The ultimate client portal pricing guide for small and mid-size accounting firms
At a glance
Client portal software pricing typically follows per-user, per-client, tiered, or flat-fee models.
Compliance features (SOC 2, GDPR, encryption, audit logs) often impact pricing but are critical for accounting firms.
Small firms usually pay $30–$100 per user/month, while mid-size firms range higher.
ROI is as important as cost; some firms cut onboarding time by 50% and admin overhead by 40%.
Why pricing matters for accounting firms
Accounting firms are investing heavily in technology. CPA Practice Advisor reports that 70% of firms plan to increase IT budgets in 2025, with client portals at the top of the list.
But for many small and mid-size practices, pricing remains confusing. Some vendors advertise “per user” fees, others “per client,” and many bundle features into tiers. Without transparency, it’s hard to know what’s reasonable or what’s missing from the fine print.
This article breaks down client portal software pricing, highlights common models, and explains what drives cost (and value).
Understanding client portal software pricing models
There are four common structures firms encounter when comparing options:
Per-user pricing – Fees are based on staff logins. A 10-person team paying $50 per user/month would cost $500 monthly.
Per client account pricing – Charges scale with the number of external clients. Works for firms with fewer, larger accounts, but costs can spike if you serve many smaller clients.
Tiered packages – Vendors bundle features into tiers such as “Starter”, “Professional”, and “Enterprise”. Pricing may also be capped by storage or client count.
Flat fee per firm – A simple monthly or annual subscription covering all users. Predictable but less flexible for growing mid-size practices.
Moxo structures pricing by plan tier (Business, Business Pro, and Enterprise) and active user count, with optional add-ons such as Client Portal and Branding Kit for advanced customization.
Common pricing challenges and misconceptions
Firms often miscalculate portal costs because of hidden assumptions.
Many fall into the “cheapest is best” trap, only to discover add-ons for storage, compliance, or training. Others overspend on advanced enterprise features, like complex integrations, that they never use.
Another misconception is treating all portals as equal. Generic file-sharing tools may seem inexpensive but lack audit logs, SOC 2 certification, or role-based access controls, all of which are essential for accountants.
Finally, firms sometimes underestimate ROI. Case studies show firms reducing onboarding time by 50% and operational overhead by 40% with workflow automation. These gains can easily outweigh subscription fees.
Key pricing factors to consider
When budgeting for a client portal, small and mid-size firms should evaluate:
Firm size and users – More staff or clients increase costs under per-user or per-client models.
Compliance readiness – Strong security features (SOC 2, GDPR, audit logs, MFA) are non-negotiable for accountants.
Workflow automation & branding – Pricing often scales with advanced tools like task reminders, e-signatures, workflow templates, and branded portals.
Support & training – Premium onboarding or 24/7 customer support may be an add-on.
Scalability – Some models grow predictably, while others can spike as you onboard more clients.
Typical price ranges for small and mid-size firms
Benchmarks vary, but realistic ranges help with planning.
Small firms (1–20 staff): $30–$100 per user/month, or $500–$2,000 annually on flat-fee models.
Mid-size firms (20–100 staff): $75–$150 per user/month, or $5,000–$15,000 annually in tiered packages.
These ranges don’t account for add-ons. White-label apps, advanced compliance tools, or dedicated support can increase costs, but often deliver stronger client experiences and regulatory assurance.
Best practices for evaluating portal pricing
Firms can avoid pitfalls by taking a structured approach:
Run a needs assessment
Identify must-have features: compliance, integrations, automation. Moxo provides built-in audit trails, secure access controls, and flexible integrations that adapt to your existing stack.
Calculate total cost
Factor in migration, training, and premium support, not just subscription fees. Consider providers that bundle onboarding support and offer add-ons only when you need advanced capabilities like custom branding or client-facing portals.
Test before scaling
Pilot the portal with a small group of clients to validate adoption. Platforms like Moxo are designed with password-free access and mobile apps can ease client adoption during pilot phases.
Weigh ROI, not just cost
A portal that halves onboarding time or reduces admin workload justifies higher fees. Moxo provides automated reminders, file requests, and e-signatures, which often save hours each week, freeing staff for higher-value work.
Industry trends and future outlook
Client portal pricing is evolving alongside regulation and client expectations. Vendors are shifting toward bundled pricing that includes compliance and support, helping firms avoid surprise costs.
Premium tiers are starting to integrate AI-powered features, such as document auto-classification and automated audit logs. Compliance will remain a driver, with SOC 2, GDPR, HIPAA, and regional standards shaping features and price points.
Finally, many portals are moving toward ecosystem integration, bundling accounting, payments, and client collaboration under one roof. For firms, this means evaluating both cost today and scalability tomorrow.
Where Moxo fits and adds value
Client portal pricing models may vary considerably, but one thing is clear: the most valuable solutions deliver security, automation, and ROI, not confusion or hidden fees.
Why Moxo stands out:
Custom tiered pricing: Our plans are organized into tiers (Business, Business Pro, and Enterprise) based on active users. For firms seeking advanced customization, optional add-ons like the Client Portal and Branding Kit are available.
Enterprise-grade security and safeguards: All plans include compliance-ready controls like audit trails, role-based access, and optional SAML SSO/MFA, ensuring firms can meet SOC 2 and GDPR standards without complex setup.
Automation and branded options: Workflow automation, onboarding templates, and task management are included across tiers, while firms can choose add-ons like Client Portal or Branding Kit for client-facing branding.
Seamless integrations: Out-of-the-box connections with tools such as QuickBooks, Xero, CRMs, and third-party apps (DocuSign, Stripe, Zapier) allow firms to extend workflows without disruption.
Many platforms charge extra for features that accounting firms depend on, but Moxo includes them within its structure, keeping pricing transparent and value clear.
Not sure which plan fits best? Reach out to us for more details.
Next steps for confident pricing decisions
For small and mid-size accounting firms, understanding client portal software pricing is critical for budgeting and long-term planning. Costs vary by model, per user, per client, tiered, or flat, but the real measure is ROI.
Firms that prioritize compliance, automation, and client experience will find that modern portals are less of a cost center and more of a growth enabler.
Explore our resources on accounting technology to see how leading firms are modernizing operations. Book a demo with Moxo to see how.
FAQs
What is the average cost of client portal software?
Small firms pay around $30–$100 per user/month; mid-size firms may pay $75–$150.
Which pricing model is best for small firms?
Flat-fee or starter-tier plans offer predictability without high scaling costs.
Are free portals safe for accounting use?
Free tools often lack compliance features like audit logs or encryption, making them risky.
Does pricing include compliance features?
Some platforms include SOC 2 and GDPR compliance, while others charge extra for advanced features.
How can firms measure ROI?
Track time saved on onboarding, reduced email exchanges, and improved client satisfaction.
