Xero Practice Manager (XPM) has long been a favorite for firms using Xero accounting software, offering time tracking, job management, and billing in one place. But many small to mid-sized accounting firms are realizing XPM’s limitations: a clunky interface, limited automation, and a heavy reliance on the Xero ecosystem.
If you’re looking for Xero Practice Manager alternatives in 2025, you’re not alone. We’ve rounded up 10 great options that offer smoother workflows, stronger client collaboration, and better value—whether or not you stay inside the Xero world.
Why Look for Alternatives to Xero Practice Manager?
While XPM integrates tightly with Xero, firms often run into:
- Outdated interface: Feels clunky compared to modern tools.
- Limited flexibility: Harder to customize workflows or scale beyond basic job tracking.
- Weak client collaboration: Client portals, e-signatures, and requests often need add-ons.
- Better pricing elsewhere: Some firms find more value in standalone solutions.
If you’re feeling boxed in, these 10 alternatives are worth a look.
1. Tidyflow
Tidyflow offers a clean, modern alternative designed specifically for small accounting firms. It handles task management, client requests, file sharing, and e-signatures—without the clunky setup. While it doesn’t do billing inside the app, it integrates smoothly with Xero or QBO for that.
- Best For: Small to medium firms (1–50 users) focused on workflow + client collaboration.
- Key Features: Task templates, client portal, secure file uploads, e-signatures.
- Why It Beats XPM: Faster onboarding, simpler UX, and stronger client-facing tools.
2. Karbon
Karbon is a powerful alternative if you want deep workflow automation and email integration. It’s pricier (around $79/user/month) but great for firms needing robust practice management plus team collaboration.
- Best For: Mid-sized firms (5+ users) needing email + task integration.
- Key Features: Workflow automation, email syncing, time tracking.
- Downside: High cost and learning curve.
3. TaxDome
TaxDome bundles client portals, document sharing, e-signatures, and workflow tools into one. Its flat pricing (around $50/user/month) and simpler setup make it attractive to firms looking for an all-in-one.
- Best For: Tax-focused firms or solo practitioners.
- Key Features: Client portal, e-signatures, task automation.
- Downside: Reporting and customization can feel basic.
4. Canopy
Canopy is a modular system where you pay only for the features you need—workflow, billing, CRM, and more. It offers strong client collaboration tools but can get expensive as you layer on modules.
- Best For: Firms wanting a customizable setup.
- Key Features: Client portal, billing, document management.
- Downside: Modular pricing can add up fast.
5. Pixie
Pixie offers simple, affordable practice management for small accounting firms. With task automation, client portals, and time tracking, it’s a lightweight, easy-to-use XPM alternative.
- Best For: Small firms (1–10 users) needing simplicity.
- Key Features: Task management, client collaboration, automation.
- Downside: Less robust for larger teams.
6. Financial Cents
Financial Cents delivers clear workflow tracking, client management, and reporting—all at a lower price point ($39–$59/user/month). It’s a good pick for firms looking to escape XPM’s clunky interface.
- Best For: Small to medium firms wanting clear workflows.
- Key Features: Task tracking, client management, reporting.
- Downside: Lacks deep billing or CRM tools.
7. Jetpack Workflow
Jetpack Workflow is a straightforward, affordable option focused on task tracking and deadline management. It doesn’t replace billing systems but excels at keeping work on track.
- Best For: Solo practitioners or small teams (1–5 users).
- Key Features: Recurring tasks, deadlines, affordable pricing.
- Downside: No client portal or billing tools.
8. Accelo
Accelo blends project management, client tracking, and billing in one platform. It’s more robust than XPM in CRM features but can feel heavy for smaller firms.
- Best For: Firms needing integrated CRM + project management.
- Key Features: Client tracking, time logging, invoicing.
- Downside: Higher cost and complexity.
9. Karbon + Xero Integration
Rather than ditching Xero entirely, some firms combine Karbon with Xero accounting. Karbon handles workflows and client work, while Xero focuses on bookkeeping.
- Best For: Firms wanting top-tier workflow + existing Xero stack.
- Key Features: Email integration, deep workflows, Xero sync.
- Downside: Double subscription cost.
10. Monday.com (Adapted for Accounting)
Monday.com isn’t accounting-specific, but with customization, it works for job tracking and client management. It’s visually appealing, flexible, and very affordable (starting at $9/user/month).
- Best For: Tech-savvy teams okay with customizing workflows.
- Key Features: Visual task boards, automations, integrations.
- Downside: No native accounting or billing tools.
What to Consider When Choosing a Xero Practice Manager Alternative
When comparing tools, think about:
- Do you want to stay inside the Xero ecosystem? If not, you can prioritize tools like Tidyflow or TaxDome.
- What’s your budget? XPM is often bundled with Xero—switching might add costs, but also value.
- Which features matter most? Do you need strong billing? Client portals? Workflow automation?
- How fast can you onboard? Look for tools with easy setups if you don’t have time for complex migrations.
Ready to Move Beyond Xero Practice Manager?
XPM has served many firms well, but in 2025, better tools are on the table. Whether you want something simpler, more client-friendly, or just easier on the eyes, these 10 alternatives offer great paths forward.
If you want a simple, affordable, client-focused option, Tidyflow is worth a look. You can sign up directly, no demo wall. Your next workflow upgrade might be easier than you think!