For practices of 10 to 50
Standardise it before the next ten people learn it wrong.
FigsFlow is practice management software for chartered accountants running practices of 10 to 50 people. Proposals, engagement letters, AML checks, jobs, deadlines, time and invoices all sit on one client record, with practice-wide templates and review gates — so the process lives in the system rather than in one partner's head.
Practice-wide templates, review gates and real capacity visibility — so a practice of forty produces work as consistent as a practice of four used to.
Twenty minutes, screen-shared, with your own services on the screen.
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Around 150 UK and Ireland practices already run onboarding on FigsFlow.
Year-end accounts · Calder Fitness
Copied from: Annual accounts (Ltd) · v4
Priya · Four years in. Picks it up and the template already says which of the accounts checklists is current — so nobody has to ask, and nobody guesses.
Same job, same steps, whoever picks it up.
The job cannot be marked complete while this is open.
Seen on Tuesday, not in the write-down.
Trusted by the best
Overview
A practice of six, running on one record
Three minutes. What actually changes on the Monday after you switch.
Transcript
This is a Saturday morning, and this is the third engagement letter of the weekend — because nobody else is quite sure which version is the current one. Watch the same letter a fortnight later: the services were accepted on Tuesday, the clauses came from the practice’s own library, and it was out the door before anyone sat down. The deadline behind it is on the client record where the whole team can see it, the client uploaded their own paperwork through the portal, and on Monday nobody has to ask Jo where anything is.
Platform · Growing practices
Click through the platform a growing practice actually runs on
No sales call, and no “we’ll schedule an implementation.” Twenty-odd people, three partners, and one process everybody follows — here is every part of it.
CRM and pipeline
Static previewEvery enquiry owned by someone, visibly
Onboarding suite
Static previewPriced, proposed and signed as one unit
Pricing and quoting
Static previewThe practice’s fee, not the quoter’s
Proposals
Static previewBuilt from the library, not from last year’s file
Engagement letters
Static previewAssembled from a governed clause library
AML and client due diligence
Static previewCDD and risk on the client record, evidenced
Compliance calendar
Static previewEvery obligation tracked per client, chased on its own
Companies House tracking
Static previewVerification status and deadlines per director and PSC
Audit trail and evidence
Static previewWho did what, when, and on whose authority
Jobs and workflow
Static previewStep, task, sub-task — nothing closes with something open underneath
Service templates
Static previewThe blueprint every job is copied from
Your daily list
Static previewOne prioritised queue per person, escalated when it sits
Timesheets
Static previewTime against the job, not against a memory
Follow-ups and chasing
Static previewEvery outstanding commitment, tracked to whoever owes it
Client portal
Static previewOne place clients send things and approve things
Information requests
Static previewSent, answered step by step, chased automatically
Email hub
Static previewClient threads attached to the client, not to an inbox
Forms
Static previewStructured answers instead of a reply-all thread
Client surveys
Static previewAsk after the work, not at renewal
Microsoft 365 and Outlook
Static previewYour mail stays where it is
SharePoint documents
Static previewDocuments in your tenant, under your retention policy
Xero and QuickBooks Online
Static previewThe ledger keeps its job
Payments
Static previewFees collected on a link, not a chase
Open API and webhooks
Static previewYour data, reachable
Capacity planning
Static previewWho is overloaded, before it becomes a write-down
Realisation and WIP
Static previewBudget versus actual, per job and per person
Practice dashboards
Static previewThe partner view, without the Friday spreadsheet
Seen enough of it? See it running on your own services.
Ten to fifty people, two or three partners, and a process that grew rather than got designed? You’re in the right place.
Fifty-plus, or more than one office? See how it works at that scale →
The problem
Five people, five ways of doing the same job
Most practices of this size don’t have a software problem. They have a process that lived in three people’s heads and then hired twelve more. Work gets done well, but differently every time — and the cost shows up as partner review time, write-downs, and a letter that went out with last year’s fee on it.
You know the pattern, because you can name the day it started.
The partner is the bottleneck, because everything routes through their review and it always has. They are the only person who knows which of the four accounts templates is the current one, and they are reviewing at ten at night because that is the only time nobody is asking them something.
The engagement letter that went out last month was copied from the last one that looked similar. It carried last year’s fee. Nobody noticed until the client did.
And the deadline nobody owned was owned, once, by someone who left in March. It was in their head and their calendar, and both of those have gone.
None of that is a competence problem. It is what happens when a practice grows faster than anybody writes anything down.
Five ways
One way
Work in progress
Sample data
Waiting on review since June. Sample data.
How it works
One record, from first enquiry to final invoice
In FigsFlow a client is one record from the first enquiry onward. The enquiry becomes a proposal at a price the system computed, the accepted proposal becomes the engagement letter, the signed letter creates the jobs, and the finished job becomes the invoice. Nothing is re-typed at any handover, because there is nothing to re-type it into.
PDIn the hands of Priya · new business
Dashed fields were carried from an earlier step. Nobody re-typed them.
That is the whole path. Twenty minutes to see it on your services.
The contrast
What changes when it’s one record
Not a comparison with other software — a comparison with the way it works now. Your Excel working papers and your Outlook aren’t going anywhere; they connect.
| What | How it works now | On one record |
|---|---|---|
| A new job starts | Somebody remembers how the last one went | Copied from the service template, every time |
| The letter | Last year’s, edited, fee sometimes updated | Assembled from what the client accepted |
| Review | Whenever the partner gets to it | A gate the job cannot pass without |
| Who’s overloaded | You find out when something is late | You can see it this week |
| Where the file is | Someone knows | In your SharePoint, on the client’s record |
| What a job cost | Worked out afterwards, if at all | Budget against actual, while it’s running |
Staying exactly as they are: your Excel working papers · Outlook · your SharePoint and its retention policy · Xero or QuickBooks Online.
Connected, not replaced
It sits on top of what you already run
FigsFlow connects to what a small practice already has rather than replacing it. Mail stays in Outlook, documents stay in your own SharePoint or OneDrive, and the ledger stays in Xero or QuickBooks Online. You are adding the layer that was missing, not migrating the ones that work.
The layer you're adding
FigsFlow
The work, the deadlines, the client record
Hover one of your tools below to see what stays where.
Staying exactly where it is
Microsoft 365
Outlook
SharePoint
Xero
QuickBooks Online
Stripe
Proof
Practices that standardised before they scaled
Four short clips. One question each, answered by the people who lived it.
FigsFlow was built inside working practices, by people who had to run them. Every workflow in it started as somebody’s problem on a Tuesday.
They were four people with a spreadsheet too.
Start free trialProof
Built inside working firms
FigsFlow was built in practice, not in a lab, by people who had to close a month themselves.
- 4.8Capterra132 reviews
- 4.7G288 reviews
- 4.9Google61 reviews
Pricing
What it costs, and what’s live today
FigsFlow is priced per user per month, and a practice of 10 to 50 typically sits on the [TIER NAME] tier at [£XX] per user. There is no implementation fee and no minimum term beyond the one you choose.
[TIER NAME] tier placeholder
Per user, per month. Move the count to your headcount and the sum below recomputes.
- No implementation fee.
- No minimum term beyond the one you choose.
- No per-module charge — the twenty-seven modules above are the product.
Live now [supply from availability matrix]
- Proposals, pricing and engagement letters
- AML and client due diligence
- Jobs, service templates and review gates
- Compliance calendar and Companies House tracking
- Client portal, information requests and forms
- Timesheets, capacity, realisation and WIP
- Microsoft 365, SharePoint, Xero, QuickBooks Online, payments
Coming — not live today
- AI-assisted proposal assembly
- Native mobile enhancements
- In-portal calls
Trusts, partnerships and estates are partially supported, in the AML module. We would rather you heard that here than found it in a trial.
Adoption
What a practice of this size sets up first
Standardisation at 10 to 50 people is real work, because you are writing down decisions nobody has written down before. The order that works: templates for your three highest-volume services, then review gates, then client migration, then capacity. Most of the effort is deciding what the practice’s way actually is — not configuring it.
Your three highest-volume services, templated
Not all of them. The three that make up most of your jobs — steps, tasks, who does them by default, what paperwork attaches.
Review gates on those three
Who checks, what they check against, and what happens when they find something. This is the step that gives the partner their evenings back, so it is worth doing properly rather than quickly.
Clients and deadlines across
The obligations that matter this quarter first. History can follow later, and usually should.
Capacity, once there is a month of real data in it
Capacity planning against made-up numbers tells you nothing.
The configuration is days. The deciding is longer, and it is the part nobody can do for you. Practices that try to template all fourteen services at once stall; practices that template three and start using them don’t.
That is an order, not a timetable. We will not quote you a go-live date, and the bars above are proportions of effort rather than weeks — how long it takes depends on how much of your way of working you already agree on.
Case studies
The longer version
Two or three practices, in their own words, with the numbers attached.
Radcliffe Vaughan
Answers: what happens to partner review time when the templates and the gates go in together.
What was hard
[TO SUPPLY — in the practice’s own words.] The friction is the part that makes the rest believable, so it is a required field on this card, not a nice-to-have.
Mistry Okonjo
Answers: what consistency across staff is worth once a practice has hired faster than it has written anything down.
What was hard
[TO SUPPLY — in the practice’s own words.] Include the part that did not go smoothly, and do not edit the discomfort out of it in review.
Build note, not page copy: both cards above are placeholders. Ship this fold with real, permissioned practices and confirmed figures, or ship the page without the fold. Do not publish an estimate in the outcome slot.
Take it with you
Take the thinking with you
Most practices this size look at three or four systems over a couple of months. These are useful whichever way that goes.
Partner business case
One page: the problem, the numbers from the calculator above, and the rollout ask. Written to be forwarded upward — because you are probably not the person who signs this off, and the conversation happens when you are not in the room.
On its way. Check your inbox in a minute or two.
The standardisation audit
Ten questions, scored, results emailed. The same tool as the button at the top of this page, here again for the reader who scrolled past it.
Sent. Ten questions, no call.
Service template starter set
The structure of a standard accounts and tax job, as a document — the steps, who does them by default and what attaches at each stage. Useful even on paper.
Not live yet — [CONFIRM AVAILABLE]. This card must not go live until Product confirms the asset exists.
Choosing practice management software
A buyer’s guide. Category-level questions to ask any vendor, no competitor names, no comparison grid — just the things worth asking before you sit through four demos.
Not ready to book? Take the audit instead — ten questions, no call.
FAQ
Questions practices of this size ask
Seven questions
How do we standardise workflows across staff who all do it differently?
You build a service template for each service you deliver — the steps, the tasks, who does them by default, and what paperwork attaches at each stage. Every job of that type is then created from the template, so the process is the same whoever picks it up. Changing the template changes it for everyone from the next job onward, rather than requiring an email nobody reads.
How do review and approval gates work — and can a partner override one?
A job moves through maker and reviewer stages with a quality checklist attached. The maker ticks the items, the reviewer signs off, and anything they find is classified as an error and routed back for correction rather than fixed silently — so you can see what keeps going wrong. Partner review sits on top for services that need it. A job cannot be marked complete while anything underneath it is still open.
Who can change templates, prices and letters?
Whoever you give the permission to, and nobody else. Pricing sits behind approval limits, so a quote below your floor needs sign-off rather than a conversation. Engagement letter clauses come from a governed library rather than free text. This is usually the single biggest change for a practice arriving from Word and email.
How does capacity planning work across a team of this size?
Work is assigned with an agreed timeline, so the system knows what is committed and to whom. Capacity shows you where the load is concentrated and where it is not, and work that sits untouched escalates to a line manager on its own rather than waiting to be noticed. It needs about a month of real data before the picture is worth acting on.
Does FigsFlow file our clients’ returns?
No. FigsFlow tracks every obligation per client, chases what is needed to meet it, and holds the evidence that it was met — year ends, VAT staggers, confirmation statement dates, MTD quarterly updates, self assessment. The filing itself happens in your tax and ledger software. FigsFlow runs the practice; your tax and ledger software do the filing.
Does it handle our AML obligations?
It runs and evidences the process. CDD and risk assessment sit on the client record, screening results are held with the file, and the audit trail shows who did what and when. The obligations under MLR 2017 remain your practice’s, and every decision — including anything referred — stays with your MLRO. FigsFlow gives them the evidence and the workflow to make it; it does not make it for them.
What happens when we pass fifty people, or open a second office?
The same record model carries over — that is when delegated permissions by office, group structures and cross-office realisation reporting start to matter. There is a page for it: practice management at 50+ and multi-office →
Nothing matches that. Clear the filter to see all seven, or bring the question to the demo — it is a working session, not a pitch.
Still deciding? Bring the awkward questions — the demo is a working session, not a pitch.