The agency CRM without the per-AE tax.
Pipeline, retainer invoicing, time tracking against deals, books, and an AI agent that runs the back office — all priced for a small agency, not a sales org. Capped seats from $69 (up to 5) to $149 (up to 10+). Multi-currency native. Built for the agency that bills in EUR for one client and USD for the next.
Capped-seat pricing · CSV import · Multi-currency · No card
The per-seat tax is brutal on small agencies.
$20/seat/month sounds fine until you invite a freelancer designer, a contractor copywriter, your bookkeeper, and a read-only client stakeholder. Suddenly the CRM is the second-biggest line on your software bill.
Four wedges that matter to agencies.
Pipeline you actually shape.
Customizable stages (e.g. Discovery → Audit → Proposal → Won → Onboarding → Retainer), deal steps with due dates, payment plans, lead source attribution per channel (referral / outbound / inbound / partner), and a kanban board that respects how agencies actually qualify clients.
Retainer billing without a separate tool.
Each retainer is a deal with a payment plan. Otto can draft and send the November retainers in one batch, in the right currency per client, with the right PO reference. Books ledger captures it as recurring revenue. No QuickBooks export-import dance.
AI that writes invoices, not just drafts emails.
35 tool-calling actions across the entire app. Tell Otto "log the discovery call from Anna at Acme, create the audit deal at $8k for Q1, and send the proposal cover email" — by voice or chat — and watch him draft each step for your approval. Editable confirmation cards. 30-day undo.
Reports that match how agencies think.
Pipeline value by stage. Conversion rates. Revenue vs. expenses by month. Time logged per client per period. Filter by day / week / month / year. The numbers you'd otherwise paste into a Google Sheet on Sunday night are already in the dashboard.
The agency stack you stop paying for.
Things agencies ask.
Why pick Hey Otto over HubSpot for a small marketing agency?
HubSpot is built for sales orgs of 10+ AEs and prices accordingly. Pay-per-seat math gets brutal once you invite freelancers, contractors, or your bookkeeper. Hey Otto is capped-seat (Studio is $69 for up to 5 users, Agency is $149 for up to 10+) and bundles invoicing, time tracking, and books that HubSpot Starter does not include. If you're a 1–10 person agency and you don't need HubSpot's marketing-automation suite, Hey Otto replaces the Starter tier and the four other tools you bolted onto it.
How does Hey Otto handle retainer billing?
Recurring revenue tracking via the books ledger; recurring expense tracking too. Each retainer client can have its own deal with payment plans (e.g. monthly $4k for 6 months) and invoices issued in any currency on a schedule you set. Otto can be told "send the November retainer invoices" and he drafts each one with the right amount, period, and PO reference for your approval before they go out.
Does Hey Otto integrate with Google Analytics, Search Console, ad platforms?
Not as native integrations today — that is a deliberate scope choice. Marketing-attribution tools belong in the marketing stack (Looker Studio, Triple Whale, Fathom). Hey Otto is the ops stack: pipeline, invoicing, time, books. The two surfaces stay clean rather than half-baked.
How is the AI different from HubSpot Breeze or Pipedrive AI?
HubSpot Breeze and Pipedrive AI are largely text helpers (draft an email, summarize a contact). Otto is a 35-action tool-calling agent — he doesn't suggest the email, he sends the invoice, schedules the meeting, logs the time, and updates the deal stage. Voice or chat. Editable confirmation card before every write. 30-day undo. The difference is between an autocomplete and an ops colleague.
Can my freelancers and contractors use it?
Yes — and you don't pay per-seat. Studio plan ($69) covers up to 5 users; Agency ($149) up to 10+. Role-based permissions let you restrict freelancers to specific projects or read-only roles without buying a 'collaborator' upcharge.
What about international clients?
Native multi-currency: USD, EUR, GBP, ILS, AUD, CAD, plus per-deal override. A US-based agency with European clients (or vice versa) handles both currencies in one dashboard with live FX rates and PDF invoices in either currency. Most US-built CRMs make this awkward; we built Hey Otto outside the US to fix it.