Monthly, transactional — priced by the band it actually is
FigsFlow is practice management software for bookkeeping and cloud accounting teams. Recurring work is priced once against a volume band, the engagement letter states the scope that was actually quoted, and fees are raised on schedule rather than reconstructed at the month end.
Pricing the book, start with what sits inside the fee. Running the month, skip to the billing cycle.
Nine per cent of the book is doing more work than it is billed for. None of them asked to move bands — their volume just grew quietly.
- Band Standard · up to 200 tx / month
- This month 238 transactions · 19% over
- Reconciliation Up to date · Xero feed connected
- VAT return Q3 filed · on the standard cycle
- Fee Unchanged since onboarding · flagged
the overage surfaced at month end, not at the next renewal
The book, seen the way whoever bills it needs it
This is the same client record the pricing table and the billing cycle below both describe. Nothing here is a separate spreadsheet — click through the stages to see what each one holds.
Illustrative interface and sample data. The clients and figures are fictional.
What sits inside the recurring fee, and what does not
The boundary stated plainly, line by line, so nobody has to infer it from a proposal three years old.
| The work | In the recurring fee | Priced separately | How it is flagged |
|---|---|---|---|
| Transaction processing | InUp to the agreed volume band | Volume above the band | On the client record, month end |
| Bank reconciliation | InAll accounts listed at proposal | Accounts added mid-year | When the account is added |
| VAT returns | InOn the standard quarterly cycle | Error corrections, historic amendments | At the point of preparation |
| Payroll journals | OutPriced as its own service line | Per payroll run | At proposal stage |
| Year-end handover | InHandover pack only | Statutory accounts and filing | On the engagement letter |
One fee, quoted once. A client's volume, growing quietly ever since.
A client is onboarded on the Standard band — up to 200 transactions a month, priced accordingly. Eighteen months later they have added a second bank account, taken on a card machine, and started invoicing weekly instead of monthly. Nobody re-quoted anything, because nobody was watching for it.
The bookkeeper doing the work knows the volume has grown, because they are the one processing it. What they do not have is an easy way to turn that into a pricing conversation — so the extra work gets absorbed, quietly, month after month, until someone runs a margin review and finds the whole book has drifted below where it should be.
Nobody decided to give the work away. It happens because volume is tracked in the ledger software, and price is set in a proposal document, and the two are never compared until somebody goes looking.
The volume that is billed and the volume that is actually processed
Running the ledger is one side. Pricing it correctly is the other. They are supposed to meet at the same client record, and in most bookkeeping teams they meet once a year, at a margin review that is already too late for the months in between. The drift is invisible client by client, and obvious across the whole book.
One record. The band, the transaction count and the fee are properties of the same client, so a client who has grown out of their band is visible the month it happens.
Two systems. The ledger software knows the volume. The proposal document knows the fee. Nothing compares them until somebody runs a review.
One month, from raising the fee to closing the cycle
The same book, walked through a single billing month, so a bookkeeping lead can place their own team in it.
- Week 1
Fees raise themselves
Recurring billing runs across the whole book on the schedule set at proposal, without anyone rebuilding the list.
- Weeks 1–3
Processing runs against the band
The team works to the scope the client actually bought, visible on the record rather than held in someone's head.
- Week 4
Volume checked against the band
Clients who have grown out of their band surface here, before the fee stops covering the work.
- Month end
Out-of-scope work is flagged
Extra work is raised as a conversation with the client owner rather than absorbed quietly into the recovery.
- Quarter
Bands reviewed, letters reissued
Where the scope has genuinely changed, the engagement letter is reissued to match rather than left two years behind.
Short list, honestly labelled
FigsFlow sits alongside the ledger software your clients already use, pricing and billing the work rather than replacing where it is processed. The rest of this fold is what is not connected yet, because finding that out in month two is worse than reading it now.
Transaction volume and reconciliation status feed the client record, so the band is checked against real activity rather than a guess.
Entity and filing data read once, held on the client record alongside the bookkeeping schedule.
Returns are prepared and scheduled here; submission runs through software on HMRC's list, as it should.
An existing book of clients and bands imports as a starting point, and every report exports in full.
Reconciliation happens in Xero, QuickBooks or FreeAgent; FigsFlow reads the status, it does not replace the ledger's own reconciliation screen.
By design — not plannedAn over-band client is flagged for a conversation. Nothing here changes a fee without a person approving it.
Deliberate, not a gap we are closingSage, Kashflow and smaller platforms are not yet connected. Volume for these clients is tracked manually for now.
Not in this releaseBefore you go further
Four questions that come up before commercial terms.
How do we re-price a book of recurring clients without losing them?
Bands are reviewed by exception rather than all at once — a client who has drifted over their band is flagged individually, with the volume evidence attached, so the conversation is specific rather than a blanket price rise across the book.
Can pricing vary by transaction volume?
Yes. Bands are set against a volume range at onboarding, and a client's actual activity is checked against that band from the connected ledger, not from a manual count.
Does this replace our bookkeeping software?
No. Xero, QuickBooks and FreeAgent stay the ledger of record; FigsFlow prices, bills and tracks the volume behind that work, and reads the reconciliation status rather than duplicating it.
How is scope creep actually picked up?
Transaction volume is checked against the client's band on the same monthly cycle billing runs on. An over-band client is flagged to the client owner at month end, not discovered at the next annual review.
Bring one month of your own volumes
We will band a sample of your recurring clients on the call and show what the fee should be against the work as it stands today.