Per-User vs Per-Client Pricing for Practice Management Software
Per-user vs per-client pricing is the biggest cost decision when choosing practice management software. This guide explains both models with worked examples so you can see which suits your firm.
Unlimited users · Per-client pricing · Built by a practising Chartered Accountant
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- Cranleys Chartered Accountants
- CJM Accountants
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- BNW Chartered Accountants
- TaxAccolega Chartered Accountants & Tax Advisers
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Quick answer
Per-user pricing charges for each person with a login; per-client pricing charges for each active client. Per-user often suits one or two people with many clients. Per-client, which Remindoo uses, usually suits firms that hire, use trainees or seasonal staff, or want everyone logged in without extra cost.
How the two pricing models work
Per-user (per-seat): monthly fee × number of staff. Per-client: a rate per active client, often cheaper per client as you grow. Remindoo's rates are tiered, so the per-client price falls at higher volumes.
Worked examples (illustrative)
The per-user figures below use an illustrative £30 per user per month to show the maths; they are not any named supplier's price. Remindoo figures are real Core prices ex VAT.
- 5 staff, 100 clients: per-user £150/month vs Remindoo £62.40/month
- 10 staff, 250 clients: per-user £300/month vs Remindoo £102.55/month
- 20 staff, 500 clients: per-user £600/month vs Remindoo £184.00/month
- 1 person, 40 clients: per-user £30/month vs Remindoo £39.60/month — per-user can be cheaper for a solo practice
What practice management software pricing should include
| Feature | Why it matters | Remindoo |
|---|---|---|
| Unlimited users | Costs don't rise with headcount. | Yes, Unlimited users |
| Tiered per-client rates | Price per client falls as you grow. | Not currently |
| Archived clients not billed | Only pay for active work. | Not currently |
| Yearly saving | 10% off with annual billing. | Not currently |
How Remindoo works as practice management software pricing
Remindoo charges per active client with unlimited users, on Core or Growth.
Unlimited users
Add every team member with no per-user charge.
See featureRoles and permissions
Control who sees and edits client data.
See featureTeams and team leads
Group people around pods, offices or specialisms.
See featureClient summary
A clear snapshot of your client portfolio.
See featureWork and utilisation
Spot over-capacity weeks early.
See featureAdvanced analytics (Growth plan)
Deeper practice reporting.
See featureRemindoo pricing
Remindoo is priced per active client per month, with unlimited users on every plan. For example, a firm with 75 active clients pays £67.20 a month ex VAT on Core (£80.64 inc VAT) or £78.00 ex VAT on Growth (£93.60 inc VAT). Yearly billing saves 10%.
Archived clients are not counted. Every firm starts with a 60-day free trial; a payment card is taken at sign-up. See the full calculator on the pricing page.
See Remindoo with your own clients
A 30-minute walkthrough using your services, deadlines and team.
Alternatives to consider
Competitor details below come from public websites and may change. Anything marked 'To be verified' has not yet been confirmed with the supplier — check before you decide.
| Product | Best for | Pricing model | Price (£) | Strengths | Gaps | Checked |
|---|---|---|---|---|---|---|
| Remindoo | UK firms wanting practice management software pricing with unlimited users | Per active client per month, unlimited users | Core from £67.20/month ex VAT at 75 clients | Practice management, CRM, workflow, client portal and built-in AML/KYC checks in one UK-focused platform | Does not file returns with HMRC or Companies House; use your existing tax and accounts software for filing | 27 September 2026 (source, opens in new tab) |
| AccountancyManager | Small and mid-sized UK firms wanting practice management with client onboarding | Per user per month (tiered) | Quote on request | Strong onboarding and e-signature workflow, established UK accountant user base | Per-user pricing can scale up quickly as a team grows | 24 September 2026 (source, opens in new tab)[VERIFY] |
| Karbon | Larger firms wanting deep email and workflow integration | Per user per month (tiered) | Quote on request | Powerful workflow automation, email-to-task triage, detailed reporting | Per-user pricing and a steeper learning curve than simpler task tools | 24 September 2026 (source, opens in new tab)[VERIFY] |
| Senta | Firms wanting a lightweight, template-driven workflow tool | Per user per month | Not publicly stated | Simple client and workflow templates, good for smaller teams | Fewer dashboard and reporting options than larger platforms | 24 September 2026 (source, opens in new tab)[VERIFY] |
| TaxDome | Firms wanting workflow plus a client-facing portal and e-signature in one tool | Per user per month | Quote on request | Strong client portal, document management and automation features | Built primarily for a broader accounting/tax market rather than UK-specific statutory templates | 24 September 2026 (source, opens in new tab)[VERIFY] |
| Pixie | Small UK firms wanting a straightforward, affordable workflow tool | Per user per month | Quote on request | Clean, simple interface aimed at small practices | Fewer advanced reporting and capacity-planning tools | 24 September 2026 (source, opens in new tab)[VERIFY] |
| Jetpack Workflow | Firms wanting recurring workflow templates without a full CRM | Per user per month | Quote on request | Good template library, easy to set up recurring jobs | Limited CRM and lead management features compared with all-in-one platforms | 24 September 2026 (source, opens in new tab)[VERIFY] |
Competitor details come from public vendor pages on the date shown and may have changed. Prices exclude VAT unless stated. Rows marked [VERIFY] are awaiting a second check.
Which option suits your firm?
- 1
Choose Remindoo if
you want workflow, CRM, client portal and AML checks in one place, and you don't want to pay per user.
- 2
Look elsewhere if
you need software that files returns directly with HMRC — Remindoo manages the work around filing, not the filing itself.
Questions to ask about any pricing model
What counts as a user or client? Are there minimum seats or clients? Are add-ons such as AML checks or e-signature charged separately? What will I pay at twice my current size?
Our honest view
If you are a sole practitioner with no plans to hire, compare carefully — per-user can be cheaper. Once you have a team, per-client pricing is usually simpler and more predictable.
What UK firms say on Trustpilot
“With Remindoo, everything from the first enquiry to onboarding and ongoing client management is tracked in one place… It saves us hours and gives me, as a practice owner, complete visibility of where the firm stands.”
“The biggest benefit is having clients, tasks, deadlines, workflows, proposals and communication all organised in one place.”
“During my trial, the team were absolutely amazing. They helped onboard my clients, set up my settings and made sure everything was ready for me to use… they made the whole process completely stress-free.”
“It brings client information, tasks, recurring deadlines, workflows and reminders together in one place, giving us much better visibility across the team.”
Switching to Remindoo
Most firms move across in stages: import clients, switch on the UK service templates you already run, then invite the team. Because Remindoo is priced per active client with unlimited users, adding staff during the move costs nothing extra.
Book a 30-minute demo and we will walk through your current setup, what to import first and how long a typical move takes for a firm of your size.
Frequently asked questions
Is per-client pricing cheaper than per-user?
It depends on your staff-to-client ratio. With several staff, per-client is often cheaper; for one person with few clients, per-user can cost less.
How does Remindoo charge?
Per active client per month, with unlimited users. Rates are tiered and yearly billing saves 10%.
How much does Remindoo cost?
Remindoo is priced per active client with unlimited users. At 75 clients, Core is £67.20 a month ex VAT and Growth is £78.00 ex VAT. Yearly billing saves 10%, and every firm gets a 60-day free trial.
Can I see Remindoo before signing up?
Yes. Book a free 30-minute demo and we'll show you the workflows, client records and AML checks using examples from a UK practice.
Related guides
- Unlimited-user practice management software
- Affordable accounting practice management software UK
- How to choose accounting practice management software
- Accounting practice management software
- Best accounting practice management software
- Bookkeeping practice management software
- Proposal software for accountants
- Practice management software for chartered accountants
- Crm for accountants
- Practice management software for small accounting firms
- Best crm for accounting firms
- Crm for tax professionals
- Best workflow management software for accountants
- Accounting compliance management software
- Best client portals for UK accountants
- Practice management software for sole practitioners
- Practice management software for tax advisers
- How to replace accounting practice spreadsheets
- Practice management software implementation checklist
- Software stack for UK accounting firms
- VAT return workflow software
- CT600 workflow software
- CIS return workflow software
- Making Tax Digital workflow software
- Client document collection software for accountants
- Client onboarding software for accountants
- Engagement letter software for accountants
- Best client onboarding software for accountants
- Task management software for accountants
- Workflow management software for accountants
- Client management software for accountants
- Leads management software for accountants
Ready to run your practice in one place?
Free for 60 days, then per-client pricing with unlimited users.
Last updated: . Written by Waqas Sagar ACA FCCA FMAAT, Chartered Accountant with 18+ years in practice, founder of Accotax (which has served over 5,000 clients) and Remindoo.
Why knowing what each employee is working on matters
In a growing practice, the partner can no longer hold every job in their head. Clear ownership and visible workload are what stop deadlines slipping when someone is on leave, busy or new.
Clear ownership
Every client and task has a named person, so nothing sits unassigned and clients get consistent answers.
Balanced workload
Seeing tasks per person helps managers move work before one person is overloaded and another is waiting.
Cover for absence
When work, notes and history live in one system, a colleague can pick up a job without starting from scratch.
Controlled access
Roles and permissions keep sensitive client and AML data visible only to people who need it.
Practical tips from UK practice
- Group people into teams around services or client portfolios, and name a Team Lead for each.
- Review the employee task breakdown weekly, not only when a deadline is missed.
- Give new starters a limited role first, then widen access as they are trained.
- Use bulk reassignment when someone leaves or goes on holiday, rather than moving tasks one by one.
Related Remindoo features
Written and reviewed by Waqas Sagar ACA FCCA FMAAT, Chartered Accountant with 18+ years in practice. Founder and MD of Accotax, an ICAEW, ACCA and AAT regulated London practice that has served over 5,000 clients, and founder of Remindoo. Guidance is general; check current GOV.UK and professional body guidance for your firm.
What UK practices say about Remindoo
Read all reviews on Trustpilot“With Remindoo, everything from the first enquiry to onboarding and ongoing client management is tracked in one place… It saves us hours and gives me, as a practice owner, complete visibility of where the firm stands.”
“The biggest benefit is having clients, tasks, deadlines, workflows, proposals and communication all organised in one place.”
“During my trial, the team were absolutely amazing. They helped onboard my clients, set up my settings and made sure everything was ready for me to use… they made the whole process completely stress-free.”
“It brings client information, tasks, recurring deadlines, workflows and reminders together in one place, giving us much better visibility across the team.”
