Ranking the Best Practice Managers for Accounting Firms
Managing an accounting practice today means juggling multiple tasks—client communications, task management, secure file storage, and more—all while reducing manual effort. With so many practice management tools available, choosing the right one is critical. Here, we review and rank four top solutions: COUNT Practice Manager, QuickBooks Practice Manager, Xero Practice Manager, and Keeper Practice Manager. In doing so, we’ll discuss what to consider when selecting a tool and examine the strengths and limitations of each platform.
Understanding Practice Management Solutions
Practice management platforms consolidate critical functions into a single interface. They allow accounting professionals to:
- Manage leads and client relationships
- Track tasks and projects across multiple clients
- Automate recurring workflows
- Securely store and access sensitive client documents
- Communicate seamlessly with team members and clients
With increasing pressure to reduce manual work and improve efficiency, these solutions have become indispensable for modern accounting practices.
What to Look for in a Practice Manager
When evaluating practice management software, consider the following factors:
- Platform Integration: Does it connect seamlessly with your core accounting systems (e.g., QuickBooks Online and Xero)?
- Client & Leads Management: Can you efficiently track leads, manage client profiles, and store relevant documents?
- Task & Workflow Automation: Does the system offer robust task management, recurring task lists, and the ability to assign and track tasks?
- Communication: Is there built-in messaging to facilitate smooth interactions with clients and team members?
- File Management: Does the tool offer a dedicated, searchable vault for storing and organizing client files?
- Security: Are your data and client information protected with industry-standard encryption?
- Pricing: Is the solution cost-effective, especially when priced on a per-client basis?
- Ease of Use: Is the interface intuitive enough for busy accountants who may not be tech experts?
Top Contenders in Practice Management
1. COUNT Practice Manager – Best Overall for Versatility, Efficiency, Automation & Security
COUNT Practice Manager is designed exclusively for bookkeepers and accounting firms.
Strengths:
- Comprehensive Integration: COUNT seamlessly connects with both QuickBooks Online and Xero, allowing you to pull in financial data effortlessly.
- Robust Client Management: With an integrated Leads CRM and Client Manager, COUNT helps you track prospects, manage detailed client records, and store files securely.
- Advanced Task Management: Its Universal Task Manager lets you create and duplicate task lists (e.g., Monthly Close Checklists) that consolidate tasks from both client workspaces and internal processes.
- Enhanced Communication & Security: COUNT offers built-in messaging and a dedicated encrypted vault for secure file management, ensuring all sensitive data is organized and accessible.
- Transparent Pricing: At just $7 per client, COUNT delivers exceptional value with features that reduce manual work by up to 35%.
Limitations:
- While COUNT focuses on automation and AI-driven insights, some advanced industry-specific customizations may still be in development.
2. Keeper Practice Manager – Best for Client Collaboration & File Reviews
Keeper is a modern, emerging solution for accounting practice management.
Strengths:
- Integrated Client Portal: Keeper stands out by offering a unified platform where bookkeepers can communicate with clients, manage receipts, and catch coding errors—all while syncing with QuickBooks Online and Xero.
- Automated File Reviews – Helps firms quickly find and fix errors in financial records, saving time and resources while ensuring accuracy. It is especially useful for large firms or those with complex transactions.
- Advanced Workflow & Reporting: It provides detailed management reports, helping firms monitor month-end closes more efficiently.
- Basic Messaging & Secure Storage – Keeper offers internal comments & team chat, but its secure storage features require additional add-ons.
Limitations:
- Additional Costs for Key Features: While Keeper offers many features, some important functions (like dark web monitoring or enhanced secure file storage) require extra fees.
- Less Comprehensive CRM: Its CRM capabilities are solid but may not be as extensive as a dedicated client management tool compared to COUNT’s offering.
3. QuickBooks Practice Manager – Best for QBO-Centric Firms
QuickBooks Practice Manager is built for accountants using QuickBooks Online.
Strengths:
- Deep QBO Integration: Designed specifically for users of QuickBooks Online, it allows seamless data syncing and streamlined workflows within the QuickBooks ecosystem.
- Task Automation: Offers recurring task lists and reminders to help manage workload efficiently.
Limitations:
- Limited File Management: QuickBooks Practice Manager mainly allows basic attachments to client profiles without robust file categorization or searchable vault functionality.
- Restricted to QBO: It only integrates with QuickBooks, limiting its use if your clients use other accounting platforms.
- Higher Pricing: While free for select users, additional functionalities can come with significant fees.
4. Xero Practice Manager
Xero Practice Manager is tailored for Xero partners and bookkeepers.
Strengths:
- Tailored for Xero Users: Exclusively built for the Xero ecosystem, it offers smooth integration for managing client data and tasks.
- Effective Project Tracking: Includes task management and project tracking features designed for Xero users.
Limitations:
- Platform Restriction: Its integration is limited to Xero, so firms using multiple accounting platforms may need additional tools.
- Basic File Storage: Similar to QuickBooks, its file management is basic, without advanced search or categorization features.
- Pricing Concerns: Free for high-tier partners but can be expensive for smaller practices.
Comparison in a Nutshell
Conclusion
When it comes to choosing the best practice manager, the right solution depends on your firm’s needs:
- COUNT Practice Manager excels with its comprehensive integration, robust CRM, advanced task management, secure file storage, and competitive pricing. It’s ideal for accounting firms seeking to reduce manual tasks and boost efficiency.
- QuickBooks Practice Manager is best suited for firms deeply embedded in the QuickBooks ecosystem but falls short on advanced file management and versatility.
- Xero Practice Manager works well for Xero-centric firms, though its platform limitations and basic file storage may hinder smaller practices.
- Keeper Practice Manager offers a strong integrated client portal and workflow automation, though additional costs for key features may affect overall value.
For firms that need a versatile, secure, and cost-effective solution, COUNT Practice Manager stands out as the best option to streamline your practice and enhance productivity.
