A white-label CRM on your own domain means your clients log in at app.youragency.com and see your logo, your colors, and your brand name. The software vendor disappears entirely. Setting it up takes four things: a platform that supports full re-branding, a CNAME record pointing your subdomain at it, isolated sub-accounts per client, and billing that runs through your Stripe. This guide walks all four, including the pitfalls (like email sending domains) that trip up most agencies on their first try.
What does “white-label” actually mean in practice?
A properly white-labeled CRM has four layers, and plenty of platforms hand you only one or two.
- The brand skin. Your logo in the header, your colors, your favicon in the browser tab, your brand name in the UI. If your client can find the vendor’s name anywhere in the product, that’s co-branding, not white-label.
- The domain. The app lives at a subdomain you own:
app.youragency.com,crm.yourbrand.io,portal.tylerautomation.com. This is the layer that makes it feel like your software. A branded UI onvendor.com/youragencyfools nobody. - Client isolation. Each client gets their own sub-account: their own contacts, pipelines, calendars, and conversations, invisible to your other clients. You switch between them from one login; they only ever see theirs.
- Your billing. Clients pay you, on your Stripe, at a retail price you set. You pay the platform wholesale and keep the spread. Skip this layer and you’re a referrer, not a software company.
Get all four and something changes: you stop being “the agency that uses some CRM” and become “the agency with its own platform.” That’s stickier revenue, higher perceived value, and a moat no competitor can undercut by quoting a cheaper retainer.
How do you set up a white-label CRM on your subdomain? (step by step)
Here’s the exact flow in Stack Space. Other platforms follow a similar shape, with more or fewer steps.
Step 1 — Set your brand
In Agency → Brand Settings, upload your logo and favicon, pick your brand colors, and set your brand name. This re-skins the entire app: login screen, dashboard, and the emails the system sends about the app itself. Ten minutes, no code.
Step 2 — Connect your subdomain
Choose the subdomain you want (most agencies pick app. or crm. on their main domain). Stack Space gives you a CNAME target; you add one record at your DNS provider (Cloudflare, GoDaddy, Namecheap, anywhere):
Type: CNAME
Name: app
Value: <your-target>.stackspace.app
DNS propagation usually takes minutes, occasionally a few hours. SSL is provisioned automatically once the record resolves, so your clients get the padlock without you touching a certificate.
Step 3 — Create client sub-accounts
Each client gets a sub-account: their contacts, pipeline, inbox, booking calendar, invoices, and automations, fully walled off from every other client. You switch between sub-accounts in one click from your agency view.
Step 4 — Invite clients and set your price
Invite your client’s team to their sub-account. They get an invite from your brand, log in at your subdomain, and see your software. Connect your own Stripe, set your retail price per client, and Stack Space handles the subscription billing in-app. You keep whatever margin you set.
That’s the whole setup. Realistic time estimate: an afternoon, most of it spent waiting on DNS.
Hear the receptionist take a call — live demo on the homepage.
What do your clients see vs. what you see?
| Your client sees | You see | |
|---|---|---|
| URL | app.youragency.com |
Same, plus agency-level views |
| Branding | Your logo, colors, name | Your branding + agency settings |
| Accounts | Only their own sub-account | Every sub-account, one-click switching |
| Data | Their contacts, calls, invoices | All clients’ accounts (for support) |
| Billing | An invoice/subscription from you | Your Stripe dashboard + wholesale bill |
| Support | You | The platform (that’s the trade) |
That last row matters more than any other. More on it below.
What are the pitfalls nobody warns you about?
Go in clear-eyed. These are the four places first-time white-labelers get burned.
1. Your app domain is not your email sending domain
This is the big one. Pointing app.youragency.com at the platform brands the app. It does not authenticate the email your clients send. Every client sending campaigns needs their own sending domain with SPF, DKIM, and DMARC records, ideally on a subdomain of the client’s domain (mail.clientbusiness.com), never pooled on yours.
Why so insistent? Because shared sending infrastructure is how things go wrong at scale. One bad sender on a pooled domain drags down everyone sharing it, and operators who pool their clients on one sending reputation have watched a single bad list tank inbox placement for the whole group. One client’s bad list should never be able to torch another client’s deliverability, or yours. Treat app branding and email authentication as two separate projects, because they are.
2. Your brand on the login screen means your name on the support ticket
When the software is “yours,” clients call you when they forget a password or an automation misfires. Budget for tier-1 support: a shared inbox, a short FAQ doc per client, and upfront onboarding (“here’s what to do if…”). The platform backs you up behind the scenes, but the client-facing layer is now part of your product. Price your retail accordingly. This is also why you can charge a real margin.
3. Don’t resell what you haven’t run
Run your own agency on the platform for a few weeks before you put a client on it. You’ll find the rough edges on your own account instead of on a paying client’s, and you’ll onboard clients twice as fast because you actually know the product.
4. Check what tier white-labeling actually requires
Platforms bury this. On GoHighLevel, rebilling requires the $297/mo plan and markup rebilling (SaaS mode) requires $497/mo, before usage fees, which can add meaningfully to the sticker. Vendasta runs $99–$999/mo with onboarding fees that can reach $1,500 and 12-month commitments (gohighlevel.com and vendasta.com, 2026). HubSpot doesn’t offer white-labeling at all. None of these are scams; GHL’s SaaS mode is genuinely mature and its snapshot system is excellent. Just read the tier fine print before you promise a client their branded portal. Stack Space includes white-label branding, sub-accounts, and reseller billing on your own Stripe from the Professional plan ($350/mo) — the Agency plan ($800/mo) scales it for a full client book — with $10/mo per active client sub-account, AI included, client usage billed at posted wholesale rates you can mark up.
What should you charge clients for a white-labeled CRM?
Short answer: anchor to what it replaces, not what it costs you. A local business paying separately for a CRM, texting, booking, review requests, and invoicing is commonly spending several hundred dollars a month across tools. If an AI receptionist replaces a $300–$1,000/mo human answering service (the going rate), your bundle at $300–$500/mo is an easy yes. Agencies reselling platforms this way typically price per sub-account at 2–4× their wholesale cost. Set your price; it’s your Stripe. What we won’t do is promise you revenue. Your margin depends entirely on your offer and your market.
For the full economics (wholesale vs. retail math, packaging models, and how sub-accounts work) see our guide to the white-label CRM model itself.
FAQ
Do I need a full domain or just a subdomain?
A subdomain of your existing domain (app.youragency.com) is the standard setup: one CNAME record, no new domain purchase, and your main site stays untouched. A dedicated domain works too if you’re building a standalone software brand.
Will my clients know it’s not my software? Not from using it. The URL, login page, logo, colors, and name are yours. The honest caveat: white-label means the brand is invisible, not that you built it. If a client asks directly, most agencies say “we run our platform on enterprise infrastructure,” which is true and lands fine.
Can clients pay me directly instead of the platform? Yes, that’s the point of reseller billing. In Stack Space you connect your own Stripe, set your retail price per sub-account, and client subscriptions run through you. You keep the difference between retail and wholesale.
Does white-labeling the app fix my email deliverability? No, and be suspicious of anyone who implies it does. App branding and email authentication are separate. Each client needs their own sending domain with SPF/DKIM/DMARC, and you want a platform that shows you delivery metrics per client instead of pooling everyone’s reputation.
How long does setup take? Brand settings take about ten minutes; the CNAME record takes five; DNS propagation is usually under an hour. Realistically you’ll spend most of your first afternoon setting up your own account properly so client onboarding goes smoothly.
Stack Space is built to be resold: white-label branding, isolated sub-accounts, and billing on your own Stripe, with Neo, the AI brain, training and managing the 17 AI employees inside every client account you spin up. White-labeling is one pillar of the resell model. The others are what you’re actually selling: read how agencies package the platform as their own SaaS, how to land your first 5 agency clients, and what local businesses want in an all-in-one platform so your retail offer writes itself.