Real-data stack · Snapshot v0.7 · checked 2026-10-23
Client-ops stack for a 2-person bookkeeping practice
Short answer: Free CRM + flat-priced client ops costs $28/mo on annual billing ($336/yr), or $35/mo month-to-month. The alternative (Bonsai per-user path) comes to $38/mo. Every dollar below is computed from our Pricing Snapshot, not typed by hand.
Recommended: Free CRM + flat-priced client ops
| Layer | Pick | Units | Annual $/mo | Monthly $/mo | Status | Admin hrs/wk (est.) |
|---|---|---|---|---|---|---|
| CRM | Zoho CRM Free — up to 3 users, workflow reminders for month-end close | 1 | $0 | $0 | Vendor-verified | 1 |
| Client ops | Dubsado Starter — owner + associate fit in the 3 free extra users; recurring invoices | 1 | $28 | $35 | Vendor-verified | 1.5 |
| Kit Free — tax-deadline reminders to clients | 1 | $0 | $0 | Vendor-verified | 0.5 | |
| Total | $28 | $35 | 3.00 | |||
Why this recipe fits this practice
- With 300 payments a year, the per-payment fee is the biggest cost line, not the software. Fixed 30¢ card fees and percentage ACH fees add up fast.
- Dubsado prices the account, not the seat, and includes 3 extra users, so adding an associate costs nothing. Bonsai Essentials is priced per user.
- Zoho CRM Free includes workflow automation for up to 3 users, which covers month-end reminders without a paid CRM.
The fee math
| What | Result | How we got it |
|---|---|---|
| Software, annual billing | $28/mo vs $38/mo (Bonsai × 2) | Dubsado Starter $28 flat vs Bonsai Essentials $19 × 2 users |
| ACH fee per $450 invoice (example size) | $3.60 Dubsado · $4.50 Bonsai · $6.75 HoneyBook | 0.8% (cap not reached) · 1% · 1.5% |
| Yearly ACH fees, 300 payments | $1,080 · $1,350 · $2,025 | Dubsado · Bonsai · HoneyBook |
| Yearly fees if every client pays by card | $4,005 Dubsado · $3,675 HoneyBook | 2.9% + $0.30 vs 2.7% + 10¢ per payment |
| Moving all clients from card to ACH on Dubsado | saves $2,925/yr | (card − ACH) × 300 payments |
“Example size” invoices are worked examples, not market data. Put in your own number.
Alternative: Bonsai per-user path
| Layer | Pick | Units | Annual $/mo | Monthly $/mo | Status |
|---|---|---|---|---|---|
| CRM | Zoho CRM Free | 1 | $0 | $0 | Vendor-verified |
| Client ops | Bonsai Essentials × 2 users (priced per user) | 2 | $38 | $50 | Vendor-verified |
| Kit Free | 1 | $0 | $0 | Vendor-verified | |
| Total | $38 | $50 | |||
Watch-outs
- Below $625 Dubsado’s $5 ACH cap does not apply; at this invoice size the gap between tools is percentage points, not the cap.
- If many clients insist on cards, HoneyBook’s lower card rate (from 2.7% + 10¢) narrows the gap. Run your own card/ACH mix.
- Dubsado ACH needs US clients with US bank accounts and takes about 4 business days to settle.
- Bookkeeping-specific practice software (client portals, document requests) is outside this Snapshot. We compare only CRM, email and client-ops tools.
FAQ
What does billing 25 bookkeeping clients cost in fees?
At $450/mo each, ACH costs about $1,080/yr on Dubsado, $1,350 on Bonsai and $2,025 on HoneyBook. All-card collection on Dubsado would cost $4,005.
Is the software or the payment fee the bigger cost?
The fees. The recommended software is $336/yr, while even the cheapest ACH route is $1,080/yr at this volume.
Related: Payment fees: HoneyBook vs Dubsado vs Bonsai · Best free CRM for consultants · All niche stacks · Stack-bill change log