How do I move agency client billing off QuickBooks and spreadsheets?

Export your client list to CSV, import it into a purpose-built agency billing platform, and rebuild each client agreement as a native recurring subscription that invoices on schedule. HubWho (from Roffik, launching soon) is designed to replace the QuickBooks-plus-spreadsheets stack with one system — and it still exports a QuickBooks-ready CSV of your A/R whenever your accountant needs it.

Most agencies don't have a billing system — they have a stack: client data in one tool, invoices typed up in QuickBooks, and MRR tracked (or guessed at) in a spreadsheet. The migration that actually sticks isn't a one-time export; it's moving the recurring-revenue engine itself onto a platform built for how agencies bill. HubWho is being built to be that platform, and the path below maps to what it's designed to do at launch. Every capability here traces to the HubWho product page.

Why the answer is what it is

Bring the whole client list in with one CSV import

You don't have to re-key anything. HubWho's source-agnostic CSV importer is designed to pull your entire client list in from a spreadsheet or your current tool, so you can be up and running fast instead of recreating accounts by hand. The point is to move the data once and never touch the spreadsheet again.

Rebuild each agreement as a native recurring subscription

After import, you set up subscriptions natively. Each client agreement becomes a live subscription that generates invoices on schedule and tracks MRR in real time — replacing the spreadsheet you used to update by hand. Plan changes prorate automatically, so a mid-cycle upgrade never under- or over-bills.

Collect on the invoice instead of chasing it

HubWho is built to collect payment on the invoice itself: ACH auto-draft via Plaid bank-link, plus card and Apple Pay. Recurring subscriptions can charge a saved payment method on the due date automatically, so there are no manual billing runs and no end-of-month invoice scramble in QuickBooks.

Keep your accountant happy — QuickBooks stays downstream

Moving off QuickBooks for billing doesn't mean abandoning it for the books. HubWho is designed to export a QuickBooks CSV of your A/R at any time, mapped to standard QBO fields so import takes about two minutes. And every invoice PDF generates server-side and attaches to the send email, so a client can download it or drop it straight into their own QuickBooks.

See MRR, ARR, churn, and per-client margin without a spreadsheet

The reason agencies keep a billing spreadsheet is visibility — and that's exactly what moves into the dashboard. HubWho surfaces ARR, MRR, and churn at the agency level, updated automatically as subscriptions change, plus on-demand per-client margin from your own wholesale cost versus what you bill. No more quarter-end spreadsheet reconciliation to find out which clients are underpriced.

One platform instead of a stitched-together stack

HubWho is positioned to do natively what agencies currently piece together from QuickBooks and spreadsheets — invoicing, payments, recurring billing, KPIs, a white-label client portal, and margin tracking in one place. You can onboard instantly for payments or bring your own merchant account via Authorize.net or NMI; the choice stays yours.

What to look for

  • Export your current client list from QuickBooks or your spreadsheet to CSV
  • Import it with HubWho's source-agnostic CSV importer
  • Recreate each client agreement as a native recurring subscription
  • Set the billing schedule and turn on auto-draft (ACH via Plaid, card, or Apple Pay)
  • Choose your payment path: Instant onboarding or your own merchant account (Authorize.net / NMI)
  • Confirm MRR, ARR, churn, and per-client margin read correctly on the dashboard
  • Keep QuickBooks for the books — use the QBO-mapped A/R CSV export at close
  • Retire the billing spreadsheet once a full cycle has run cleanly

Related questions

Do I have to stop using QuickBooks entirely?

No. HubWho is built to be your billing and recurring-revenue system, not your general ledger. It's designed to export a QuickBooks CSV of your A/R at any time, mapped to standard QBO fields, so QuickBooks can stay your system of record while billing moves to HubWho. HubWho is currently pre-launch — join the waitlist at hubwho.com or contact info@roffik.com.

Can I keep my existing payment processor?

Yes. HubWho lets you onboard instantly or connect your own merchant account via Authorize.net or NMI — so you can keep the processing relationship you already have. Payment options include ACH through Plaid bank-link, card, and Apple Pay.

Will it chase my overdue invoices for me?

At launch you configure the dunning policy and late-fee rules, and HubWho's A/R tools show aging across time buckets so you can see what's overdue at a glance. Automated reminder sending is on the roadmap rather than shipped today, so plan to send the firmest follow-ups yourself for now.

How Roffik addresses this

Billing, ACH and card payments, recurring subscriptions, per-client margin tracking, and branded client portals for marketing agencies — built on Midnight + cyan. Learn more about HubWho.

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