HubWho
Coming soonThe business layer for Vendasta agencies.
Invoicing, ACH and card payments, recurring billing, KPI dashboards, branded client portals, and real-time margin tracking — purpose-built for marketing agencies that resell Vendasta. The platform Vendasta doesn't ship.
What we've built
Every number that matters,
in one place.
ARR, MRR, per-client margin, and Vendasta costs — visible in real time without a single spreadsheet.
ARR / MRR / churn dashboard
Live revenue metrics at the agency level, updated automatically as subscriptions change in Vendasta. No manual reporting runs, no spreadsheet pulling.
Per-client margin tracking
What Vendasta charges you vs. what you bill the client — per client, per service, in real time. Spot underpriced relationships before they cost you a year.
Vendasta billing sync
Your entire Vendasta product catalog, client list, and subscription state pulled automatically via API. Nothing to import, nothing to keep in sync by hand.
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.
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 Vendasta doesn't ship.
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, mirrored from your Vendasta partner account. Connect Vendasta and clients sync automatically.
Bundle Vendasta products 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 Vendasta's usage metrics.
The problem
Vendasta gives you products.
Not a business to run them with.
Marketing agencies that resell Vendasta have everything they need to deliver services — and almost nothing they need to actually operate the business around those services.
Vendasta has no invoicing or billing system. Most agencies export data and invoice manually in QuickBooks or a spreadsheet. It's slow, error-prone, and doesn't scale.
You know what Vendasta charges you. You know what you charge clients. What you don't know is your actual margin per client, per service, after Vendasta costs — in real time.
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 from Vendasta into a spreadsheet and doing the math yourself. Reporting takes hours, not seconds.
How it works
Set it up once.
Run it automatically.
HubWho connects to your Vendasta account and handles the billing, collection, and reporting layer — no manual imports, no monthly reconciliation spreadsheet.
Connect your Vendasta account
One API connection pulls your product catalog, client list, and provisioned services automatically. Every subscription change in Vendasta reflects in HubWho billing instantly — nothing to keep in sync by hand.
Invoices generate themselves
Billing is driven by what Vendasta actually provisions — not line items you maintain manually. 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. Real-time dashboards show ARR, MRR, churn, and per-client gross margin — so you always know exactly where the business stands without opening a spreadsheet.
What HubWho does
Run a real business
on top of Vendasta
HubWho plugs into your Vendasta account and provides every operational layer Vendasta leaves out — billing, collection, reporting, and margin visibility.
Vendasta-native sync
Two-way API sync with your Vendasta partner account. Product catalog, subscription state, provisioned services, and usage all flow into HubWho automatically — no manual imports.
Recurring billing & auto-draft
Automated monthly subscription billing tied to what Vendasta provisions. 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. Stripe Connect for instant onboarding, or run your own merchant account via Authorize.net or NMI for lower rates after underwriting.
KPI dashboards
Real-time ARR, MRR, churn, gross margin, and per-service performance at the agency level and the individual client level. No spreadsheets, no pulling reports by hand.
Per-client margin tracking
What Vendasta charges you vs. what you charge the client — per client, per service, in real time. 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 Vendasta or Roffik.
Multi-tenant by design
Run multiple agency tenants from one HubWho account. Each tenant has its own Vendasta credentials, branding, client base, and reporting — fully isolated, no cross-contamination.
Feature deep dive
10 features that run
a modern Vendasta agency.
Not just what HubWho does — but why each one matters for agencies that resell Vendasta and need a real business layer underneath.
Invoice Builder: send a branded bill in 60 seconds
Vendasta tracks what your clients buy — it doesn'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 Vendasta 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 Vendasta 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
- Stripe Connect is also supported for agencies that want instant onboarding 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
Vendasta KPI Sync: every client's health, live
Vendasta tracks Reputation, Listings, Local SEO, and Social for each of your clients — but it doesn't surface that data where you actually run your agency. HubWho syncs those KPIs automatically, 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 update on every Vendasta webhook — 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's dunning runner sends three progressively firm reminder emails automatically, on a schedule you set, with a late fee that kicks in at 30 days. You set it once and it runs every night while you sleep.
- 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 Vendasta resellers 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 — updated live, 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
- Vendasta 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
How it compares
HubWho vs. how agencies
handle billing today
Most Vendasta agencies stitch together QuickBooks, Stripe, and spreadsheets to do what HubWho does natively — with less visibility and twice the manual work.
| Capability | HubWho | QuickBooks + manual | Stripe only | Spreadsheets |
|---|---|---|---|---|
| Built specifically for Vendasta agencies | ✓ | — | — | — |
| Auto-sync with Vendasta subscriptions | ✓ | — | — | — |
| Per-client margin tracking (real-time) | ✓ | 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 Vendasta agencies from day one.
Core billing layer
- Vendasta-native API sync
- 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 does HubWho integrate with Vendasta?
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 work for non-Vendasta agencies?
What billing software integrates with Vendasta?
How do Vendasta partner agencies track profit margin per client?
Can Vendasta 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 Vendasta 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 Vendasta agencies.
Your billing edge cases solved first
Every Vendasta 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 Vendasta and any current tools. You don't start from a blank slate.
Get early access to HubWho
HubWho is being built with a small group of Vendasta agencies from day one. Join the early access list to get in first and help shape what it ships with.