agency-operations

The Fastest Way To Transfer Sub-Accounts in BULK from One Agency to Another + Affiliate Commission

Charles Higgins

Charles Higgins

— 11 min read
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We created this guide to walk you through the quickest, safest way to transfer multiple client sub-accounts from one agency to another using your business software. Whether you’re rebranding, splitting your business into two agencies, winding down operations, or launching your own SaaS offering, bulk transfers can save hours of manual work and reduce friction for clients. In this article we break down the full process step-by-step, highlight common pitfalls, and give practical checklists, templates, and FAQs so you can move client accounts with confidence.

Table of Contents

Why bulk transfer sub-accounts?

Moving sub-accounts one by one is tedious and error-prone. Bulk transfers give you the ability to move many clients at once, while ensuring ownership, users, and assets move together. Key benefits include:

  • Speed: Transfer dozens (or hundreds) of accounts in a single operation rather than repeating the same steps many times.
  • Consistency: All assets and users transfer as a unit, reducing missed items or broken automations.
  • Clear revenue path: The releasing agency typically becomes an affiliate of the new agency and receives recurring commission tied to the new subscriptions — a great way to maintain income while handing off management.
  • Better client experience: When done correctly with clear communication, clients experience a smoother handoff and less surprise downtime.
  • Strategic flexibility: Split clients across brands, move clients to a partner agency, or wind down business without losing lifetime value.

When to use bulk transfers

We recommend bulk transfers in these scenarios:

  • Rebranding or restructuring: You want to split your client base across two brands or agencies.
  • Exit strategy: You are winding down operations and need to hand over clients to a successor agency.
  • Partnering or referral arrangement: You want to refer clients to a partner agency and keep a recurring affiliate commission.
  • Scaling to SaaSpreneur: You have been under another agency and now launch your own — move existing clients into your agency quickly.
  • Administrative cleanup: Consolidate accounts under a new owner or move specific accounts for better management.

High-level overview of the process

The bulk transfer workflow is straightforward. We’ll expand the steps later, but here’s the path at a glance:

  1. Be logged in as the agency owner (only agency owners can initiate bulk transfers).
  2. Open the sub-accounts area of your dashboard and select the sub-account transfer option.
  3. Choose the bulk transfer workflow and specify whether you’re transferring to an existing agency or creating a new agency for those sub-accounts.
  4. Select each sub-account and nominate a new agency owner email address for every sub-account.
  5. Review and consent to the transfer guidelines and confirm you have client approval.
  6. Submit the transfer request and enter your password when prompted.
  7. Wait for the receiving agency to accept the transfer — status will show as pending until acceptance.

Step-by-step: How to bulk transfer sub-accounts

Below is the exact step-by-step process we use when moving client accounts in bulk. Follow this sequence and use our checklists to avoid surprises.

1. Confirm you’re an agency owner

Only agency owners can perform bulk transfers. If you’re an agency user, you won’t see the bulk transfer option. Make sure you log in with the owner-level account before you begin.

2. Open the sub-accounts area

From your agency dashboard, navigate to the sub-accounts section. In the top-right area of the sub-accounts list you’ll see a menu icon (three dots). Click that and select the sub-account transfer option. Then choose “bulk transfer sub-accounts.”

3. Choose transfer type

The system will prompt you to choose whether you want to transfer accounts to an existing agency or to create a new agency. Options typically include:

  • Transfer to another existing agency: Moves all sub-account assets and users to a current agency account.
  • Transfer to a new agency: Used when you want clients to join a fresh agency account. This is common when rebranding or launching a new business unit.

When you transfer to a new agency, you may also have the ability to receive an affiliate/commission percentage (for example, 40%) on future subscriptions the client purchases from the new agency. Make sure you reconfirm the commission details before proceeding.

4. Select sub-accounts and nominate new owners

Select the sub-accounts you want to transfer. For every sub-account you transfer, you must nominate one agency owner email address — this is the person who will accept the account into their agency. That nominee will receive a sign-up or acceptance link to complete the handoff on their side.

You can add sub-accounts individually in the interface, or if you already have the information prepared, upload a CSV file to nominate owners in bulk. The CSV option is ideal for hundreds of accounts since it lets you define sub-account IDs and nomination emails in one import.

Before you can submit the transfer, the system requires you to acknowledge several important points. Make sure you read them thoroughly and confirm each item. Typical confirmations include:

  • We have read and understood the transfer guide and consent to the limitations. This covers the fact that some automations or integrations may not transfer flawlessly and downtime is possible.
  • We confirm that we have talked to the client and have their consent to the transfer. This prevents surprises and ensures they are prepared for any temporary disruption.
  • We authorize the platform provider to directly communicate with the client regarding offers, upgrades, or service choices. This allows the receiving agency or platform to make contact for billing and onboarding.
"I have read and understood the above guide and consent to all the limitations."
"I have talked to the client about this action and have their consent to go forward with it."
"I authorize the platform to directly communicate with the client for offers, services, etc."

6. Submit the request and confirm

Once you agree to the confirmations, click the button to request a transfer. You will likely be prompted to enter your password to confirm your identity and then confirm the transfer one last time. After submission you will see a message indicating the transfer request has been submitted, and the selected sub-accounts will show a status such as “processed” or “pending.”

7. Wait for acceptance from the receiving agency

On the receiving agency’s side, the nominated owner will receive an acceptance link. Until they accept and complete any required sign-up, the sub-account transfer will remain pending. After acceptance, ownership moves into the new agency, including all users and assets that belonged to the sub-account.

What changes after the transfer?

Understanding what moves with the account and what may not is critical to avoid surprises. In our experience, a full account transfer should include:

  • All assets: Funnels, forms, automations, campaign templates, files, and other account-level assets typically move with the account.
  • User roles: Existing users and their permissions generally move with the account so the receiving agency has the same team access configuration.
  • Integrations: Connected integrations may require reauthorization. Expect providers (email, SMS, payment gateways) to potentially need reconnection.
  • Billing and subscriptions: The new agency assumes ownership of the account and the subscription billing. The releasing agency is often converted into an affiliate for that account and may earn recurring commissions tied to the subscription plan chosen by the client.

Important: some automations, webhooks, or third-party integrations may not fully work immediately after transfer. This is why the transfer guidelines emphasize notifying the client of possible temporary downtime.

Practical pre-transfer checklist

Before you initiate a bulk transfer, run through this checklist to reduce friction and client complaints. We use this checklist every time we transfer accounts.

  • Confirm ownership level: Ensure you are logged in as the agency owner.
  • Client communication: Notify clients in advance with an email or message explaining the transfer, expected timeline, and any potential minor downtime.
  • Backup important assets: Export critical funnels, templates, reports, or assets that you may need for records.
  • Inventory integrations: List every third-party integration per sub-account and flag those that will require reauthorization.
  • Gather nominee emails: Prepare a CSV that maps each client sub-account to the nominated new agency owner email address.
  • Agree on commission terms: Confirm affiliate/commission percentages and how they are applied so there are no surprises.
  • Confirm client consent: Get a record of client approval — an email, signed form, or recorded note works.
  • Schedule transfer window: If possible, pick a low-traffic time to minimize disruption.

CSV format and bulk upload tips

Using a CSV to bulk nominate owners saves a lot of time. Here are practical tips on structure and content so your upload goes smoothly:

  • Columns to include: sub-account ID, sub-account name, nominated owner email, optional notes.
  • Clean data: Make sure emails are accurate and spelled correctly. A rejected email slows the process.
  • Use unique identifiers: Use the platform’s sub-account ID when possible rather than names so there’s no mismatch.
  • Test with a small file first: Before uploading hundreds of rows, test a 2–5 row CSV to ensure the system accepts your format.
  • Keep a copy: Retain the CSV file for audit trails and future reference.

Client communication: what to say

We always recommend proactive, transparent communication. Below is a short email template we use to inform clients about the upcoming transfer. Adjust tone to fit your brand.

  • Subject: Important: Upcoming Transfer of Your Account
  • Body: Hi [Client Name], we wanted to let you know we will be transferring your account to [new agency name or “a trusted partner”]. This change is scheduled for [date/time]. You don’t need to do anything — our team will handle the transfer. You may notice a short interruption to automations or integrations during the handoff. We’ve confirmed your consent for this transfer and will ensure everything is reconnected after acceptance. If you have questions, reply to this email and we’ll get back to you within one business day.

Note: The template above avoids technical detail and focuses on reassurance. Tailor it if the client requires more specifics, such as payment changes or new contact points.

What the receiving agency should expect

If we’re the agency accepting transferred sub-accounts, here’s what we prepare for on our side:

  • Accept the transfer quickly: The nominated owner receives a link. Accepting the transfer promptly reduces client downtime.
  • Prepare onboarding checklist: Reauthorize integrations, validate DNS settings, confirm payment gateways, and run test automations.
  • Confirm subscription level: Clients may be offered upgrades or plan changes; be transparent about any additional fees and benefits.
  • Set up internal access: Ensure your team has the right permissions to manage the new accounts once ownership transfers.

Commission and affiliate details

When we transfer accounts to a new agency, we usually become affiliates of that receiving agency for the transferred subscriptions. Typical points to know:

  • Recurring commission: Commissions are recurring and tied to the client’s subscription plan with the new agency. For example, you may receive a 40% recurring commission on that subscription for as long as the client remains on the plan.
  • Commission visibility: Confirm how commissions are reported, paid out, and how cancellations or plan downgrades affect earnings.
  • Agreement in writing: Ideally get the commission terms documented so both parties are clear about splits and timing.

Transparency here matters. We emphasize no hidden fees and clear expectations so both agencies and clients understand the financial outcome of the transfer.

Common problems and troubleshooting

Even with care, transfers can hit snags. Here’s how we troubleshoot the most common issues:

  • Pending status stuck: This usually means the nominated owner hasn’t accepted the invitation. Email or call them and have them check their spam folder for the acceptance link.
  • Missing assets post-transfer: Check export logs and backups. Some integrations require reauthorization; re-link them and rerun any critical scripts or automations.
  • Integration failures: Reauthorize API keys, OAuth connections, or reconnect third-party accounts. Keep a list of connection steps for each major integration we handle.
  • Client upset about downtime: Apologize, explain what happened, and document the fix steps. Offer a small goodwill gesture if appropriate, such as a complimentary audit or training session.
  • Commission disputes: Refer to the written commission terms. If anything is unclear, escalate to platform support and keep communication records between agencies.

We always treat client data and consent seriously. Before transferring accounts in bulk, ensure:

  • Client consent is recorded: An email confirmation from the client or a signed consent form reduces liability and surprises.
  • Privacy and data rules: Verify that transferring account ownership complies with your client agreements and any applicable data protection laws.
  • Service level expectations: Document any service changes the client should expect after the move, such as new contact points, billing changes, or updated SLAs.

Best practices summary

  1. Plan ahead: Don’t bulk transfer without a plan — use a checklist and schedule a low-traffic window.
  2. Communicate early and often: Clients and the receiving agency should know exactly what will happen and when.
  3. Validate nominees: Double-check nominated owner emails to avoid delays.
  4. Backup essential assets: Export templates and funnels as a safety net.
  5. Document commissions: Record affiliate splits to avoid future disputes.
  6. Test a small batch: Run a small-scale transfer before doing hundreds of accounts.

Troubleshooting checklist (quick)

  • Is the transfer initiated by an agency owner?
  • Have we confirmed client permission in writing?
  • Is the nominated owner’s email valid and active?
  • Did we enter our password and final confirmation during the submit step?
  • Has the nominated owner accepted the transfer? (If not, follow up.)
  • Are integrations reauthorized post-acceptance?

Example scenarios: how we handled real transfers

Here are three realistic examples that show how bulk transfers work in practice and what we learned:

Scenario A — Rebrand split

We had 80 clients and wanted to split them into two specialized brands. We created a CSV mapping each client to one of two new agency owners, notified all clients two weeks prior, and scheduled the transfer for a weekend. We tested a 5-client transfer first, then proceeded with the full CSV. Most integrations required simple reauthorization and downtime was minimal. We retained a 40% affiliate commission on all transferred accounts.

Scenario B — Winding down an agency

When winding down, we moved 120 clients to a partner agency. Because many clients had complex integrations, we spent extra hours pre-mapping each integration and documenting custom automations. Communication was the biggest time sink — we sent personalized notices and had one-on-one calls for high-touch clients. The transfer happened smoothly once acceptance occurred, and recurring affiliate commissions helped soften revenue loss during the wind-down.

Scenario C — Small business owner becomes SaaSpreneur

A small business owner we supported left their parent agency and launched an independent agency. Using the bulk transfer flow, we nominated their email for several sub-accounts and prepared a short onboarding guide for their team. The transfer was accepted within 48 hours and the small business owner had the accounts under their control without needing to rebuild assets from scratch.

FAQs

Q: Who can initiate a bulk transfer?

A: Only an agency owner can start a bulk transfer. Agency users do not have permission to perform bulk transfers.

Q: Will client data move with the account?

A: Yes — account assets and users typically move with the sub-account. Some third-party integrations or automations may require reauthorization and minor reconfiguration after the move.

Q: Will clients lose anything during the transfer?

A: There can be temporary downtime for automations, email, or integrations. We always recommend notifying clients in advance and scheduling transfers during low-traffic windows to minimize impact.

Q: What happens to billing after the transfer?

A: After acceptance, the receiving agency takes ownership of the account and billing. The releasing agency often becomes an affiliate and may receive recurring commission based on the client’s subscription plan with the new agency.

Q: How long does a transfer take?

A: The technical transfer is quick, but the overall timeline depends on how fast nominated owners accept the invitation and how many integrations need reauthorization. Expect anywhere from a few minutes to a few days based on those factors.

Q: Can we transfer a single sub-account instead of bulk?

A: Yes. If you only need to move one account, you can perform a single sub-account transfer using the same flow but selecting just one account.

Q: Where can we track transfer status?

A: After submitting, the sub-account will appear in your transfers area with a status (such as “processed” or “pending”). Click the details to see the current status and whether the nominated owner has accepted.

Q: What if the nominated owner doesn’t accept?

A: Follow up with the nominated owner via email or phone. They should check their spam folder for the acceptance link. If necessary, you can cancel and resubmit the nomination with a different email.

Final thoughts

Bulk transferring sub-accounts is a powerful tool when used with care. It saves time, keeps assets together, and creates predictable revenue through affiliate commissions when you hand accounts off to partners. The keys to success are planning, clear client communication, correct nominee information, and checking integrations after acceptance.

We recommend testing the process with a small batch first, keeping detailed records of client consent, and documenting post-transfer onboarding steps for the receiving agency so each client has a smooth transition.

When done right, bulk transfers let us scale, restructure, or gracefully exit while protecting client relationships and recurring revenue. Use the checklists and templates in this guide to make your next transfer the least stressful one yet.

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