SaaS Stack for Accounting Firms: CRM, Client Portal, Docs, and Communication
Accounting firms juggle client relationships, document management, deadlines, and team communication. Here's the exact SaaS stack for small practices — from a $0 starter setup to a professional stack under $200/month with verified pricing from every tool.
Recommended Stack
| Need | Tool | Plan | Price |
|---|---|---|---|
| Client CRM | HubSpot CRM | Free Tools | $0 |
| Accounting Software | QuickBooks Online | Simple Start | $38/mo |
| Docs & Knowledge Base | Notion | Free | $0 |
| Scheduling | Calendly | Free | $0 |
| Communication | Slack | Free | $0 |
| Email Marketing | Brevo | Free | $0 |
| Total (solo practitioner) | $38/mo | ||
Why These Tools
HubSpot CRM Free ($0) for Client Management
HubSpot CRM Free gives you unlimited contacts, a deal pipeline, email tracking, and meeting scheduling. For accounting firms, the pipeline tracks clients through: prospect → onboarding → active client → tax season → year-round advisory. The free tier includes 2,000 email sends/month. Alternative: Zoho CRM Free ($0) for up to 3 users with 5,000 records, or Freshsales Free ($0) for up to 3 users with built-in phone.
QuickBooks Online Simple Start ($38/mo) for Firm Accounting
Most accountants already know QuickBooks. Simple Start covers 1 user, basic invoicing, expense tracking, and mileage tracking. Essentials at $65/mo adds 3 users and bill management. For international firms, Xero Starter at $29/mo offers better multi-currency support. For the tightest budget, Wave Starter ($0) handles basic invoicing and accounting for free.
Notion Free ($0) for Internal Knowledge
Build your firm's procedures, tax checklists, client onboarding templates, and engagement letter templates in Notion. The database feature works well for tracking deadlines by client. Free gives unlimited pages with 7-day history.
Brevo Free ($0) for Client Communication
Send tax deadline reminders, quarterly newsletters, and document request emails. Brevo Free supports up to 100,000 contacts and 300 emails/day. That's more than enough for most accounting practices. Starter at $9/mo removes the daily send limit.
Budget Tiers
| Tier | Stack Changes | Monthly Cost |
|---|---|---|
| $0 Starter | All free tiers + Wave instead of QuickBooks | $0/mo |
| Solo Practitioner | QuickBooks Simple Start + all free tools | $38/mo |
| Small Firm (3–5 people) | QuickBooks Essentials ($65) + Pipedrive Lite ($42 for 3 seats) + Calendly Standard ($36) + Notion Free + Slack Free | $143/mo |
Tax Season Workflow
During tax season, accounting firms handle hundreds of client interactions. Set up a Zapier automation (Free: 100 tasks/mo) or Make automation (Free: 1,000 ops/mo) to connect these tools: new Calendly booking → create HubSpot contact → send Brevo welcome email with document checklist. This saves hours of manual data entry during your busiest months.
Frequently Asked Questions
Should I use Xero instead of QuickBooks?
If your firm handles international clients, yes. Xero Standard at $46/mo includes unlimited invoices, unlimited users, and multi-currency. QuickBooks Simple Start limits you to 1 user and charges extra for multi-currency. In the US, QuickBooks has better accountant familiarity and tax integration.
What about a client portal for document sharing?
Google Workspace ($7/user/mo) provides shared drives with access controls. For a dedicated client portal, consider tools like TaxDome or Canopy, but these are specialized accounting tools outside our comparison scope. Notion Plus ($12/user/mo) supports guest access for client collaboration.
How do I handle document requests during tax season?
Use Brevo to send templated document request emails with checklists. Track responses in HubSpot CRM. For file collection, Google Forms (free) or Tally (free) with file upload fields work well as lightweight intake forms.