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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 β€” 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 β€” running in days, with nobody’s week set aside for it.

No card required. No implementation call.

281 reviews from G2Read on G2 GoogleRead on Google Verified reviews on TrustindexVerified reviews

Around 150 UK and Ireland practices already run onboarding on FigsFlow.

Two colleagues sitting together at one desk in a small, bright office, both looking at the same screen while one talks the other through what is on it
Stand-in Β· Unsplash
Client record Β· sample data

Hartley & Co Ltd

Jo Β· owner Β· 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.

Engagement letter Β· sample

Assembled from the accepted services

This quarter’s deadlines Β· sample data
VAT return Β· Q2SASana
Year-end accountsMBMarcus
Confirmation statementUnassigned

Trusted by the best

  • Taxule
  • Ledgian
  • UK Property Accountants
  • Property SPV

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 β€” 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 Β· Small practices

Click through the platform a small practice actually runs on

No sales call, and no β€œwe’ll schedule an implementation.” Four people, none of them an administrator, and nothing below needs one.

CRM and pipeline

Static preview

Leads, deals, and who owns each one

How the pipeline works Save Β· send Β· export in the demo

Onboarding suite

Static preview

Proposal to signature, as one unit

From enquiry to signed, in one flow Save Β· send Β· export in the demo

Pricing and quoting

Static preview

The practice's fee, not the quoter's

Quoting the same fee twice Save Β· send Β· export in the demo

Proposals

Static preview

Priced once, accepted online

What a client actually receives Save Β· send Β· export in the demo

Engagement letters

Static preview

Assembled from a governed clause library

Never sending last year's letter again Save Β· send Β· export in the demo

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 practices

The 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

Letter for Calder β€” ask Jo which templatePost-it, on Jo’s monitor
VAT Thornton β€” 7th? check w/ SanaNotebook, page 14
Marcus: is the accounts one the 2024 folder?Message, Tuesday, unanswered

On one record

Engagement letter Β· Calder FitnessCurrent
VAT return Β· Thornton Joinery07/07
Annual accounts Β· Wren & SonsSana
Confirmation statement Β· Bexley14/10

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.

  1. An enquiry becomes a record with an owner.

    Not an email in somebody’s inbox.

  2. A proposal goes out at the practice’s price.

    The same fee whoever sends it.

  3. The engagement letter assembles itself

    from the services accepted, using your clause library.

  4. AML runs before the letter goes.

    Evidence on the record; the decisions stay with your MLRO.

  5. Signing creates the jobs and loads the deadlines.

    Assigned, visible, owned.

  6. The finished job raises the invoice

    against the time logged and the fee agreed.

Six handovers. One record. Nothing typed twice.

See the whole platform

Six steps, and none of them a project.

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Before 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.

SituationHow it works nowOn one record
The engagement letterThe partner writes itAssembled from what the client accepted
DeadlinesThree people’s heads and a spreadsheetOn the client record, chased on their own
A new starterLearns by watchingFollows the template from day one
Client chasingSomeone remembers, eventuallyAutomatic, and logged
Where the file isAsk whoever did it lastIn your SharePoint, on the client’s record
Holiday coverA handover conversationEverything 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

See every integration

Proof

Small practices that stopped running on memory

Four short clips. One question each, answered by the people who lived it.

Reel Β· captioned Β· sample


Stock footage stand-in β€” replace with the real, captioned reel before publish.

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.

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Proof

Built inside working firms

FigsFlow was built in practice, not in a lab, by people who had to close a month themselves.

15 modules on one client record, every one of them listed and linked further up this page
  • 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 Β£145 a month, with no implementation fee. You pay for the people who use it, not for the practice.

See full pricing

What’s live, and what isn’tUpdated 15/09/2026

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 β€” not live

  • AI-assisted proposal assembly Β· phase 2
  • Native mobile enhancements Β· phase 2
  • In-portal calls Β· phase 3
Kept current by the product team.What’s live, and what isn’t β†’

Essentials tier2–10 people

Β£29per user, per month

5users Γ—Β£29 =Β£145/ month

  • No implementation fee, and no setup charge
  • Your clients use the portal free β€” 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.

5 people
4 hrs
Β£75/hr
How this is calculated

Cost of the current position = people Γ— hours a week Γ— charge-out rate Γ— 46 working weeks
5 Γ— 4 hrs Γ— Β£75 Γ— 46 weeks = Β£69,000

Nothing else is in the model, and no assumption is made about how much of it changes.

Cost of the current positionper year Β£69,000

a year, at the figures you entered

FigsFlow for that headcountΒ£1,740 5 users Γ— Β£29 Γ— 12 months

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.

figsflow.com/uk Β· small practices46-week model

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.

First

Clients in

A spreadsheet import

Then

Letter templates chosen

Three or four decisions

Then

This quarter’s deadlines

Not every obligation, ever

Then

The team invited

Everyone sees the same work

After that

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 β€” not on us.

  1. Clients in.

    A spreadsheet import, or straight from your existing system. Names, entities, key dates.

  2. Letter templates chosen.

    Start from the standard clause sets and adjust. Most practices this size change three or four things and leave the rest.

  3. This quarter’s deadlines.

    Not every obligation for every client forever β€” the ones landing in the next three months. The rest follow naturally.

  4. 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 β€” 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.

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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.

Open

Your first practice management system

A buyer’s guide for a practice moving off spreadsheets. Category-level questions, no competitor names.

Email

The switch checklist

What to move first, what can wait, and what to delete. One page.

Get the checklist
On its way. Check your inbox.
Email

Engagement letter template

A standard letter structure, useful on paper.

Get the template
On its way. Check your inbox.
Email

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.

Tell me when it’s out
We’ll email you when it’s published.

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 β†’

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 β€” you are adopting defaults, not designing a process.

Can we keep our documents in our own SharePoint?

Yes, and most practices do. Documents stay in your own Microsoft tenant under your own retention policy. FigsFlow holds the link between the document and the client record rather than taking custody of your files.

Does everyone on the team need a licence?

Everyone who needs to see or do work in FigsFlow, yes. Clients do not β€” 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 β€” the chasing, the deadline spreadsheet, and the letter somebody has to write.

We’re growing past ten β€” 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 β†’

No question matches that. Bring it to the trial β€” or ask us, and we’ll answer it here.

Fourteen days, your own clients, nobody scheduling anything.

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