.
Seen enough? Bring the last booking thread you had.
The difference
Everyone can book a slot. Almost nobody attaches it to the work
General appointment scheduling software is good, cheap and genuinely better than we need to be at the booking step itself. Appointment scheduling software for accountants has to clear three more bars: whether the meeting knows anything when it starts, whether the outcome becomes work when it ends, and whether any of it is visible to somebody who was not in the room.
| The test | Email back-and-forthWhat most practices still do | A standalone booking toolGood at the booking step, and cheaper | A practice suite with a calendar viewWhere the jobs already live | FigsFlowThe meeting, and what it is for |
|---|---|---|---|---|
| Client books real availability | ✕Four days of elapsed time per meeting. | ✓Yes, and well. | !Usually not — the practice books its own diary. | ✓From Outlook, with per-type notice and buffers. |
| Meeting arrives with context | ✕Whatever the partner remembers. | ✕It books against a calendar, not a client. | !Partly — if someone opens the file first. | ✓Assembled from the client record at booking. |
| Outcome becomes work | ✕A note, if anyone wrote one. | ✕What you agree has nowhere to go. | !Sometimes, by hand. | ✓Tasks, client requests and deals on the same record. |
| Readable by someone else later | ✕A thread in one person's inbox. | !The booking only. | !Partly. | ✓On the client record, months later, cold. |
And where we are narrower, on purpose. This is scheduling for meetings that belong to a client relationship. There is no public event or webinar booking and no ticketing — if you want to sell seats at a seminar, use something built for that. And the booking page carries your practice name and colours, but it is not a freely designable landing page.
Who uses it
The first meeting type a practice sets up is different every time
Appointment scheduling software for accountants gets switched on at the point where somebody other than the meeting's owner has to answer “when are you free?”. Which type to build first depends on where that question costs you most.
Six replies, four days, twenty minutesThe thread a sole practitioner has every week, and the link that ends it.
What you'll see
Preview clock — no video source set
The meeting that already knewWhat changes when the agenda arrives with the invitation.
What you'll see
Preview clock — no video source set
Four things agreed, four things doneThe first size where nobody can see the partner's diary.
What you'll see
Preview clock — no video source set
One diary policy, four officesThe same notice, buffer and cadence wherever the client books.
What you'll see
Preview clock — no video source set
A booking link never replaces judgement about who should be in the room. A meeting created from a type can still be reassigned, lengthened or moved. The type is the default, not a lock — practices that make it rigid end up with partners booking around the system.
Your stack
Short list, honestly labelled
Scheduling touches two things outside FigsFlow: the calendar your practice already keeps, and the way the client is contacted. Everything else here is what is not connected.
Live today
- Outlook calendar
- Teams links
- Entra ID SSO
- Microsoft Graph
- The client portal
- Jobs and tasks
- Client requests
- CRM pipeline
- CSV / Excel export
Not yet, and we would rather say so
- Google Calendar
- Events and webinars
- SMS reminders
- Seat limits and ticketing
An integration that half works costs more than one that does not exist, because somebody still checks the other calendar — and here that means a double booking in front of a client.
Proof
Built inside a practice that books its own year-end meetings
The first meeting types in FigsFlow were the ones a working practice had already been agreeing over email, six replies at a time. UK Property Accountants runs on them, with delivery support from the Sterling Wells team in Kathmandu.
Named practice references and review-platform ratings are not shown on this page yet. They will be added once the practices concerned have agreed in writing.
Pricing
What it costs
Not sold on its own. Scheduling is on every seat, at one price per person.
£590/month
10 × £59 per user, per month
- Booking links, not email threads
- Meeting types set centrally
- Free/busy from your own Outlook calendar
- Outcomes recorded as tasks, not notes
At 10 people, £590 a month. Minimum two seats.
Related modules
What a booked meeting touches
Four modules sit against a meeting directly. The rest of the platform is on the same shared record, one step away.
CRM and pipeline
Free/busy from the deal owner's own Outlook, with bookings written back.
See the CRM moduleJobs, tasks and deadlines
Meeting outcomes recorded as tasks rather than as notes.
See the jobs moduleForms and requests
The outstanding requests that appear on the agenda automatically.
See the requests moduleE-signature and approvals
Items awaiting signature, surfaced before the call rather than after it.
See the signature moduleResources
See it in practice
Case studies, short films and writing on the eight-email thread nobody budgets for.
Six replies, four days, twenty minutes
How a sole practitioner stopped negotiating meeting times by email.
Read the case studyThe meeting that already knew
What changed for a small practice when the agenda arrived with the invitation.
Read the case studyFour things agreed, four things done
A growing practice on outcomes that stopped evaporating between meetings.
Read the case studyWatch an agenda assemble itself
From slot to invitation, with nothing typed.
Watch the videoFour agreed actions, four owners
Recording an outcome, and where each piece of it lands.
Watch the videoWhy the slot is genuinely bookable
Appointments, leave and buffers coming out before a slot is offered.
Watch the videoThe eight-email thread nobody budgets for
What agreeing a time actually costs across a year.
Read the articleQuestions you should not have to ask
Why a meeting that arrives informed changes how the client rates you.
Read the articleA note is not a commitment
The gap between what was said and what has an owner and a date.
Read the articleQuestions
The things that decide whether a booking link actually gets used
A general booking tool books against a calendar. Appointment scheduling software for accountants books against a client — so the meeting can carry the jobs, requests and deadlines open on that client when it starts, and the outcome can become a task on a job when it ends. The booking step itself is the part everybody does well.
Your Outlook calendar, read live. Existing appointments, leave and the meeting type's buffers are removed before a slot is offered, so there is no second calendar to keep in step and no window in which a client can book a time you have already filled.
No. Availability is read from Microsoft 365 only. If your practice runs on Google Workspace, scheduling will not work for you in this release — and we would rather you knew that before a demo than during one.
No. They book, reschedule and cancel from a link — nothing to create, no password to reset, and it works in a phone browser. It is the same place they upload documents and answer requests, so there is one thing to explain rather than three.
Recording an outcome raises the work against the objects the practice already runs on — a task on a job, a request to the client, a deal on the pipeline — each with an owner and a date. The meeting closes as "4 actions raised" rather than "held".
Reminders on booking, two days before and on the morning run from the meeting type rather than from whoever set it up, and they go out one to one from the practice rather than a bulk sending domain — so they arrive in the inbox. A client can reschedule themselves from the same link, and a no-show is a recorded outcome state rather than a gap somebody notices later.
No. Scheduling uses the Microsoft Graph connection your practice has already authorised, with calendar access added as a scope on that same consent. Sign-in is your existing Entra ID, so there is no separate scheduling login to provision or revoke — and if a token refresh fails, it alerts rather than quietly stopping.