Never priced by the person
Charging per seat makes a practice ration access to its own system, and a portal half your preparers cannot reach is a portal that gets worked around — especially in March. So seats are unlimited, client logins are unlimited, and the tiers are storage and the controls a bigger firm needs.
Practice
For a practice getting off email.
$82 a month billed annually
Unlimited seats · 250 GB vault · retention you set
- Unlimited staff seats, always
- Unlimited client logins
- Unlimited request lists and templates
- Automatic reminders on your own schedule
- Retention and legal hold you set
- Full audit trail, exportable per client
- Client vault with 250 GB storage
- Your logo and colors
- Email support
Firm
Most firmsFor a firm that needs one standard across the team.
$157 a month billed annually
Unlimited seats · 2 TB vault · firm-wide controls
- Everything in Practice
- Roles and per-client staff access
- Approvals with a full record
- Intake forms
- Custom domain and sending address
- Firm-wide template library
- Reminder escalation to a named reviewer
- 2 TB storage
- Priority email support
Group
For several offices, or a practice at scale.
$315 a month billed annually
Unlimited seats · 10 TB vault · multi-office and SSO
- Everything in Firm
- Partner oversight dashboard
- Single sign-on and directory sync
- Branding per office or trading name
- Firm-wide audit export and API access
- Bulk client import and migration help
- 10 TB storage
- Named support contact
CA CAD
Nothing is charged when you sign up and no card is taken. Extra storage is $25 CAD per terabyte a month if you ever need it, and there is no per-seat or per-client charge on any plan. Prices are set per country rather than converted, so what you see is what you are billed.
Retention in Canada is your policy, on every plan
Canadian record-keeping duties do not fit one fixed number of years, which is why FirmHello leaves retention to the firm on every plan instead of tying it to a tier. You set the period that fits each client, and place a hold when a file has to stay.
Prices are set in Canadian dollars for the Canadian market rather than converted from another currency, so what you are quoted does not move with the exchange rate.
The CRA's six years
Businesses generally keep records for six years from the end of the last tax year they relate to. A return filed late moves the start of that period to the date it was filed, so those clients need a longer setting.
Objections and appeals
Where a client has objected or appealed, the CRA expects records kept until the dispute is resolved and any further appeal period has passed, if that is later than six years. A hold on that client's documents keeps them past the usual date.
Records kept indefinitely
Records of long-term property acquisitions and disposals, the share registry and other history affecting a sale or wind-up are kept indefinitely, and a dissolved corporation keeps its records for two years after dissolution. Neither fits a plan-wide limit.
Your own working papers
Separately from the client's duty, CPA Ontario's code expects working papers kept for a reasonable period and advises legal advice on limitation periods before destroying any. That period is your firm's decision, and the portal applies it as set.
Pricing questions
Is there really no charge per seat?
Correct, and no charge per client either. Both are unlimited on every plan. Add your whole team, your bookkeeper and your seasonal preparers without the price moving.
Then what am I paying for?
Storage, and the controls a larger firm needs: roles and per-client access, firm-wide templates, partner oversight, single sign-on and an exportable audit trail.
Why price on storage rather than on people?
Because charging per seat makes you ration access to your own system, and a portal that only half your team can reach is a portal that gets worked around. Storage grows with the work you have actually done, which is a fairer thing to charge for.
What happens if I run out of storage?
Nothing breaks and nothing is deleted. We tell you, and you either add storage at $25 CAD per terabyte a month or move up a plan, whichever is cheaper for you.
How much storage is a practice likely to need?
Most practices are nowhere near 250 GB, because tax documents are small. Firms that scan everything at high resolution, or keep video walkthroughs and drawings, are the ones who notice. If you are unsure, send us a folder size and we will tell you honestly which plan you need.
What does retention actually control?
How long documents live before they are purged, and the purge is logged so you can evidence it. You set it on every plan, per client or per engagement, with a legal hold when one client needs longer — because your retention obligations are yours, not a tier we sell.
Are approvals an extra cost?
No. Approvals are included from the Firm plan with no per-document charge. Charging per approval on an engagement letter is a strange way to treat a customer.
Can I pay annually?
Yes, at roughly two months' discount. The annual figure is shown against each plan above.
Why is it priced differently in each country?
Prices are set per market rather than converted from one currency, so you are quoted and billed a round number in CAD instead of whatever today's exchange rate produces. Use the country picker to see another market's prices.
What happens to my data if I cancel?
Export everything, per client, in one archive, with the structure intact, without asking us. We would rather you left cleanly than felt trapped.
Written for the practice you actually run
The mechanics are the same everywhere. The document lists, the vocabulary and the deadlines are not, so each page below is written in its own.
Put your firm's name on it this week
Tell us about your firm and we will set your portal up with your logo, your colors and your first request template. No card, and nothing for your clients to install.
No card and no sales call. If you would rather tell us about your firm first, use the longer form.