Pixie
By Pixie International Limited
The implementation process for Pixie software:
Initial account setup: Teams sign up, create a firm account, and configure essential details before starting the onboarding process.
Client record migration: A dedicated account manager assists with importing existing client records so all data is available in Pixie from day one.
Workflow optimization: Teams select and tailor pre-built or community templates to match best practices and automate common tasks, streamlining key processes.
Automation and reporting setup: Staff configure automations (recurring jobs, auto-assignments, reminders) and set up flexible reporting dashboards for job management and visibility.
Training and delegated access: Embedded training materials, checklists, and templates help onboard staff rapidly and delegate work effectively—new members are added at no extra cost.
Client portal configuration: The GDPR-compliant portal is set up to securely handle documents, client tasks, and e-signatures, enabling seamless client interactions.
Pixie practice management software offers extensive customization to fit specific business needs, providing flexibility across workflows, data fields, templates, user roles, and branding. Here are key data points that demonstrate Pixie's customization capabilities:
Custom client data fields: Firms can define custom fields and group them, storing extra information for clients, leads, invoices, or projects, making data management relevant to unique business processes.
Configurable workflow templates: Pre-built and community workflow templates can be fully edited, reordered, or duplicated; firms can create “on-the-fly” custom workflow stages, checklists, and recurring tasks to match their business processes.
Automated email templates and reminders: Built-in and customizable email templates with merge fields support multi-language needs and automate communication with clients, reducing manual effort and errors.
Customizable reporting and dashboards: Dashboards and reports can be personalized to track metrics, job stages, and deadlines unique to the practice; Pixie supports tailored views for work-in-progress analysis.
Task statuses and tags: Dedicated custom task status fields (with color-coding and order) and tags for grouping/filtering ensure granular control over task tracking and workflow organization.
User roles and permissions: Role-based permissions enable businesses to control staff access and visibility, supporting customized responsibilities for team members.
Branding and whitelabel options: Firms can apply custom branding, including email customization, theme styling with CSS, and company-specific asset integration to align Pixie’s look and feel with the business identity.
Secure, customizable client portal: The GDPR-compliant client portal offers flexible options for document sharing, e-signatures, and client tasks, enhancing collaboration according to specific business procedures.
Integration flexibility: Pixie supports API access and integration options, with the ability to connect to other key business tools for processes requiring more advanced customization.
Pixie offers dedicated training and onboarding support to new users, including help from a personal account manager to ensure smooth migration of client records and optimization of workflows using automations.
Each new team is assigned a dedicated account manager who assists with onboarding, client data migration, and workflow customization to maximize productivity.
Pre-built and community templates are available for rapid setup, leveraging best practices from thousands of accounting firms.
Pixie enables embedding of training resources (videos, checklists, links, email templates) directly into the workflows to ensure staff can quickly learn processes both in-office and remotely.
The platform supports easy delegation and on-the-job training, so new hires can get up to speed efficiently with direct guidance on specific processes.
The responsive Pixie team is highlighted by users for their willingness to help with issues, providing timely assistance when challenges arise.
Pixie prioritizes data security and compliance, especially for sensitive accounting firm information, implementing several key measures to protect user data.
Pixie provides a secure, GDPR-compliant portal for all clients, ensuring that document exchanges, communications, and e-signatures are transmitted securely and meet European data protection regulations.
The portal allows the safe sending and receiving of documents, minimizing the risk of unauthorized data access during client collaboration.
Pixie supports the use of custom fields in client records, giving firms control over which data is collected and how it is organized.
All email and document correspondence is centrally tracked within the platform, contributing to better oversight and auditability.
Documents shared between clients and the firm are protected using the platform’s secure portal, which reduces risks associated with unsecured email attachments or external file transfers.
Unlimited team memberships mean every staff member works within the same secure environment, reducing the need for insecure external sharing.
Delegation and workflow management features ensure proper assignment and accountability, improving internal access control.
Pixie’s integrated safeguards focus on compliantly managing data, securing client documents, and streamlining access control throughout its system.Pixie implements strong security measures to protect user and client data, including a GDPR-compliant client portal for safe document sharing and electronic signatures.
The dedicated client portal enables secure transfer and storage of documents, ensuring that files and communications are protected and meet GDPR requirements for data privacy.
All email and document correspondence is tracked within Pixie, allowing for secure and auditable communications between firm and clients.
Custom fields and centralized records help firms maintain control over what data is collected and ensure it is managed consistently throughout the platform.
Pixie releases major updates every quarter, with significant new features and enhancements delivered every three months to ensure regular improvements and responsiveness to user needs. Minor changes or maintenance updates may also occur as needed to address urgent issues, compliance requirements, or customer feedback.
Updates are managed by Pixie’s product and engineering teams, who plan quarterly releases as part of a structured technology roadmap.
According to Pixie's terms of service, the platform may be changed or updated to reflect product evolution, user requirements, or service improvements.
All updates are automatically delivered through the Pixie platform, ensuring users have immediate access to the latest functionality and enhancements after each release.
Pixie informs users of significant updates and changes in advance, helping firms prepare for new features or workflow modifications.
Pixie’s official policy is that each customer retains full ownership of their service data, with Pixie acting as a processor who protects, limits access to, and only processes data according to the customer’s instructions. Users have the right to access, share, request export, or deletion of their data at any time, ensuring strong control and flexibility over information stored in Pixie.
Pixie offers data portability, meaning customers can request export of their data in standard formats or via third-party integrations when needed.
Data access, sharing, and deletion rights apply regardless of the user’s location, aligning with global best practices and European GDPR requirements.
Pixie offers a flat-fee pricing model designed to simplify scaling up or down as an organization's needs change, making adjustments seamless and cost-predictable for accounting and bookkeeping firms.
Organizations can add as many team members as needed at no extra cost, enabling easy scaling without worrying about per-user charges or pricing tiers.
All staff, from new hires to multiple departments, can be accommodated under the same subscription, ensuring everyone works on a unified platform regardless of changes in firm size.
The platform is priced to scale, meaning firms only pay a single, consistent flat fee for their entire operation, eliminating surprises or hidden costs as the organization grows or contracts.
Scaling down (reducing staff or departments) does not require renegotiation or result in penalties, as the subscription is not tied to seat count.
Pixie provides clear and user-centric terms for contract renewal and cancellation, focusing on transparency, immediate effect, and data protection.
Subscriptions automatically renew each calendar month, with billing continuing unless the user cancels before the next cycle.
If users start with a free trial or discounted period, the full subscription price is automatically charged for each following month unless cancellation occurs before the end of the trial or discount window.
Payment failure results in the account being frozen and inaccessible until successful payment.
Cancellation must be done via the settings link in the Pixie platform’s global navigation bar; email or phone cancellation requests are not accepted except in exceptional circumstances.
Cancelling before the end of the current paid month takes effect immediately, allowing the user to avoid further charges, but there is no proration or refund for unused time in that billing cycle.
Immediate cancellations or contract termination with a refund are possible if Pixie changes services dramatically, makes pricing errors, suspends or delays services for over 10 days, or is found at fault legally.
Accounts may be terminated immediately by Pixie in cases of abuse toward Pixie employees, agents, or contractors.
All user data becomes inaccessible immediately upon account cancellation or termination and will be permanently deleted from backups and logs within 7 days—recovery is impossible after this window, so users should export data before cancelling.
Pixie software is fully compliant with the General Data Protection Regulation (GDPR), employing both technical and organizational measures to protect personal data and privacy for all customers. Data stored within Pixie is encrypted at rest and in transit using industry-standard protocols via AWS and Transport Layer Security (TLS).
GDPR: Pixie is committed to meeting GDPR requirements, including the appointment of a Data Protection Officer (DPO), robust privacy protections, and mechanisms for secure storage, processing, and erasure of personal data.
Industry Regulatory Reviews: Pixie enables firms to demonstrate compliance during audits such as ICAEW (Institute of Chartered Accountants in England and Wales) practice assurance reviews, supporting clear evidence of compliant processes and legal adherence within its platform workflows.
