What helloHQ is
helloHQ is software from Germany for agencies, service providers and other businesses that work in projects. It used to be called Agentursoftware HQ. Instead of connecting a CRM, a project tool, time tracking and invoicing, you work in one system:
- CRM: contacts, companies, opportunities and quotes.
- Projects: tasks, owners, budgets and deadlines.
- Time tracking: log time directly against project and task.
- Invoices: from quotes and logged time, with hand-over to accounting.
The benefit: from first contact to paid invoice all data sits in one place, and you see whether a project was profitable.
Why a CRM, and why one with projects?
A CRM records who your customers and prospects are and what was discussed with them. For agencies and service providers, though, the work does not end with the order. Then the project starts, with tasks, hours and finally an invoice.
If you run CRM and projects in separate tools, you copy data by hand and notice late when a project goes off track. helloHQ starts right here: quote, project, time and invoice are connected.
Who helloHQ suits
| Good fit | Less of a fit | |
|---|---|---|
| Way of working | Projects with hours, budgets and invoices | Pure product sales without project work |
| Size | Small and mid-sized teams, from about three people | Individuals with few clients |
| Goal | Fewer tools, better view of utilisation and margin | Highly specialised sales with a large marketing team |
Integrations
According to the provider and reviews, helloHQ connects to DATEV for accounting, Jira, Trello and Asana for tasks, Mailchimp and Brevo (formerly Sendinblue) for newsletters, plus calendar and email, among others. An API connects further systems. Before deciding, check whether your most important tools are included.
helloHQ compared
| Focus | Suits | |
|---|---|---|
| helloHQ | CRM, projects, time and invoices in one | Agencies and service providers with project work |
| Pipedrive | Visual sales pipeline | Sales teams without project delivery in the tool |
| HubSpot | Marketing, sales and service | Teams with strong marketing and many contacts |
What helloHQ costs in 2026
helloHQ charges per user, in the larger packages plus a monthly base fee. The packages are Team, Pro and Enterprise. According to reviews, Team is about €35 per user per month, while Pro and Enterprise combine a base fee with a lower per-user price. There are sometimes discounts in the first contract year.
Public figures contradict each other, as of November 2026. Request a quote for your team size and use the 14-day trial.
Getting started in 5 steps
- Choose a package by what you really need: only CRM and projects, or invoices and accounting too?
- Set up master data: services, hourly rates, users and roles.
- Import contacts and running projects, cleaned up first.
- Agree on time tracking: who logs what and when? Without a rule the numbers are wrong.
- Review after a month: utilisation, budgets, open invoices.
Best practices for everyday use
- Keep data up to date. Contacts, contact persons and project status.
- Use automations, for reminders, follow-ups or assigning new enquiries.
- Look at the numbers: utilisation, budget used per project, open invoices. Once a month is enough to start.
- Keep learning. The provider's webinars and guides show new features.
Limits
- Marketing is not the focus. For email automation and campaigns you need a separate tool.
- Onboarding. One system for many things has many settings. Plan time for the rollout.
- Cost per user. Costs rise as your team grows. Calculate with base fee and all users.
Enquiries from WordPress into helloHQ
Every project starts with an enquiry. If it comes by email, someone retypes it and details get lost. With Funnelforms you build a multi-step quote request form on your WordPress website that asks for scope, timeframe and budget right away.
Funnelforms Pro passes the enquiry straight to helloHQ. You set up the connection once and it is available in all forms. For your own flows, use webhooks, Zapier, Make and n8n.
Frequently asked questions
What does helloHQ cost?
According to reviews, the Team package is about €35 per user per month, Pro and Enterprise combine a base fee and a per-user price. Figures vary, ask the provider (as of November 2026).
Can I try helloHQ?
Yes, free for 14 days according to the provider.
Can Funnelforms pass enquiries to helloHQ?
Yes, Funnelforms Pro has a direct helloHQ integration, plus webhooks, Zapier, Make and n8n.