How much does management software for a web agency cost?
Management software for a web agency is sold per account, not per user. At 4webagency the plans run from webagency-start to webagency-premium, and three things decide the plan: how many users you need, how many active clients and projects you run, and whether you manage a domain and hosting portfolio.
Lühivastus
- At 4webagency the plan is set per account, not per user.
- Plans run from webagency-start, the entry plan, to webagency-premium, the largest.
- Each plan includes a user cap: 2 on start, 5 on plus, 15 on pro, 50 on premium.
- You move up a plan when you outgrow the user cap, not for every extra person.
- The domain and hosting portfolio sits in the same account, not in a separate module.
What the rules say (in brief)
- Whether VAT applies to your fees depends on your own VAT registration; check it with your accountant.
- Keep the supplier's invoice for every subscription as the supporting document.
- Book the subscription cost against its supporting document and keep the record.
- Client data you upload falls under the GDPR (Regulation (EU) 2016/679), so you sign a processing agreement.
Practical examples
- A 2-person studio with 9 active clients fits on webagency-start, for the whole account.
- A 6-person agency outgrows the 5-user cap and moves to webagency-pro, which covers the whole account, not each person.
- A portfolio of 40 domains is easier to track on one inventory than across a spreadsheet and several registrar logins.
User cap and who each plan is for
| Plan | User cap | Who it fits |
|---|---|---|
| webagency-start | Up to 2 users | A freelancer or a 2-person studio: projects, briefs, deliverables, the client file |
| webagency-plus | Up to 5 users | A small team with monthly retainers and timesheets with billable hours |
| webagency-pro | Up to 15 users | An agency with several teams: profitability per project and per client, the domain portfolio |
| webagency-premium | Up to 50 users | A large agency with a big domain and hosting portfolio |
Common mistakes
- Comparing other tools' per-user prices and ignoring the plan's user cap — the cap decides the plan.
- Taking the smallest plan, then finding you need more users than the cap allows.
- Leaving out the hours lost every month to moving data between tools — that is the real cost.
- Expecting agency software to replace Figma or Git — it does not, and it should not.
How 4webagency helps
- One subscription for projects, clients, timesheets and the domain portfolio, instead of three tools.
- Plans are per account: you add people inside the user cap without changing the plan, and move up only when you outgrow it.
- Project margin is visible while you can still act on it, not only at the end.
- Projects, timesheets and the domain portfolio sit in one account, so you do not stitch three tools together.