Billing + client portal for bookkeeping firms
Charge monthly retainers for cleanup, write-up, and tax prep. Pass-through QuickBooks Online subscription costs at margin. Give every client a portal where they see what they owe and pay via ACH (0.8% — your margin stays intact).
Is this for you?
HubWho fits bookkeeping + accounting firms who match any of these:
- You charge monthly retainers for write-up + categorization + tax prep.
- You resell QuickBooks Online (or Xero) subscriptions to clients with a markup.
- You're using QuickBooks Online for your own AR and getting tired of the duplication.
- You want ACH-first invoicing so card fees don't eat your margin.
- 0.8%
- ACH cost — capped at $5/transaction
- 12 mo
- Statement PDFs for clean year-end records
- $15
- Avg margin per QBO reseller subscription
HubWho vs. QuickBooks Online (for your own AR)
QBO's invoicing module for charging your clients.
| Capability | HubWho | QuickBooks Online (for your own AR) |
|---|---|---|
| Recurring retainer billing | First-class. Auto-draft every month on the same date. | Recurring invoices yes; auto-draft requires Stripe sub-add-on. |
| ACH via Plaid | 0.8% capped at $5. Plaid-linked bank accounts. | 1% per transaction. No bank-link UX. |
| Client portal | Branded portal under your domain. Invoices, plans, files. | QBO's client portal — QuickBooks-branded. |
| Per-client margin | Wholesale-vs-retail tracking per client. | Not supported. |
| Cost | $29-$249/mo flat. | Free as part of QBO subscription, but ties you to QBO Plus tier ($90/mo). |
Bookkeeping-specific questions
Can I bill differently for cleanup vs. ongoing write-up?+
Yes — products in HubWho are flexible enough to model 'Cleanup project (one-time $2,500)' separately from 'Monthly write-up ($350/mo)'. Both can live on the same client, both flow into the same invoice if you want, or stay as separate subscriptions for cleaner reporting.
Does HubWho integrate with QuickBooks Online?+
Export-only today (CSV + IIF). Two-way sync (push paid invoices into QBO as Sales Receipts) is on the roadmap for Q3 2026. Most bookkeeping firms run HubWho for AR + portal and reconcile manually into QBO at month-end.
How does ACH pricing work?+
Stripe Connect ACH is 0.8% capped at $5 per transaction. For a $500/mo retainer that's $4. For a $2,000/mo retainer that's still $5 (capped). Compare to 2.9% + $0.30 on cards — ACH literally protects your margin on bigger retainers.
Can I resell QuickBooks Online subscriptions to my clients?+
Yes. Add 'QuickBooks Online Plus ($90/mo)' as a product with wholesale cost $75 and retail $90. HubWho auto-bills the client $90/mo and tracks the $15 margin per client. Per-client margin reports show which clients are net-positive after subscription pass-through.
What about year-end tax prep — one-off billing in March?+
Create a one-off invoice with the tax-prep line item. Use auto-draft against the saved ACH on file. No re-collecting payment methods come March. Statement PDFs auto-generate at year-end so clients have a clean record for their own books.
Ready to ditch the spreadsheets?
14-day free trial. No credit card. Cancel anytime. Most bookkeeping + accounting firms are live with their first invoice in under an hour.