Choosing practice management software isn’t just about features on a website—it’s about how quickly your team can get value, how well it fits your workflows, and whether it actually makes life easier as your firm grows. Pixie and Karbon are two well-known options built with accountants in mind, but they go about it in very different ways. Let’s break down what each one does, how they compare, and where each makes sense.
Client Management
When accountants hear “client management,” it can sound like bookkeeping or CRM software. Here we’re talking about something different: keeping track of client work, document requests, emails, and deadlines so nothing slips through the cracks.
Karbon: Built around communication. Emails, client requests, tasks, and documents all sit together on a timeline, so your team can see the full picture in one place.
Pixie: Puts client details, emails, and deadlines into a single hub. It’s designed to be straightforward and easy to use, giving small firms an organized way to manage day-to-day client tasks.
Workflows and Task Management
Pixie: Uses jobs and recurring task templates. Think checklists for tax returns, payroll, or VAT—simple and quick to set up. Firms often highlight how easy it is to get running without weeks of setup.
Karbon: Goes deeper with email-to-task features, automated reminders, and a library of accounting templates. It takes longer to configure, but once set up, firms save time because so many tasks and reminders happen automatically.
In short: Pixie is “lightweight and quick,” Karbon is “comprehensive and automated.”
Time Tracking and Billing
Pixie: Offers time tracking and timesheets, but most firms still use external tools for invoicing and billing.
Karbon: Tracks time, budgets, and billable hours directly inside the platform. Invoices can be created from logged time without jumping into another system.
If you want billing bundled in, Karbon is stronger. If you’re fine keeping invoicing in your accounting software, Pixie works well.
Client Collaboration
Karbon: Has a built-in client portal where clients can securely upload documents, respond to requests, and sign electronically.
Pixie: Centralizes emails and files but usually needs add-ons for things like e-signatures or advanced client portals.
Integrations
Pixie: Keeps things simple with a handful of integrations, aiming to be an “all-in-one” for smaller firms.
Karbon: Connects with accounting staples like Xero, QuickBooks, Outlook, and Gmail, along with other business tools. It’s a better fit if you want lots of apps working together.
Pricing
Pixie: Charges a flat fee based on the number of clients you manage—not per user. That means you can add more staff without paying more.
Karbon: Priced per user per month.
- Team: $59/user/month — practice management basics, email integration, time tracking.
- Business: $89/user/month — adds workflow automation, advanced reporting, and capacity planning.
- Enterprise: Custom pricing for large firms.
Key point: Pixie can be more affordable for growing teams, while Karbon’s higher price per user includes advanced features like the client portal and billing.
Setup and Adoption
Pixie: Quick to get going. Many firms are up and running in a few days with minimal training.
Karbon: Takes longer, sometimes a couple of weeks to configure templates, map workflows, and train staff. The payoff is stronger automation and reduced inbox chaos once it’s in place.
Pros and Cons
Pixie Pros:
- Easy to learn and quick to implement.
- Flat pricing—no per-user fees.
- Ideal for smaller firms or those new to practice management tools.
Pixie Cons:
- Limited client portal functionality.
- Billing and advanced workflows often need external apps.
Karbon Pros:
- Robust email and client communication tools.
- Built-in time tracking, budgeting, and billing.
- Strong automation and template library.
Karbon Cons:
- Higher per-user cost.
- Steeper learning curve and longer setup.
Firms Best Suited For
Pixie: Solo accountants and small firms that want something simple, fast, and predictable in cost.
Karbon: Growing firms with multiple staff who need deeper workflow automation, integrated communication, and a client portal.
Conclusion
Both tools help accountants move away from email chaos and spreadsheets. The right choice comes down to firm size and priorities:
If you want a lightweight, easy-to-use tool at a predictable cost, Pixie is a smart pick.
If you need advanced automation, built-in billing, and client collaboration features, Karbon will pay off as your firm grows.