Best CRMs for bookkeepers

As a bookkeeper, managing multiple clients, tracking deadlines, and staying on top of communications can be challenging, especially as your client base grows. A Customer Relationship Management (CRM) system tailored for bookkeepers can help you organize client information, automate follow-ups, and ensure timely communication—all from one platform. With the right CRM, you can streamline your workflow, enhance client relationships, and focus more on delivering accurate financial services.
In this blog post, we’ll explore the best CRM options for bookkeepers like you, highlighting tools that will help you stay organized and efficiently manage your growing client base.

Why you need a CRM

Having the right CRM in your tech stack can streamline your operations, enhance client interactions and boosts your overall efficiency.

Challenges without a CRM

Managing bookkeepers without the right CRM in place can create several challenges that can hinder your firm's growth and efficiency.

• Disorganization: Without a centralized system, keeping track of client information and bookkeeper tasks becomes chaotic.
• Missed opportunities: Potential leads and follow-ups can slip through the cracks, leading to lost revenue.
• Inefficient processes: Manual processes and redundant tasks consume valuable time and resources.
• Lack of insight: Without data analytics, making informed business decisions is challenging.
• Inconsistent communication: Miscommunication between bookkeepers and clients can result in errors and client dissatisfaction.

Benefits of a CRM

Fortunately, the right CRM system can help you address these challenges and offers several advantages that can significantly improve the management of your bookkeeping firm.

• Centralized information: All client and bookkeeper data is stored in one place, making it easily accessible.
• Enhanced efficiency: Automating routine tasks frees up time for more strategic activities.
• Improved customer relationships: Better tracking and communication lead to higher client satisfaction.
• Better decision-making: Data-driven insights enable more informed business strategies.
• Increased sales: Streamlined processes and better lead management can boost revenue.
• Consistent communication: A CRM ensures that all interactions are logged, promoting clear and consistent communication.

How to evaluate and choose a CRM

With a lot of CRMs on the market to choose from, it can be hard to figure out which one matches your requirements best. To help you with your decision making process, we've put together these top tips.

1. Define your requirements

When selecting the best CRM for bookkeepers, start by identifying the key features your business needs. Look for functionalities such as client management, invoicing, task tracking, and integration with accounting software. A CRM tailored for bookkeepers should streamline your workflow, making it easier to manage client interactions and financial records.

Key features of a CRM for bookkeepers

• Automated processes: Streamlines tasks by automating repetitive workflows.
• Contact enrichment: Automatically finds Leads, Customers email addresses and contact information, enhancing efficiency.
• Structured pipeline: Tracks Leads, Customers through defined stages, ensuring process clarity and effectiveness.
• Email sequences: Increases communication efficiency with follow-up templates and automated sequences.
• LinkedIn connection: Seamlessly imports Leads, Customers from LinkedIn and tracks conversations within the CRM.
• Reporting & forecasting: Provides essential data analysis and predictive insights for better planning.

2. Budget considerations

Balancing cost and return on investment is crucial when choosing a CRM. Consider affordable CRMs for bookkeepers that offer essential features without breaking the bank. Evaluate the pricing models and ensure that the benefits, such as increased efficiency and improved client management, justify the expense.

3. Selection process

Researching and choosing the right CRM vendor involves several steps. Start by reading reviews and testimonials from other bookkeepers. Look for vendors that specialize in CRMs for small business bookkeepers or offer solutions for freelance bookkeepers. Attend webinars, request demos, and ask for references to get a comprehensive understanding of the CRM's capabilities.

4. Get a demo

Before committing to a CRM, make sure you see it in action. Requesting a demo can provide valuable insights into how the software operates and how it can be tailored to meet the specific needs of your bookkeeping firm. This hands-on experience allows you to ask questions, explore features, and determine if the CRM aligns with your workflow. Get started with a demo of folk and see if it’s the right fit for your business.

3 tips for implementing a CRM

At this stage, it's more about getting familiar with your CRM as soon as possible. To speed things up, we suggest ticking off these three things in the first few weeks.

1. Import your data in your new CRM

Transitioning to a new CRM can be seamless if you properly import your existing data. Most CRMs allow you to export your current data as a CSV file, which can then be imported into your new system. This way, you won't have to worry about adding contact information manually.

2. Create your first pipeline

Setting up your first pipeline is a critical step in customizing your CRM for bookkeeping. Create stages that reflect your bookkeeping process, such as "Client Onboarding," "Document Collection," "Data Entry," "Reconciliation," and "Reporting." This tailored pipeline will help you track the status of each client and ensure nothing falls through the cracks.

3. Onboard your team

Once your CRM is set up, it's essential to onboard your team effectively. Provide training sessions to familiarize them with the new system, emphasizing how it can streamline their daily tasks and improve client management. Encourage them to explore the CRM and offer feedback to ensure it meets their needs. A well-trained team will be more confident and efficient, maximizing the CRM's potential.

The 5 best CRMs for bookkeepers

1. folk

folk is a modern CRM platform for managing contacts, workflows, and relationships, offering customizable pipelines, AI-driven tools, and integrations to enhance deal management and prospecting.

Key features

• Contact enrichment: Automatically enriches contact details by finding emails and LinkedIn URLs, enabling efficient outreach without manual data entry or additional costs for email services.
• LinkedIn integration: Seamlessly import contacts from LinkedIn and Sales Navigator to track contacts within folk, and use templates for quicker, streamlined communication.
• Mail merge and email sequences: Full email sync compatible with Gmail and Outlook, with access to templates, and tracking features, enabling users to manage all communications directly from the CRM.
• AI-powered features: AI tools assist in managing contacts and relationships, automating routine tasks, and suggesting actions to improve productivity.
• Integrations: folk integrates seamlessly with over 6,000 apps, including Gmail, Zapier, and Make, allowing users to centralize their workflow and reduce manual data entry.

Pros

• Ease of use: folk is praised for its intuitive interface, making it accessible even to non-technical users with quick onboarding and a minimal learning curve.
• All-in-one: folk streamlines your workflow by allowing you to import contacts from LinkedIn, automatically find their emails, reach out through customizable email sequences, and track interactions in a pipeline, eliminating the need for multiple tools and saving time and money.
• LinkedIn integration: Seamlessly import contacts from LinkedIn, track conversations within folk, and use templates for quicker, streamlined communication.
• Customizability: Custom fields, pipelines, and workflows.
• Integrations: folk integrates seamlessly with over 6,000 apps, including Gmail, Zapier, and Make, allowing users to centralize their workflow and reduce manual data entry.

Cons

• Reporting: Currently lacks reporting features, but there are plans for future implementation.

Price and plans

You can try folk for free with a 14-day free trial. After that, a monthly or annual subscription plan is as follows.

• Standard: $20 per user, per month.
• Premium: $40 per user, per month.
• Custom: Starts from $60 per user, per month.

2. HubSpot

HubSpot CRM is a user-friendly, scalable platform offering integrated tools for managing sales, marketing, customer service, and operations efficiently.

Key features

• Sales Hub: Provides essential tools for deal tracking, pipeline management, sales automation, and reporting, making it easier for bookkeepers to manage client relationships and track financial engagements.
• Service Hub: Offers customer service tools like ticketing, live chat, and knowledge bases, which are crucial for bookkeepers to address client inquiries and resolve issues promptly.
• Operations Hub: Syncs and automates business processes across different systems, ensuring that bookkeepers can streamline workflows and maintain accurate financial records.
• Lead scoring: Prioritize potential clients with predictive scoring to improve efficiency in converting leads to customers, helping bookkeepers focus on high-value prospects.
• Customizable dashboard and reports: Allows bookkeepers to create tailored dashboards and reports to track key metrics and gain insights into business performance, ensuring better financial management.

Pros

• User-friendly interface: The intuitive and easy-to-use interface makes it accessible for bookkeepers of all skill levels, simplifying client management.
• Comprehensive free plan: Offers a robust free version with essential CRM features, ideal for small bookkeeping firms and freelance bookkeepers.
• Seamless integration with marketing tools: Integrates smoothly with marketing, sales, and service hubs, creating a unified platform for managing client relationships and financial data.
• Automation capabilities: Provides powerful automation tools for tasks like email marketing, lead nurturing, and sales workflows, helping bookkeepers save time and improve efficiency.
• Extensive learning resources: HubSpot Academy offers a wealth of free courses, certifications, and resources to help bookkeepers get the most out of the platform.

Cons

• High cost at higher tiers: Pricing can become expensive as you move to higher tiers, which may be prohibitive for small bookkeeping firms as they scale.
• Limited customization in free plan: The free plan and lower tiers have limited customization options, which can restrict flexibility for growing bookkeeping businesses.
• Complexity in advanced features: Some advanced features, such as custom reporting and workflows, have a steep learning curve and may require additional training.
• Email marketing limits: Email marketing functionality in the free plan is restricted by limits on the number of emails you can send, which can be a drawback for bookkeeping firms with larger client lists.
• Additional costs for add-ons: Many useful features, like advanced CRM capabilities and integrations, come as paid add-ons, increasing the overall cost for bookkeeping firms.

Price and plans

HubSpot has several plans available depending on what features you're after. Below is a summary of their CRM suite on an annual subscription basis.

• Starter: $15 per user, per month.
• Professional: $450 per user, per month.
• Enterprise: $1,500 per user, per month.

3. Pipedrive

Pipedrive is a web-based CRM for small businesses, offering lead management, automation, email integration, and customizable pipelines to optimize sales.

Key features

• Lead and deal management: Centralized tools to manage customer data, interactions, and sales pipelines, helping bookkeepers act quickly on opportunities.
• Sales automation: Workflow automation to handle repetitive tasks, such as client follow-ups and email sequences, allowing bookkeepers to focus on more critical tasks.
• Email integration: Full email sync, templates, and tracking features, enabling bookkeepers to manage all communications directly from the CRM.
• Advanced reporting and analytics: Real-time data analytics and custom reporting tools to track performance, forecast revenue, and gain actionable insights for bookkeeping tasks.
• Customization and security: Options to customize pipelines, fields, and user permissions, with robust security measures to protect sensitive financial data.

Pros

• User-friendly interface: The intuitive and visually appealing interface makes it easy for bookkeepers to navigate and manage their client interactions.
• Customization: Allows for a high degree of customization, enabling bookkeepers to tailor the platform to their specific processes with custom fields and workflows.
• Affordability: Offers competitive pricing, making it accessible to small and medium-sized bookkeeping firms without sacrificing essential CRM features.
• Automation features: Includes automation tools that help streamline repetitive tasks, such as sending follow-up emails and moving deals through the pipeline, saving time and boosting productivity.
• Reporting and analytics: Provides robust reporting and analytics tools that offer valuable insights into client management and help identify areas for improvement.

Cons

• Basic reporting in lower tiers: The reporting and analytics features in the basic plans are somewhat limited, requiring upgrades to access more in-depth insights.
• No built-in email marketing: Does not include built-in email marketing features, requiring users to integrate with third-party email tools for such functionality.
• Limited customer support hours: Customer support is not available 24/7, which can be inconvenient for bookkeepers needing immediate assistance.
• Price increases with add-ons: The cost can increase quickly when additional features or integrations are added, making it less cost-effective for growing bookkeeping firms.
• Limited project management features: Primarily focused on sales, lacks robust project management features, requiring the use of additional tools for project tracking.

Price and plans

An annual subscription plan basis is as follows.

• Essential plan: Starts from $24 per user, per month.
• Advanced plan: Starts from $44 per user, per month.
• Power plan: Starts from $79 per user, per month.
• Enterprise plan: Starts from $129 per user, per month.

4. Zoho

Zoho is a CRM system with a strong sales focus. It has journey orchestration, sales process management, and workflow automation features. There's also something for marketing teams, including event management and customer segmentation.

Key features

• Sales automation: Automates tasks like lead management, deal tracking, and follow-up actions, streamlining bookkeeping processes.
• Customizable dashboards and reports: Create and customize dashboards and reports for in-depth financial analytics.
• Lead and contact management: Manages client information, tracks interactions, and segments contacts for targeted communications.
• Workflow automation: Automates routine tasks such as invoicing and follow-ups, improving efficiency and reducing manual effort.
• Email integration: Integrates with popular email services for seamless communication and client updates.

Pros

• Affordability: Competitive pricing with various tiers, accessible to small and medium-sized bookkeeping businesses.
• Customization: Tailor the CRM to specific bookkeeping needs with custom fields, modules, and workflows.
• Integration with Zoho suite: Seamless integration with Zoho Books and other Zoho products for a comprehensive bookkeeping ecosystem.
• Multi-channel communication: Manage client interactions across email, phone, social media, and live chat from a single platform.
• AI-powered features: Zia provides intelligent insights, predictive analytics, and task automation, enhancing bookkeeping efficiency.

Cons

• Steep learning curve: Extensive customization options can be overwhelming for new users, requiring significant time to master.
• Complex setup: Initial setup and configuration can be complex, particularly for bookkeepers without technical expertise.
• User interface: Some users find the interface outdated or cluttered compared to other modern CRM platforms.
• Limited third-party integrations: Integration with non-Zoho applications can be limited or require additional effort.
• Feature limitations in lower tiers: Lower-priced plans may lack advanced features, pushing users to upgrade for essential functionality.

Price and plans

Zoho has a free plan limited to three users. After that, for more features and seats an annual subscription plan is as follows.

• Standard: $20 per user, per month.
• Professional: $35 per user, per month.
• Enterprise: $50 per user, per month.

5. Salesforce

Salesforce is a robust CRM platform for large enterprises, offering tools for sales, marketing, service, and analytics, with extensive scalability.

Key features

• Comprehensive ecosystem: Salesforce offers CRM, marketing automation, customer service, and custom app development, making it versatile for bookkeepers managing diverse client needs.
• Customization and scalability: Highly customizable and scalable, allowing bookkeepers to tailor the platform to their specific workflows and manage growth seamlessly.
• Artificial intelligence (AI) integration: Salesforce Einstein provides AI-driven analytics and automation, offering insights that help bookkeepers optimize their client management strategies.
• Extensive integration capabilities: Integrates with a wide range of third-party applications, ensuring seamless operation across different accounting and bookkeeping software.
• Enterprise-grade security and compliance: Robust security measures and compliance features, critical for bookkeepers handling sensitive financial data.

Pros

• Comprehensive feature set: Covers sales, service, marketing, and more, making it a powerful tool for managing all aspects of client relationships.
• Highly customizable: Allows bookkeepers to tailor the platform to their specific needs with custom fields, objects, and workflows.
• Extensive integration capabilities: Integrates with a vast array of third-party applications, enabling seamless data flow across bookkeeping software.
• Scalability: Suitable for businesses of all sizes, from small bookkeeping firms to large enterprises, with the ability to grow with your business.
• Advanced analytics and reporting: Provides powerful analytics and reporting tools, allowing bookkeepers to gain deep insights into their data and make informed decisions.

Cons

• High cost: Can be expensive, especially for small to medium-sized bookkeeping firms, with high licensing fees and additional costs for add-ons and customization.
• Steep learning curve: Extensive feature set and complexity often require significant time and training for users to become proficient.
• Complex setup and customization: Initial setup and customization can be challenging and often require expert help or certified consultants, adding to the overall cost.
• User interface: Some users find the interface outdated and not as intuitive as other modern CRM platforms, which can hinder usability.
• Overwhelming for small teams: Robust features may be overkill for smaller bookkeeping teams or firms, leading to underutilization of the platform’s capabilities.

Price and plans

On an annual subscription, Salesforce’s Service Cloud plan is as follows.

• Starter suite: Starts from $25 per user, per month.
• Pro suite: Starts from $100 per user, per month.
• Enterprise: Starts from $165 per user, per month.

Conclusion

Choosing the right CRM for your bookkeeping firm is crucial for streamlining operations, enhancing client relationships, and boosting overall efficiency. Whether you opt for a versatile platform like folk, the comprehensive tools of HubSpot, the user-friendly interface of Pipedrive, the customizable features of Zoho, or the robust capabilities of Salesforce, each CRM offers unique benefits tailored to different needs and budgets. Evaluate your firm's specific requirements and budget to find the best fit. Start by exploring free trials and demos to make an informed decision. Try folk for free here.

Need a helping hand? Use our free tool to find your perfect CRM match.

Frequently Asked Questions

What do bookkeeping firms use as a CRM?

Bookkeeping firms often use CRMs like folk, Hubspot, Pipedrive, Zoho, and Salesforce. These platforms offer features tailored to streamline client management, automate tasks, and enhance communication, making them ideal for managing the complexities of bookkeeping services.

Do I need a CRM?

Yes, depending on the complexity of your process. A CRM can help streamline operations, improve client interactions, and boost overall efficiency, making it a valuable tool for growing your bookkeeping firm.

How much does a CRM cost?

The cost of a CRM typically ranges from $20 to $150 per user per month, depending on the features and level of customization required. Some CRMs also offer free tiers or trial periods to help you evaluate their suitability for your firm.

Does folk’s CRM respond to bookkeepers needs?

Yes, folk’s CRM is well-suited to bookkeepers' needs. It offers ease of use, seamless LinkedIn integration, customizable pipelines, and AI-driven tools to automate tasks and manage contacts efficiently, making it a comprehensive solution for bookkeeping firms.