The Best Project Management Tools for CPAs (And How to Use Them)

As a CPA firm owner, managing multiple engagements - audits, tax returns, financial reviews - can quickly become overwhelming. Without a solid project management system, deadlines slip, tasks get missed, and client relationships suffer.

That's why choosing the right project management tools for CPAs is critical. With the right software, you can track tasks, collaborate with your team, automate workflows, and meet deadlines consistently.

Having used tools like monday.com and Asana in my own practice, I've learned firsthand which platforms can streamline your work - and which features actually make a difference for CPAs. These are the best project management tools for CPAs I've found.

Why CPAs Need Project Management Tools

Unlike general businesses, CPA firms handle:

✔ Complex workflows—such as audits and tax prep with multiple review stages.

✔ Recurring tasks—like monthly closes and quarterly filings.

✔ Document-heavy processes—involving client submissions and workpapers.

✔ Strict deadlines—especially during busy seasons.

The Right Tool Should Help You:

Best Project Management Tools for CPAs (And How to Use Them)

Here are the top project management tools for CPAs and how you can leverage them to manage your engagements more efficiently.

#1 monday.com - Best for Visualizing Workflows and Deadlines.

monday.com is a flexible project management tool that excels at creating customizable workflows. I've used it to manage client engagements, document collection, and internal projects, and its visual boards and automated reminders are game-changers.

Why CPAs Love monday.com:

✔ Highly customizable boards: You can track engagements by stage (e.g., Planning → Fieldwork → Review → Delivery).

✔ Automations: Set automatic reminders for deadlines or task dependencies.

✔ Client status tracking: Use shared boards to show clients which documents are pending.

✔ Integration with Google Drive and Outlook: Streamline document sharing and calendar syncing.

💡 How I Used It in My Practice:

I set up a custom board for audits with columns for Engagement Letters, Document Requests, Fieldwork, Reviews, and Delivery. Automations sent clients reminders for missing documents at specified times, cutting down manual follow-ups by 50%.

✅ Best For: CPA firms that need custom workflows, automated reminders, and detailed task tracking.

💸 Pricing: Starts at $10/user per month (Pro version recommended for advanced automation).

#2 Asana - Best for Collaboration and Recurring Tasks

Asana is a powerful tool for team collaboration and task management, with a clean interface and features designed for project tracking, deadlines, and dependencies. I’ve used Asana to manage recurring tasks for both client tasks and tasks to operate a firm.

Why CPAs Love Asana:

✔ Task Dependencies: Prevents bottlenecks by notifying team members when a task is ready for their review.

✔ Recurring Tasks: Ideal for monthly closes, quarterly tax filings, and payroll processes.

✔ Project Templates: Pre-built templates for engagement letters, document collection, and audit workpapers.

✔ Team Collaboration: Comment directly on tasks to reduce emails.

✅ Best For: CPA firms needing structured task management, recurring workflows, and team collaboration tools.

💸 Pricing: Free for small teams, Premium starts at $10.99/user per month.

#3 Karbon - Best for Accounting-Specific Workflows

Karbon is a project management tool built specifically for accounting firms, making it a natural fit for CPAs. It integrates with your inbox, enabling you to manage emails, tasks, and deadlines—all in one place.

Why CPAs Love Karbon:

✔ Email Integration: Manage client emails directly in the platform and turn them into tasks.

✔ Work Templates: Use pre-built templates for audits, tax returns, and advisory services.

✔ Task Automation: Automatically assign follow-ups based on project milestones.

✔ Client Timelines: View a timeline of all client interactions and tasks.

💡 How to Use It Effectively:

✅ Best For: CPA firms looking for an accounting-focused project management tool with built-in email and workflow management.

💸 Pricing: Starts at $59/user per month.

#4 Jetpack Workflow - Best for Managing Client Deadlines

Jetpack Workflow is another tool designed specifically for accounting and CPA firms. It’s ideal for managing high volumes of recurring client tasks, such as quarterly filings and monthly closes.

Why CPAs Love Jetpack Workflow:

✔ Pre-built Accounting Templates: Includes templates for tax preparation, payroll, and audits.

✔ Deadline Tracking: Tracks client deliverables and automatically generates reminders.

✔ Client Dashboard: View progress for every client in one dashboard.

✔ One-Click Reporting: Get real-time insights on completed vs. outstanding tasks.

💡 How to Use It Effectively:

✅ Best For: CPA firms managing high volumes of recurring client work with a need for pre-built templates and quick reporting.

💸 Pricing: Starts at $36/user per month.

#5 ClickUp - Best for Firms That Want Everything in One Platform

ClickUp is an all-in-one project management tool that combines task management, document storage, time tracking, and even chat features. It’s great for CPA firms that want flexibility and customization without needing multiple apps.

Why CPAs Love ClickUp:

✔ Task Views: Choose between List, Board, Gantt, or Calendar views.

✔ Time Tracking: Log billable hours directly within tasks.

✔ Document Storage: Store workpapers and client checklists.

✔ Automations: Create “If-Then” rules to automate repetitive tasks.

💡 How to Use It Effectively:

✅ Best For: CPA firms that want a flexible, all-in-one platform for project management, document storage, and time tracking.

💸 Pricing: Free for basic use; Pro plans start at $5/user per month.

How to Choose the Right Project Management Tool for Your CPA Firm

✅ If you want customizable workflows and visual dashboards: Use monday.com

✅ If you need recurring tasks and team collaboration: Use Asana

✅ If you want an accounting-focused tool with email integration: Use Karbon

✅ If you need to manage high-volume client deadlines: Use Jetpack Workflow

✅ If you want an all-in-one solution with time tracking: Use ClickUp

Build Smarter Workflows with the Best Project Management Tools for CPAs

Investing in the right project management tools for CPAs will:

✔ Save you hours each week on administrative tasks.

✔ Improve team collaboration and task visibility.

✔ Ensure no deadlines are missed during busy season.

✔ Reduce errors and improve client satisfaction.

My Advice: