FreshBooks Alternative

AgencyPro: The FreshBooks Alternative Built for Agencies

FreshBooks is an accounting-first platform that lacks comprehensive agency management features. AgencyPro replaces FreshBooks and the stack of tools you bolt onto it — client portals, invoicing, retainer tracking, time tracking, CRM — in a single platform built specifically for agencies.

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TL;DR — Why Agencies Switch From FreshBooks

Across every agency vertical we work with, the same FreshBooks pain points keep coming up. These are the top five reasons agencies move to AgencyPro:

  • FreshBooks is primarily an accounting tool — project management is a basic add-on, not a core feature
  • No client portal for sharing campaign progress, deliverables, or retainer status with marketing clients
  • Team collaboration for campaign management requires separate project management software alongside FreshBooks
  • Retainer management requires manual tracking — FreshBooks bills by invoice, not by retainer utilization
  • FreshBooks has no creative project management — design agencies use it only for invoicing and need separate tools for everything else

AgencyPro vs FreshBooks: Quick Feature Comparison

Here's a side-by-side of the 15 most decision-relevant features for agencies evaluating AgencyPro against FreshBooks.

FeatureAgencyProFreshBooks
Built specifically for agenciesYes — purpose-built for agency workflowsNo — FreshBooks is a general-purpose tool
Native client portal with custom brandingYes — included on all plansNo or limited — requires add-on or 3rd-party tool
Built-in invoicing & paymentsYes — invoices, retainers, Stripe paymentsNot included — requires QuickBooks/FreshBooks alongside FreshBooks
Retainer hour trackingNative — real-time utilization dashboardsNot supported — requires spreadsheets or Harvest
Native time trackingYes — connected to projects, tasks & billingLimited or via paid integration
CRM & sales pipelineIncluded — leads, deals, proposal-to-projectNot included — separate HubSpot/Pipedrive seat
Proposals & e-signaturesIncluded — proposal templates with sign-offNot in FreshBooks — requires PandaDoc/Proposify
Client deliverable approvalsStructured approval workflows with audit trailEmail-based or unstructured comments
Project profitability reportingReal-time margin per project & clientTask velocity metrics, not financial
Capacity & resource planningIncluded — team utilization across clientsPremium-tier or missing in FreshBooks
Recurring/retainer billingAutomated monthly invoices with utilizationManual — done in accounting software
Custom branding for client portalLogo, colors, custom domain includedNot available or top-tier only
Per-client workspacesYes — isolated, branded per clientGeneric workspaces, not client-isolated
Pricing modelFlat plan — unlimited clients & contractorsPer-seat — costs balloon as team grows
All-in-one (replaces 4-5 SaaS tools)Yes — PM + portal + billing + CRM + timeSingle-purpose — requires a stack to operate

Why Agencies Switch From FreshBooks to AgencyPro

Agency-First, Not Accounting-First

AgencyPro puts project management and client collaboration at the center, with billing as an integrated feature. FreshBooks does the opposite — it's an accounting tool with limited project features. Marketing agencies need the agency-first approach.

Client Campaign Portals

Each marketing client gets a branded dashboard where they track campaign progress, approve content, monitor retainer usage, and communicate with your team. FreshBooks offers no client-facing project visibility.

Team Campaign Management

Organize campaigns by client and channel, assign team members, track deliverables, and manage deadlines. FreshBooks' project management is too basic for multi-team, multi-campaign marketing operations.

Retainer Intelligence

Native retainer tracking with hour allocations, utilization monitoring, and automated monthly billing. FreshBooks bills by invoice — it doesn't understand retainer models.

Complete Design Agency Solution

Creative project management, client proofing, team workflows, and billing in one platform. Replace FreshBooks + Asana + InVision + Harvest with a single tool that handles the entire design agency workflow.

FreshBooks Alternative by Agency Type

FreshBooks struggles differ by agency type. Jump to your industry below to see the specific FreshBooks limitations agencies in your vertical run into and how AgencyPro solves them.

For Marketing Agencies

FreshBooks tracks invoices and expenses well, but marketing agencies need campaign management, client collaboration, team workflows, and retainer tracking alongside billing. You're paying for an accounting tool and still need 3-4 other platforms to actually run your agency. AgencyPro consolidates everything.

Where FreshBooks Falls Short

  • FreshBooks is primarily an accounting tool — project management is a basic add-on, not a core feature
  • No client portal for sharing campaign progress, deliverables, or retainer status with marketing clients
  • Team collaboration for campaign management requires separate project management software alongside FreshBooks

How AgencyPro Solves It

Agency-First, Not Accounting-First

AgencyPro puts project management and client collaboration at the center, with billing as an integrated feature. FreshBooks does the opposite — it's an accounting tool with limited project features. Marketing agencies need the agency-first approach.

Client Campaign Portals

Each marketing client gets a branded dashboard where they track campaign progress, approve content, monitor retainer usage, and communicate with your team. FreshBooks offers no client-facing project visibility.

Key Features for Marketing Teams

  • Campaign Project Management. Full project management for marketing campaigns with team assignments, milestones, and deliverable tracking.
  • Client Portal. Branded client dashboards with campaign progress, content approvals, retainer tracking, and messaging.
  • Retainer Billing. Native retainer management with hour tracking, utilization monitoring, and automated monthly invoicing.
Full guide: AgencyPro for Marketing Agencies

For Design Agencies

FreshBooks handles your invoices, but your design agency also needs creative project management, client proofing, revision tracking, and team collaboration. AgencyPro provides everything a design agency needs in one platform, including the billing features you rely on FreshBooks for.

Where FreshBooks Falls Short

  • FreshBooks has no creative project management — design agencies use it only for invoicing and need separate tools for everything else
  • No client proofing, design approval, or revision management capabilities whatsoever
  • Design team collaboration requires additional software — FreshBooks doesn't support team workflows

How AgencyPro Solves It

Complete Design Agency Solution

Creative project management, client proofing, team workflows, and billing in one platform. Replace FreshBooks + Asana + InVision + Harvest with a single tool that handles the entire design agency workflow.

Client Design Approvals

Share designs for review, collect feedback, and manage formal approvals through branded client portals. No more email approval chains or separate proofing tools.

Key Features for Design Teams

  • Design Project Management. Phased creative projects with milestones, tasks, team assignments, and approval workflows built for design work.
  • Client Proofing. Upload designs for client review with structured feedback and formal approval tracking.
  • Revision Management. Track revision rounds, enforce limits, and bill for additional revisions beyond the contract.
Full guide: AgencyPro for Design Agencies

For SEO Agencies

FreshBooks sends your retainer invoices, but it doesn't track retainer hours, manage recurring SEO deliverables, or give clients visibility into their campaigns. SEO agencies need an operational platform that handles the work, not just the billing. AgencyPro provides both.

Where FreshBooks Falls Short

  • FreshBooks invoices retainer clients but doesn't track hours against retainer allocations or monitor utilization
  • No recurring task management for monthly SEO deliverables — FreshBooks is purely a financial tool
  • Client reporting on SEO campaign progress is impossible in FreshBooks

How AgencyPro Solves It

Retainer Management Beyond Invoicing

AgencyPro doesn't just invoice retainer clients — it tracks hours, manages deliverables, monitors utilization, and gives clients real-time visibility. FreshBooks handles the billing side; AgencyPro handles the operational side plus billing.

SEO Deliverable Tracking

Recurring monthly tasks for technical audits, content production, link building, and reporting. Automated task creation, team assignment, and deadline management. FreshBooks has no project management capabilities for this.

Key Features for SEO Teams

  • Retainer Tracking. Hour allocations, real-time utilization monitoring, and burndown tracking per SEO client.
  • Recurring Deliverables. Auto-regenerating monthly SEO task sets with assignments, deadlines, and completion tracking.
  • Client Portal. Branded dashboards with campaign progress, deliverable status, and retainer usage for each client.
Full guide: AgencyPro for SEO Agencies

For Web Development Agencies

FreshBooks handles your web development invoices, but managing the actual development projects happens elsewhere. You need milestone tracking, phased billing, client approval workflows, and scope management integrated with your invoicing — not as separate disconnected systems.

Where FreshBooks Falls Short

  • FreshBooks project management is too simplistic for phased web development builds with milestones and dependencies
  • Milestone-based billing requires manually creating invoices when project phases complete — no automation
  • No client approval workflows for wireframes, designs, or staging reviews

How AgencyPro Solves It

Integrated Project & Billing

AgencyPro connects your web development project management directly to billing. Milestones trigger invoices. Tracked hours generate time-based bills. Scope changes automatically adjust project budgets. In FreshBooks, projects and billing are disconnected.

Development Project Structure

Proper phased project management with milestones, dependencies, team assignments, and approval gates. FreshBooks' "projects" are glorified time trackers, not real project management tools for complex web builds.

Key Features for Web Dev Teams

  • Phased Project Management. Web projects with proper phases, milestones, dependencies, and team task assignments.
  • Milestone Billing. Invoices tied to project milestones that generate automatically on completion and approval.
  • Client Approvals. Formal sign-off on wireframes, designs, and staging builds with audit trails.
Full guide: AgencyPro for Web Development Agencies

For Creative Agencies

FreshBooks tracks your creative agency's finances, but it doesn't manage creative projects, proofing workflows, or team collaboration. You're paying for invoicing software plus 3-4 other tools to actually run your agency. AgencyPro consolidates everything creative agencies need into one beautiful platform.

Where FreshBooks Falls Short

  • FreshBooks is a financial tool — it has no creative project management, proofing, or design workflow capabilities
  • Creative agencies using FreshBooks still need Asana + InVision + Harvest + Dropbox to operate
  • No client-facing project portal — FreshBooks only shows invoices to clients

How AgencyPro Solves It

One Platform for Creative Operations

Project management, creative proofing, team workflows, client portals, time tracking, and invoicing in a single platform. Replace the FreshBooks + 4 tools stack with AgencyPro.

Creative Proofing & Approval

Share creative work for client review, collect structured feedback, and track formal approvals. This core creative agency workflow simply doesn't exist in FreshBooks.

Key Features for Creative Teams

  • Creative Project Management. Phased creative projects with briefs, concepts, execution, review, and delivery workflows.
  • Client Proofing Portal. Upload creative assets for client review, feedback, and formal approval.
  • Team Workflows. Multi-person assignments, workload balancing, and creative team coordination.
Full guide: AgencyPro for Creative Agencies

For Consulting Agencies

FreshBooks handles your consulting invoices, but it treats your firm like any freelancer sending bills. Consulting agencies need structured engagement management, deliverable workflows, client portals for sharing reports and recommendations, and retainer tracking tied to actual utilization. AgencyPro replaces FreshBooks and the 3-4 other tools consulting firms cobble together.

Where FreshBooks Falls Short

  • FreshBooks is an accounting tool with no engagement or deliverable management — consulting agencies use it purely for invoicing and track everything else manually
  • Client deliverable sharing happens via email attachments or shared drives because FreshBooks has no client portal for engagement visibility
  • Retainer tracking requires manual reconciliation — FreshBooks invoices monthly but has no concept of hours consumed versus hours allocated

How AgencyPro Solves It

Engagement Management

Structure work by client engagement with defined deliverables, milestones, and timelines. AgencyPro understands how consulting firms organize work — by engagement, not by invoice. FreshBooks treats every project as a billing container.

Client Deliverable Portals

Clients access reports, recommendations, and engagement status through branded portals with your firm's identity. No more emailing deliverables as attachments or sharing messy Google Drive folders. FreshBooks only shows clients invoices.

Key Features for Consulting Teams

  • Engagement Structure. Organize work by client engagement with defined deliverables, milestones, and phase-based timelines.
  • Retainer Management. Track hour allocations, monitor real-time utilization, and auto-generate monthly retainer invoices tied to work.
  • Client Portal. Branded dashboards where consulting clients access deliverables, track engagement progress, and communicate with your team.
Full guide: AgencyPro for Consulting Agencies

For PR Agencies

FreshBooks sends your retainer invoices, but PR agencies need campaign management, media outreach tracking, client reporting dashboards, and press release approval workflows. You're running an accounting tool for a business that lives on relationships and deliverables. AgencyPro gives PR agencies the operational backbone FreshBooks was never built to provide.

Where FreshBooks Falls Short

  • FreshBooks has no campaign or project management — PR agencies use it strictly for invoicing and manage all campaign work in separate tools
  • Client reporting on media placements, outreach progress, and campaign results requires manual compilation outside FreshBooks in spreadsheets or slide decks
  • Retainer tracking for PR engagements is completely disconnected from actual campaign work — FreshBooks bills a flat amount with no utilization visibility

How AgencyPro Solves It

PR Campaign Management

Organize campaigns by client with media outreach tracking, deliverable management, and deadline coordination. AgencyPro structures work the way PR agencies actually operate — by campaign and client, not by invoice. FreshBooks has no concept of campaign workflows.

Client PR Dashboards

Each PR client gets a branded portal showing campaign status, deliverable completion, and engagement activity. Clients stay informed without endless status emails. FreshBooks only shows clients their invoices and payment history — zero campaign visibility.

Key Features for PR Teams

  • PR Campaign Structure. Organize campaigns with media outreach lists, coverage tracking, deliverable timelines, and team assignments per client.
  • Client Visibility. Branded portals where PR clients monitor campaign progress, review deliverables, and track retainer utilization.
  • Retainer Management. Track hours and deliverables against monthly retainer allocations with real-time utilization dashboards.
Full guide: AgencyPro for PR Agencies

For Video Production Agencies

FreshBooks invoices your video clients, but video production agencies need phased project management across pre-production, production, and post, client review workflows for rough cuts and final edits, and milestone billing tied to deliverables. You're running an accounting tool for one of the most complex project types in the agency world. AgencyPro handles the full video production lifecycle with integrated billing.

Where FreshBooks Falls Short

  • FreshBooks has no project management for video production — no phases, no milestones, no dependencies between pre-production, shooting, and post-production
  • Client video review and cut approval happens outside FreshBooks through email chains, Frame.io, or Vimeo links with no structured feedback workflow
  • Milestone billing requires manually creating invoices when phases complete — FreshBooks has no awareness of project progress or phase gates

How AgencyPro Solves It

Video Project Phases

Pre-production, production, and post-production structured with proper phase gates, milestones, and team assignments. AgencyPro understands that video projects move through distinct stages with different teams and deliverables. FreshBooks has no concept of phased project management.

Client Review Workflows

Share rough cuts, edits, and final deliverables for client review through branded portals. Clients leave timestamped feedback, request revisions, and formally approve cuts. No more scattered email threads or third-party review tools alongside FreshBooks.

Key Features for Video Teams

  • Video Project Templates. Pre-built phase structures for video production with milestones, deliverables, and team role assignments per stage.
  • Client Review Portal. Share cuts and edits for client feedback with structured revision requests and formal approval tracking.
  • Milestone Billing. Payment milestones tied to project phases that auto-generate invoices when approved by clients.
Full guide: AgencyPro for Video Production Agencies

For Social Media Agencies

FreshBooks invoices your social media clients, but managing multiple client accounts requires content calendars, client approval workflows for posts and creatives, retainer tracking tied to deliverable output, and multi-platform coordination. You're running accounting software for a content-driven business. AgencyPro provides the full social media agency operational stack with integrated billing.

Where FreshBooks Falls Short

  • FreshBooks has no content calendar or project management — social media agencies use it only for invoicing and manage all content workflows elsewhere
  • Client content approval happens via email threads or Slack messages because FreshBooks has no approval workflow or client-facing content review
  • Retainer tracking is completely disconnected from content production — FreshBooks bills monthly with no visibility into posts delivered versus hours allocated

How AgencyPro Solves It

Content Calendar Management

Recurring content tasks, editorial calendars, and multi-platform scheduling organized by client. AgencyPro structures work the way social media agencies operate — by client account and content cycle. FreshBooks has no concept of content workflows or recurring deliverables.

Client Content Approval

Route posts, graphics, and campaign content to clients for review and approval through branded portals before publication. Clients see content drafts, leave feedback, and formally approve. No more scattered email approval chains alongside a separate FreshBooks invoice.

Key Features for Social Teams

  • Content Calendar. Plan and track content with recurring tasks, editorial schedules, and platform-specific organization per client.
  • Client Approval Portal. Route posts, creatives, and campaign content to clients for structured review and formal approval before publishing.
  • Retainer Tracking. Track hours and deliverable counts against monthly retainer allocations with real-time utilization dashboards.
Full guide: AgencyPro for Social Media Agencies

For E-commerce Agencies

FreshBooks invoices your e-commerce clients, but building Shopify stores, WooCommerce sites, and running ongoing CRO optimization requires phased project management with milestone billing, client approval checkpoints for design and staging reviews, and retainer tracking for monthly optimization work. You're managing complex multi-phase builds from an accounting tool that has no concept of project phases or client visibility. AgencyPro handles the full e-commerce agency lifecycle with integrated billing.

Where FreshBooks Falls Short

  • FreshBooks has no project management for store builds — e-commerce agencies track discovery, design, development, QA, and launch phases entirely in separate tools
  • Clients investing $20K-$50K in a store build want to see project progress, but FreshBooks only shows them invoices and payment history — zero project visibility
  • Milestone billing for builds requires manually creating invoices when phases complete because FreshBooks has no awareness of project progress or approval gates

How AgencyPro Solves It

E-commerce Project Phases

Structure store builds with proper phases — discovery, UX/UI design, development, content migration, QA, and launch — with milestones, client approval gates, and task dependencies. AgencyPro understands phased project delivery. FreshBooks has no concept of project phases or milestone-based workflows.

Client Project Portals

Every e-commerce client gets a branded dashboard showing their project timeline, current phase status, upcoming milestones, and pending actions like design approvals or content submissions. Clients track their $30K+ investment in real time instead of waiting for monthly status emails. FreshBooks shows clients only their invoices.

Key Features for E-commerce Teams

  • Store Build Templates. Pre-built phased project structures for Shopify, WooCommerce, BigCommerce, and custom e-commerce builds with milestones and approval gates per phase.
  • Client Approval Gates. Require client sign-off on wireframes, design mockups, staging sites, and content before advancing to the next phase. Approvals are timestamped for your records.
  • Retainer Management. Track monthly optimization retainers with hour or deliverable quotas, utilization dashboards, and automated invoice generation at each billing cycle.
Full guide: AgencyPro for E-commerce Agencies

How to Migrate From FreshBooks to AgencyPro

Most agencies are fully operational on AgencyPro within a week. Here's what migration looks like, step by step:

  1. 1

    Export your data from FreshBooks

    Export projects, tasks, clients, and contacts from FreshBooks as CSV. Your existingFreshBooks workspace stays intact — migration is additive, not destructive.

  2. 2

    Import into AgencyPro

    Use AgencyPro's guided CSV import to map your FreshBooks clients, projects, and tasks into structured agency workspaces. Our onboarding team can do the import for you on paid plans.

  3. 3

    Configure client portals & branding

    Set up your branded client portal with your logo, colors, and custom domain. Decide which clients get portal access and what they can see — deliverables, invoices, retainer usage, communications.

  4. 4

    Set up billing & retainers

    Move recurring retainer billing into AgencyPro so you can stop reconcilingFreshBooks hours with QuickBooks invoices. Connect Stripe for payments, define retainer terms, and let invoices generate automatically.

  5. 5

    Run both tools in parallel for a week

    Don't cancel FreshBooks on day one. Run both in parallel for 5-7 days to verify everything migrated correctly. Then sunset FreshBooks and the 3-4 bolt-on tools you no longer need.

See all migration guides
★★★★☆ Trustpilot★★★★☆ G2★★★★☆ Capterra
“FreshBooks is a solid invoicing tool but it doesn't know anything about projects, retainers, or capacity. As a marketing agency that ran on time-blocks-by-client, AgencyPro was the operations layer we were missing.”

— Representative customer scenario, verified on Trustpilot

Everything FreshBooks Doesn't Include — And AgencyPro Does

FreshBooks solves a slice of the agency operations problem. AgencyPro covers the full lifecycle — from lead to proposal to project to invoice to retainer to renewal.

Campaign Project Management

Full project management for marketing campaigns with team assignments, milestones, and deliverable tracking.

Client Portal

Branded client dashboards with campaign progress, content approvals, retainer tracking, and messaging.

Retainer Billing

Native retainer management with hour tracking, utilization monitoring, and automated monthly invoicing.

Team Collaboration

Multi-person team management with workload balancing, capacity planning, and task coordination.

Integrated Invoicing

Generate invoices from tracked time, retainer amounts, or project milestones — billing connected to actual work.

Agency Analytics

Revenue, profitability, utilization, and pipeline dashboards designed for agency operations.

Design Project Management

Phased creative projects with milestones, tasks, team assignments, and approval workflows built for design work.

Client Proofing

Upload designs for client review with structured feedback and formal approval tracking.

Revision Management

Track revision rounds, enforce limits, and bill for additional revisions beyond the contract.

Team Workflows

Assign designers, manage workloads, and coordinate multi-person creative projects.

AgencyPro vs FreshBooks: Pricing Comparison

FreshBooks typically uses per-seat pricing that scales with your team and requires paid bolt-on tools for invoicing, time tracking, and client portals. AgencyPro is a flat plan with unlimited clients and contractors, billed per agency seat — not per client.

Cost CategoryAgencyProFreshBooks Stack
Project managementIncludedFreshBooks per-seat
Time trackingIncluded — nativeHarvest / Toggl ~$10-15/user/mo
Invoicing & paymentsIncluded — Stripe-connectedQuickBooks/FreshBooks ~$30-60/mo
Client portalIncluded — custom brandingSuiteDash/Copilot ~$30-50/mo
CRM & pipelineIncludedHubSpot/Pipedrive ~$15-50/user/mo
Proposals & e-signIncludedPandaDoc/Proposify ~$19-49/mo
Total monthly cost (8-person agency)From $99/mo flat$400-700+/mo across 5 tools

Pricing estimates based on published list prices for tools commonly paired with FreshBooks. See full AgencyPro pricing for details.

Frequently Asked Questions

Does AgencyPro handle accounting like FreshBooks?

AgencyPro handles invoicing, payments, and revenue tracking for agencies. For full accounting (tax prep, expense categorization, profit/loss statements), you may still use QuickBooks or Xero. AgencyPro integrates with these tools and replaces FreshBooks' invoicing while adding agency management features FreshBooks lacks.

Can I still send professional invoices with AgencyPro?

Yes. AgencyPro generates professional, branded invoices from tracked time, retainer amounts, or custom line items. You can customize invoice templates, automate recurring invoicing, and track payment status — all within the platform.

How does AgencyPro compare to FreshBooks on pricing?

For billing-only needs, FreshBooks may be cheaper. But once you add the project management, time tracking, and client communication tools marketing agencies need, AgencyPro's all-in-one pricing is typically 40-60% less than the FreshBooks + tools stack.

Is migration from FreshBooks straightforward?

Yes. Export your client and invoice data from FreshBooks and import into AgencyPro. The onboarding team helps map your billing structures and set up the project management and client portal features that are new to your workflow.

Does AgencyPro generate invoices as well as FreshBooks?

Yes. AgencyPro creates professional, branded invoices from tracked hours, project milestones, or custom line items. Automated recurring invoicing, payment tracking, and reminders are all included. The key addition is that invoicing is connected to your project management and time tracking.

Can design agencies do creative proofing in AgencyPro?

Clients can review uploaded design assets, leave feedback, and formally approve deliverables through their branded portal. This replaces the separate proofing tools design agencies typically use alongside FreshBooks for billing.

Will I lose any invoicing features by switching from FreshBooks?

AgencyPro covers the invoicing features agencies need — invoice creation, recurring billing, payment tracking, and client payment portals. For advanced accounting (tax prep, categorized expense tracking), you can integrate with QuickBooks or Xero while using AgencyPro for everything else.

How quickly can I migrate from FreshBooks?

Most design agencies migrate within a week. Export invoice and client data from FreshBooks, import into AgencyPro, and set up your design project templates and client portals. The onboarding team helps ensure a smooth transition.

Does AgencyPro handle the invoicing I currently do in FreshBooks?

Yes. AgencyPro generates professional invoices, supports recurring billing, tracks payments, and sends reminders. The difference is that invoicing is connected to your time tracking and retainer management, so invoices reflect actual work performed.

Can I track retainer utilization in AgencyPro?

Yes, Define monthly retainer hours per client, track time entries against allocations in real-time, view utilization dashboards, and receive alerts when clients approach limits. This operational visibility is impossible in FreshBooks.

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Replace FreshBooks With One Platform Built for Agencies

Agencies switch from FreshBooks to AgencyPro to consolidate project management, client portals, retainer billing, and time tracking into one platform — at a lower total cost than the stack FreshBooks requires.

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