The surrogacy agency tech stack: what agencies juggle, and what replaces it

Most surrogacy and egg donor agencies did not choose their software. It accumulated: a spreadsheet in year one, a form builder when applications grew, a scheduler, an e-sign tool, a texting app, a shared drive, and something to glue them together. Here is the typical stack, what each piece costs, and where it breaks.

Short answer: A typical surrogacy agency runs on eight to eleven separate tools: Google Sheets or Excel for the master list, Google Forms, JotForm or Typeform for applications, Calendly for intake calls, DocuSign or a similar tool for agreements, Gmail or Outlook plus coordinators' personal phones for messages, Google Drive or Dropbox for records, Mailchimp for follow-up emails, Zapier to connect them, often a general CRM, and WhatsApp for international families. Each tool is good at its job; the trouble is the gaps between them. A surrogacy and egg donor agency platform such as SurroHub replaces the stack with one record per person, from first application to delivery.

The typical stack, tool by tool

This is the stack we see most often when agencies send us their data to import. Not every agency uses every piece.

List prices as of October 2026, from each vendor's own pricing page (linked); they change often. Where a tool is free or usually comes with something the agency already pays for, we say so instead. We do not list a price where the vendor's page was unclear. SurroHub is quoted per agency.

What breaks between the tools

None of these tools is bad. Google Sheets is brilliant, DocuSign is the standard for e-signature, Calendly is the easiest scheduler there is. The problems appear in the spaces between them, and they get worse with every new surrogate.

There is no single record of a person

A surrogate's application is in JotForm, her stage is a cell in a spreadsheet, her intake call is in Calendly, her records are in a Drive folder, her contract is in DocuSign and her texts are on a coordinator's phone. To answer "where is Maria?" someone opens five tabs. When that coordinator is on holiday, some of it cannot be opened at all.

Copy and paste is the integration

Every submission is retyped into the sheet, every contract filled in by hand from the application. Zapier helps, but each zap is one more thing that silently stops when someone renames a column.

Follow-ups depend on memory

Spreadsheets do not remind anyone that records were requested twelve days ago, or that an applicant never booked her intake call. The steps that slip are the boring ones, and they are exactly the ones that delay a transfer.

Sensitive files end up in inboxes

Pregnancy records, driver's licences, background checks and psychological evaluations arrive as email attachments and phone photos, then get forwarded, downloaded and re-uploaded. Each copy is one more place medical information lives without anyone deciding who should see it.

There is no audit trail

When an intended parent asks who changed the transfer date, or a surrogate says she never received the contract, the history is spread across tools that each keep their own log, if they keep one.

Per-seat costs add up

Most of these tools charge per user. Add a coordinator and you pay again for the scheduler, the e-sign tool, the project board and the CRM. Agencies end up sharing logins to save money, which makes the audit trail problem worse.

What replaces it

A surrogacy and egg donor agency platform puts the whole journey in one system. In SurroHub, a surrogate applies on your branded form and becomes a profile; her checklist starts on its own; her intake call books into your calendar; her contracts are sent, signed and filed on her profile; her texts and emails sit in one thread there; and she sees her own progress in her portal. The same is true for intended parents, egg donors and the match that joins them. SurroHub includes unlimited users, so adding a coordinator does not add a bill per tool.

You do not have to switch everything at once, and some tools can stay. Plenty of agencies keep Google Workspace for email and documents, or Mailchimp for a newsletter, and move the journey itself into SurroHub. Each comparison below says when the general tool is still fine.

Compare each tool

• SurroHub vs. Google Sheets: the master spreadsheet
• SurroHub vs. Google Forms and JotForm: applications
• SurroHub vs. Calendly: intake calls
• SurroHub vs. DocuSign: contracts and e-signature
• SurroHub vs. OpenPhone (Quo) and personal phones: texting
• SurroHub vs. Google Drive and Dropbox: documents
• SurroHub vs. Mailchimp: email follow-up
• SurroHub vs. monday.com: tasks and boards
• SurroHub vs. Pipedrive: a sales CRM
• SurroHub vs. Egg Donor Connect and SurrogacyConnect: donor and surrogate intake software
• Already on a general CRM? See HubSpot, Salesforce, Zoho and Airtable.

What you get with SurroHub

• Four profiles, one place. Surrogates, intended parents, egg donors and matches each get a complete profile: stage and sub-steps, every answer, document and message.
• Workflows that run themselves. Tick a step and the next one starts, messages go out on their own, and late steps are flagged before anyone has to ask.
• Profile sharing. Intended parents browse the surrogates and egg donors you share in their portal; surrogates browse families on their phone.
• Profiles that build themselves. Surro, the built-in AI assistant, lays out a polished profile from what is on file, ready to share as a link or PDF.
• Contracts and e-signatures, messaging in 38 languages, scheduling, and branded portals for surrogates, intended parents and egg donors.
• Live in about a week. Send your spreadsheets, files and forms in any format; we import them and set you up.

Want the facts in one place? SurroHub by the numbers: what it is, who built it, and what agencies run on it today.

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