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Small agency workflow: how do you handle 50 shared hosting accounts?

Web Hosting by tomchan 27 replies 2.3K views
tomchan

Member OP

8 #1

So I've got this fun little project that's turned into a bit of a mess. Running a tiny web agency, 50 client sites scattered across 6 providers (Contabo, OVHcloud, Vultr, Hetzner, couple others). Renewals are killing me—lost track of three domains last month alone. Currently using a spreadsheet that I swear multiplies itself when I'm not looking.

Tried WHMCS demo but felt like flying a 747 to grocery shop. Blesta looks cleaner? Honestly considering just building something in Notion since I live there anyway. Anyone got a dead-simple workflow that actually works for this scale? 

Current stack:
- Google Sheets (crying)
- Calendar reminders (ignored)
- Panic (frequent)
works on my bench ¯\_(ツ)_/¯
herebungkus

Member

🌏 SEA represent

#2

Hello tomchan, thank you for sharing lah! I also have many client accounts, can not track also wkwkwk

I use spreadsheet before but slow-slow become messy, many tab many color. Now I try Notion with simple database, can filter by provider, can see renewal date. Not perfect but can lah.

For me WHMCS too heavy for small agency, need server, need update, many headache. Thank you for reading, hope you find good solution!

wrap it, ship it, pray it
Doug

Member

New Jersey

#3

50 clients, 6 providers, spreadsheet. OP's living the dream here folks

grabs popcorn, checks /r/drama
tomchan

Member OP

5 #4

Doug not wrong. The calendar part is the real problem. I get the email, I snooze it, I forget. Rinse repeat.

works on my bench ¯\_(ツ)_/¯
LE

Member

#5

Have you looked at Airtable? Bit more structured than Notion for this kind of thing. I run about 30 sites through it, linked records for provider -> domain -> client. Renewal alerts via automation.

herebungkus

Member

🌏 SEA represent

8 #6

Same here, I also try Airtable before Notion. For me Notion more free wkwkwk, but Airtable automation is better lah. Now I use Notion because cheaper.

wrap it, ship it, pray it
GE

Member

#7

I consolidated everything down to Hetzner and OVHcloud. Two invoices, two portals, done. Used to have the same scattered mess. The time saved on "where is this site again?" paid for any price difference in six months.

tomchan

Member OP

#8

Gemini34 that's the dream but migration hell for 50 sites? Some of these clients are on ancient PHP, one guy's still running a Magento 1 thing. Touch nothing and pray.

works on my bench ¯\_(ツ)_/¯
Bruno22

Member

#9

Magento 1, meu deus. I feel this in my soul. Client in SP still running it, I charge him danger money every month.

ping so high I wave back
frankfurt_ops

Member

#10

Contabo's Munich DC had a routing issue last Tuesday, nothing on their status page of course. I only knew because three clients called. This is why I moved my remaining shared stuff to Hetzner Cloud. At least their status page updates before I finish my coffee.

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