Running a surrogacy agency is labor-intensive, with staffing costs consuming a significant portion of your budget. What if you could streamline your operations, reduce costs, and improve client satisfaction—all without adding extra work for your team?
Too good to be true? Think again.
At Infertility Portal, we have combined 40+ years of third-party reproduction experience to build a specialized software package designed exclusively for surrogacy agencies.
Unlike generic software, you own this system – no leasing, no long-term contracts. It is fully customizable to fit your agency’s unique workflow so that it works the way you do, not the other way around.
Setting up a fully customized system takes 3-4 months, but your team does not have to wait for the completed project. As each segment is completed, staff can begin using it immediately.
Many agencies start with their initial surrogate application on their website. That form will directly feed into the system, allowing them to instantly track inquiries and communicate with surrogates, all within the software. From there, additional automation and features are implemented, making the transition smooth and manageable.
For the first time, a custom-designed system is available to surrogacy agencies—one that helps you reduce manual work, stay organized, and scale your business.
Ready to see how easy the transition can be? Contact us to schedule a free Demo.
Our approach is rooted in efficiency, affordability, and ensuring you have full access to your data, while addressing the specific needs of your practice.
Large companies and corporations have long used advanced software to manage customer data. Ever wonder how a customer service team instantly knows your history from just your phone number? That’s the power of a centralized, intelligent system.
Until now, these platforms were often expensive and out of reach for smaller agencies. But with STEPS, you can access the same powerful features at a reasonable cost that gives you full ownership.
With just a click or two, you can send forms, questionnaires, or document requests, automatically linked back to each client’s record. Submitted data and PDFs are instantly organized under the Attachments tab in each record, so you’ll never have to dig through emails or folders again.
Our goal is to deliver innovative, easy-to-use tools built specifically for surrogacy agencies — so you can stay organized, responsive, and confident in your work.
STEPS: Your Complete Platform to Manage and Track Surrogacy Cases.
No more digging through your inbox to find important conversations!
With our specialized software for surrogacy agencies, every email sent or received is automatically stored under the client’s record. Simply click the Emails tab, and you will see the full conversation history—no searching, no scattered messages, just everything in one place.
This feature is especially valuable when:
✔️ One staff member is covering for another—they can quickly review past emails and get up to speed.
✔️ A new hire joins your team—they can carefully read past correspondence and understand the surrogate’s or intended parent’s needs without missing details.
✔️ A client calls the office—you can instantly check the last interaction and respond with confidence.
Our software keeps you organized, improves response times, and ensures you never lose track of important communication.
STEPS keeps you on track with built-in reminders, automated emails, and texts — so you never miss a follow-up and every client stays in the loop.
Keeping track of every inquiry and knowing when to follow up can be overwhelming. STEPS simplifies this with smart automation, so no lead is ever left behind.
The status of each of your cases can be determined at a glance. No more searching spreadsheets or losing track of your cases.
Many surrogacy software platforms operate on a subscription or leasing model, meaning you keep paying, but never truly own the system. With our specialized solution, you own your platform outright: no ongoing leasing fees, no risk of losing access, and full control over your data.
Your information stays private and secure, stored within your own dedicated system — not in a shared database with other agencies. Only you and your team can access your records, protecting the confidentiality of your intended parents, surrogates, and donors.
With STEPS, you’re not just using software — you’re investing in a customizable, secure platform that grows with your agency.
It’s fully yours, from day one.
STEPS is a customizable software platform built specifically for surrogacy agencies. It helps you stay organized by managing and nurturing incoming inquiries, tracking communication with intended parents and surrogates, and automating routine administrative tasks that often consume valuable staff time.
With STEPS, your team can spend less time juggling spreadsheets and follow-ups—and more time focusing on what matters most: supporting families throughout their journey.
STEPS keeps your agency organized by centralizing all client data and streamlining daily tasks and workflows. It gives you a clear, real-time view of your interactions with intended parents, surrogates, and egg donors—so nothing gets lost or overlooked. By reducing manual work and improving access to key information, STEPS helps your team work smarter, respond faster, and manage every journey with confidence.
Yes—STEPS is designed with simplicity in mind. The platform is user-friendly, with intuitive layouts that make it easy for staff to navigate. Most team members are up and running within just a few hours of training.
We understand that switching to a new system can feel overwhelming, which is why we tailor STEPS to mirror your agency’s existing workflow as closely as possible — minimizing disruption and reducing the learning curve. You’ll also benefit from thoughtful automation and smart workflow enhancements designed to save time, not add stress.
With STEPS, every intended parent or surrogate inquiry is automatically captured and organized into its own record. From there, automation tools help your staff follow up promptly and consistently, according to timelines and processes you define.
If a lead doesn’t respond after several attempts, STEPS can continue automated follow-ups for a set period, helping you stay engaged without burdening your team.
You can also send tailored emails to intended parents with updates on wait times, available matches, newsletters, or other helpful information, keeping your agency top of mind while maintaining a professional, personalized experience.
The cost of implementing STEPS depends on the level of customization your agency chooses. We work with you to tailor the platform to your specific needs, and we also train your nominated staff to make many changes on their own as your agency grows.
The system is designed to be flexible and user-friendly, so most future updates and adjustments can be handled in-house, without needing a developer or outside support. That means lower long-term costs and full control over how your platform evolves with you.
On average, STEPS costs about the same as two years of leasing a subscription-based platform. But unlike leasing, you own your software outright — no monthly fees, no surprise price increases as your business grows, and complete control over your system for years to come.
Yes—STEPS is built to support surrogacy agencies of all sizes, from small teams just starting to large, established organizations. The platform scales with you, offering the tools you need now and the flexibility to grow as your agency expands. Whether you manage a handful of cases or dozens at a time, STEPS keeps your operations organized, efficient, and fully in your control.
Absolutely. STEPS gives your team instant access to each client’s full communication history and key case details. This includes journey status, the Intended Parent’s country of residence, match information, IVF clinic details, as well as a list of all professionals associated with each case. This complete overview appears right on the home page of each record, so your staff always has the most up-to-date information at their fingertips.
Automated reminders also prompt timely follow-ups on calls and emails, helping ensure no message is missed and every client feels supported throughout their journey.
Every agency is unique, which is why STEPS is designed to be fully adaptable to your specific workflows, processes, and goals. Whether you’re just starting out or scaling rapidly, STEPS grows with you. Our platform can handle up to 500,000 records, giving you room to expand without limits (and without added costs!).
What sets us apart is our 40+ years of hands-on experience in the surrogacy and egg donor field. We use that expertise to help you design the perfect software package—tailored to support your team, streamline your processes, and serve your clients more effectively.
In most cases, yes. Integration depends on the software you’re currently using, but STEPS is built with flexibility in mind. Our platform provides a range of API endpoints that support integration with many third-party tools and systems.
We’re happy to work directly with your current software provider or IT manager to explore integration options and ensure a smooth connection between systems.
We recommend that each agency nominates at least 1 person from each department for training, and then that person can train his/her colleagues. We encourage each agency to train at least 2 staff members.
