Web Agency Operations Module for WHMCS
Run a web agency inside WHMCS: project pipeline, proposals with e-sign, milestone invoices, retainers, care plans, time tracking and profit reports.
What does the web agency module do?
It moves the agency side of the business into the WHMCS admin you already run for hosting. A lead lands on a kanban board, gets a proposal you write in WHMCS and send as a PDF, and turns into a project as soon as the client signs it online. Your team logs hours on the project, attaches work for the client to review, and closes milestones one by one. Each closed milestone becomes a WHMCS invoice, which the client settles with any gateway you already run. Once the site is live, the client can continue on a monthly care plan or retainer, and logged work is taken off their allowance.
What is included?
| Stage | Tools |
|---|---|
| Win the work | Kanban board that carries each deal from lead to delivered; proposals exported as PDF and approved by e-signature |
| Deliver | Work attached to the project with a comment thread for every review round; a dashboard for each team |
| Client portal | A My projects page in the client area for status, milestone approval and change requests |
| Bill | Invoices raised when milestones close; monthly hour allowances; care plans that combine hosting, upkeep and edit hours |
| Track | A timer you start and stop, time marked billable or not, and a rate for each project |
| Measure | Utilization, profit per project and profit per client |
Who is it for?
Agencies that currently juggle WHMCS plus separate apps for tasks, proposals and timesheets; freelancers who want steady monthly income after each build; and studios with more than one team that need a dashboard each and one set of reports. If you only need to run design projects with milestone billing, my lighter Web Design Services Module may be enough.
How do care plans create monthly revenue?
At launch, offer the client a monthly plan: hosting, upkeep and a fixed block of hours for small edits. As your team logs those edits, the remaining balance updates for both of you, so nobody keeps a separate hours sheet. The profit reports then show which plans and clients earn their keep and which ones cost more time than they return.
What do you need, and what are the limits?
Requirements: WHMCS 8.13 and PHP 8.1 or newer. No outside service is needed. Setup means uploading the module, picking your default project workflow and writing one proposal template.
Limits: the module is made for work you do for clients. Internal tasks that never touch a client can stay in whatever tool your team uses today.
The Regular license costs $199 once and ships encrypted; the Open Source license costs $599 with the unencrypted source so you can change it. Both are lifetime licenses with twelve months of updates and support, an instant download and license key, and a seven-day refund window. Support renewal after the first year is optional at $49 a year.
Key features
- Kanban pipeline from lead to delivered
- Proposals exported as PDF and approved by e-signature
- WHMCS invoice raised when a milestone is marked complete
- Monthly retainer hours reduced as work is logged
- Care plans combining hosting, maintenance and edit hours
- Start and stop timer with billable flags and per-project rates
- Comment threads on work shared for review
- My projects portal for status, approvals and change requests
- Utilization and profit reports per project and per client
- Separate dashboards for multiple teams
Why customers buy this module
- →Proposals, projects, time and invoices in one system
- →One-off builds turn into monthly care plan revenue
- →Retainer balances tracked without spreadsheets
- →Clients check progress themselves instead of emailing
Frequently asked questions
Can clients pay milestone invoices with my existing gateways?
<p>Yes. Closing a milestone creates an ordinary WHMCS invoice, so the client pays it through whichever gateways you have configured today.</p>
How do retainer hours work?
<p>You decide how many hours a client buys each month. Every time your team logs work for that client, the module deducts it, and both sides can see the remaining balance for the month.</p>
Can this replace my project management tool?
<p>For client work sold through WHMCS, it can: the pipeline, proposals, billing and client portal all sit in WHMCS. Purely internal tasks can stay in the tool your team already uses.</p>
Technical specifications
- WHMCS
- 8.13
- PHP
- 8.1+
- Client view
- My projects portal in the client area
- Reports
- Utilization, profit per project and per client
- License
- Lifetime, 1 year of updates and support included
- Open source license
- $599
- Support renewal
- $49 per year, optional
- Delivery
- Instant download and license key
- Refund window
- 7 days