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Choosing & switching software
Why Per-User Pricing Is Holding Your Practice Back
How your software pricing model can quietly punish your firm for growing.
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Quick answer
Per-user pricing charges a firm for every staff member added to the system, while per-client pricing charges based on active client numbers. Per-user models can discourage firms from giving every team member access, which undermines the shared visibility practice software is meant to provide.
What is the difference between per-user and per-client software pricing, and why does it matter?
It matters because the pricing model shapes behaviour: per-user pricing can push firms to limit who has access, while per-client pricing rewards giving the whole team visibility.
Per-user pricing charges a fixed or tiered amount for each person who logs into the system. As a firm hires, the bill rises automatically, regardless of whether the new starter is a partner or a part-time administrator. Per-client pricing instead charges based on the number of active clients a firm manages, so the cost tracks revenue-generating growth rather than headcount.
| Factor | Per-user pricing | Per-client pricing |
|---|---|---|
| Cost driver | Number of staff logged in | Number of active clients |
| Effect of hiring | Bill rises immediately | No direct cost from hiring |
| Effect on access | Firms may restrict logins to save cost | No incentive to limit who has access |
| Predictability | Varies with staffing changes | Tracks client growth, usually more stable |
The practical effect matters more than it first appears. If access costs money per head, firms often give logins only to senior staff, leaving junior team members working from screenshots, forwarded emails or verbal updates - defeating much of the point of shared software.
Why does per-user pricing keep causing problems for growing firms?
Hiring becomes a software cost decision
Adding a trainee or part-time bookkeeper means weighing up whether they need a paid seat, rather than simply giving them access.
Access gets rationed
To control costs, firms limit logins to senior staff, so junior team members work from second-hand information.
Seasonal staff are expensive to add temporarily
Bringing in extra help for busy season can mean paying for seats that are barely used once the season ends.
Budgeting becomes unpredictable
Software costs swing with staffing changes rather than tracking the client growth that actually drives revenue.
Firms under-invite people who would genuinely benefit
Administrative staff or part-time team members are often left out entirely, even though they handle client-facing tasks.
What does per-user pricing actually cost a growing practice?
Beyond the direct subscription cost, per-user pricing has a hidden cost in restricted visibility, because firms ration access to control their bill.
A firm with fifteen staff on a per-user model might only license eight seats to save money, meaning seven people are working without shared visibility of client status. That gap tends to resurface as duplicated client contact, missed handovers, or reliance on the same few senior people for information everyone else could access directly.
How do you evaluate a software pricing model before switching? Step by step
- 1
Count your actual active clients, not just staff
Work out your typical active client number, since this is the cost driver under per-client pricing, rather than focusing only on headcount.
- 2
Model both pricing structures against your growth plan
Project costs under per-user and per-client models for your firm's likely growth over the next two to three years, not just today.
- 3
Check what happens with seasonal or part-time staff
Ask directly how the pricing model handles temporary or part-time team members added for busy season.
- 4
Ask whether every role can be given access without extra cost
Confirm that administrative and junior staff can be included without a separate cost decision for each person.
- 5
Review after a growth event
Once you take on new clients or staff, revisit your software cost to check the pricing model behaved as expected.
How does Remindoo's pricing model work?
Remindoo charges per active client, based on the highest number of active clients in a given month, with unlimited users included at every level. That means a firm can add a trainee, a part-time bookkeeper or extra cover for busy season without a separate cost decision for each login. Roles and permissions still let you control what each person can see or edit, so opening up access does not mean losing control over sensitive client data. Because the cost tracks client numbers rather than headcount, your software bill grows in line with the work generating revenue, not simply with how many people you employ. Try Remindoo free for 60 days to see the actual cost against your client numbers before committing to a pricing model.
Unlimited users
Add every team member with no per-user charge.
See featureRoles and permissions
Control who sees and edits client data.
See featureClient summary
A clear snapshot of your client portfolio.
See featureClient growth trend
Track growth and capacity together.
See featureTeams and team leads
Group people around pods, offices or specialisms.
See featureSpreadsheets vs Remindoo: what changes?
| Area | Spreadsheets & email | With Remindoo |
|---|---|---|
| Adding a new starter | Extra per-user cost added immediately | No additional cost, unlimited users |
| Access for junior staff | Often restricted to save cost | Open by default, controlled by roles |
| Seasonal staff | Temporary seats still cost extra | No extra cost for temporary access |
| Budgeting | Tied to staffing changes | Tied to active client numbers |
| Team visibility | Limited to licensed seats | Available to the whole team |
| Cost growth | Grows with headcount | Grows with client base, which drives revenue |
See it with your own clients
A 30-minute walkthrough using your services and deadlines.
What should firms watch for when comparing pricing models?
Look beyond the headline price per seat or per client to how each model behaves as your firm's staffing and client numbers actually change month to month.
- Whether temporary or part-time staff are charged the same as full-time users
- Whether the client count used for billing is your peak, average or current number
- Whether adding users requires a separate approval or purchase step
“Automation saves time and no follow-up is missed.”
Frequently asked questions
Is per-client pricing always cheaper than per-user pricing?
Not always, but it tends to be more predictable, since it tracks client growth rather than fluctuating with hiring, seasonal staff or role changes.
Does Remindoo charge extra for part-time or seasonal staff?
No, all users are included at no extra cost under Remindoo's per-client pricing, regardless of whether they are full-time, part-time or seasonal.
How is the number of active clients calculated?
Billing is based on the highest number of active clients recorded in a given month, so pricing tracks your actual client base.
Can I control what different users can see under Remindoo's model?
Yes, roles and permissions let you restrict sensitive client data by role, even though there is no extra cost for adding more users.
Is there a free trial to test the pricing model?
Yes, Remindoo is free to use for 60 days, so you can see the actual monthly cost based on your client numbers before paying anything.
Will switching to per-client pricing save my firm money?
It depends on your current staffing versus client ratio, but firms with more staff than a per-user model comfortably licenses often see a more predictable bill.
Ready to run a calmer practice?
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Sources
Comparing options? Read our guide to best accounting practice management software.
Last updated: . General guidance, not regulatory advice. Check with your professional body.
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.”
