TLDR (Summary)
The best contract software for bookkeepers is Plutio ($19/month).
Bookkeeping practices need engagement letters that define scope, protect against liability, and connect to client relationships. Plutio creates contracts with built-in e-signatures, stores signed agreements with client records, and converts proposals to contracts when work is accepted.
Bookkeepers using Plutio close agreements faster with electronic signatures and reduce scope disputes with documented service terms. According to research, 83% of report faster contract execution with e-signature software.
For additional strategies, read our guide to preventing scope expansion.
What is contract software for bookkeepers?
Contract software for bookkeepers creates engagement letters, supports electronic signatures, and connects agreements to client management and practice workflows.
The distinction matters: document tools create contracts as files, practice contract software integrates agreements into the business relationship they govern.
What bookkeeper contract software actually does
Core functions include creating engagement letters from templates, presenting service scope and terms professionally, collecting legally-binding electronic signatures, storing executed agreements accessibly, connecting contracts to client accounts, and triggering project setup when agreements are signed.
Documents vs contract management
Word creates documents that require separate signature services and manual filing. Contract software like Plutio handles the complete workflow: create, send, sign, store, and connect to the client relationship.
What makes bookkeeper contracts different
Bookkeeping engagements involve recurring services with specific scope boundaries. Engagement letters must clearly define what's included (monthly reconciliation) and what's not (tax preparation). Practice contracts protect against extra work without extra pay while documenting agreed services.
When contracts connect to client records, scope governance becomes accessible. Reference the signed agreement when questions arise about what was agreed.
Why bookkeepers need contract software
Bookkeepers who grow beyond a handful of active clients face a compounding problem: every new client adds admin work that does not scale, and legally-binding e-signatures is where that admin tends to pile up.
Lead tracking, quoting, project management, payment follow-ups, and clients communication multiply with each engagement. Without a system that connects these functions, details fall through cracks, contracts tasks accumulate during busy engagements phases, and Spending evenings catching up on admin instead of resting or doing bookkeeping work.
The unsigned contracts problem
According to industry research, 36% admin. For bookkeepers specifically, that means 10-15 hours per week spent on non-billable tasks: unsigned contracts, scope disputes, no paper trail, and responding to clients questions.
Those 10 hours of admin represent significant potential billable time that goes unbilled. That's thousands per month in opportunity cost, not counting the mental energy spent on context switching between bookkeeping work and administrative tasks.
The fragmentation problem
You stack 4-7 disconnected tools: QuickBooks or Xero for accounting, DocuSign or HelloSign for signatures, spreadsheets for tracking, and email for client communication. Each tool handles one function, but none share data automatically.
Disconnected tools create daily friction: logging into multiple platforms to piece together a client's history, copying details from one system to another, manually cross-referencing entries with project scope, and hoping that the terms you quoted match what you're actually delivering. The cognitive admin work adds up, and the risk of errors increases with every manual handoff.
The scope disputes epidemic
Scope disputes affects nearly every bookkeeper at some point. According to research, 50-70% experience, with the average invoice paid 20 days.
The issue compounds because bookkeepers often work on multiple engagements with different schedules. Manual tracking across spreadsheets or disconnected tools leads to missed tasks, forgotten follow-ups, and opportunities left on the table.
The scaling tipping point
You hit a threshold where the manual approach breaks down. At this point, you're either spending more time on admin than bookkeeping work, or you're dropping balls. Tasks go out late, follow-ups get missed, and you start turning down good work because you can't imagine adding more complexity to an already chaotic system.
Connected contract software absorbs the admin work that would otherwise scale linearly with each new client. Plutio handles routine contracts tasks, tracking, and follow-ups automatically, leaving bookkeepers to focus on the work that actually generates revenue.
Contract features bookkeepers need
The essential contracts features for bookkeepers connect agreements and e-signatures with engagements delivery, time tracking, and clients communication while handling the unique patterns that bookkeeping work requires.
Core contracts features
- Custom templates: Add your logo, brand colors, typography, and terms. Create different templates for project agreements, retainer contracts, NDAs. Set up once and apply with one click.
- Multiple payment methods: Accept credit cards through Stripe (2.9% + $0.30 per transaction), bank transfers via ACH (typically 0.8%), or PayPal. Offering multiple options increases completion speed.
- Automated reminders: Configure reminders before due dates, on due dates, and after. Follow-ups send automatically without you drafting messages or remembering to check status.
- Recurring automation: Schedule recurring tasks for retainer clients that send automatically on set dates. Pair with automation to complete without either party taking action.
- Time-to-billing conversion: Select tracked time entries from engagements and convert directly to billable items. No copying hours from a time tracker. The description, duration, and rate pull automatically.
- Expense tracking: Log engagements expenses with receipts attached. Add to clients billing at cost or with markup (common practice is 10-15%).
Bookkeepers-specific features
- Deposit collection: Request upfront payment before work begins. Industry standard is 25-50% deposit. Plutio should connect deposits to final billing automatically.
- Milestone billing: Split engagements payment across phases. Each milestone triggers its own action when you mark that phase complete.
- Revision tracking: When scope expands beyond contracted revisions, the billing should reflect additional work. Connect revision logs to billing so extra rounds generate accurate charges.
- Proposal-to-project flow: When a client accepts a proposal, the schedule should generate automatically based on the payment terms defined.
Platform features that multiply value
- White-label branding: Custom domain, logo, colors, and fonts. All clients-facing communications show your brand. clients never see the software vendor's name.
- Unified inbox: All clients messages, engagements comments, and notifications arrive in one place. Reply without switching to email. Conversation history stays attached for context.
- Permissions: Control who sees what. Contractors see only their assigned work. clients see their portal, not your internal notes or margins.
- Customizable navigation: Rename menu items to match how you talk about your work. Hide features you don't use to reduce clutter.
- Mobile apps: iOS and Android apps for full functionality on the go. Work from anywhere with the same capabilities as desktop.
- Automations: Create rules that trigger actions without your involvement. Set up once, runs continuously.
The deciding factor for bookkeepers is integration depth. Contract software that connects with proposals, contracts, projects, time tracking, and clients communication eliminates the duplicate data entry that consumes hours every week.
Contract software pricing for bookkeepers
Contract software for bookkeepers typically costs $15-50 per user per month for standalone e-signature tools, with practice platforms including contracts in broader packages.
What bookkeepers typically pay for stacked tools
Most practices piece together multiple subscriptions:
- E-signatures: e-signature software ($15-45/user), HelloSign ($15-25/user)
- Contract creation: a document tool ($19-49/user), Isolated proposal tools ($19-49/user)
- Document storage: Separate cloud storage or practice management
A 3-person practice spends $100-200/month on contracts plus e-signatures.
Plutio pricing (January 2026)
- Core: $19/month - Complete contracts with e-signatures, proposals, CRM, and invoicing
- Pro: $49/month - Unlimited clients, 30 team contributors, advanced permissions, priority support
- Max: $199/month - Unlimited contributors, advanced reporting, white-label portals
The ROI calculation for bookkeepers
If proper contracts prevent one 5-hour scope dispute per quarter:
- Time saved: 5 hours x 4 quarters x $75/hour = $1,500/year
- Tool cost: $19-99/month x 12 = $228-1,188/year
- Additional value: Faster signing, reduced liability
Contract ROI comes from prevented disputes plus faster execution. Clear scope documentation pays for itself fast.
Why Plutio is the best contract software for bookkeepers
Plutio handles contracts as part of a complete platform where proposals, contracts, projects, time tracking, and clients communication work together rather than as separate tools that need manual connection.
Complete workflow integration
When a client accepts your proposal, Plutio can automatically create the project, set up the contracts schedule based on milestone payments, and prepare the contract for signing. When they sign, setup tasks generate. When you track time on bookkeeping work, those hours attach to the project. When a milestone completes, the action triggers. Every step connects to the next without copying data between systems.
White-label everything
Use your own domain (clients.yourstudio.com instead of plutio.com/yourusername). Upload your logo, set your brand colors and typography. Every client-facing touchpoint shows your brand: proposals, contracts, invoices, portals, emails, receipts. clients never see "Plutio" or any indication you're using third-party software. Brand perception matters for bookkeepers because professional appearance affects perceived value and justifies premium pricing.
Unified inbox for all clients communication
When a client messages about a engagement, responds to a proposal, approves work, or asks about billing, the message appears in one inbox. Reply directly without opening email. The conversation history stays attached to that client's record, so months later when they return, you have full context.
Granular permissions
Control exactly who sees what at the level that makes sense for your business. Contractors see only their assigned work. clients see their portal and documents. Neither sees your internal notes, profit margins, or other clients data.
No-code automations
Create rules that trigger actions without your involvement. Common bookkeepers automations include: send reminders before due dates, notify you when a client views a proposal, create follow-up tasks when items are overdue, send welcome emails when contracts are signed. Set up once during initial configuration, runs continuously without attention.
Native integrations for bookkeepers workflows
Connect Stripe and PayPal for payments with no additional configuration. Sync Google Calendar or Outlook for scheduling. Add Zoom links to booked calls automatically. Push financial data to accounting software or Leading bookkeeping tools for accounting. Use Zapier to connect 3,000+ other apps. Plutio handles the core workflow while integrating with specialized tools where deeper functionality is needed.
Everything runs from one app with your branding, your terminology, and your workflow logic. Instead of switching between 5-8 different tools to manage one client, you operate from a single platform designed to handle the complete service business lifecycle.
How to set up contracts in Plutio
Setting up contracts in Plutio takes 1-2 hours for initial template creation, with engagement letters ready to send immediately after.
Step 1: Create your engagement letter template (45-60 minutes)
Build your standard template structure:
- Services section: What's included in the engagement
- Exclusions: What's not covered
- Fees: Pricing and payment terms
- Timeline: Engagement period and renewal
- Terms: Liability, termination, confidentiality
- Signatures: Signature blocks for both parties
Step 2: Configure branding
Set up your practice identity: logo, colors, contact information. Consistent branding across all contracts.
Step 3: Create service variants (optional)
If you offer different service tiers, create template variations:
- Monthly bookkeeping: Standard monthly services
- Advisory engagement: Controller or CFO services
- Project-based: Cleanup or conversion engagements
Step 4: Test with a real engagement
Send your first contract. Observe client signing experience. Refine templates based on feedback.
Start with one solid engagement letter template. Most practices use a single core template with service scope variations. Add complexity only as needs emerge.
Contract templates for bookkeepers
Different engagement types benefit from different contract structures. Build templates for common service arrangements.
Recommended contract templates
- Monthly bookkeeping: Standard recurring services engagement
- Tax preparation: Annual tax service agreement
- Payroll services: Payroll processing engagement
- Advisory retainer: Controller or CFO-level services
- Cleanup project: One-time catch-up engagement
Standard contract sections
- Scope of services: Detailed description of included work
- Client responsibilities: What the client must provide
- Fees and billing: Pricing, invoicing, payment terms
- Term and renewal: Duration and renewal process
- Limitation of liability: Practice protection clauses
- Confidentiality: Data handling commitments
- Termination: How either party can end the engagement
Templates encode your standard terms. Consistent language across all engagements. Clear expectations for every client relationship.
Client portals for contract access
Client portals give accounts permanent access to their signed agreements alongside documents and invoices.
Agreement accessibility
Signed contracts appear in client portals. Clients access their engagement letters anytime without contacting you. Self-service access to their own agreement terms.
Reducing admin requests
When clients can find their own contracts, they stop asking for copies. Self-service access eliminates routine document requests. Your time goes to accounting work, not file retrieval.
Contract context
Engagement letters sit alongside related documents: proposals, invoices, deliverables. Complete relationship context in one portal destination.
Renewal transparency
Portal can show upcoming renewal dates. Clients see when their engagement expires. Proactive awareness without manual outreach.
Portal contract access creates relationship transparency. Both parties can reference the governing agreement. No searching for the original email attachment.
How to migrate contracts to Plutio
Migration from another contract software typically takes 3-5 hours of active work spread over a weekend, with the best time to switch being between engagements rather than mid-delivery when you have active clients commitments.
Step 1: Export from your current tool
Most contract software provides CSV export for clients data and document archives. Here's what to export from common tools:
- e-signature software: Export clients and engagements data from Settings or Reports. Download important documents manually.
- HelloSign: Export contacts and history from Reports section. Download transaction history for reference.
- a document tool: Export clients list and engagements data. Use the data export feature for complete records.
Step 2: Build templates in Plutio (2-3 hours)
Use your exported content as reference to create new templates. Start with the engagement type you use most frequently. Recreate 2-3 core templates initially rather than trying to migrate every document you've ever created. Focus on forward-looking workflows, not historical archives.
Step 3: Set up integrations (30 mins)
Connect payment processing (Stripe, PayPal), calendar sync (Google Calendar, Outlook), and accounting software (accounting software, Leading bookkeeping tools). Test each integration with a sample transaction to make sure data flows correctly before relying on it for real clients work.
Step 4: Import clients data (30 mins)
Upload your clients CSV to Plutio. Map fields appropriately (name, email, company, phone, address). For active clients with ongoing engagements, create their records. For historical clients you may never work with again, consider whether import is necessary.
Step 5: Run parallel for new work
Use Plutio for all new clients engagements while keeping the old system active for engagements already in progress. Running parallel avoids the complexity of migrating mid-engagement work and gives you time to learn the new system on fresh engagements. As active engagements on the old system complete, those clients transition to Plutio for future work.
Step 6: Phase out the old tool
Once all active engagements on your old system complete (typically 30-60 days), cancel that subscription. Maintain read-only access to historical records if the tool allows, or export final archives before cancellation.
Common migration pitfalls to avoid
- Trying to migrate everything: Focus on active clients and forward-looking workflows. Historical data can remain in archives.
- Switching mid-engagement: Finish in-progress work on the old system. Start new clients on Plutio.
- Not testing integrations: Verify payment processing works with a real (small) transaction before relying on it.
- Skipping the learning curve: Use the first 2-3 engagements as deliberate learning opportunities.
The investment in migration pays back in time saved on every future engagement, proposal, and clients interaction. Plan for a weekend of setup and a few weeks of adjustment, then benefit from simplified workflows going forward.
