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:
- A side-by-side comparison of the top CRMs built with accounting needs in mind
- Key features explained in plain terms — so you know exactly what you’re getting
- Tips on how to choose the right CRM for your firm’s size, goals, and workflow
- A quick-start guide to help you get up and running smoothly
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
- What is an accounting software CRM for small businesses?
- CRM Comparison Table
- Best Accounting CRM Software for Small Businesses
- Benefits of Accounting CRM Software for Small Businesses
- 5 Important Features for an Accounting Software CRM
- How to Choose an Accounting Software CRM for Small Businesses (Step-by-Step)
- Frequently Asked Questions
- Meet HubSpot, the Top CRM Choice for Small Business Accounting
What is an accounting software CRM for small businesses?
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:
- Invoice tracking
- Client document storage
- Integration with accounting platforms.
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.
Best Accounting Software CRMs for Call Center Businesses at a Glance
| 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 |
Best Accounting CRM Software for Small Businesses
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:
1.
Best for: Growing small businesses need integrated accounting features with QuickBooks sync to streamline sales and financial operations.
Key HubSpot Features
- HubSpot’s QuickBooks integration: Automatically syncs contacts, deals, and invoices between HubSpot’s CRM and QuickBooks, eliminating manual data entry that typically consumes 10+ hours monthly for accounting teams.
- HubSpot’s email sequences: Automates follow-up communications tied to invoice status and payment reminders, ensuring consistent cash flow management while maintaining personalized customer touchpoints.
- HubSpot’s custom pipelines: Creates specialized workflows for quote-to-cash processes with built-in automation rules, allowing finance teams to track deal progress alongside accounting milestones.
HubSpot Pricing (Sales Hub)
- Free: $0/month/seat
- Starter: $9/month/seat
- Starter Customer Platform: $9/month/seat
- Professional: $90/month/seat
- Enterprise: $150/month
2. Zoho Books
Best for: Budget-conscious small businesses seeking comprehensive accounting functionality with CRM integration.
Key Zoho Books Features
- Full accounting suite integration: Combines complete bookkeeping functionality with CRM data.
- Automated bank reconciliation: Matches transactions automatically while maintaining customer relationship context.
- Multi-currency support with CRM sync: Manages international clients seamlessly by tracking exchange rates and customer preferences in one unified platform.
Zoho Books Pricing
- 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)
3. FreshBooks
Best for: Service-based businesses and freelancers prioritizing time tracking with client billing.
Key FreshBooks Features
- Integrated time tracking: Captures billable hours directly within project workflows.
- Automated expense receipts: Snaps and categorizes receipts via mobile app, connecting expenses to specific clients.
- Client portal access: Provides secure, login-free viewing of invoices and project status.
FreshBooks Pricing
- 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 Method
Best for: Established businesses already using QuickBooks who need robust CRM capabilities without data migration.
Key Method Features
- Deep QuickBooks integration: Offers patented two-way sync that updates customer data in real time.
- Automated commission tracking: Calculates sales rep commissions based on QuickBooks invoice data.
- Custom workflow builder: Creates industry-specific processes (like construction job costing) that pull financial data directly from QuickBooks entries.
Method Pricing
- Contact Management: $25/user/month
- CRM Pro: $44/user/month
- CRM Enterprise: $74/user/month
- CRM Multi-entity: Custom pricing only (see here)
5. Sage 50cloud
Best for: Established small businesses with complex inventory needs requiring desktop accounting with cloud accessibility.
Key Sage 50cloud Features
- Advanced inventory management: Tracks serial numbers and multi-location stock levels.
- Cash flow forecasting: Projects future financial position based on historical data and current pipeline.
- Microsoft 365 integration: Syncs financial data with Excel for custom reporting while maintaining audit trails.
Sage 50cloud Pricing
- Pro Accounting: $61.92/month
- Premium Accounting: $109.67/month
- Quantum Accounting: $188.67/month
- Hosted: Custom pricing only (see here)
Benefits of Accounting CRM Software for Small Businesses
Eliminate Manual Data Entry Between Sales and Accounting Systems
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.
Gain Complete Visibility Into Cash Flow and Sales Pipeline
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.
Automate Invoice Follow-ups and Payment Collection
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.
Enable Mobile Access for Field Teams and Remote Work
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:
- Create quotes
- Check credit limits
- Process payments during client meetings
Scale Financial Operations Without Adding Headcount
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.
5 Important Features for an Accounting Software CRM
- Real-time accounting software integration: The ability to seamlessly sync with popular accounting platforms is non-negotiable for modern businesses. Again, HubSpot’s certified integrations with QuickBooks, Xero, and NetSuite ensure that every customer interaction, invoice, and payment updates instantly across both systems. Unlike basic API connections, HubSpot’s deep integration maps custom fields, syncs historical data, and maintains audit trails — critical for businesses managing 50+ monthly transactions.
- Automated quote-to-cash workflows: Converting estimates into revenue requires seamless handoffs between sales and accounting teams. HubSpot’s CPQ (Configure, Price, Quote) functionality generates professional quotes using real-time pricing from your accounting system, then automatically converts approved quotes into invoices without re-entering data. Through HubSpot’s workflow automation, businesses can set approval chains based on deal size, apply dynamic discounts, and trigger invoice creation upon electronic signature.
- Mobile-first financial management: Mobile access to financial data is essential for small business owners managing operations on the go. Again, HubSpot’s mobile app provides full CRM functionality, including invoice viewing, payment status tracking, and deal updates from any iOS or Android device. Field teams using HubSpot can check customer credit limits, view payment history, and even create new quotes during client meetings — all syncing instantly with the accounting system.
- Customizable revenue recognition dashboards: Understanding revenue patterns requires more than basic reporting — it demands visual, real-time insights tailored to your business model. HubSpot’s customizable dashboards combine CRM data with accounting metrics to show recurring revenue trends, customer lifetime value, and payment collection rates.
- Intelligent payment automation and tracking: Late payments cripple small business cash flow, making automated collection processes vital for financial health. HubSpot’s payment tools integrate with Stripe and other processors to accept payments directly from emailed invoices, automatically updating CRM and accounting records upon receipt.
How to Choose an Accounting Software CRM for Small Businesses (Step-by-Step)
Step 1: Map your current financial workflows.
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:
- Quote creation
- Contract signing
- Invoice generation
- Payment collection
- Commission calculation
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.
Step 2: Identify must-have features for your industry.
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:
- Real-time accounting sync
- Mobile access for field teams
- Automated payment reminders
- Customizable pipelines for your sales process
- Reporting that combines financial and customer data
Don’t get distracted by fancy features you’ll never use — focus on capabilities that directly address your current pain points.
Step 3: Compare ease of use and team adoption potential.
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.
Step 4: Calculate total cost of ownership at scale.
Don’t just compare starting prices — project costs as your business grows. Factor in the following:
- Per-user pricing
- Transaction fees
- Integration costs
- Potential add-ons
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.
Step 5: Choose a platform built for growth — Like HubSpot.
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: its seamless QuickBooks integration and comprehensive feature set.
QuickBooks, Xero, and other accounting software ensure real-time data synchronization.
What features should I look for in a CRM for accounting and bookkeeping?
When selecting a CRM for accounting and bookkeeping, prioritize features that eliminate manual data entry and provide financial visibility. Essential features include:
- Two-way accounting software sync
- Automated invoice generation from closed deals
- Payment tracking within the CRM interface
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.
Is HubSpot good for accounting firms and bookkeeping businesses?
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.
How much does a CRM for small business accounting cost?
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.
Meet HubSpot, the Top CRM Choice for Small Business Accounting
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.
Key Features for Accounting-Focused Businesses
- Automated invoice workflows with payment tracking: HubSpot’s workflow engine automatically generates invoices from closed deals, sends payment reminders based on due dates, and updates payment status in real-time.
- Real-time QuickBooks synchronization: Unlike CRMs requiring manual exports or overnight batch processing, HubSpot’s certified QuickBooks integration instantly syncs contacts, invoices, and payments.
- Comprehensive financial reporting dashboard: HubSpot combines CRM and accounting data into unified reports showing customer lifetime value, payment velocity, and revenue attribution by source.
Proven Real-World Impact with HubSpot
The transformative power of HubSpot for finance-focused businesses is exemplified by Pleo, one of the EU’s leading fintech companies.