helloHQ

helloHQ is agency management software for German-speaking agencies: projects and tasks, time tracking, a light CRM, a service catalog and cost and revenue planning. Agents open projects from won deals, book time to the right task and keep companies and contacts in step with the CRM.

74 actions OAuth available

helloHQ website Platform Documentation Capability data verified 2026-08-18

A lead reaches the status that means the engagement is won

Get Lead reads the volume, probability, company and the contact who signed

List Project Templates resolves the template that matches this kind of engagement

Create Project opens the project with its phase and task structure already in place

Add Project Member puts the delivery team on the project with their charge rates

Create Contact History files the win against the company with the next contact date

A person confirms each member's charge rate before the project starts earning against it

What This Integration Enables

helloHQ is agency management software built for the whole chain rather than one link in it: a lead carries a volume and a probability, a project carries its members and their charge rates, a task carries the hours booked against it, and a document carries what the client is finally asked to pay. That is what makes it worth automating. An agent working here does not move data between a CRM and a time tracker and an invoicing tool, because in helloHQ those are the same record set. FlowRunner agents open projects from won leads seeded from a template, book time against the right task, keep companies and contacts in step with whatever captured them, and read the pipeline back out with its volumes and probabilities attached.

Two of helloHQ's own conventions shape every flow. Working times are clocked presence, the start and end of somebody's day, while user reportings are time booked against a project task, and only the second becomes billable, so a time tracking workflow almost always wants a user reporting. And the vendor already builds in a pause worth keeping: new bookings and new absences default to unapproved, so a flow does not sign off its own time or its own leave. FlowRunner extends that instinct rather than removing it, which is what human-in-the-loop means on a system that touches revenue.

Without FlowRunner

Kickoff rebuilt each time The project structure is recreated by hand from the last similar engagement

Presence mistaken for billing Clocked hours and billable bookings get conflated, and the margin is only known later

Forecast assembled quarterly Planned costs and revenues are gathered into a spreadsheet when somebody asks for a number

With FlowRunner

Kickoff from the template A won lead becomes a project with its phases, tasks and members already attached

Two records, kept apart Working times record presence and user reportings record billable work, each written where it belongs

Forecast reads from the system Planned costs and revenues sit against the company, lead or project they belong to and report themselves

Use Case Scenarios

A won lead becomes a running project the same hour

The lead's status changes in helloHQ, or a deal closes in HubSpot and the agent updates the lead here first. It reads the lead with its volume, probability and company, picks the template that matches the engagement type from List Project Templates, and calls Create Project with the opening status. Add Project Member puts the delivery team on it, Create Project Task adds the first milestone tasks, and Assign Task Resources places them on people's plans. Create Contact History files the win against the company with a follow-up date so the account conversation continues. The kickoff meeting reviews a project rather than creating one.
Hours booked where the work was actually recorded

An engineer's time lives in a repository, a support tool or a calendar. The agent resolves the project task with List Project Tasks, then calls Create User Reporting for the person who did the work, leaving the entry unapproved. At the end of the week it compares reported hours against each member's contracted hours from List User Working Hours, and posts one message per person in Slack naming the entries still waiting for sign-off. The approval stays a human act, but the chasing stops being one.
A pipeline and forecast that report themselves

On a schedule, the agent pulls List Leads with their volume, probability and expected close date, and List Planned Costs and List Planned Revenues for the same companies and projects. It writes the result into Google Sheets with the recurrence of each planned figure expanded, because an interval of monthly and an interval of once are very different numbers wearing the same label. Leads whose expected close date has passed are collected separately and sent to their owners with a request for a new date rather than being quietly re-dated by a machine.

Human-in-Loop Highlight

Update Project Member looks like a permissions change and is not. A project member carries a charge rate, which is what their time is billed at on that project, and changing it can also rewrite what already-booked hours were worth: the update reporting option decides how far back the new rate reaches. That means a routine-looking edit can change what a project has earned, retroactively, without a single invoice being touched. So the rate agent prepares and stops. It posts to the delivery lead: "Marta's role on the Northwind retainer is changing from Consultant to Lead. Applying the new rate to future work only affects nothing already booked. Applying it to existing reportings reprices 214 hours logged since January and changes what that project is worth. Which one?" The lead answers, and the agent applies exactly that option. The agent handles the record keeping. The person decides whether history moves.

Agent processes routinely

Detects exception requiring judgment

Clear match Continues automatically

Ambiguous Routes to human via preferred channel

Human decides

Agent resumes with decision

Agent Capabilities

74 actions

Projects

List Projects Retrieves projects with paging and filtering. The search parameter covers the common case of matching a name, and a full expression handles anything more specific.
Get Project Retrieves one project by its identifier.
Create Project Creates a project for a company. A template and a status are required, because the template decides the phase and task structure the project starts with.
Update Project Replaces a project's core fields. helloHQ requires the name, start date and company on every update, so a workflow reads before it writes.
Set Project Status Moves a project into a different status. Statuses are defined per account, so a flow reads them rather than assuming an identifier.
List Project Statuses Retrieves the project statuses defined in the account, which are the values project creation and status changes expect.
List Project Templates Retrieves the account's project templates. The lookup that makes a template-seeded kickoff possible.

Project Members

List Project Members Retrieves a project's members with their role and charge rate. Membership is what makes a person selectable when time is booked against the project.
Add Project Member Adds a user to a project with a role and a charge rate. The rate decides revenue rather than just access.
Update Project Member Changes a member's role or charge rate, and optionally reprices time already booked. The operation this page's human gate exists for.
Remove Project Member Removes a member from a project. Time they already booked stays where it is.

Project Tasks

List Project Tasks Retrieves the tasks of one project. Working times and user reportings are booked against these, so this is where a time flow finds its target.
List All Tasks Retrieves tasks across every project with filtering. The call behind questions like everything due this week.
Create Project Task Adds a task to a project. Marking it an appointment makes it a calendar entry rather than tracked work, which changes how its planned effort is treated.
Update Project Task Replaces a task's fields, sending the appointment flag explicitly so an update cannot flip the task's kind by omission.
Delete Project Task Permanently deletes a project task.
Set Task Done Marks a task done.
Set Task Open Reopens a task that was marked done.
Set Task Status Moves a task into a specific status within its task type.
List Task Statuses Retrieves the task statuses available on a project, which are the values a status change expects.
Assign Task Resources Assigns users to a task. Assignment is what puts the work on a person's plan.
Remove Task Resources Removes users from a task. Time they already booked against it is kept.

Companies

List Companies Retrieves companies with paging and filtering.
Get Company Retrieves one company by its identifier.
Create Company Creates a company. Only the name is required, so a company captured from a form can be created immediately and enriched later.
Update Company Replaces a company's fields, with the name required on every update.
Delete Company Deletes a company. helloHQ refuses while projects, documents or contacts still reference it.
List Company Addresses Retrieves the addresses recorded against a company, which is where invoice and delivery addresses come from.

Contacts

List Contact Persons Retrieves contact persons with paging and filtering.
Get Contact Person Retrieves one contact person by identifier.
Create Contact Person Creates a contact against a company. The salutation form decides how helloHQ addresses them in generated correspondence.
Update Contact Person Replaces a contact's fields, with the company required on every update.
Delete Contact Person Deletes a contact person.

Contact History

List Contact Histories Retrieves the record of calls, meetings, emails and notes against companies, contacts, leads and projects.
Create Contact History Records a call, meeting, email or note. Setting a next contact date with the reminder flag is how helloHQ chases a follow-up.
Delete Contact History Deletes a contact history entry.

Leads

List Leads Retrieves leads with their volume and probability, which is what a pipeline report is built from.
Get Lead Retrieves one lead by identifier.
Create Lead Creates a lead. Volume and probability together weight the forecast, and the expected close date decides when it lands in one.
Update Lead Replaces a lead's fields, with the name required on every update.
Set Lead Status Moves a lead through the pipeline. Statuses are per account, so a flow reads them first.
Delete Lead Deletes a lead.
List Lead Statuses Retrieves the lead statuses defined in the account.

Working Times

List Working Times Retrieves working times, the clocked start and end pairs that make up a person's day.
Create Working Time Records a completed working time with an explicit start and end.
Start Working Time Starts a running clock for the connected user. helloHQ refuses when one is already running.
Stop Working Time Stops the running clock and turns it into a completed working time.
Get Running Working Time Retrieves the clock currently running for the connected user, which is how a flow checks before starting another.
Update Working Time Replaces a completed entry's fields, sending start, end and the break flag explicitly.
Delete Working Time Deletes a working time entry.

User Reportings

List User Reportings Retrieves time booked against project tasks. This is the billable record, distinct from clocked presence.
Create User Reporting Books time against a project task for a user. The approved flag defaults to off, so a flow does not sign off its own hours.
Update User Reporting Replaces a booked entry's fields, sending start, end and the approved flag explicitly rather than letting them drift.
Move User Reporting To Task Rebooks a time entry onto a different task, which moves its cost and revenue with it and can change what two projects are worth.
Delete User Reporting Deletes a booked entry. The hours come off every total that included them.

Absences

List Absences Retrieves vacation, sick leave and other non-working periods recorded against users.
Create Absence Records an absence. The approved flag defaults to off, so a person still agrees to the leave.
Delete Absence Deletes an absence, returning the days to the balance where the type consumes one.

Users

List Users Retrieves the users in the account.
Get User Retrieves one user by identifier.
List User Working Hours Retrieves a user's contracted hours, which is what capacity and overtime are measured against.

Service Catalog

List Service Items Retrieves the priced catalog that quotes and invoices are built from. Items are either categories or services.
Get Service Item Retrieves one catalog item by identifier.
Create Service Item Adds an item to the catalog, either as a category that groups others or as a service that can be sold.
Delete Service Item Deletes a catalog item.

Planning

List Planned Costs Retrieves the recurring or one-off expenses forecast against a company, lead or project.
Create Planned Cost Forecasts a cost. The interval turns a single figure into a series, so monthly and once are very different numbers.
Delete Planned Cost Deletes a planned cost and every occurrence its recurrence would have produced.
List Planned Revenues Retrieves the forecast income that pairs with planned costs.
Delete Planned Revenue Deletes a planned revenue and every occurrence its recurrence would have produced.

Documents

List Documents Retrieves quotations, invoices, credit notes and delivery notes, filtered by type, company or project.
Get Document Retrieves one document with its totals and status.
Change Document Status Moves a document into a different status. On an invoice this marks it issued or paid, so it changes what the business believes it is owed.
List Document Statuses Retrieves the document statuses defined in the account.

Frequently Asked Questions

What can FlowRunner do with helloHQ?

FlowRunner agents can run List Projects, Get Project, and Create Project in helloHQ, plus 71 more actions.

Does connecting helloHQ to FlowRunner require OAuth?

Yes. helloHQ connects to FlowRunner with OAuth 2.0, so agents authenticate without handling raw credentials.

Can helloHQ trigger a FlowRunner workflow automatically?

helloHQ doesn't currently expose triggers in FlowRunner. It connects as an action step inside workflows started by another trigger.

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