Agencies and consultants
Centralize onboarding, deliverables, status, tasks, files, communication, and invoices for multiple client engagements.
Independent tool overview
Hubflo at a glance
Hubflo is a client-portal and business-management platform for service firms, combining client workspaces with CRM, projects, files, messaging, forms, documents, billing, time tracking, and integrations.
Visit the official Hubflo site ↗
- Product type
- Client portal and business operations
- Best fit
- Client-service firms
- Starting price
- $67/month billed annually
- Client limits
- 50 to unlimited by plan
- Custom domain
- Unlimited plan
- AI role
- Email writing assistance
Overview
What Hubflo is
Hubflo gives service businesses two connected experiences: a branded portal where clients access workspaces, and an internal admin system for managing contacts, projects, tasks, communications, documents, invoices, time, and expenses.
A client workspace can contain shared files, assigned tasks, project status, messages, forms, completed Smartdocs, proposals, invoices, resources, and embedded third-party apps. Teams control what each client can see and can authenticate clients through passwords, Google sign-in, magic links, and optional two-factor verification.
AI is an assistive feature rather than the core product. Hubflo AI helps draft, rewrite, shorten, translate, and change the tone of email. The main buying decision should be based on portal quality, CRM and operations fit, permissions, documents, billing, integrations, storage, client limits, and total internal-user cost.
Use cases
Who Hubflo is best for
The strongest fit depends on the job you need the product to complete, not the size of its feature list.
Accounting and professional services
Collect documents, assign work, track progress, send Smartdocs, and keep client records tied to a workspace.
Operationally complex solo firms
Replace a patchwork of CRM, forms, e-signature, project, billing, and client-sharing tools when the economics fit.
Growing service teams
Standardize reusable workspaces, client permissions, task templates, forms, resources, and handoffs across staff.
Branded client experience
Give clients one login for shared work instead of distributing information across email threads and unrelated links.
Capabilities
Core Hubflo features
Branded client portal
Provides a Hubflo subdomain, configurable logo, colors, cover, welcome content, authentication, and plan-dependent custom domain.
Client workspaces
Groups tasks, projects, files, messages, forms, documents, billing, embeds, and status around each engagement.
CRM and operations
Tracks contacts and companies alongside projects, tasks, notes, files, emails, meetings, time, expenses, and profitability inputs.
Documents and billing
Supports proposals, contracts, invoices, payments, and Smartdocs with fields, multiple signers, reminders, and CRM mapping.
Forms and intake
Collects structured information from clients and connects submissions to contact and workspace records.
Email and AI writing
Syncs supported email and calendar accounts and provides AI-assisted drafting, tone changes, rewriting, shortening, and translation.
Integrations
Connects through native integrations, embedded apps, Zapier, Make, and an API on eligible plans.
Workflow automation
Unlimited-plan owners can use a beta trigger-and-action builder with conditions, branches, delays, loops, and logs.
Process
How the Hubflo workflow works
Step 1
Map the client lifecycle
Document lead, sale, onboarding, delivery, approval, billing, renewal, and offboarding before configuring software.
Step 2
Configure portal security
Set authentication, two-factor verification, global permissions, per-workspace visibility, internal roles, and public-link rules.
Step 3
Create templates
Build repeatable workspaces, projects, tasks, forms, Smartdocs, resources, messages, and invoice steps for each service type.
Step 4
Connect the stack
Integrate email, calendar, accounting, payments, CRM, project tools, and embeds while granting the minimum required permissions.
Step 5
Pilot with real clients
Invite a small group, test every client role, review mobile behavior, and confirm that hidden work remains hidden.
Step 6
Measure and govern
Track adoption, overdue requests, response time, workflow errors, storage, licenses, exports, security settings, and total cost.
Cost
Hubflo pricing and free plan
Hubflo's advertised annual pricing starts at $67 per month for Starter, $142 per month for Business, and $262 per month for Unlimited. Enterprise is custom. Internal team seats, client limits, storage, forms, Smartdocs, domains, automation, and security features vary significantly. A mobile-app add-on starts at $79 per month and implementation help starts at $599.
Starter
$67/month billed annually
A one-person entry plan for a smaller client base.
- 1 internal team member
- Maximum 50 clients
- 100 Smartdoc completions per year
- 1 active form
- 30 GB storage
Business
$142/month billed annually
Adds more users, clients, storage, permissions, integrations, and operational features.
- 3 internal team members
- $49/month per additional member
- Maximum 300 clients
- 8 active forms
- 1 TB storage
Unlimited
$262/month billed annually
Adds unlimited client-facing capacity and advanced branding, automation, roles, and security.
- 4 internal team members
- $56/month per additional member
- Unlimited clients, Smartdocs, and forms
- Custom domain and workflow builder
- 8 TB storage
Enterprise
Custom
White-glove deployment and higher customization for larger organizations.
- Advanced portal customization
- Customer success manager
- White-label mobile app option
- SSO
- Priority roadmap input
Pricing checked . Check current pricing at the source ↗
Assessment
Hubflo strengths and limitations
Where it stands out
- Combines client experience and internal operations in one system
- Detailed portal permissions and multiple authentication options
- CRM, projects, tasks, documents, billing, and communication are connected
- Smartdocs support signatures, reminders, multiple parties, and CRM field mapping
- Native, embedded, Zapier, Make, and API integration paths
- Reusable templates can standardize client delivery
- Clear annual plan limits and add-on pricing
What to consider
- Starter and Business impose client, form, Smartdoc, storage, and team limits
- Custom domains, advanced roles, MFA, and the workflow builder require the Unlimited plan
- Workflow automation is still documented as beta
- The central product is a client portal and operations suite; AI is mostly an email-writing assistant
- Additional internal users, mobile apps, implementation, payments, SMS, and connected services increase total cost
- Form responses do not have a native bulk export and may require Zapier or manual copying
- Migrating files, records, templates, integrations, and client habits can be a substantial project
- Regulated firms must independently verify security, privacy, retention, e-signature, and compliance requirements
Compare
Hubflo alternatives
The right alternative depends on the specific output, workflow, controls and budget your project requires.
Project Management
Notion AI
Choose Notion AI for a more flexible knowledge and collaboration workspace when a formal client portal and billing suite are unnecessary.
Explore Notion AI →Project Management
Asana AI Teammates
Choose Asana when mature internal project and portfolio management matters more than a branded all-in-one client portal.
Explore Asana AI Teammates →Business Operations
Airtable
Choose Airtable when you want to design custom operational databases, interfaces, and automations around a unique process.
Explore Airtable →Questions
Hubflo FAQs
What is Hubflo?
Hubflo is a client portal and business-management platform for service businesses, with CRM, workspaces, projects, tasks, files, messaging, forms, documents, billing, time, and integrations.
How much does Hubflo cost?
With annual billing, Starter is $67 per month, Business is $142, and Unlimited is $262. Enterprise pricing is custom.
Is Hubflo priced per client?
The current public pricing page sets plan-level client caps: 50 on Starter, 300 on Business, and unlimited on Unlimited. Internal-user allowances and add-on seat prices also vary.
What do clients see?
Depending on permissions, clients can see tasks, projects, files, messages, forms, completed documents, proposals, invoices, resources, and embedded apps inside their workspace.
Does Hubflo include electronic signatures?
Yes. Smartdocs support fillable fields, signatures, multiple signers, reminders, portal access, and field mapping back to the CRM.
What AI features does Hubflo have?
Hubflo's documented AI feature assists with email drafting, translation, shortening, rewriting, grammar, and tone. AI is not the core portal or project-management engine.
Does Hubflo have automation?
Yes. Business includes API and Zapier access, while Unlimited adds a native workflow builder that Hubflo currently documents as beta.
Bottom line
Our Hubflo verdict
Hubflo is compelling for service firms that want one branded client front door tied to a substantial back-office system. The operational breadth can replace several tools, but buyers should model seat and add-on costs, verify plan limits, pilot permissions with real client roles, and avoid choosing it primarily for its modest AI writing feature.
Visit Hubflo website ↗Similar Project Management Tools
View all Project Management AI tools →
AI training for the future of work.
Get access to all our AI courses, hundreds of real-world AI use cases, live expert-led workshops, an exclusive network of AI early adopters, and more.
AI Courses
Get unlimited access to all of our current & upcoming industry-specific AI courses for the duration of your subscription.
Daily Guides
To keep up with the rapid pace of AI, our team publishes AI implementation guides daily. Our library contains 300+ practical use cases to automate real-world work.
Workshops
Join weekly, live, interactive sessions with industry leaders who are at the forefront of AI for hands-on implementation guidance and exclusive insights.
Community
Network with an exclusive community of AI-first professionals who are working smarter with AI. Learn how early adopters are using AI in their work and businesses.