Standardize before you scale.
FigsFlow is practice management software for growing accounting firms of ten to fifty people. It puts every team on the same workflow templates, the same review gates and the same definition of done — so a managing partner can compare realization, capacity and turnaround across teams that were each running their own way.
[ x.x ] / 5 [ nnn ] reviews on G2 and Capterra
The proof
Watch five teams run the same engagement the same way
One service, one template, five client teams. Where the review sits, who signs, what “complete” means — identical on every one. Two minutes, real screens, no narrator telling you it’s transformational.
What you’ll see0:00 / 2:14
Preview clock — no video source set
Full transcript On-screen text and actions, 0:00–2:14 · en-US
- 0:00
- A workflow template is open in the editor. Its name is 1120-S preparation. Five stages are listed down the left: documents received, preparer draft, manager review, signed 8879, filed.
- 0:09
- The manager review stage is opened. A review gate is switched on. A rule is added: the job cannot move past this stage until a manager marks the review complete. The template is saved once.
- 0:21
- The template is applied. A team picker opens and five client teams are selected in one action. A confirmation reads: template applied to 5 teams, 214 open jobs updated. Nothing is retyped.
- 0:34
- Each team’s board is opened in turn. The stage names, the owner of each stage and the position of the review gate are the same on all five.
- 0:48
- A single job on Team A is opened: Northgate Dental Group, 1120-S, due 03/16/2026. The preparer marks their draft complete. The job advances to manager review.
- 0:58
- The preparer tries to move the job forward again, to filed.
- 1:05
- The gate holds. The job stays at manager review. A message reads: manager review not complete. Filing is unavailable on this job. The filed stage is visibly out of reach.
- 1:18
- The manager opens the same job, reviews the draft and marks the review complete. Only then does filing become available. The audit trail records who released the gate and when.
- 1:32
- Team D is opened. A different client, a different preparer, a different manager. The same job type is advanced to manager review and the same attempt to skip ahead is made.
- 1:41
- The gate holds again, with the same message and the same stage sequence. No local setting was applied to Team D. It behaves this way because the template does.
- 1:54
- The firm view opens. All five teams appear as columns against the same five stages. Team A and Team D sit side by side with matching stage names and a count held at manager review on each.
- 2:06
- The counts differ. The structure does not. Closing text on screen: same stages, same gate, same definition of done.
Firms of ten to fifty
The point where the firm outgrew the partner’s memory
You have managers now, and more than one team. You have stopped knowing every client. The processes that got you here were built by whoever needed them at the time, and they have quietly diverged. This page is about making one of them the firm’s.
The problem
Five teams. Five accounting policies. You can add them up — you cannot consolidate them.
How do you standardize the way work gets done across a growing accounting firm?
Nobody chose this. Each manager wrote a policy without calling it one — in how they run an engagement — it worked, and it got taught to the next hire. Twenty-six people later, the firm has five.
| Policy | Team A | Team B | Team C | Team D | Team E | Consolidated |
|---|---|---|---|---|---|---|
| Review occurs | after prep | after prep | twice | never | before organizer | —after prep |
| Who signs off | manager | partner | partner | manager | partner | —partner |
| Organizer sent | at intake | after intake | before intake | at intake | after prep | —at intake |
| “Complete” means | e-filed | acked | billed | e-filed | acked | —e-filed |
| WIP written off | at bill | monthly | at bill | never | quarterly | —at bill |
| Realization | 71% | 68% | 59% | 77% | 64% | 66%* |
| Days to file | 11 | 9 | 19 | 7 | 12 | 12* |
| Eliminations | none possible — policies differ one policy — comparable |
Five teams, five ways of working. Click a team heading to read its policy on its own.
The asterisk is the fold. The partner has a firm-wide realization number and it means nothing, because five teams define “complete” five different ways — and one of them never reviews.
Every team’s numbers are right.
None of them mean the same thing.
And the person signing the return is consolidating five policies nobody has ever written down.
A growing firm does not need tighter control. It needs one accounting policy for how the work gets done.
— HOW IT WORKS
One template, written once, and five teams stop being five firms
How do you make sure every team reviews work the same way?
The consolidated column you just watched fill in is not a report. It is a template — and this is what happens once one exists.
— The rule holds still. The firm moves.
Template header
1120-S — annual · v1 · owned by Practice Standards
The managers who each built their own version build one together. Steps, deadlines, default owner and reviewer per step, and the point at which a return cannot move without a review.
Rollout
Applied to 5 teams · 214 open jobs · no re-keying
Not a document circulated for adoption. The template is how the jobs run, so there is nothing for a team to quietly opt out of. This is the answer to the last system nobody used.
Job state
1120-S · Caldwell Ridge Blocked review required before e-file
Steps get skipped. Gates do not. The job cannot reach filing until the reviewer has signed it, whichever team it is on — and nobody has to police it.
Audit trail
Gate overridden M. Haight 03/09 · reason recorded
Sometimes a partner genuinely has to push a return through. The point is not to prevent that — it is that the override carries a name and a reason, so it is a decision rather than a discovery. Your managers keep their judgement. The firm stops losing sight of it.
Definition of done
e-filed and acknowledged Firm-wide
Set once. Every downstream number inherits it.
Realization by team
— Comparable — spread of 7 points, not 7 methods
Same process, same definition, same measurement. The spread between teams becomes signal instead of noise, and a managing partner can act on it.
Five teams, one way of working, and one set of numbers that survive being added together.
See a template applied across teamsThe platform
Click through the platform five teams can share
Nothing below needs a change-management programme. Look at what a template actually controls, then decide whether your managers would accept it.
Run the work
Win the work
Work with clients
Workflow templates
Where the firm’s way is written down. Add a step, set its default owner, mark it a gate — and see what that touches.
Applies to 214 open jobs across 5 teams — 5 steps, 1 gate. No re-keying.
Version history
Jobs, tasks and deadlines
Team D’s blocked 1120-S. Try to advance it — the gate holds. Override it and a reason is required before the job moves.
Team and capacity
Five teams, load by week. Reassign the job from Team C to Team A and both bars move.
Firm dashboard
Overdue, in review and waiting on clients, broken out by team. Filter to one office and the numbers recalculate.
Time and billing
WIP ageing by team. Set one team to write off at bill and another monthly — the difference is flagged, not averaged away.
CRM and pipeline
Nine deals across three teams, referral sources tracked, conversion by team.
Onboarding suite
Proposal to signature, as one unit — with a record of which team ran each step.
Proposals
Two managers building the same engagement land on identical scope.
Pricing and quoting
Change the entity type and the fee recalculates the same way for every team.
Engagement letters
Toggle entity type and two clauses swap. Variation is tracked against a firm-approved version.
Client portal
Client view, approvals and payment — identical wherever the client sits.
Forms and requests
The organizer is built from the template, every team sends the same one, and each client has a request log.
E-signature and approvals
Sent, viewed, signed, IP and timestamp — exportable for peer review.
Meetings and scheduling
A booking page reflecting real availability for the right person on the right team.
Client mobile app
Capture a document, it lands under the client, and it routes to the owning team.
Category contrast
Six questions your firm cannot answer today
How do you compare realization across teams in an accounting firm?
What does your firm run today?
Tick what applies. Nothing is sent anywhere.
| The question a partner actually asks | Today | On one standard |
|---|---|---|
| Which team is running behind, right now? | ask each manager | one screen |
| Has every return this season been reviewed? | not evidenceable | gate log, exportable |
| Why is one team’s realization eight points lower? | unanswerable — the work is not defined the same | comparable, so the gap is real |
| Where would a new hire find “how we do this”? | builds from your ticks | 1 place |
| What happens to the process when a manager leaves? | it leaves with them | it stays — it is the template |
| Are our two offices running the same firm? | nobody has checked | same template, both offices |
| Questions you can answer with evidence Calculated from the rows above | — Tick above to compare | 6 of 6 one template, one definition of done |
Your tax software still files the return. What changes is everything around it — how the work is defined, where the review sits, and whether the numbers that come out the other end can be put in the same column.
Replacing several systems at once? Some firms do it that way. Most start with one service line.
Rollout
One team proves it. Then the firm decides. Nobody touches February.
How do you get managers to adopt new practice management software?
You have bought something like this before and half the firm ignored it. That happens when the software arrives before the decision does. This order puts the decision in the middle, where it belongs.
The calendar this respects
Season — nothing changes Team by team, out of season
-
1
Pick the team with the tightest process
Not the worst team — the best one. Take the manager whose way already works, and build their process as the first template. Nobody is being corrected. Someone is being copied. That single choice removes most of the resistance before it starts.
-
2
Run it live on one service line
Real engagements, real deadlines, the review gate holding for real. One team, one service. Everyone else carries on exactly as they were.
-
3
Publish the standard
The template that worked becomes the firm’s. That is a partner-and-manager conversation, and it is the step firms skip. The software has been ready since week one; the firm has not. Skipping this is why the last system failed.
-
4
Team by team, out of season
Each team adopts a published standard rather than inventing one. Every team after the first is faster, because the questions have already been asked and answered by one of their own.
Everything else waits. Proposals, engagement letters, capacity and firm reporting switch on when the firm is ready, not because a rollout plan says so.
— WORKS WITH YOUR STACK
Four teams. Four answers to “where is that file?” Now there is one.
Where should a growing accounting firm keep its client documents?
The problem at this size is not storage. It is that each team solved storage differently, and now the firm has four answers to “where is that file?”
Sign in with Entra ID, so it is the same login and the same MFA the firm already uses. Mail and calendar from Outlook. Notifications in Teams. Documents in your own SharePoint or OneDrive, in a defined folder structure per client, under your retention policy, in your tenant.
Permissions follow your team structure, so a preparer on one team does not see another team’s clients — and adding a seasonal preparer in January is a permission change, not a data migration.
Accounting
Xero · QuickBooks Online
Invoices and payments sync both ways.
Payments
Stripe
Clients pay by card from the portal.
Outlook in full, through Graph
Gmail is supported for mail only — no calendar, no contacts.
What that means in practiceThe honest boundary
Your tax software stays where it is. There is no US tax-prep integration today — 1040s, 1120s and e-filing happen where they happen now, and FigsFlow runs the practice around them.
What is connected, and what is on the listSecurity, at the size where it stops being one person’s problem
Every US preparer is a financial institution under GLBA, and IRS Publication 4557 expects a Written Information Security Plan whatever the firm’s size. At twenty-six people the plan has to describe how access is controlled across teams, not just that it exists.
That is how FigsFlow works by default. The plan is still yours to write and yours to own.
In place by default
Proof
Five managers, one standard, and what actually got adopted
Where this came from
FigsFlow was built inside two working practices — the workflows came from partners running real deadlines, not from a roadmap.
Every module started as something a firm needed on a Tuesday.
Practitioner origin, not a customer reference. The practices are not clients and are not being introduced to you.
Adoption, in US firms
Awaiting live figuresn
teams live
first template published in week n
n%
of open jobs running on a firm template
n
gate overrides recorded, all with reasons
a recorded override is the system working, not failing
Every figure comes from a real US deployment or this block does not appear. No modelled numbers, no averages from another market.
25–35 words, from a firm of 10–50, about a manager adopting the standard or about answering a question they previously could not. Not about features.
Founding group — this quarter
We are taking on a small group of US firms this quarter
- A direct line to the product team
- Your standards built into the template library
- Pricing locked for as long as you stay
— PRICING AND AVAILABILITY
Priced per person. Nothing extra for a second team or a second office.
Is there a minimum number of seats?
$[ n ] per user, per month
For a firm of twenty-six that is [ what is included ].
No implementation fee, no onboarding package to buy, no minimum seat count, and no separate charge per team or office.
Full pricing and tiersOpen — partner team to resolve before publish
A twenty-six person firm still adds four people in January. The seasonal-seat question matters less here than at 2–10, but it does not disappear.
If there is a monthly term, a reduced seasonal rate or a read-only seat, it belongs in this block. If there is not, reword the H3 above rather than answering it badly — delete this block and the H3 becomes “What does it cost per person?”
Not in the US version yet
Accurate as of [ MM/DD/YYYY ]Priced per person. Nothing extra for a second team or a second office.
Is there a minimum number of seats?
$[ n ]
per user, per month
For a firm of twenty-six that is [ what is included ].
No implementation fee, no onboarding package to buy, no minimum seat count, and no separate charge per team or office.
Full pricing and tiers →Not in the US version yet
Accurate as of [ MM/DD/YYYY ]:
- Client due diligence and AML — UK only. Not planned for the US.
- US tax software integrations — none today. On the roadmap; nothing to announce.
- IRS transcript retrieval and registry lookups — not available.
- E-signature — engagement letters, proposals, consents and firm documents. Not Form 8879 or 8878; IRS Publication 1345 requires knowledge-based authentication for remote e-signature on those, and we do not provide it.
- Native invoicing — billing runs through Xero or QuickBooks Online today.
- US workflow template library — [ status ]. The template builder itself is live either way, which for this page is the more important half.
The standardization conversation, and how to have it once
Short videos, real screens, nothing gated.
For the partner sponsoring the rollout — shown first, deliberately.
- Comparing how your teams actually work A one-page worksheet to run across your managers before you build anything.
- Choosing which team to copy first
- Running the standardization conversation without making anyone wrong
- What to standardize and what to leave alone
Product tutorials · 60–90 seconds each.
Compliance · 2–4 minutes each · US-specific.
- Evidencing review coverage before a peer review asks
- Access control across teams in a growing firm
- §7216 consent, in plain English
- Engagement letter scope when several people can sell the same service
Start Smarter. Grow Faster.
From proposals to pricing, streamline every step with automation designed particularly for accountants, bookkeepers and tax advisers.
