Health and safety consultant software and CRM
RegiaPro is software for health and safety coordinators running several sites at once: the CRM keeps track of the clients, contractors and designers who put work your way, and the management side keeps your quotes, appointments, reports, payments and invoices. In the steps below, this trade is already set up.
Built for more than 50 trades: this one is already set up for yours
Engagement accepted
documents and deadlines in one record
Today in RegiaPro
Example with made-up data
9
Active engagements
+2 this month
4
Deadlines
this week
€5,800
To be collected
3 fee notes open
Engagement accepted by the client
8 min ago
Fee note sent
yesterday
Case deadline on Friday
yesterday
- Free for 14 days, no card needed
- Works in the browser, on your phone too
- Calendar synced with Google and iCloud
- WhatsApp messages already written
- Invoices from your Fatture in Cloud, from the Pro plan
- Public prices, the same for everyone
Type of work
What do you do? If you can’t find yours, the last option is just fine.
What do you need? The basics for Health and safety consultant software and CRM are switched on. Switch on what you really need: we’ll pick the plan from here.
Your RegiaPro is ready.
Tap a plan: below you see what is inside.
There is only one price list. Photo galleries come with every plan: if you don't deliver photos you simply don't open them, and the price stays the same. Compare all the plans
What you get with
The menu
An enquiry record
The fields of your trade are highlighted
The stages of the job
Where every job stands, at a glance
A safety coordinator lives between plans due before work starts, site visits you can’t miss and clients who pay when the site closes. You draft the safety plan and the health and safety file with your own tools; RegiaPro, software for health and safety coordinators, keeps the appointments, proposals, signed documents and payments of every site in order, from any browser, on site too. Pricing starts at €19.90 a month.
What you’ll find inside RegiaPro: from enquiry to invoice
One program for clients, proposals, engagements and invoices. Tap a card to see how it works.
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One record per client
Calls, quotes, contracts and payments in date order: when they call back six months later, you know at once where you left off.
The Lead module -
Who to call back today
Every morning, the list of people to get back to, with the WhatsApp message already written. It goes from your own number, when you decide.
Follow-ups and messages -
Quotes from your own template
The PDF with your logo, sent as a link: you know when it was opened. If there is no reply, the program brings it back to you after 3, 7, 14 and 30 days.
The quote -
The contract without retyping
It comes from the accepted quote, with the details already in, and comes out as a PDF ready to sign. From the Pro plan.
Which plans include it -
The site visit
It is a stage of the job, with its own date; the travel cost is worked out on the real route.
The costs of each job -
Consulting on a retainer
The draft invoice for each period gets ready on its own. From the Pro plan.
Fees and renewals -
Deposit, balance and invoice
Deposit and balance are recorded separately, each with its own date. The invoice comes out of the record with numbering that carries on by itself: from the Pro plan, with the XML file from the Studio plan.
The plans compared -
The calendar you already have
Appointments and jobs in your phone’s calendar: RegiaPro connects to Google Calendar and iCloud.
The connected calendar -
What is really left
A job’s costs come off that job, the business costs off the year: in December you know what is left, not just what came in.
The figures of each job -
From your phone, on site
It works in your phone’s browser: open the client’s record and attach photos and documents, up to 15 MB each.
How it works
RegiaPro up close: the real screens
This is what the program looks like inside. Sample data: the clients, the jobs and the amounts are made up.
Health and safety coordinator software: design and construction coordinators running several sites
RegiaPro is built for the surveyor, engineer or architect who works as a self-employed coordinator with three, five or ten sites of different sizes on the go. These are the situations where one record per appointment pays off most.
Design-stage coordination
The client appoints you when the design is commissioned: safety and coordination plan, health and safety file, estimate of safety costs. The work is concentrated into a few weeks with a clear deadline, the tender or the award to the contractor.
Construction-stage coordination
From the start of work to completion: checking the contractors’ method statements, meetings, regular site visits, reports, updating the plan. It is the longest appointment and the one where the paperwork multiplies.
Private renovations and blocks of flats
The detached house with three contractors taking turns, the refurbished façade of a block of flats: clients who don’t know the rules and need someone to explain them patiently.
Takeovers and urgent appointments
The previous coordinator leaves after work has started, the contractor finds out it has to bring in a subcontractor: appointments that arrive with the site already open and little time to get organised.
Where coordinators lose time
You know the construction safety regulations inside out. What gets complicated is the part no course teaches: who proposed the site to you, what fee you wrote down, whether the client has signed the appointment, which site still has to pay. RegiaPro’s CRM tracks the people and the follow-ups; the management side keeps quotes, appointments, documents and payments.
Day one: the coordinator’s open sites
Start by adding your open sites: one record per appointment, with the start or completion date, the agreed fee and the appointments already signed. From there the calendar shows the confirmed dates and every record tells you how much is still to be paid.
CRM for health and safety consultants: clients, contractors and designers
A coordinator gets appointments through different routes: the designer who recommends you to the client, the contractor who suggests you, the property manager, the client from a previous site. Here are six situations where an appointment is usually lost, and what you find in RegiaPro instead.
The designer recommends you to the client
They send you the client’s name and number in a quick message, and a week later you can’t remember which site it belongs to.
In RegiaPro a record is created with the source “Collaborator” and the designer’s name in the notes.
The client compares three quotes
They’ve asked others for a coordination price too and put off the decision until the contractor pushes.
In RegiaPro you’re reminded about the undecided client three days after the quote, and if they’re still silent, at seven, fourteen and thirty days.
The site documents are everywhere
Prior notification, contractors’ method statements, signed reports, site visit photos.
In RegiaPro they’re attached to the site record as PDF, Word or image files, up to 15 MB each.
The start of work is getting close
Without the plan delivered and the appointments signed the contractor shouldn’t go on site, but the scaffolding is already booked.
In RegiaPro the confirmed start date is on your phone’s calendar, and the important note reminds you seven days before that date.
The same client, two stages
First the plan at design stage, then coordination during the works, perhaps with different timings and payments.
In RegiaPro you open one record per stage, and the details of who pays, entered once, apply to both.
Distant site visits eat into your earnings
Forty kilometres for every visit, a colleague covering for you during a week’s holiday.
In RegiaPro travel, collaborator and extra costs sit on the record, and the Report deducts them from your takings in the margin.
Construction-stage safety coordinator: a site step by step in the software
Below is a coordination appointment handled in RegiaPro from the first phone call to the final report. The client, designers, dates and figures are made up: they show how the software is used and are not meant to suggest a fee.
The case: an extension with three contractors
On 10 February the architect Paolo writes to you: his client Roberta is extending her house with a new ground-floor wing. A building contractor, a plumbing and electrical installer and a roofer will be working there, with a planned start on 4 May and completion on 31 August. A coordinator is needed for both the design and construction stages.
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Two records, one per stage
You open the “safety plan” record for Roberta with phone, email, the source “Collaborator” and the site’s town. In the “Who the documents are made out to” box you enter Roberta’s tax code and address, as she is the one paying. In the notes you write the street, type of work, expected contractors and the architect’s name. Once the record is saved, you attach the design drawings and the schedule Paolo forwarded to you. You’ll open the construction-stage coordination record later, already linked to the same details.
Try it for 14 days -
The safety plan quote, with the services in the note
On 13 February you put the fee, €1,400, on the record and prepare the quote: a PDF with your practice’s logo, Roberta’s details and your template text, with the number of days it’s valid for. The amount goes on one line; in the note printed at the bottom you list the services: safety and coordination plan, estimate of safety costs, health and safety file, draft prior notification. You email it from the record; the status changes to “Quote sent” and the log records the send.
The quote from your template -
The proposal including the construction stage
On 18 February Roberta asks for a price that also covers site visits during the works. You prepare a second quote from the same record, with the amount raised to €4,000 and the weekly visits, contractor meetings and reports in the note: it gets number 18/2026-P, and 17/2026-P stays as it was. Without a reply, from 21 February Roberta would have appeared among the clients to follow up.
The quote from your template -
Roberta signs the engagement letter and appointments
On 25 February Roberta accepts the full proposal. You bring the first record back to €1,400 for the plan and open the second, “construction-stage coordination”, at €2,600, so each stage has its own payment. On the Pro plan you generate the engagement letter from the first record; in your template it’s called “Health and safety coordinator appointment” and already contains the clauses you work with. RegiaPro fills in the client’s name and tax code, the date, fee and number, and takes the two stages entrusted to you from the notes. Roberta signs it together with the two appointments.
The contract, from the Pro plan -
The plan delivered and the date on the calendar
You confirm the first record by setting 10 April, the delivery date for the plan and the health and safety file, so it appears among the Google or iCloud events on your phone. As the important note you leave “ask Paolo for the final contractors’ names for the notification”: the reminder falls due on 3 April. On 10 April you attach the signed plan, Roberta pays the €1,400 by bank transfer, and you note the date and method, and the Pro plan produces the invoice for the design stage.
The connected calendar -
The site in the second record
The construction-stage coordination record has the date of 4 May and the site’s town, from which you calculate the travel. In the important note you write “check the method statements of all three contractors before they go on site”: it reminds you on 27 April. Between May and August you attach the kick-off meeting report, the site visit reports and the photos; when a colleague covers for you for a week, you record them as a collaborator, €150.
Try it for 14 days -
Final report, balance and the construction-stage invoice
On 31 August you close with the final report and attach the updated health and safety file. Among the extra costs on the second record you enter €35 for the bound copies delivered to the client. On 5 September Roberta pays the €2,600: you record the bank transfer and prepare the invoice for the second record, with the details already filled in and the next number for the year.
Invoices and payments in the plans
The numbers on Roberta’s site
Plan and health and safety file €1,400, construction stage €2,600: €4,000 received. Less €150 for your colleague and €35 for copies, that leaves €3,815, before travel, tax and the hours spent on site. The two records hold two quotes, the engagement letter, the appointments, the plan, the reports, the photos and two invoices; in the Report those payments go on the line for work that came from collaborators.
Roberta’s site in a table (example with made-up data)
| Date | What happens | What you do in RegiaPro |
|---|---|---|
| 10 February | The architect refers the site | Plan record, source “Collaborator”, drawings attached |
| 13 February | Safety plan proposal, €1,400 | Quote 17/2026-P with the services in the note, status “Quote sent” |
| 18 February | Request including the construction stage | Quote 18/2026-P for €4,000, 17/2026-P kept |
| 25 February | Accepts and signs the appointments | Engagement letter as a PDF, second record at €2,600 for the construction stage |
| 3 - 10 April | Final contractors and plan delivery | Reminder, plan attached, bank transfer and invoice for the first record |
| 4 May - 31 August | Site visits, meetings and reports | Second record with travel, reports, photos and stand-in colleague |
| 5 September | Coordination balance | Bank transfer recorded and invoice for the second record |
Prior notification, reports and health and safety file: the documents for every site
A well-run site produces a pile of paperwork that someone, one day, will ask to see. In RegiaPro every document stays on the record of the site it belongs to, and the log keeps the date you sent it.
The prior notification
When more than one contractor works on site, the notification must be sent before work starts, and a copy stays on display. The draft you prepare and the submission receipt are attached to the record, so you have them at the first inspection.
The contractors’ method statements
Each contractor delivers its own method statement and the coordinator checks it is suitable. You attach the statements received and your comments, and in the record’s notes you keep the list of contractors and their contacts.
Site visit and meeting reports
The site visit report, with instructions and photos, and the coordination meeting report with signatures: scanned or exported to PDF, they stay in order on the record. When you forward them to the client from the software’s email, attaching the file, that step goes into the log too.
The health and safety file
You prepare it at design stage and update it at the end of the works: both versions sit on the record, ready to hand to the client together with the final report.
The WhatsApp message to the client
Among your WhatsApp texts you save, once, the reminder for the client: let you know about every new contractor or subcontractor before they go on site, with the site’s town filled in by the placeholder. You open it from the record, already complete, and it goes from your number.
Safety and coordination plan: the design-stage coordinator’s quote and fee
A coordinator’s fee depends on the value of the works, how long the site runs and the number of visits. The person asking wants to understand quickly what they’re paying for; the person writing it wants a proposal that holds up when the site overruns. In RegiaPro the quote starts from the client’s record.
Visits and meetings in the quote note
Plan, estimate of safety costs, health and safety file, planned visits and how often, meetings, reports: the note is printed under the amount and the client reads everything before signing.
Fee and insurance in writing
The fee must be given to the client in writing, together with the complexity of the appointment and your professional indemnity insurance details. The numbered, dated quote is proof of what you proposed.
When coordination overruns
If the works run two months longer, you update the amount on the construction-stage record and prepare a new quote with the extra visits in the note. The quote signed at the start is not changed and keeps its number.
Sites that still owe you for coordination
Deposit and balance instalments are recorded on the record with date and method. The home page shows the outstanding balances of all your sites, so you know which client still has to pay.
The coordination invoice
On the Pro plan the invoice is generated from the site record, made out to the client and numbered in sequence; for coordinators on Italy’s flat-rate scheme RegiaPro adds the exemption wording and the stamp duty. The Studio plan also produces the file to send to the SdI (Italy’s e-invoicing system) and, once the year is closed, an archive of all your invoices.
RegiaPro’s overheads page, captured with demo figures. When you work by project you’ll find items such as “Car and site visits” or “Technical equipment and software”; the mileage for a specific site is instead calculated on its record.
Want to see it with your own work?
Fourteen days with the Full plan features, no card needed. Then you decide.
Free photos from Pexels and real screenshots of the software, with made-up data.
Appointing the safety coordinator: the engagement letter to sign
The client makes the appointment, but it’s worth putting in writing beforehand what you do and what it costs. In RegiaPro, from the Pro plan, you prepare the document from the record: the wording is yours, the details fill themselves in.
Design, construction or both
Design, construction or both, with what each includes. You write the services for each site in the record’s notes and the placeholder carries them into the document.
Visits and meetings included
How many visits, how often, how many coordination meetings, and how extra ones are agreed. It’s the clause you need when the site runs longer than planned.
Coordination fee and payments
Total fee, advance and balance are taken from the record, together with the client’s personal and tax details: what gets signed matches what will be paid.
The client’s commitments to the coordinator
Telling you about contractors and subcontractors before they go on site, sending the notification, guaranteeing you access. Written once in the template, they apply to every appointment.
Engagement letter signed together with the appointments
The client signs it on paper at the same time as the appointments; the signed copy is uploaded to the site record.
Software for health and safety coordinators: plan writing, document control or CRM?
Anyone looking for health and safety coordinator software finds almost nothing but programs for writing plans. On 14 September 2026 we ran two searches and read three pages in depth: two programs for drafting plans, reports and deadlines, and a guide to choosing site management software. We found no prices, and CRM didn’t appear in the titles.
| Program for drafting safety plans and method statements | Document control platform | RegiaPro, business software and CRM | |
|---|---|---|---|
| Who it's for | Coordinators and contractors who write plans and reports | Contractors, main contractors, large sites | Self-employed coordinators with private clients and small contractors |
| What it handles | Plans, safety costs, reports, health and safety file, deadlines | Contractors’ documents, deadlines, site access | Clients, sources, quotes, appointments, attached documents, payments, invoices |
| Price | Not stated on the pages we read | Not stated on the page we read | From €19.90 a month, published |
| How to try it | Demo with a sales rep | Demo with a sales rep | 14 days with the Full plan switched on |
Right for coordinators who
- coordinate sites for private clients, blocks of flats and small contractors, even many at once;
- need to know which client is waiting for a proposal, what’s signed and who has to pay;
- would rather read a price than book a demo.
What a construction-stage coordinator finds on signing in
- a record for each site or each stage, with client, source, notes, attachments and log;
- numbered quotes as PDFs and, from Pro upwards, engagement letters to sign and invoices;
- confirmed dates on your phone’s calendar, calculated travel and the Report by source.
How to start: three steps, no card needed
You sign up, try it on your real work, and only decide at the end.
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Sign up in a minute
Your name, your business name and your email. We don’t ask for a credit card: access starts when you confirm your email.
Start the trial -
Set it up for your trade
Menus, record fields and job stages speak your language. You connect the calendar you already use.
Choose your trade here -
Try everything, then choose
Fourteen days with the Full features. At the end you choose a plan, or you stop: nothing renews on its own.
See the plans
How much RegiaPro’s health and safety consultant software costs
Prices are public. A health and safety coordinator needs one of three plans, plus the free trial.
Start for the self-employed coordinator: €19.90 a month
Paying yearly, €199. Unlimited records, follow-ups on quotes left pending, WhatsApp texts and 10 quotes a month. Engagement letters and invoices come with Pro.
Pro for sites all year round: €34.90 a month
Paying yearly, €349. Adds the engagement letter as a PDF with the client’s details and numbered invoices, including on the flat-rate scheme. It’s the plan for anyone with sites open all year round.
Studio with XML for coordinators: €59.90 a month
Paying yearly, €599. On top you get the XML for Italian e-invoicing and the annual invoice package to pass on to your accountant.
Fourteen days on your next site
All of Full, without asking for your credit card. The trial opens by itself as soon as you confirm your email, and then you choose which plan to keep.
Full, €44.90 a month, is designed for those who deliver video and photo shoots to their clients. Every plan is compared with the others on the pricing page.
Why you can trust it: your data stays yours
What matters before you put your clients into a new program.
Your data stays in Europe
On servers in Europe. Each business sees only its own data: the database itself enforces the separation.
If you stop, your data stays yours
The account goes read-only and nothing is deleted unless you ask. We send you a copy in a readable format.
Prices written up front
A public price list, the same for every trade: you can read it on the pricing page before you sign up.
You talk to a person
Born in a studio in Tuscany, not in an office. Write to info@regiapro.it or use the contact page.
FAQ from self-employed design and construction coordinators
Is it better to have one record for each site or one for each stage?
If design and construction have different payments, open one record per stage, linked to the same details of who pays: each has its own quote, date, payment and invoice. Search for the client’s name and you’ll find both, even after archiving.
Can I attach reports, notifications and contractors’ method statements?
Yes. On a saved record you can attach PDF, Word, JPG or PNG files up to 15 MB each: signed reports, prior notification receipt, method statements, site visit photos, health and safety file. You can also send them to the client from RegiaPro in an email with the document attached: the send appears in the log.
How do I write the included visits into the quote?
The fee goes on the record, and visits, frequency, meetings and reports go in the quote note, printed in the PDF under the amount. When the site runs longer, you generate an updated quote with a new number, leaving the signed one untouched.
How do I prepare the engagement letter?
From the Pro plan you write the template once, with the title and terms you use. For each client the name, tax code, date, fee, deposit, balance and document number come from the record, and the stages entrusted to you come from the notes; you print the PDF to be signed.
How do I work out the cost of site visits?
Enter the site’s town on the record and RegiaPro calculates the travel with kilometres, fuel, tolls and time. The Report adds up travel, collaborators and extra costs and deducts them from your takings, so you see your margin by month and by source.
How do I record who proposed the appointment to me?
Choose the source on the record: you edit the list in “Settings”, for example with “Designers”, “Contractors” and “Property managers”. The Report shows you which of these channels bring the appointments that actually get paid.
How do I start with the sites I’m already running?
Create a record for each open site, with the completion date, the fee, the payments received and the signed appointments. You add the other clients when they propose a new appointment.
Can I open it from my phone on site?
Yes, RegiaPro works in the browser on your phone too. During the visit you open the record, reread the list of contractors in the notes and attach the photos and the signed report straight away.
Updated on 14 September 2026. The features we describe have been checked on RegiaPro; Roberta, the architect Paolo and the site figures don’t exist, and the comparison comes from public pages read on the same day. Found a description that doesn’t match RegiaPro? Drop a line to info@regiapro.it and the page will be reviewed.
Try RegiaPro on your next site to coordinate
When the next coordination request comes in, open the record in RegiaPro and follow it from the quote to the final report: within two weeks you’ll know whether it makes your work simpler. For 14 days you get the full Full plan, then you choose.
Other construction and practice trades: construction company software, software for surveyors, software for engineers. From the who it’s for page you can reach every other profession.