#image_title
Managing client relationships in the accounting world involves much more than keeping contact info in one place. For small business accountants, it means staying on top of recurring deadlines, securely handling sensitive financial data, and ensuring no client communication falls through the cracks. These unique needs make it essential to have a CRM that’s not just flexible but tailored to the specific demands of accounting work.
That’s where a specialized CRM can really make a difference. The right tool doesn’t just track leads or send reminders — it helps you automate invoicing, keep tabs on client documents, and sync effortlessly with your accounting software. Whether preparing for tax season or managing ongoing bookkeeping, a well-suited CRM can save you time, reduce errors, and keep your client relationships running smoothly.
In this guide, we’ll compare the five best accounting software CRMs for small businesses in 2025. You’ll get:
And yes — real accounting firms are using HubSpot to simplify client management, automate follow-ups, and integrate seamlessly with tools like QuickBooks and Xero. Keep reading to determine if HubSpot is the right fit for your team.
BTW: Did you know that NOW Finance reduced manual processing time from three applications to one by implementing HubSpot’s unified platform? If you didn’t, you do now.
Table of Contents
An accounting software CRM for small businesses is designed to help firms manage client relationships, streamline communication, and keep financial workflows organized — all in one place. Unlike general-purpose CRMs, these tools often include features like:
HubSpot offers customizable pipelines, automated follow-ups, and integrations with tools like QuickBooks, making it an excellent fit for small accounting teams that need to stay efficient and client-focused.
| CRM | Best For | Key Features | Pricing | Free Trial |
| HubSpot | Growing businesses seeking an all-in-one solution | Integrated accounting features with QuickBooks sync Contact & deal management Email marketing & automation Reporting dashboard Invoice tracking | Free: $0/month/seat Starter: $9/month/seat Starter Customer Platform: $9/month/seat Professional: $90/month/seat Enterprise: $150/month | Yes, 14 days |
| Zoho Books + CRM | Budget-conscious businesses needing accounting focus | Full accounting suite Invoice & expense management Bank reconciliation Tax compliance CRM integration | Free: $0/month (up to 1 user, 1 accountant) Standard: $15/month (up to 3 users) Professional: $40/month (up to 5 users) Premium: $60/month (up to 10 users) Elite: $120/month (up to 10 users) Ultimate: $240/month (up to 15 users) | Yes, 14 days |
| FreshBooks | Service-based businesses & freelancers | Time tracking & billing Project management Client portal Expense tracking Basic CRM features | Lite: $8.40/month (up to 5 clients) Plus: $15.20/month (up to 50 clients) Premium: $26/month (unlimited clients) Select: Custom pricing only (see here) | Yes, 30 days |
| QuickBooks + Method: CRM | Businesses already using QuickBooks | Deep QuickBooks integration Customer lifecycle tracking Automated workflows Lead management Financial reporting | Contact Management: $25/user/month CRM Pro: $44/user/month CRM Enterprise: $74/user/month CRM Multi-entity: Custom pricing only (see here) | Yes, 14 days |
| Sage 50cloud | Established small businesses need robust accounting | Advanced accounting features Inventory management Cash flow forecasting Contact management Microsoft 365 integration | Pro Accounting: $61.92/month Premium Accounting: $109.67/month Quantum Accounting: $188.67/month Hosted: Custom pricing only (see here) | Yes, 30 days |
With so many CRM options, it can be tough to know which ones truly meet the needs of small accounting teams.
To help you narrow it down, we’ve rounded up the best accounting CRM software for small businesses — tools that combine client management with features like invoicing, reporting, and integrations with popular accounting platforms. Whether you’re a solo bookkeeper or managing a growing firm, these CRMs are built to support your workflow and scale with your business. Take a look below:
Source
Best for: Growing small businesses need integrated accounting features with QuickBooks sync to streamline sales and financial operations.
Source
Best for: Budget-conscious small businesses seeking comprehensive accounting functionality with CRM integration.
Source
Best for: Service-based businesses and freelancers prioritizing time tracking with client billing.
Source
Best for: Established businesses already using QuickBooks who need robust CRM capabilities without data migration.
Source
Best for: Established small businesses with complex inventory needs requiring desktop accounting with cloud accessibility.
Small businesses can lose hours of valuable time weekly to duplicate data entry between CRM and accounting software, leading to costly errors and delayed invoicing.
HubSpot’s native QuickBooks integration automatically syncs customer information, deals, and invoices bidirectionally, ensuring your sales team’s closed deals instantly appear as billable customers in your accounting system. This real-time synchronization through HubSpot eliminates the risk of missed invoices or mismatched customer records.
Financial uncertainty kills small businesses. Luckily, HubSpot’s unified dashboard combines pipeline visibility with accounting data, showing exactly when deals will close and how they impact your financial position.
Plus, through HubSpot’s customizable reporting, finance teams can view real-time metrics like average deal size, payment terms, and collection periods alongside traditional sales metrics. This enables proactive cash management instead of reactive scrambling when bills come due.
Late payments drastically impact small businesses’ success. HubSpot’s workflow automation triggers personalized payment reminder sequences based on invoice status from your accounting system, dramatically improving collection rates without awkward manual follow-ups.
These automated sequences through HubSpot can include escalating reminders, automatically applying late fees, and even pausing further services for overdue accounts — all while maintaining professional client relationships.
Modern small businesses need financial visibility in today’s digital economic climate.
HubSpot’s mobile CRM app provides full access to customer financial history, outstanding invoices, and payment status from any device, empowering field sales and service teams to make informed decisions on-site.
Through HubSpot’s mobile interface, small business teams can:
Growing businesses often hit a wall where manual processes can’t keep pace with increased transaction volume.
HubSpot’s scalable platform handles 10 to 10,000+ customers without requiring additional administrative staff. It uses intelligent list segmentation to automatically categorize customers by payment history, industry, or revenue potential.
This segmentation capability in HubSpot enables targeted financial communications, automated credit limit management, and personalized service levels, allowing small teams to deliver enterprise-level financial management.
Start by documenting how financial information flows through your organization today, from initial lead contact through invoice payment.
Identify every touchpoint where sales and accounting data intersect, such as:
Pay special attention to manual handoffs between departments, as these represent the highest risk for errors and delays. For example, if your sales team currently emails closed deals to accounting for invoice creation, that’s a prime workflow to automate through CRM integration.
Different businesses require different accounting CRM capabilities. Service businesses need robust time tracking and project billing, while product companies prioritize inventory management and multi-currency support.
Create a ranked list of non-negotiable features based on your workflow mapping. Essential features typically include:
Don’t get distracted by fancy features you’ll never use — focus on capabilities that directly address your current pain points.
The best accounting CRM is worthless if your team won’t use it. Evaluate platforms based on user interface intuitiveness, learning curve, and similarity to tools your team already knows.
Request demos focused on the daily tasks your team performs most frequently — creating quotes, checking payment status, or updating customer information. Consider change management requirements; ask yourself: Will I need extensive training, or can teams start using the system immediately?
Look for platforms offering robust onboarding support and ongoing training resources to ensure successful adoption.
Don’t just compare starting prices — project costs as your business grows. Factor in the following:
Consider hidden costs like implementation time, data migration, training, and ongoing support. Calculate the break-even point where efficiency gains offset subscription costs. For example, if a CRM saves 10 hours weekly on manual data entry (valued at $500), a $200/month platform pays for itself while providing additional benefits.
Remember: Account for contract terms — annual commitments often provide discounts but reduce flexibility.
Select an accounting CRM that scales with your ambitions, not one you’ll outgrow in 18 months.
HubSpot’s modular approach lets you start with basic CRM and accounting integration and add advanced features like marketing automation, customer service tools, and custom reporting as needed. This flexibility eliminates the disruption of switching systems during critical growth phases — a mistake that costs small businesses lost productivity and migration expenses.
BTW: Joinrs achieved a response rate of over 20% by implementing HubSpot’s automated lead generation engine integrated with LinkedIn and Apollo.
The best CRM for small business accounting depends on your specific needs, but HubSpot consistently ranks as a top choice due to its seamless QuickBooks integration and comprehensive feature set.
HubSpot offers a free CRM tier with basic accounting integration capabilities, making it ideal for startups and growing businesses. Unlike other platforms that require complex setup or third-party connectors, HubSpot’s native integrations with QuickBooks, Xero, and other accounting software ensure real-time data synchronization.
When selecting a CRM for accounting and bookkeeping, prioritize features that eliminate manual data entry and provide financial visibility. Essential features include:
HubSpot excels in these areas, adding powerful automation capabilities like payment reminder sequences and late fee applications. Look for platforms offering customizable pipelines that match your quote-to-cash process. HubSpot’s visual pipeline builder lets you create stages specific to your billing cycle. Mobile access is crucial for field teams, and HubSpot’s mobile app provides full functionality, including invoice viewing and payment status updates.
Finally, ensure the CRM offers robust reporting that combines sales and financial data. HubSpot delivers this through customizable dashboards showing everything from cash flow projections to customer lifetime value.
HubSpot is excellent for accounting firms and bookkeeping businesses. It offers specific features that address industry challenges like client onboarding, document management, and recurring billing.
HubSpot’s automation capabilities streamline client communications, automatically sending engagement letters, tax reminders, and invoice follow-ups based on customizable workflows. Many accounting firms use HubSpot’s Service Hub alongside the CRM to manage client requests and track billable hours, creating a comprehensive practice management solution.
CRM costs for small business accounting vary widely, from free to $200+ per user monthly. HubSpot offers the most flexible pricing structure, starting with a free CRM with basic accounting integration features.
When calculating total cost, consider that HubSpot’s built-in features often eliminate the need for separate tools — its email marketing, payment processing, and document management capabilities can replace 3 to 4 standalone subscriptions, making it cost-effective despite the higher upfront price.
HubSpot is the premier CRM solution for businesses seeking seamless integration between sales and accounting operations. Over 194,000 companies worldwide trust HubSpot to manage customer relationships and financial workflows, and it’s proven to be the platform that scales with growing businesses while maintaining the simplicity that small teams need.
The transformative power of HubSpot for finance-focused businesses is exemplified by Pleo, one of the EU’s leading fintech companies. Pleo saved approximately $350,000 each year by consolidating multiple tools onto HubSpot’s single platform, eliminating redundancies and reducing overhead costs. Additionally, Pleo’s sales team eliminated the need to switch between numerous tools through HubSpot’s centralized platform and automated workflows, dramatically streamlining their processes and increasing efficiency.
As Jeppe Wienziers Stenbæk, Pleo’s Head of Business Architecture & Technology, explains: “HubSpot is a one-stop platform that can do everything. The value of having a single tool that does everything outweighs the value of researching the best tool on the market for each individual function.”
Ready to see how HubSpot can transform your small business accounting and CRM processes? Start your free trial today or schedule a personalized demo and discover why it’s the trusted choice for over 194,000 businesses worldwide.
Running a successful cleaning business in 2025 goes far beyond spotless floors and sparkling windows…
I’ve worked on many websites that have pretty standard “Meet the Team” pages. But I…
You can order hot jollof on Chowdeck and have it at your door before the…
The oil and gas industry faces unique challenges that standard business software often can't address.…
Managing customer relationships in call centers presents challenges that standard business software simply can’t address.…
Investment banking operates in a fast-paced environment where relationship management, deal tracking, and regulatory compliance…