Social media manager proposals: business software and CRM
RegiaPro is the business software with a CRM for social media managers who work for other brands: your social media manager proposal goes out the same day, then contract, deposit, retainer instalments and invoices, with every client on their own record. “Social media management for clients” is the profession already selected in the steps.
Built for more than 50 trades: this one is already set up for yours
Renewal in 30 days
RegiaPro reminds you beforehand
Today in RegiaPro
Example with made-up data
42
Active contracts
+3 this month
5
Renewals
within 30 days
38
Invoices this month
already prepared
Renewal coming up in 30 days
today
Service visit booked for Tuesday
yesterday
This month’s invoices prepared
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 social media manager proposals, business software and CRM are switched on. Switch on what you really need: we pick the package 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
Writing a social media manager proposal, waiting for the signature, remembering who still owes this month: for a freelancer that’s time taken away from content. For every restaurant, shop or practice, RegiaPro keeps the enquiry, the quotes, the contract and the expected bank transfers together, on your phone or laptop, from €19.90 a month.
What you’ll find inside RegiaPro: from contract to renewal
One program for clients, service contracts, call-outs 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 -
Fees and renewals
The contract with its frequency and renewal date: the draft invoice for each period gets ready on its own. From the Pro plan.
Contract management -
On-site call-outs
Each call-out with its address; the travel cost is worked out on the real route.
The costs of each job -
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.
Freelance social media manager: business software for people who work for other brands
RegiaPro suits the freelance social media manager, or the small two-person studio, looking after five to fifteen clients on a retainer and taking the odd project-based job. These are the clients who come along most often.
Restaurants and bars with a menu to showcase
Daily specials, weekend nights, dish photos to get from the owner: a monthly retainer and deadlines that don’t move.
Local shops and brands with their sales
Sales, new collections, sponsored campaigns with a separate budget: the proposal changes from season to season.
Professional practices and gyms on social media
Few posts but polished ones, a contact who replies days later and approvals that slow down the content calendar.
Fixed-term launches and social campaigns
A venue opening, a trade fair, a new product: work with a clear end date, a deposit at the start and the balance when the campaign closes.
Content is yours, brand retainers are RegiaPro’s
Strategy, content and analytics stay your job, with the tools you already use to publish. RegiaPro handles the rest: in the CRM, the people who have written to you and the ones to chase; in the management side, proposals, contracts, monthly payments and invoices.
The first records: brands on a social retainer
Add the clients with a retainer already running: one record per brand, with the contact person, the channels you handle and, in the notes, what the package includes. New enquiries you add as they arrive. You’ll find the comparison with the other families of software further down.
CRM for social media managers: how to find clients and not lose them along the way
How do you find clients as a social media manager? With contacts, video calls and proposals, and then with the patience to follow up. Here are six points where a potential client slips away, and what RegiaPro gives you for each.
The Saturday night Instagram DM
An owner messages you on Instagram, you reply “I’ll put a proposal together” and by Monday the conversation is buried under twenty others.
In RegiaPro you create the record straight away from your phone, with Instagram as the source and a couple of lines on what they asked.
The video call with the owner and no notes
After half an hour on the call you remember the budget, but not which channels they wanted to tackle first.
In RegiaPro goals, channels, tone and budget go into the notes, and the screenshot of the starting profile into the attachments.
The social media management proposal gets no reply
The quote has gone out, the owner is “talking it over with his partner”, and meanwhile three weeks go by.
In RegiaPro the record resurfaces in the list of people to follow up today: first three days after the quote, then at growing intervals up to a month.
The marketing manager approves, the company pays
You work with the marketing manager, but the invoice has to be made out to the owner’s company.
In RegiaPro you link the company as the billing party, and the person you work with every day stays as the record’s contact.
The photographer for the food shoot
For the dish photos you call in an outside photographer, and by December you no longer remember what that client left you.
In RegiaPro the photographer appears on the record as a collaborator with their fee, and the Report takes it off the month’s takings.
LinkedIn, word of mouth or an agency: where brands come from
Word of mouth, LinkedIn, your own profile, an agency passing you work: you don’t know which channel repays the time you put into it.
In RegiaPro every record has a source picked from a list you write yourself, and the Report adds up what each one brought in.
Social media manager proposal: a restaurant followed step by step
How do you put together a social media manager proposal, and what happens once it’s sent? Let’s follow one client in RegiaPro, from enquiry to invoice. The restaurant, the people and the amounts are fictional.
The case: Osteria del Ponte
On 7 September Marta Bassi, who runs Osteria del Ponte with her brother, messages you on Instagram. She wants more weekday bookings, has a neglected Instagram profile and a Facebook page untouched for a year, and asks what it costs to have them handled from October to December.
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The restaurant’s record and the video call with Marta
You create the record with Marta as the contact, her phone and email, and “Instagram” as the source. As the date you pick the day of the shoot that will kick off the work, Tuesday 29 September. In the notes you put what comes out of the video call on 8 September: local customers, signature dishes, advertising budget kept separate, “my brother approves the posts”.
Try it for 14 days -
A 12-post package and a lighter package in the proposal
On 10 September you prepare the quote for three months: €1,350, that is €450 a month for 12 posts, 16 stories, replies to comments on weekdays and a report at the end of each month. In the PDF the total takes one line; channels, number of posts and ads paid separately you explain in the note that closes the document. On 11 September Marta asks for a lighter version: you come down to €990, that is €330 a month with 8 posts and no stories, and create a second quote with a different number, while the first stays untouched.
The quote from your template -
The social media management contract signed at the table
On 15 September Marta chooses the full package. With the Pro plan you generate the contract from the record using your “Social media management contract” template: three months’ duration, content included, two rounds of changes per post, approval times, materials supplied by the restaurant, campaign budget paid by the client. The placeholders take Marta’s name, the start date and the three figures for total, deposit and balance from the record; the restaurant’s company comes in as the billing party. You print it, sign it together at one of the restaurant’s tables and the scan goes onto the record.
The contract, from the Pro plan -
The restaurant’s first monthly payment and the other two
On 22 September the first monthly payment arrives, €450, by bank transfer: you record it as the deposit with its date and move the record to “Confirmed”. You split the €900 balance into two instalments of €450, due on 1 November and 1 December.
Invoices and payments in the plans -
The shoot on the calendar and the autumn menu to ask for
On the confirmed record you add the time of the shoot, from 3pm to 6pm. If your RegiaPro is linked to Google Calendar or iCloud, 29 September appears among your appointments, and if Marta moves it to Wednesday you change it from your phone. In the important note you write “get the autumn menu sent over”: RegiaPro turns it into a reminder for 22 September, a week before the shoot.
The connected calendar -
Photographer, placemats and the invoice to the restaurant
The outside photographer costs €200: you enter them as a collaborator on the record. Under out-of-pocket costs you note the props for the photos, placemats and flowers, €45. From the Pro plan the invoice for the job, €1,350, is generated from the record and made out to the restaurant’s company, with the next number in the year. At the end of October, from your WhatsApp texts, you open the message that goes with the first report and send it to Marta.
Invoices and payments in the plans
The three-month sums with Osteria del Ponte
A €1,350 contract: €450 deposit and two instalments of €450. On the record there are €200 for the photographer and €45 of props: all in, the difference is €1,105, from which tax and the hours spent writing still have to come off. In the end you issued two quotes, one contract and one invoice.
Osteria del Ponte in a table (example with invented data)
| Date | With the restaurant | In RegiaPro |
|---|---|---|
| 7 September | Marta’s message on Instagram | New record, source Instagram |
| 8 September | Introductory video call | Goals, channels and budget in the notes |
| 10-11 September | Full package and light package | Quotes for €1,350 and €990 |
| 15 September | Marta chooses the full package | Social media management contract as a PDF, signed at the restaurant |
| 22 September | The first monthly payment arrives | €450 deposit, two dated instalments, status Confirmed, menu reminder |
| 29 September | Shoot at the restaurant | Appointment on the calendar, photographer’s cost on the record |
How much does a social media manager cost: price list and packages in the proposal
“How much does a social media manager cost” is one of the most searched questions in the trade. In the three guides read on 14 September 2026, chosen from those at the top of Google, the figures ranged from €120 a month for the smallest package to €800 a month as a starting point for full management. You set the price; RegiaPro helps you present it clearly and remember who still needs to reply.
The social media manager’s price list in packages
Two or three packages with the number of posts, stories and channels: in the quote the total for the period sits on one line, and what each package includes goes in the note printed on the PDF.
Monthly social retainer and terms of three to twelve months
Many professionals offer three, six or twelve-month agreements. On the record the amount is for the whole period, and in the quote note you write what it comes to per month, which is the number the client thinks in.
Profile setup and ad budget
Competitor research, basic graphics, tidying up the pages: if you charge for it separately, it becomes a second record with its own quote. The campaign budget, paid by the client to the platform, you show in the note as an item they cover.
A social media management proposal for a larger company
With several contacts and channels you prepare two parallel proposals for the same brand, and the client compares them; each keeps its own number and the text from the day it was sent.
Social package total, VAT and the flat-rate scheme
If you’re on Italy’s flat-rate tax scheme the total stays whole; with VAT, RegiaPro works it out of the agreed figure without changing it. Start lets you create up to ten quotes a month, and contracts and invoices come with Pro.
Social media manager contract: what to put in it before you start
A clear contract heads off the most common arguments in the trade: extra posts, endless changes, late monthly payments. In RegiaPro you set up the text once in the template, and each client’s details come from their record.
Posts, stories and comments included
Channels handled, posts and stories a month, handling of comments and messages, the periodic report and the form you deliver it in.
Rounds of changes and plan approval
How many rounds of corrections per post, within how many days the client approves the plan, what happens to the posts if approval doesn’t come.
Client photos and access to the social pages
Who supplies photos and copy, who pays for ads, how access to the pages is shared and how it’s handed back when the relationship ends.
Length of the social management and monthly payments
Start date, total, deposit and balance come in from the record in place of the placeholders; notice period and monthly payment due dates you write yourself in the terms.
Signing the contract at the first meeting with the brand
The PDF is printed and signed at the first meeting, and the signed copy stays attached to the brand’s record. The template, with a title of your choice and fields that fill themselves in, is available from the Pro plan.
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.
The social media manager’s VAT number and invoices: deposits, instalments and accounts
Anyone registering for a VAT number as a social media manager immediately wonders which ATECO activity code to use and how to invoice. You choose the code and tax scheme with your accountant; RegiaPro takes care of what comes next: every client’s payments, instalments and invoices.
Each brand’s deposit and monthly payments
One deposit per job, with date and method, and the rest in instalments with the expected date of each bank transfer: you see at a glance which brand is behind with the month.
The invoice to the company of the brand you manage
From the Pro plan it’s generated from the record on the agreed amount, made out to the client’s company, with numbering that restarts every year and your logo at the top of the PDF. Your own tax details, including the wording for your tax scheme, are set up just once.
The social media manager’s XML and year’s invoices
With the Studio plan your invoices also come out in the electronic format for Italy’s SdI system, and in January you download the whole year’s invoices for your accountant in one go.
The year’s Report, minus photographers and videographers
In the Report, takings from confirmed jobs have photographers, videographers and out-of-pocket costs taken off, and alongside you see where the paying brands came from. Design software subscriptions and your work phone go on the Costs page instead.
A real RegiaPro screen, filled with dummy figures: the business’s general outgoings split by type. A photographer hired for a brand is noted on that brand’s record.
Social media manager software: post schedulers, generic CRMs or business software?
Anyone looking for social media manager software mostly finds post schedulers and CRMs built for sales teams. The three proposal guides read on 14 September 2026 all gave figures, but none explained how to keep clients’ deposits, monthly payments and invoices in order.
| Post publishing tools | Generic business CRMs | RegiaPro, business software and CRM | |
|---|---|---|---|
| Who it's for | People who prepare and schedule content across several profiles | Sales offices with lots of contacts and salespeople | Social media managers who look after brands on a retainer |
| What it handles | Content calendar, scheduling, page analytics | Contacts, deals, sales team activity, quotes | Enquiries, contacts, quotes, contracts, deposits, instalments, invoices |
| Alongside RegiaPro | They sit side by side: posts stay there, clients and payments here | If you work alone, RegiaPro covers enquiries, proposals and invoices in one place | From €19.90 a month, 14-day trial |
It’s useful if you run social media for several businesses
- you run social media for several businesses and each has a retainer to collect;
- your days get lost among proposals to send, signatures and bank transfers to check;
- you want a price written on the website before you try any software.
What people managing social media for clients get from day one
- a record for every brand, with contact person, billing party and briefs attached;
- numbered PDF proposals; with Pro, social media management contracts and invoices;
- retainer instalments with their dates, a shoot calendar, ready-made WhatsApp texts.
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
What RegiaPro costs a social media manager
Prices out in the open. People managing clients’ social media need one of three plans, plus the trial.
Start while you build your portfolio of brands, at €19.90 a month
Paying for the year it’s €199. Unlimited clients, follow-up reminders, saved WhatsApp texts and ten proposals a month: enough if you’re building your portfolio. Contracts and invoices start with Pro.
Pro for social media management contracts, at €34.90 a month
Paying for the year it’s €349. It adds automatically filled social media management contracts and sequentially numbered invoices, made out to each brand’s company. Suited to people who work mostly on retainers.
Studio with e-invoicing for brands, at €59.90 a month
Paying for the year it’s €599. It brings Italian e-invoicing and the year-end download of all your invoices.
Fourteen days with Full on your next brand
No credit card required. Access opens by itself as soon as you confirm your email, and when the trial ends you choose the plan you need.
If you also deliver photo and video services, take a look at Full, €44.90; the plan-by-plan comparison is 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.
Frequently asked questions from people managing clients’ social media
How do I prepare a social media manager proposal in RegiaPro?
On the client’s record you enter the total for the period, and in the quote note you list channels, posts, stories, reports and what the client covers, such as ads. The numbered PDF carries your logo and the full note, and you send it by email from the record.
Can I offer two packages to the same client?
Yes: you tweak the figure and the note and prepare a second one on the brand’s record. The number changes, the first document isn’t touched, and you always know which proposal the owner has in front of them.
How do I record a monthly retainer paid by bank transfer?
You mark the first monthly payment as the deposit, with date and method; the following ones become instalments with their expected date. You tick them off as they arrive, and on the record you read how much that brand still owes, while the total tells you how much you’re waiting for from everyone.
Who do I invoice if I work with the marketing manager?
The manager stays the record’s contact; you link the company as the billing party, with its tax details and SDI code or PEC certified email. From the Pro plan the invoice goes to the company, and if details are missing RegiaPro tells you before issuing it.
Where do I keep the client’s briefs, palettes and materials?
On the brand’s record: briefs in PDF or Word, palettes and logos in PNG or JPG, each up to 15 MB. In the notes you write the tone of voice, the agreed posting times and who approves the content.
How do I record an outside photographer or videographer?
You add the photographer or videographer to the record as collaborators, with what they’re owed; small purchases made for that brand go under out-of-pocket costs. In the Report these figures reduce what you collected, and the month’s result reflects what you really spent.
Can I see shoots in my phone’s calendar?
Yes, if you link Google Calendar or iCloud: confirmed shoots, with their times, appear in your phone’s calendar, and a change made there comes back into RegiaPro within a few minutes. Meetings entered only on your phone come in as appointments to review.
How do I start with the clients I already manage?
Start with the brands that have a retainer running: one record for each, with amount, monthly payments still to collect and contact person. New clients you add at their first enquiry, and after a month your whole portfolio is in RegiaPro.
Written on 14 September 2026, checking every feature mentioned in the software. The restaurant, the people and the figures are invented; the price ranges and the comparison come from public pages read the same day. If a line on this page doesn’t match your RegiaPro, let us know at info@regiapro.it: we’ll review it.
Try RegiaPro with the next brand you take on
Take the next enquiry that comes in and follow it in RegiaPro from the quote to the first bank transfer: in two weeks you’ll know whether it gives you back time for creative work. Full stays switched on for fourteen days, then you decide.
Other related trades: software for photographers, software for IT technicians, software for web agencies. The module for preparing posts has its own page, RegiaPro Social; to see them all there’s the who it’s for page.