XDRhub

An outbound agency was running its analytics in a tabbed Google Sheet.

The client ran an outbound-as-a-service shop with a couple dozen BDRs, an account-manager layer, and clients across multiple industries. Apollo.io was the source of truth for everything that mattered, sequences, sends, replies, meetings, but reporting against it lived in a thirty-tab Google Sheet that was rebuilt every Friday afternoon.

Mistakes leaked into client invoices. Disputes ("that wasn't a real meeting") had no audit trail. BDR commissions were calculated by hand. The brief was a single platform that respected four distinct viewpoints, Admin, Account Manager, BDR, Client, each with its own data scope.

Apollo.io is the source of every prospect, sequence, and meeting. The platform is the referee, reconciling client disputes, auto-calculating commissions, and showing each role only what they're allowed to see.

The home screen shows you what you're allowed to see.

Overview is the first screen every role lands on, but the contents change based on who's looking. An admin sees agency-wide totals. An account manager sees their pod. A BDR sees personal attainment. A client sees only their own meetings booked and show-up rate.

The same five filters work everywhere, LCM, Representative, Account, Status, Timeframe, and General Overview / Monthly Trend tabs let any role pivot from snapshot to trend in one click. Quota Attainment is a line chart, Meeting Disposition a pie. Email / Calls / LinkedIn breakouts sit under each KPI as small pills.

Five channels, one conversion engine.

Conversions answers the question "is the outbound actually working." Five tabs across the top, Prospect metrics, Account metrics, Email metrics, Calls metrics, LinkedIn metrics, each with its own KPI grid and breakdown chart.

The Prospect view shows touched / called / emailed / sequenced / removed. The Account view rolls up to the company. Email/Calls/LinkedIn each tell their own funnel story. Every screen ends with a Breakdown Month-by-Month line chart, so nobody has to compare numbers in their head.

When a client disputes a meeting, the platform is the referee.

This is the screen the platform was really built for. Every meeting Apollo.io reports lands in Bookings with a default Null status. The admin (or account manager) cycles each one through the five-state pill, No Show, Declined, Attended, Not DM, Null, based on the call recording, the client's reply, and the BDR's note. Clients see the same screen filtered to their own bookings, and can flag any row for dispute. Every state change is timestamped and audit-logged.

BDR commissions, agency expenses, all in one ledger.

The Finance tab is admin-only and tabs across three views: Overview (income vs expenses, flat fees vs commissions), Income (per-client flat fees + commissions earned), and Expenses (salaries, commissions paid out, registered expenses).

Salaries auto-aggregate from the BDR records, no payroll typo can sneak in. Commissions auto-calculate from the bookings tagged Attended. The "Expenses by representative" table at the bottom rolls per-rep totals up by month, so paying everyone is one CSV export.

Two tabs, two completely different products.

The Users tab does double duty. Internal users is where Admins manage their BDR + AM roster, invites, role assignment, off-boarding. Clients is where the agency invites paying customers into their own client portal, a status pill (Active / Invite sent), the client's email, the company name, and a one-click "resend invite" action.

Click any row and you land on the Client profile: their flat fee, their booked-meeting goal, their account-touched goal, and the live list of accounts assigned to them, every account with its own Touched / Booked status. Admin can edit. Account manager can only view their own pod. Client only ever sees their own profile.