Business Software and CRM for Freelancers

Monday morning, and you know where to start

Three quotes out, two people who wrote to you last week and never heard back, an invoice to raise. Open RegiaPro and they’re all lined up, showing how many days they’ve been waiting. The follow-up message is already written: you’re the one who presses send.

Inquiries sit in four different places, and nobody counts them.
The quote you sent last month: nobody chases it up.
The quote, the contract and the invoice you write three times over.
When the job is done you know how much you took, not how much you kept.

Your trade has its own words

An engineer doesn’t have an “event date”: they have a site visit date. A tailor doesn’t have a “venue”: they have a delivery and two fittings. RegiaPro changes its words and fields to match what you do, instead of asking you to adapt.

Technical firms

Site visit, land registry details, file number, deadlines that don’t move. And a quote you can revise without losing the previous version: when, six months on, you hear “but didn’t we agree...”, you’ve got the answer in writing.

Home and building site

Site address, square metres, vehicle access, start date, stage payments. Ten days go by between the site visit and the quote: in here, none of them gets lost.

Made to measure

Measurements, materials, fittings in the calendar, a deposit on materials and a delivery date tied to the client’s big day. With a warning if delivery lands after the day that matters.

Four things, one client to enter once

Incoming enquiries

From your website, WhatsApp or the phone: they become a single record, with their history underneath in date order. You never type the same client in three times.

Quote, contract, invoice

As a PDF with your logo. An accepted quote becomes a contract, and when the job is done it becomes a numbered invoice. Numbering restarts by itself in January.

A website that answers at night

A chat on your website that answers visitors and leaves you their name, phone number and what they wanted. In the morning you’ll find it already in your client book.

A month of posts, ready to go

Tell it how many times a week you want to post and it suggests the month. You move whatever doesn’t suit you: the last click is always yours.

Your calendar, both ways

It talks to Google Calendar and iCloud: confirmed jobs show up on your phone, and if you move a date there, it moves here too.

What you really keep

Costs, expenses, travel in kilometres and whoever gave you a hand. When the job is done you know whether you made money on it.

The same software, one price

RegiaPro is the same software photography studios use every day for real work: enquiries, quotes, contracts, invoices. The menu puts the items for your trade first. The galleries for delivering photos and videos stay in the software anyway, ready if you ever need them. There is only one price list, for every trade.

See your RegiaPro in three questions

Questions from people who work by appointment

Do I have to change my work WhatsApp number?

No, and you wouldn’t want it to. RegiaPro doesn’t send messages for you: it prepares the right text and opens WhatsApp on your chat with that client, with the message already written. You read it and tap send. That way the message goes from your usual number, inside the conversation the client already has — not from a business number they don’t recognise.

Does the software write to my clients on its own?

No, never. It prepares and suggests; sending is up to you. It isn’t a setting to go looking for: it’s a rule of the software, and it’s written above the follow-up list — “the CRM sends nothing on its own: it prepares, you send, and you tell it how it went”.

How often does it suggest following someone up?

After a quote: on day 3, then day 7, day 14 and day 30. After a first contact with no quote: on day 2, day 5 and day 10. But two rules matter more than the schedule: never two chasers to the same person less than three days apart, and no chasers in the week before the event, because by then they would be too late.

Can I decide when to follow up, instead of the software?

Yes, and once you choose the date the software doesn’t touch it again. The schedule is there to suggest, not to overrule a decision you’ve already made. The same goes when you log a client’s reply: the chasers stop by themselves and the follow-up is your call again.

Are the contracts that come out of RegiaPro valid?

There’s a starter template, but whoever wrote the software isn’t a lawyer — and the software tells you so plainly. Before you use the contract it lists seven points where an agreement between a professional and a private client can end up worthless: the right to cancel, clauses that must be signed twice, a retained deposit, rights to the photographs, the people photographed, the privacy notice and the revenue stamp. Have a lawyer check them before you get anything signed.

How does it know what time I have to leave for the shoot?

It asks Google for the time and day of your event, and tells you clearly that this is forecast traffic — not live traffic, which can’t exist for a wedding eight months away. You search for stops by name (“St Michael’s church”) and pick the right one yourself from all those with that name, with the full address and town in front of you.

Can I import the clients I already have on an Excel sheet?

Importing from Excel or CSV is planned, but the rules aren’t decided yet: which columns are needed, how many clients at a time, what happens to those already in. We’d rather say so here than just promise it and have you find out later that it works differently.

What happens to my records if I stop paying?

The plan goes read-only: you can see everything, but you can’t create anything new. Galleries are paused after thirty days. Nothing is deleted — that’s a written rule, not an intention.

Fourteen days, no credit card

Leave your email, confirm, and you’re in within minutes: the trial opens by itself, with every feature of the Full plan.

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Business software and CRM for your trade

Choose your trade: each page shows how a job runs in RegiaPro, from the first enquiry to the invoice, with the questions people in that trade ask.

You do the work. RegiaPro runs the office.