For practices of 2 to 10
Big enough to need a system. Too small to want a project.
FigsFlow is practice management software for small accountancy practices of 2 to 10 people. Proposals, engagement letters, AML checks, jobs, deadlines, time and invoices sit on one client record — so the work is visible to everyone, not just to whoever happens to be doing it.
Standard letters, visible deadlines and one place the whole team can see the work — running in days, with nobody’s week set aside for it.
No card required. No implementation call.
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Around 150 UK and Ireland practices already run onboarding on FigsFlow.
Hartley & Co Ltd
Jo · owner · Sees everything, and no longer has to be asked. The letter, the deadlines, the fee and the last thing anyone did on this client.
One record. Everyone above is looking at it.
Assembled from the accepted services
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 · Small practices
Click through the platform a small practice actually runs on
No sales call, and no “we’ll schedule an implementation.” Four people, none of them an administrator, and nothing below needs one.
CRM and pipeline
Static previewLeads, deals, and who owns each one
Onboarding suite
Static previewProposal to signature, as one unit
Pricing and quoting
Static previewThe practice's fee, not the quoter's
Proposals
Static previewPriced once, accepted online
Engagement letters
Static previewAssembled from a governed clause library
AML and client due diligence
Static previewChecks, risk and evidence on the client record
Compliance calendar
Static previewEvery deadline per client, chased on its own
Companies House tracking
Static previewVerification status per director and PSC
Audit trail and evidence
Static previewA record of who did what, without keeping one
Jobs and workflow
Static previewWhere every piece of work has got to
Service templates
Static previewThe practice's way, built in once
Your daily list
Static previewWhat each person should do next
Timesheets
Static previewTime against the job as it happens
Follow-ups and chasing
Static previewNothing waits on somebody remembering
Client portal
Static previewOne place for documents and approvals
Information requests
Static previewAsked once, chased automatically
Email hub
Static previewClient threads on the client, not in an inbox
Forms
Static previewAnswers you can use, not a reply-all
Client surveys
Static previewAsk after the job, while it's fresh
Microsoft 365 and Outlook
Static previewYour mail stays where it is
SharePoint documents
Static previewFiles in your own storage
Xero and QuickBooks Online
Static previewThe ledger carries on as it is
Payments
Static previewFees paid on a link
Open API and webhooks
Static previewYour data, reachable
Capacity planning
Static previewWho's got room, who hasn't
Realisation and WIP
Static previewWhat the work earned against what it cost
Practice dashboards
Static previewThe numbers without the spreadsheet
That is all of it. Nothing to install, nothing to schedule.
Two of you, or ten? A part-time bookkeeper and a January temp? This page is for you.
Past ten people, and starting to feel it? See growing practicesThe problem
Too big for a shared spreadsheet. Too small for a rollout.
Practices of this size get caught in the middle. The spreadsheet stopped working around the fourth member of staff, but every system that fixes it seems to arrive with an implementation plan, a project owner and a fortnight nobody has. So the spreadsheet stays, and the practice absorbs the cost.
Three things are usually true at once.
How it is now
On one record
The partner still writes every engagement letter personally. Not because they want to, but because nobody else knows which version is current, and getting it wrong is worse than doing it themselves.
The deadlines live in three people’s heads. That works until one of them is on holiday, and then it works until it doesn’t.
And the newest member of staff learned the process by watching someone do it. They learned it slightly wrong, in a way nobody will notice for about five months.
None of that is worth a six-week implementation to fix. But it is absolutely worth an afternoon.
How FigsFlow works
One record, and everyone can see it
A client is one record from the first enquiry to the paid invoice, and everyone in the practice sees the same one. The proposal becomes the engagement letter, the signed letter creates the jobs, the finished job raises the invoice. Nothing is re-typed at a handover, and nothing depends on who happens to be in.
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An enquiry becomes a record with an owner.
Not an email in somebody’s inbox.
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A proposal goes out at the practice’s price.
The same fee whoever sends it.
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The engagement letter assembles itself
from the services accepted, using your clause library.
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AML runs before the letter goes.
Evidence on the record; the decisions stay with your MLRO.
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Signing creates the jobs and loads the deadlines.
Assigned, visible, owned.
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The finished job raises the invoice
against the time logged and the fee agreed.
Six handovers. One record. Nothing typed twice.
See the whole platformSix steps, and none of them a project.
Start free trialBefore and after
What changes when it’s one record
Your Excel working papers and your Outlook stay exactly where they are. What changes is everything that currently lives between them.
| Situation | How it works now | On one record |
|---|---|---|
| The engagement letter | The partner writes it | Assembled from what the client accepted |
| Deadlines | Three people’s heads and a spreadsheet | On the client record, chased on their own |
| A new starter | Learns by watching | Follows the template from day one |
| Client chasing | Someone remembers, eventually | Automatic, and logged |
| Where the file is | Ask whoever did it last | In your SharePoint, on the client’s record |
| Holiday cover | A handover conversation | Everything already visible |
Staying exactly as they are: your Excel working papers, your Outlook, your ledger software and your document storage.
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
Small practices that stopped running on memory
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. The parts that look obvious are the ones that were somebody’s problem first.
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 for a practice this size
FigsFlow is priced per user per month. A practice of five on the Essentials tier is £145 a month, with no implementation fee. You pay for the people who use it, not for the practice.
Live now
- Proposals and pricing
- Engagement letters
- AML and client due diligence
- Jobs, workflow and service templates
- Timesheets, invoicing and payments
- Client portal and information requests
- Xero and QuickBooks Online sync
Coming — not live
- AI-assisted proposal assembly · phase 2
- Native mobile enhancements · phase 2
- In-portal calls · phase 3
Essentials tier2–10 people
users ×£29 =£145/ month
- No implementation fee, and no setup charge
- Your clients use the portal free — they don’t need a licence
- Every module in the explorer above, on one client record
Your numbers
What is the admin costing the practice?
At two to ten people the leak is not dramatic, which is exactly why it goes unnoticed. It is a few hours a week each on chasing clients, re-typing the same details, and writing letters that already exist. Put your own figures in and the page works out what a year of it is worth.
a year, at the figures you entered
This is a model based on the figures you entered. It is an illustration of current cost, not a projection of savings, and it is not advice.
Most of that is work nobody invoices for.
Rollout
What week one actually looks like
At this size you are adopting defaults rather than designing a process, which is why it takes days rather than weeks. Import your clients, choose your engagement letter templates, set the deadlines that matter this quarter, and invite the team. Everything else can wait until you have used it on real work.
Clients in
A spreadsheet import
Letter templates chosen
Three or four decisions
This quarter’s deadlines
Not every obligation, ever
The team invited
Everyone sees the same work
Real work, on it
Everything else can wait
An order, not a timetable. We don’t put dates on this, because how long it takes depends on how clean your client data is — not on us.
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Clients in.
A spreadsheet import, or straight from your existing system. Names, entities, key dates.
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Letter templates chosen.
Start from the standard clause sets and adjust. Most practices this size change three or four things and leave the rest.
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This quarter’s deadlines.
Not every obligation for every client forever — the ones landing in the next three months. The rest follow naturally.
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The team invited.
Everyone sees the same work from the first day, which is most of the value on its own.
What takes longest is not the setup — it is the fortnight afterwards where people still check the old spreadsheet out of habit. Delete it at the end of week two and that stops.
We don’t quote a go-live date, and we won’t. How long it takes depends on how clean your client data is and how quickly you make a few template decisions. What we can describe is the order that works.
Week one, without a project plan.
Start free trialCase studies
The longer version
Two practices, in their own words, including the bits that were awkward.
The partner stopped writing engagement letters at the weekend.
Kelsey & CoShrewsbury · confirmed by the practice, May 2026
What was hardAgreeing the standard letter wording took two sittings and a mild disagreement. The import itself took an afternoon.
Nobody rang the director on holiday. Twice in a row.
Prosser ReidCardiff · confirmed by the practice, March 2026
What was hardThe old deadline spreadsheet stayed open on someone’s second monitor for a fortnight. Deleting it was the actual switch.
Resources
Take the thinking with you
A practice this size usually looks at a couple of systems over a few weeks, in the evenings. These help either way.
Your first practice management system
A buyer’s guide for a practice moving off spreadsheets. Category-level questions, no competitor names.
The switch checklist
What to move first, what can wait, and what to delete. One page.
Engagement letter template
A standard letter structure, useful on paper.
AML file checklist
What a CDD file should contain.
Not live. Awaiting review and date stamp by a qualified adviser. Following it does not make a practice compliant, and it is not advice.
FAQ
Questions small practices ask
What does practice management software cost for a small accountancy practice?
FigsFlow is priced per user per month on the Essentials tier, so a practice of five pays for five. There is no implementation fee and no setup charge. Full pricing is here →
How long does it take a practice of this size to get started?
The setup itself is short: import clients, choose letter templates, set the deadlines for the current quarter, invite the team. We will not promise you a date, because it depends on how clean your client data is and how quickly you make a few template decisions. What we can say is that at 2 to 10 people there is no implementation project — you are adopting defaults, not designing a process.
Does everyone on the team need a licence?
Everyone who needs to see or do work in FigsFlow, yes. Clients do not — the client portal is included and your clients use it free.
Does FigsFlow do our AML checks for us?
It runs and evidences the process rather than making the judgement. CDD and risk assessment sit on the client record, screening results are held with the file, and the audit trail shows what was done and when. The obligations under MLR 2017 stay with your practice, and every decision stays with your MLRO.
Does FigsFlow file anything with HMRC or Companies House?
No. It tracks the obligations, chases what is needed to meet them, and holds the evidence that they were met. The filing happens in your tax and ledger software. FigsFlow runs the practice; your tax and ledger software do the filing.
What happens to the way we already work?
Most of it stays. Excel working papers, Outlook, your ledger software and your document storage all carry on. What FigsFlow replaces is the part that currently lives in between them — the chasing, the deadline spreadsheet, and the letter somebody has to write.
We’re growing past ten — will it scale?
Yes, and the things that change are worth knowing about in advance: review gates, pricing approval limits and capacity planning all start to matter somewhere around twelve to fifteen people. Practice management for growing practices →
No question matches that. Bring it to the trial — or ask us, and we’ll answer it here.
Fourteen days, your own clients, nobody scheduling anything.
Start free trial