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Two to ten people, one shared way of working.

FigsFlow is practice management software for small accountancy practices. One price list, one set of engagement letters and one view of who is doing what, so quality does not depend on which person picked the job up.

Running the practice, start with the workload view. Doing the compliance, jump to how letters and AML are held.

Built inside working practices, not a lab

Sample Practice · team of sixShared setup
  • Price listOne list · shared by six
  • LettersSame template every time
  • AMLStatus visible per client
  • Workload34 jobs in progress, six people
  • HandoverNotes on the client, not in a head

the same job quoted the same way, whoever takes it

Consistency without a policy document nobody re-reads.

The problem

Nobody decided to price it differently. Three good instincts just didn't match.

A client calls about a new limited company. Whoever picks up the phone quotes it — from memory, from the last similar job, from a feeling about how busy September looks. That is completely reasonable, and it is also how the same service ends up costing three different amounts depending on who answered.

Nobody wrote a bad price. Each quote made sense in the moment it was given. The problem only shows up later, when a client compares notes with a friend at another firm, or when the engagement letter promises a scope the fee never covered.

By the time it is noticed, two clients have already been billed at two different rates for the same job.

Aisha£850felt about right for the size
Tom£1,100quoted from a harder job last year
Priya£650wanted to win the client

Same service. Same firm. Same week.

Where the price comes from

The quote, once — not re-typed at every step

Consistency is not a rule everyone has to remember. It is what happens automatically when the quote, the letter and the job all come from the same record.

01

The price list

One set of services and rates, agreed once by the owners.

02

The quote

Whoever answers the phone quotes from the list, not from memory.

03

The letter

Generated from what was actually quoted — scope and fee can't drift apart.

04

The job

Created with the right tasks, visible to whoever picks it up.

Nothing retyped between steps — the quote a client received is the letter they signed and the job on the board.

Two to ten people.

If the answer to “what did we quote for this?” depends on who you ask

You have enough people that work gets shared, and not enough that anyone owns the process behind it. Things are done well — just differently, depending on who is doing them. The question is how to make the good version the default one.

Still on your own?Sole practitioners
Past ten people already?Ten to fifty

What changes

What changes when everyone works from the same list

Three shifts a practice of two to ten notices in the first month — none of them require a bigger team, just a system built to be shared rather than owned by one person's memory.

One price list, six people

Pricing lives in one place rather than in a spreadsheet each person has saved their own copy of, so the same job is quoted the same way whoever answers the phone.

Letters that match the work

Engagement letters are generated from the services actually quoted, so scope and fee do not drift apart.

Workload you can see

Who has what, and what is waiting on a client, without a Monday morning meeting to find out.

How a small practice rolls this out

Agree the price list

One session, all owners in the room.

Move live clients across

In batches, not overnight.

Standardise the letters

One template set, reviewed once.

Review after a month

Adjust what needs it, then leave it.

Where this is different

What a practice this size is actually comparing

Most practices of two to ten people are not choosing between doing this well or badly. They are choosing between three things that each solve part of the problem.

A shared spreadsheetThe usual first attempt at "one list"
WHAT NOBODY UPDATES
Someone owns the file. It is accurate the day it is written, and nobody remembers to open it when a client asks for something slightly different.
A practice-management toolGood at jobs and deadlines
THE PRICE
Tracks the work well once it exists. It has no view of what the job should have cost, so quoting still happens somewhere else.
FigsFlowBuilt by accountants
THEY MEET
The price list, the letter and the job are the same record — so the quote a client heard is the fee they're billed.

Works with what you have

Short list, honestly labelled

A practice of two to ten people does not want eight integrations to maintain. It wants the two or three that carry real weight.

Live today
Xero and QuickBooks

Invoices raised from the price list post straight through — no re-keying the fee a second time.

Microsoft 365

Sign in with the identity the practice already administers.

Spreadsheets, in and out

Import the existing price list to start; export everything back out at any time.

Not yet
Tax and accounts production software

No read of progress from your filing software — FigsFlow plans the work, it does not file it.

Automatic price negotiation

The list sets the number. A person still has the conversation.

Common questions

Questions small practices ask first

Four that come up before anyone signs anything.

How long does it take to get a team of six onto one system?

Most practices this size are quoting and billing from the new price list within a fortnight. Agreeing the price list and the letter templates usually takes longer than the setup itself.

Do we have to move every client at once?

No. Clients typically move across in batches, starting with whoever is next up for renewal, so nothing is disrupted mid-engagement.

Can different people price differently for the same service?

The price list sets the default, and an override is possible with a reason recorded against it — so a discount is a visible decision, not an invisible habit.

What does it cost for a small practice?

Pricing for a practice of two to ten is on the pricing page. It scales by seat rather than by client count, so growing your book does not itself increase the cost.

See it with your own services on screen

A walkthrough using your own service list, with whoever needs to be in the room.