Recurring Billing & Auto-Draft for Agencies
Recurring Billing & Auto-Draft is part of HubWho. Most agencies bill recurring clients out of spreadsheets, QuickBooks, or memory — and chase every invoice by hand. HubWho is built to turn each client agreement into a live subscription that invoices on its own schedule and auto-drafts the saved payment method on the due date, so the money collects itself instead of waiting on a manual billing run. HubWho is pre-launch: this is the recurring billing layer being built now with a founding cohort of agencies through early access, not a generally available product.
The problem: recurring billing that runs on manual effort
Agency revenue is recurring, but the work to collect it usually isn't. Each month someone has to remember which clients are due, generate the invoices, send them out, and then follow up when nobody pays on time. The bigger your book of recurring clients, the more of that manual billing run lands on one person — and the easier it is for a charge to slip a cycle.
Mid-cycle changes make it worse. A client upgrades a plan, pauses a service, or cancels, and now you're doing proration math by hand and hoping you didn't under- or over-bill. Plan changes that should take seconds turn into invoice corrections, awkward emails, and revenue you quietly leave on the table.
And because the billing lives in a tool separate from where the rest of the client relationship lives, what you charge and what you track drift apart — so month-end reconciliation becomes its own recurring chore.
- Someone has to manually trigger billing every cycle, and a missed run means a missed charge
- Mid-cycle upgrades, pauses, and cancellations require proration done by hand
- Chasing unpaid invoices eats hours that should go to client work
- Card-only collection means processing fees skim every recurring charge
- Billing lives in a separate tool, so reconciling what you charged never ends
- No safe, automated way to draft a saved payment method without fear of a double charge
How HubWho's recurring billing works
HubWho is built to turn each client agreement into a live subscription with its own billing interval — monthly or yearly. The subscription carries a next-invoice date, and on schedule it generates the invoice and its line items, then advances the date one interval forward on its own. The recurring side of the agency is meant to run without a monthly billing run and without a spreadsheet to keep current, while MRR updates as subscriptions change.
Auto-draft is the collection engine. Invoices the subscription opens move straight to open so the draft job can pick them up: on the due date HubWho is built to charge the client's saved default payment method — on ACH via Plaid bank-link, or on card. Each invoice gets at most one charge attempt per cycle, keyed to a single payments record created up front, so the same invoice can't fire twice. A $10,000 sanity cap skips anything larger for manual review, and charges only fire when the client has a default payment method and the agency has an active payment provider connected.
Plan changes are handled from the subscription itself. Pause, resume, cancel, or change the plan, and a proration invoice generates automatically for the unused or added portion of the period — so a mid-cycle upgrade doesn't turn into hand-done math or a billing correction later.
- Each client agreement becomes a live subscription that invoices on a monthly or yearly schedule
- The cycle generates the invoice and line items, then advances the next-invoice date one interval forward
- Auto-draft charges the saved default payment method on the due date, on ACH via Plaid or on card
- One charge attempt per invoice per cycle — keyed to a single payments record so it can't double-charge
- A $10,000 sanity cap skips outsized charges for manual review instead of firing them blind
- Pause, resume, cancel, or change plan from the subscription, with a proration invoice generated automatically
What's built into the recurring billing layer
Recurring billing and auto-draft are core to what HubWho is being built to do, not a separate add-on. The subscription, the schedule, the payment method, and the invoice are designed to live in one platform — so a plan change, a pause, or a cancellation flows through to billing without a second tool to reconcile against.
Collection is built to work across methods. Auto-draft runs on ACH via Plaid bank-link as well as card, which matters for high-ticket recurring clients where card fees add up fast. Bulk actions let you pause, resume, or cancel a whole group of subscriptions at once, with eligible ones acted on and the rest gently skipped — useful when a single contact manages several locations under one relationship.
Because HubWho is pre-launch and built with a founding cohort of agencies, the billing workflows are being shaped around how agencies actually charge recurring clients before public launch — not retrofitted afterward. Early access is open at info@roffik.com.
- Subscriptions, schedules, payment methods, and invoices in one connected billing layer
- Auto-draft across ACH via Plaid bank-link and card on the invoice due date
- Idempotent draft — one charge attempt per invoice per cycle, with a $10,000 sanity cap
- Automatic proration on plan changes, pauses, resumes, and cancellations
- Bulk pause, resume, or cancel across a group of subscriptions, skipping ineligible ones
- MRR that updates as subscriptions are added, changed, paused, or canceled
- Failed or async (ACH) charges land as their own payments record and reconcile when the processor settles
Frequently asked questions
Is HubWho's recurring billing available now?
Not yet — HubWho is pre-launch. The recurring billing and auto-draft layer is what's being built now with a founding cohort of agencies, so the workflows get shaped around how agencies actually bill recurring clients before public launch. If you want in early, you can request early access at info@roffik.com.
How does auto-draft avoid charging the same invoice twice?
Each invoice gets at most one charge attempt per cycle. HubWho is built to pre-create a single payments record up front and use its identifier as the idempotency key for the charge, so the same invoice can't fire twice. Charges only run on open invoices with an amount due, a default payment method on the client, and an active payment provider connected on the agency side — and a $10,000 sanity cap skips anything larger for manual review.
Can auto-draft pull from a bank account instead of a card?
Yes — auto-draft is built to charge the client's saved default payment method on the due date, whether that's ACH via a Plaid bank-link or a card. ACH matters for higher-ticket recurring clients where card processing fees add up. Async ACH charges land as their own payments record and reconcile once the processor finishes settling.