What software do surrogacy agencies use?
Ask ten agencies and you will hear ten different stacks. They fall into three groups.
Short answer: Surrogacy agencies use one of three setups: spreadsheets and shared drives; a general CRM such as HubSpot, Salesforce or Airtable plus separate tools for forms, e-signatures and scheduling; or purpose-built surrogacy agency software such as SurroHub, which manages surrogates, intended parents, egg donors and matches in one system with portals, workflows and contracts built in.
1. Spreadsheets, email and shared drives
Most agencies start here. It is free and familiar, but every case lives in several places at once, nothing reminds you when a step is late, and sensitive files end up in inboxes. Here is where spreadsheets break down.
2. A general CRM plus add-ons
The next step is a general CRM: HubSpot, Salesforce, Zoho or Airtable. Agencies then add a form builder for applications, an e-signature tool, a scheduler, a texting tool and a file-sharing service. It works, but the agency becomes the integrator, and the journey is spread across five logins.
3. Purpose-built surrogacy agency software
A small number of platforms are built only for surrogacy and egg donation, including SurroHub, STEPS and Orchid. They understand that a surrogate, intended parents and an egg donor are different people with different journeys, joined by a match. See an honest comparison.
What the software needs to cover
- Applications and screening for surrogates, egg donors and intended parents, with answers that flag who qualifies.
- Profiles and matching that show everything about a person, and connect surrogates and donors to intended parents.
- Journey workflows from intake to delivery, so the next step starts on time.
- Contracts and e-signatures.
- Messaging by email and text, kept on the profile, ideally in the person's own language.
- Portals where surrogates, intended parents and donors see their own progress.
- Recruiting insight: which ads, recruiters and referrals bring the applicants who actually qualify.
How SurroHub covers it
- 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.
See SurroHub for yourself
Surrogacy and egg donor agency software: one place for surrogates, intended parents, egg donors and matches, with branded portals and a built-in AI assistant.
Frequently asked questions
What is the best software for a surrogacy agency?
It depends on size and needs. Purpose-built platforms like SurroHub suit agencies that want everything in one place without configuration; general CRMs suit agencies with an admin who can build and maintain a custom setup.
Do surrogacy agencies use a CRM?
Most do, either a general CRM adapted for surrogacy or a surrogacy CRM built for surrogates, intended parents, egg donors and matches.
What software do egg donor agencies use?
The same three groups apply. Purpose-built options like SurroHub run egg donor programs and surrogacy programs in the same system, with donor applications, profiles and sharing.