HubWho Agency Billing & Operations Software
The billing layer agencies run their recurring revenue on.
Invoicing, ACH and card payments, recurring billing, KPI dashboards, branded client portals, and per-client margin tracking — one platform built for how marketing and digital agencies actually run recurring revenue, instead of stitching together QuickBooks and spreadsheets.
What we've built
Every number that matters,
in one place.
ARR, MRR, per-client margin, and your own product costs — visible at a glance without a single spreadsheet.
ARR / MRR / churn dashboard
Live revenue metrics at the agency level, updated automatically as your subscriptions change. No manual reporting runs, no spreadsheet pulling.
Per-client margin tracking
Your own wholesale cost vs. what you bill the client — per client, per service, on demand. Spot underpriced relationships before they cost you a year.
Client import
Bring your whole client list in from a spreadsheet or your current tool with the source-agnostic CSV importer — up and running fast, then set up subscriptions natively.
ACH & recurring payments
Auto-draft billing on ACH via Plaid bank-link, plus card and Apple Pay. Recurring subscriptions collect themselves on your schedule — no manual billing runs.
AI built in
An AI layer across your whole book of business
The AI drafts briefs, answers, and suggested actions from your live data — but it never moves money or touches a client on its own. You confirm every write.
See what changed across clients before it becomes a fire
Most agency fires start quietly — a card declines, an ad budget runs hot, a client goes dark for two weeks. The AI daily brief is built to read across your connected clients each morning and surface exactly what changed, pairing each item with a concrete next action so you walk in already knowing where to look. The weekly AI digest rolls the same signals into a scheduled email of wins, risks, and recommendations for the whole roster, so nothing important waits for someone to go digging. Both are read-and-summarize: they tell you where to act, they don't act for you.
Each morning: what changed across your clients — overspend, failed payments, drop-offs — each paired with a next action.
Scheduled email rollup of the week's wins, risks, and recommended actions across your whole roster.
Ask in plain English, confirm every write
Ask HubWho is a co-pilot grounded in your live data, so questions like "which clients are past due?" or "who's trending down this month?" are answered from what's actually in your account — not a generic guess. When it can help with an action it proposes a draft; nothing runs until you click Confirm, which keeps a human on every change to a client or an invoice. And because AI usage is real spend, budget caps + metering let you set a monthly ceiling per agency with every call logged and visible — or bring your own Anthropic key so the cost and the controls stay yours.
Plain-English answers grounded in your live data. It proposes draft actions — nothing runs until you Confirm.
Set a monthly AI spend cap per agency — every call metered, logged, visible. Or bring your own Anthropic key.
Deeper signals we're hardening now
These four are in active beta — promising, but still earning your trust before we call them done, so treat their output as a starting point rather than a verdict. Churn-risk scoring weighs payments, engagement, and KPI trends to flag who might cancel; AI SEO insights translate each client's SEMrush, Search Console, and GA4 movement into plain English with a suggested next step. Conversation intelligence summarizes inbound messages with detected intent and a suggested reply, and AI proposal drafting writes a first-draft proposal or update in your agency's voice. Like everything else in HubWho, all four are advisory: they draft, you review, and you decide what actually goes out.
Scores each client's cancel risk from payments, engagement, and KPI trends so you can intervene early.
Summarizes client messages with detected intent and a suggested reply for you to review and send.
Plain-English read on each client's SEMrush, Search Console, and GA4 movement — and a suggested next step.
Drafts proposals, client updates, and campaign copy in your agency's voice for you to review.
Feature deep dive
10 features that run
a modern agency.
Not just what HubWho does — but why each one matters for agencies that need a real business layer underneath.
Invoice Builder: send a branded bill in 60 seconds
Most agency tools track what your clients buy — they don't invoice them. HubWho's invoice builder lets you add line items, set currency, attach notes, and fire off a PDF in one click. Clients get a clean branded email, not a receipt they can't understand.
- Multi-currency support — set USD, CAD, GBP, AUD, or any tenant default per invoice so international agencies never have to explain the exchange rate to clients
- PDF generation happens server-side and attaches automatically to the send email — clients can download, forward, or drop it straight into QuickBooks
- Wholesale cost field on each line item tracks your margin without exposing it to clients — your real P&L in one column, what you bill in another
Subscriptions: MRR tracked, billing automated
Every agency has recurring clients — but most track them in spreadsheets, QuickBooks, or nowhere at all. HubWho turns each client agreement into a live subscription that generates invoices on schedule, tracks MRR in real time, and handles plan changes with automatic proration.
- Pause, resume, cancel, or change plan from the subscription detail page — proration invoices generate automatically so you never under- or over-bill on a mid-cycle upgrade
- Auto-draft option charges saved payment methods on the due date — up to a $10k per-run cap, opt-in per subscription, with a safety guard against double-charging
- Bulk actions let you pause or cancel an entire client group at once — useful when a single contact manages five franchise locations
ACH Bank-Link: collect via Plaid, not just credit card
Credit cards cost 2.9% + $0.30. On a $2,000 invoice that's $58 out the door. Plaid ACH bank-link lets clients connect their business checking account once — and every auto-draft after that costs cents, not dollars. For agencies with high-ticket recurring clients, this pays for HubWho multiple times over.
- Plaid OAuth bank-link verifies accounts instantly — no micro-deposit wait, no PDF form, no manually keying routing numbers into a payment gateway
- Instant onboarding is also supported for agencies that want to start before getting underwritten for a dedicated merchant account with Authorize.net
- The client payment portal shows all saved methods, lets clients add new ones, and auto-displays the default — so there's no inbound "how do I update my card" emails
Client Portal: your brand, their self-service
Every inbound "can you send me my invoice?" email costs you three minutes. Multiply that by 20 clients and you've lost an hour a week to billing admin. The HubWho client portal gives each client their own login — on your domain, under your brand — where they can pay, download, and review without touching your inbox.
- Magic-link login means clients never have to remember a password — one click from the email and they're in, seeing only their own data
- Portal pages cover invoices, payment history, statement (YTD), services, and payment methods — everything a client needs, nothing they don't
- Custom CNAME means the portal lives at billing.yourclient.com or portal.youragency.com — not a generic Roffik URL that breaks white-label immersion
Client KPI Sync: every client's health, live
The tools your agency already uses — GoHighLevel, HubSpot, BirdEye, Yext — track signals for each of your clients, but never in one place where you actually run your agency. HubWho pulls those KPIs together, computes a composite health score for each client, and flags the ones drifting into retention risk before they cancel.
- Health scores are weighted across four pillars (Reputation 35%, Listings 30%, Local SEO 25%, Social 10%) and refresh as new data arrives from your connected tools — no manual refresh required
- Portfolio health report shows coverage gaps, retention risk radar, and upsell opportunities ranked by revenue potential — one page to prep for every QBR
- Shareable branded performance reports live at a secret /r/ URL — six-month expiry, your logo on it, auto-generated monthly via Inngest cron so you never forget to send them
Agency Dashboard: five numbers that run your month
Revenue, Invoiced, Overdue, Active Subscriptions, Pipeline. Those five numbers tell you whether your agency month is on track or behind — and HubWho surfaces all five on the dashboard the moment you log in, with a live activity feed showing every payment, invoice, and renewal without you having to refresh a report.
- The notification bell sorts by severity — overdue invoices, failed auto-charges, at-risk clients, expiring quotes, and trial endings all rank above routine updates so the urgent things stay visible
- Global Cmd-K search finds any client, invoice, product, or quote instantly — no navigating menus when someone calls asking about their account
- The activity feed is real-time and permanent — every payment, status change, and system event is logged in the audit trail with before/after diffs, so nothing happens invisibly
Quotes & Proposals: close deals, not browser tabs
Most agency proposals live in Google Docs, get copy-pasted into emails, and then die in someone's inbox. HubWho's quote builder produces a live /q/ URL the prospect can open on their phone, review, and accept with one click — which immediately notifies your team and logs the win. No PDF attachment, no "did you get my proposal?" follow-up.
- Public proposal pages include a Calendly CTA so prospects can book a call the moment they decide to move forward — you close the deal the same day instead of waiting for a reply email
- Bulk send on the quotes list lets you re-engage stale proposals at once — one action, one send, every quote status updated to "Sent"
- Win/loss analytics on the reports page shows your close rate, average deal size, and time-to-close — the numbers you need to see whether your proposal template is working
Dunning & A/R: collect what you've already earned
The hardest money to collect is from clients who already said yes — they just haven't paid yet. HubWho is built to chase overdue invoices for you: three progressively firm reminder tiers on a schedule you set, with a late fee at 30 days. Automated reminder sending is on the roadmap — you configure the dunning policy and late-fee rules today.
- Three dunning tones — Soft, Standard, Aggressive — cover every relationship type from a long-term anchor client to a new account that's already flaky on day one
- The A/R aging widget heat-maps your receivables into five time buckets so you can see at a glance how much of your outstanding balance is fresh versus overdue versus written-off territory
- QuickBooks CSV export at any time lets you pull the A/R into your books without manual entry — the export maps to standard QBO fields so import takes under two minutes
Reports: the P&L you never had to build yourself
Most agencies don't know their actual margins until they sit down with a spreadsheet at quarter-end. HubWho's reports tab shows MRR trend, A/R aging, top-margin clients, churn rate, P&L, cash flow, and expansion revenue — pulled together on demand, no exports, no spreadsheet work. The numbers are just there.
- Per-client P&L panels show billed vs. wholesale cost vs. margin so you know which clients are worth investing more time in and which are eating your hours for below-threshold margin
- Win/loss analytics surface close rate and average deal size — when you know your conversion rate you can tell whether a slow month is a pipeline problem or a proposal problem
- Portfolio health report ranks clients by retention risk with a radar chart — you walk into QBR knowing which relationships need proactive attention, not reactive repair
Pay now
White-Label: your brand everywhere, Roffik nowhere
When your client logs into their portal they should see your agency name, your domain, and your email — not a reference to the platform underneath. HubWho is fully white-labeled from custom CNAME to email sender to template HTML. Your clients don't know HubWho exists and that's the point.
- Custom domain with CNAME + TXT verification — set it once in settings, verified in minutes, and every client portal URL resolves under your domain from that point forward
- Email template editor lets you customize invoice, dunning, and quote emails with your own HTML, placeholder variables, and sender domain — the emails look like they came from your agency's address because they did
- Dark mode, light mode, and system-default are all supported via CSS variables — the same portal adapts to each client's OS preference without any configuration on your end
Go deeper
A full breakdown of
every billing feature.
Each part of the billing layer has its own deep-dive — what it does, how agencies use it, and the questions agencies ask before switching. HubWho is pre-launch; these describe what the founding-cohort build is built to do.
Client Import
Bring your whole client list in from a spreadsheet or your current tool.
Read the deep-dive →Per-Client Margin Tracking
Billed vs. wholesale cost vs. margin, per client — real profit, not just revenue.
Read the deep-dive →ACH Bank-Link Payments
Collect recurring billing over ACH via Plaid bank-link, not just card.
Read the deep-dive →Recurring Billing & Auto-Draft
Subscriptions that invoice on schedule and draft on the due date.
Read the deep-dive →White-Label Client Portal
Your domain, your brand, magic-link login — clients pay and self-serve.
Read the deep-dive →ARR / MRR / Churn & Margin
Revenue, churn, and per-client margin in one agency KPI view.
Read the deep-dive →Automated Dunning & A/R
Three reminder tiers on a schedule you set; built to chase overdue invoices for you (on the roadmap).
Read the deep-dive →Tour the workspace
Seven more screens
from the live build.
Pipeline, inbox, packages, subscriptions, invoices, and the reports surface — every part of the agency-billing layer in one place.
Drag-to-restage lead board from first touch through won/lost. Drip campaigns auto-enroll the instant a card drops into a matching stage.
Every client conversation in one thread — email, SMS, and portal messages routed by client so account managers never lose context.
End-businesses you bill on behalf of, all in one workspace. Import your client list once and every invoice, subscription, and portal ties back to it.
Bundle the services you resell into agency-priced packages your clients buy as one line item. Set the markup once, bill monthly.
Auto-draft monthly billing on ACH via Plaid bank-link, plus card and Apple Pay. Recurring subscriptions collect themselves — no manual billing runs.
Every invoice, every payment status, every receipt — in one ledger that ties back to the client's portal and the agency's P&L.
MRR, ARR, gross margin, churn, per-client P&L — the agency's actual numbers, not generic accounting reports.
The problem
Your stack delivers the work.
Not a business to run it with.
Marketing agencies have everything they need to deliver services — and almost nothing they need to actually operate the business around those services.
Most agency stacks have no real invoicing or billing system. Agencies export data and invoice manually in QuickBooks or a spreadsheet. It's slow, error-prone, and doesn't scale.
You know your wholesale costs. You know what you charge clients. What you don't know is your actual margin per client, per service, after costs — without rebuilding a spreadsheet.
Clients call or email to find out what they're paying for. There's no branded portal where they can view invoices, see their active services, or update a payment method on their own.
ARR, MRR, churn, gross margin — none of it is visible without pulling data into a spreadsheet and doing the math yourself. Reporting takes hours, not seconds.
How it works
Set it up once.
Run it automatically.
HubWho brings your clients and subscriptions in once and handles the billing, collection, and reporting layer — no monthly reconciliation spreadsheet.
Import your clients & subscriptions
The source-agnostic CSV importer brings your client list, services, and subscriptions in from a spreadsheet or your current tool in one pass — no manual re-keying, no blank slate.
Invoices generate themselves
Billing is driven by each client's active subscriptions — set the plan once and it runs. Invoices go out under your agency's brand, to your client portal, on your billing cycle.
Collect, track margin, repeat
Auto-draft runs on ACH or card on your schedule. Dashboards show ARR, MRR, churn, and per-client gross margin on demand — so you always know exactly where the business stands without opening a spreadsheet.
What HubWho does
Run a real business
on one platform
HubWho provides every operational layer agencies usually stitch together — billing, collection, reporting, and margin visibility — in one platform.
Client import
Bring your whole client list in from a spreadsheet or your current tool with the source-agnostic CSV importer. Set up recurring subscriptions natively after — no manual re-keying.
Recurring billing & auto-draft
Automated monthly subscription billing tied to each client's active plan. Auto-draft on a schedule that matches each client's terms. No more chasing invoices or manual billing runs.
ACH + card payments
Plaid bank-link for ACH, plus card and Apple Pay. instant onboarding, or run your own merchant account via Authorize.net or NMI for lower rates after underwriting.
KPI dashboards
ARR, MRR, churn, gross margin, and per-service performance, on demand, at the agency level and the individual client level. No spreadsheets, no pulling reports by hand.
Per-client margin tracking
Your own wholesale cost vs. what you charge the client — per client, per service, on demand. Spot underpriced relationships and underwater services before they cost you a year.
Branded statements & invoices
Professional PDF invoices, statements, and receipts under your agency's brand. Send via email or SMS. Clients pay through a one-click hosted link — no login required.
White-label client portal
Your clients log in to your portal — your domain, your brand, your colors — to view invoices, update payment methods, and see their active services. They never see Roffik or the platform underneath.
Multi-tenant by design
Run multiple agency brands from one HubWho account. Each one has its own branding, clients, subscriptions, and reporting — fully separated, so nothing crosses between them.
More in the platform
Beyond billing,
the rest of the agency desk
Billing and collection are the core — but HubWho carries the rest of the day-to-day too: the inbox you work from, the questions you ask, and the clients and services behind every invoice.
Ask HubWho
Ask plain-language questions about your agency — “Which clients are over 30 days late?”, “How much MRR did I add this month?”, “What's my A/R over 60 days?” — and get the answer without building a report.
Action inbox
Past-due invoices, failed payments, client requests, expiring proposals, and trials ending soon — synthesized into one prioritized list of what needs you today, not five tabs to check.
Client conversations
Email, SMS, and portal messages for every client, pulled into one inbox — so client conversations live next to the billing relationship instead of scattered across separate tools.
Lead capture & pipeline
Track inbound agency leads from first inquiry to signed client, then convert a won lead straight into a billed client — no re-keying names, services, or pricing.
Products & packages
Define the services and bundles you resell once — price, wholesale cost, and margin — then reuse them across quotes, invoices, and recurring subscriptions.
Guided setup & training
A setup wizard imports your clients and connects your payment provider in minutes, and in-app training walks the team through billing, collection, and the client portal — no onboarding call required.
Ad-spend tracking & pacing
Track each client's spend across Google, Meta, Microsoft, Yelp, LinkedIn, and TikTok against per-platform budgets, with pacing that flags who's projected to overspend before month-end. AutoPilot surfaces AI recommendations to rebalance budget across channels — you review and apply, and HubWho never touches your ad accounts.
Drip & lifecycle email
Build multi-step email sequences that enroll clients by hand or automatically when they reach a pipeline stage, then send on schedule — with one-click unsubscribe, a per-tenant suppression list, and open and click tracking built in.
How it compares
HubWho vs. how agencies
handle billing today
Most agencies stitch together QuickBooks and spreadsheets to do what HubWho does natively — with less visibility and twice the manual work.
| Capability | HubWho | QuickBooks + manual | Single processor | Spreadsheets |
|---|---|---|---|---|
| Built specifically for agencies | ✓ | — | — | — |
| Recurring billing & auto-draft built in | ✓ | — | — | — |
| Per-client margin tracking (on demand) | ✓ | Manual calculation | — | Manual calculation |
| ARR / MRR / churn dashboards | ✓ | Add-on / manual | — | Build your own |
| ACH bank-link (Plaid) payments | ✓ | — | ✓ | — |
| Recurring auto-draft billing | ✓ | Manual runs | ✓ (generic) | — |
| White-label client portal | ✓ | — | — | — |
| Branded invoices & statements | ✓ | ✓ | Partial | — |
| Time to operational | Days | Weeks | Days | Ongoing |
What's coming
The roadmap,
in plain sight.
Here's exactly where HubWho is and where it's going — built with agencies from day one.
Core billing layer
- Client & subscription CSV import
- Recurring billing & auto-draft
- ACH bank-link via Plaid
- Card & Apple Pay payments
- KPI dashboards — ARR, MRR, churn
- Per-client margin tracking
Client-facing layer
- White-label client portal
- Branded invoices & statements
- Multi-tenant agency management
- One-click hosted payment links
- Subscription change automation
- Dunning & failed payment flows
Intelligence layer
- Custom report builder
- Churn prediction & alerts
- Upsell opportunity scoring
- API for CRM integrations
- Multi-agency white-label resale
- Revenue forecasting
Common questions
Things agency owners ask us.
What does HubWho do?
Who is HubWho for?
How do I get my clients into HubWho?
Does HubWho take payments?
Can I track margin per client and per service?
Can I white-label the customer portal?
When will HubWho launch?
Does HubWho connect to the tools my agency already uses?
What billing software is built for marketing agencies?
How do marketing agencies track profit margin per client?
Can agencies send branded invoices to clients?
Founding cohort
The first agencies in
define how billing works.
HubWho is being built with a small group of marketing agencies. Founding access means your billing workflows get built right — not worked around.
Request founding accessLocked-in founding pricing
The rate you start at is yours permanently. Pricing increases when HubWho opens to all agencies.
Your billing edge cases solved first
Every agency has quirks in how they bill clients. Founding agencies' specific billing workflows are built into the product before public launch.
Direct line to the engineers
No support queues. Founding members have a direct channel to the builders. When something doesn't work the way you need it to, we know within 24 hours.
Client list migration support
We help import your existing client list, subscription data, and billing history from a spreadsheet or your current tools. You don't start from a blank slate.
Keep reading
Go deeper on agency billing & margin
Answers
Per-client agency marginACH vs cards for retainersCut invoice processing feesBilling portal checklistTrack MRR, ARR & churnOnboard a clientAd-spend markup billingOff QuickBooks & spreadsheetsGet invoices paid on timeSpot agency client churnFree tools
Agency margin calculatorGet early access to HubWho
HubWho is being built with a small group of marketing agencies from day one. Join the early access list to get in first and help shape what it ships with.