Firm-controlled client billing: HelloBooks bills only your firm

HelloBooks sends one invoice, to your firm. It covers the flat monthly license and each client company’s published plan at your firm discount. Your firm then invoices clients however it already does, whether that is a monthly retainer, a bookkeeping package or a line item for software, and collects payment through its usual process.

Clients never receive a bill from HelloBooks, never enter a card with us and never see a vendor name on their statement. That keeps your practice as the only business they pay for their accounting, which is exactly how a firm-led service should feel from the client’s side. It also means a client’s card expiring never becomes a reason for their books to go dark.

Your price is your decision. Some firms charge a little above their discounted cost to cover setup and support. Some build the software into a larger fee so clients see one number. Others treat it as a loss leader that wins bookkeeping work. Because HelloBooks does not publish a client price on your behalf, none of those choices are second-guessed.

Firm control also makes changes easier. If you revise your packages, you tell clients on your own schedule, in your own words. There is no risk that a vendor announcement lands first and forces your hand, or that clients compare your fee against a figure they found on a software website.

When clients pay a vendor directly, failed cards can suspend their access at the worst possible moment, usually right before month end. Your staff then lose time helping clients update payment details for a subscription the firm does not manage. With billing held at firm level, that category of interruption largely disappears from your week.

Your finance team deals with one supplier invoice per month instead of monitoring dozens of client subscriptions. The firm console still lists every client, so the people who manage billing can see which companies are active and make sure each engagement is priced correctly. Reconciling the supplier invoice against your client list becomes a short monthly check.

One flat license covers your brand, unlimited staff and the firm console. Your clients stay on published HelloBooks plans, and your firm gets 20% off each one. Founding firms go live first on a firm subdomain; your own domain and email from your domain follow at full launch.