Software for architects: practice management and CRM
RegiaPro is software for architects that runs the practice alongside the CAD and BIM tools you already use: practice management and CRM for architects who design for families and small clients, with the contacts you mustn’t let slip, proposals, engagement letters, variations, payments and invoices. In the steps below, architect is already selected as your trade.
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 Software for architects: practice management and CRM are already 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
Software for architects that keeps the practice in order has to keep up with a project that keeps changing: the first idea, the second floor plan, the shrinking budget, the planning notice, the variation requested once work has started. Drawings and cost estimates stay in the programs you use; RegiaPro keeps clients, proposal versions, signed engagements and payments, from the browser on your computer or phone. From €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.
Software for architects: the practice that designs for private clients
RegiaPro is designed for architects who work on their own or with a couple of collaborators, and whose clients are mostly people rather than public bodies or large companies. There are four kinds of work where one record per project makes all the difference.
Renovating a home with an architect
The flat just bought, the parents’ house to be split, the bathroom that becomes two: the most common request, with a set budget and a date when the family wants to move in.
CILA, SCIA and building permits
CILA, SCIA or building permit, depending on the work: forms, sworn declarations, attachments and a local council with its own timescales. The project can’t move forward until the application is filed.
Designed kitchens, bookcases and interiors
Designed kitchens, bookcases, lighting: commissions where revisions multiply and every version of the floor plan has to be kept with the date you sent it.
Architectural consultations and site supervision
The hour of advice before buying, the site visit to see whether a wall can come down, supervising a build run by others. Different jobs, same client, separate payments.
Where architects lose track
Designing is what you do best. It’s everything else that gets complicated: who contacted you and from where, which version of the quote they saw, how many revisions were included, whether the deposit has arrived. With RegiaPro the CRM remembers people and the calls you need to make, and the practice management side lines up the proposals, signed letters, bank transfers and invoices for every project.
Day one: the projects already on your desk
Start with the projects in progress: one record for each, with the date of the next step, the agreed fee and the latest approved floor plan attached. From the next day you’ll find the confirmed dates in the calendar and, on every record, how much is still to be paid.
CRM for architects: where clients come from and who to call back
For an architect, finding clients means portfolio, social media, word of mouth and colleagues. The problem is that many contacts get left halfway. Here are six moments when a potential client slips away, and how RegiaPro holds on to them.
The message comes in on Instagram
A couple saw a photo of a kitchen you designed and write to you late in the evening; by the next morning the message is buried.
In RegiaPro it becomes a record with “Instagram” as the source, and the Report will tell you how much you’ve earned from clients who came from there.
The client is waiting for the mortgage
“We’ll let you know as soon as the bank gets back to us”: six weeks go by and nobody has called back.
In RegiaPro clients waiting for a mortgage resurface among your follow-ups three days after the proposal is sent, and again after seven, fourteen and thirty.
Revisions arrive on WhatsApp
“Shall we move the bathroom?”, “what if the kitchen had an island?”: requests scattered across chats, phone calls and emails.
In RegiaPro you note them on the project record, and the log keeps the reply emails and the WhatsApp messages you’ve marked as sent.
The drawings have ten versions
The approved plan, the rejected one, the “almost final” one: all in the same folder, with similar names.
In RegiaPro you attach the PDFs of the versions sent to the client to the record, up to 15 MB each, with the date in the file name.
The moving date is already set
The family has given notice on their rental for September, and the planning notice hasn’t even been filed.
In RegiaPro the CILA filing date, once confirmed, sits in the calendar, and the important note alerts you a week before.
You don’t know which channel brings you work
The website, social media, the paid portal, the surveyor friend: at the end of the year they all seem useful.
In RegiaPro each channel has its cost per contact, and the Report tells you for each one how much you invoiced, how much you kept and how much it cost to find those clients.
A renovation project in the software: a flat from first idea to planning notice
Below is a renovation project followed in RegiaPro from the first message to payment. The names, dates and figures are invented and labelled as such: they show the process, not a fee scale.
The case: a 1960s flat for Giulia and Andrea
On 12 January Giulia writes to you on Instagram. She and Andrea have bought a 95 m² flat on the second floor: they want a kitchen open to the living room, a second bathroom and new floors, with a works budget of around €70,000 and the hope of moving in by September.
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Giulia’s message becomes a record
You open Giulia’s record with phone, email, “Instagram” as the source and the city where the flat is. In the notes you write what she told you: floor area, floor, budget, wishes, moving date. Giulia’s tax code and address, since the documents are in her name, go in the “Who the documents are addressed to” section, where they’ll stay for the engagement letter and the invoice. Once the record is saved, you attach the land registry plan and the listing photos she sent you.
Follow-ups and messages -
Laser measure and project stages in the quote
On 19 January you do the site visit with the laser measure. On the record you enter the fee, €4,200, and prepare the PDF quote with the practice logo and the text from your template. The amount is on one line; in the note at the bottom of the document you list the stages: measured survey, two layout options, final design with drawings, bill of quantities and specification to get prices from builders, CILA, land registry update at the end of the works. You email it from the record: the status changes to “Quote sent” and the email is logged.
The quote from your template -
The budget tightens: the second version
On 26 January Andrea asks for a proposal without the bill of quantities and specification, because they’ve already chosen the builder. You change the amount to €3,600 and create a new quote from the same record: 22/2026-P sits beside 21/2026-P, which stays archived with its original items and figure. Had the couple gone quiet, from 29 January you would have found them on the home page among the contacts to call back.
The quote from your template -
Giulia and Andrea sign the engagement letter
On 2 February Giulia and Andrea choose the second proposal. On the Pro plan the letter is created from the project: the practice template is titled “Professional engagement letter” and says, among other things, that two layout options are included and that any further revision must be agreed. RegiaPro fills in the clients’ names, tax code, date and fee; you sign it in the office, over the first draft of the floor plan.
The contract, from the Pro plan -
Three floor plans and the approved one
Between February and March you send three versions of the floor plan. You attach every PDF sent to the record with the date in the file name, and in the notes you write the decisions made: windowless bathroom with extractor, sliding door in the kitchen. On 16 March the third version gets a yes, and the record keeps a trail of how you got there.
Try it for 14 days -
The planning notice in the calendar
You move the project to “Confirmed”, setting 6 April for filing the application, and the date appears in the Google or iCloud calendar on your phone. As an important note you leave “get the couple to sign the power of attorney for filing and ask the builder for compliance documents”: it becomes a reminder due on 30 March.
The connected calendar -
Renders, drawing prints and invoice
On the record you list the colleague who prepared the renders for the presentation, €300, and under extra costs €60 for drawing prints. On 6 April the CILA is filed and the couple pays the €3,600 by bank transfer: you record the date and payment method. With the Pro plan you issue the project invoice, addressed to Giulia and numbered after the last one of the year.
Invoices and payments in the plans
The numbers on Giulia and Andrea’s flat
A €3,600 fee received on 6 April; less €300 for renders and €60 for prints, €3,240 is left, before tax, pension contributions and the hours spent on the plans. The record holds two quotes, the engagement letter, three versions of the floor plan, the CILA receipt and the invoice. In the Report that payment goes on the Instagram row, next to what it cost you to get those contacts.
Giulia and Andrea’s project in a table (example with invented data)
| Date | What happens in the practice | What you do in RegiaPro |
|---|---|---|
| 12 January | Instagram message | Record with “Instagram” as the source, floor plan and photos attached |
| 19 January | Site visit, proposal for €4,200 | Quote 21/2026-P with the stages in the note, status “Quote sent” |
| 26 January | Request without bill of quantities and specification | Quote 22/2026-P for €3,600, the first stays archived |
| 2 February | They choose the second proposal | PDF engagement letter with the details already filled in, signed in the office |
| February - 16 March | Three versions of the floor plan | PDFs attached with the date, decisions in the notes |
| 30 March | One week to the CILA | Reminder: power of attorney and builder’s documents |
| 6 April | CILA filed and bank transfer | Payment recorded, project invoice |
Variations during the works: a new quote without losing the first
During the works clients change their minds more often than at design stage: they see the empty space and want to move a wall or add a niche. In RegiaPro every variation request leaves a tidy trail.
The architect’s build has its own record
If you also supervise the build, you open a record for site supervision, linked to the same details of whoever is paying. The fee, dates and payments for the build stay separate from those for the design, and when you search for the client you see both.
The moved kitchen becomes a new proposal
When the couple asks to move the kitchen, you update the site supervision amount and prepare a new quote from its record, with a note on what changes: variation drawings, updated application, extra visits. The original quote stays archived with its number.
Variation drawings and notices to the council
Updated drawings and receipts for notices to the council are attached to the build record. Sent to clients from the software’s email page, with the drawing attached, they leave the date and time of sending in the log.
When the builder runs late
If the builder runs late, you move the event in your phone’s calendar: within a few minutes the date on the record is updated, and the reminder from the important note is recalculated for the new date.
Advances and instalments for site supervision
The deposit and instalments of the build balance are recorded on the site supervision record. On the home page you see the outstanding balances of every project, without adding them up by hand.
Architect quotes and fees: a proposal the client understands
People searching “how much does an architect cost” are often homeowners who want to understand before they call. A clear quote is the simplest way not to lose that contact. RegiaPro prepares it from the client’s record in a few minutes.
Survey, concept, final design: the stages in the note
The fee on the record, the stages in the quote note: measured survey, concept design, final design, planning application, site supervision, with what each one includes. The client reads the whole process below the figure.
The architect’s fee in black and white
Architects must tell the client, in black and white, their fee, the complexity of the work and their insurance details. A numbered, dated proposal shows what you offered and on what day.
How long the architect’s proposal is valid
The quote template includes a validity period, thirty days unless you change it. If the client comes back after six months, you know the proposal needs redoing and you say so in the new quote.
With or without costings: several versions of the project
With or without a bill of quantities, with site supervision or just the application, with two options or three: each version has its own number and date. The client chooses, and the record keeps all the reasoning.
Architect invoices under the flat-rate scheme
With Pro the invoice is generated from the project, already addressed to the client; if you’re on Italy’s flat-rate scheme RegiaPro adds the exemption wording and the stamp duty above the threshold. Studio adds XML export to the SdI and, in December, the bundle of all invoices for whoever does your accounts.
This is how the list of overheads looks in RegiaPro, with sample figures. When you set up per-project work, the items adapt to a practice, such as “Computers and technical software licences” and “Courses and professional development”; the cost of renders for a single project goes on that project’s record instead.
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 architect’s engagement letter: what to put in it
The engagement letter prevents the most common disputes between architect and client: how many revisions were included, what happens if the project changes, when payment is due. In RegiaPro, on the Pro plan, the letter text is always yours and only the client details change, which the software takes from the project.
Options, final design and application: what the project includes
The stages and what you deliver in each: survey, options, final design, application, site supervision. Services specific to a single project go in the record notes and reach the letter through their placeholder.
How many floor plans are included
How many layout options and how many revisions of the final design are covered by the fee, and what happens if the client asks for another. Without this line, you draw the fifth plan for free.
Fee, advance and balance in the letter
Amounts and the client’s tax details are copied from the project: the figure on the letter and the one you’ll later receive can’t differ.
Council and builder timescales
When you’ll deliver the project, what you need from the client, what depends on the council and the builder. The date set on the project fills itself in at the right point in the text.
The engagement letter signed in the office
The letter is signed in the office, on paper; you upload the signed copy to the project.
Software for architects: CAD, project management or CRM?
Anyone looking for software to run an architecture practice finds products that do different things. To prepare this paragraph, on 14 September 2026, we searched twice and read the pages of three management tools aimed at architects: a price was shown only for a program to install on your computer, and the word CRM appeared in none of the titles. Alongside the management tools there are design programs and lists of project management apps.
| Project management software for technical firms | Design and BIM programs | RegiaPro, business software and CRM | |
|---|---|---|---|
| Who it's for | Firms with several people, projects and deadlines to coordinate | People who draw, model and cost | Sole-practitioner architects and small practices designing for private clients |
| What it handles | Projects, stages, deadlines, documents, client area | Drawings, models, renders, cost estimates | Clients, sources, quotes, engagement letters, variations, payments, invoices |
| Price | Shown on one page in three | Varies from software to software | From €19.90 a month, published |
| How to try it | Trial or demo | Trial version | 14 days with the Full plan switched on |
Right for the architecture practice that
- designs mainly for families and small clients;
- wants to know which contacts turn into commissions and which need a call back;
- just needs a published price to decide whether to try it.
What an architect finds on signing in
- one record per project, with source, notes, attached versions and log;
- PDF proposals with sequential numbers and, moving up to Pro, engagement letter and invoice;
- confirmed dates in your phone’s calendar and the Report with the cost of each channel.
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 software for architects costs
Prices are online and they’re what you pay. For an architecture practice, three plans and the trial days are what count.
Start for the architect who’s starting out: €19.90 a month
€199 a year. No cap on clients, reminders for unanswered proposals, reusable WhatsApp messages and ten quotes a month. Engagement letters and invoices start from the Pro plan.
Pro for the practice that designs all year round: €34.90 a month
€349 a year. Unlocks the pre-filled engagement letter and numbered invoicing, with the flat-rate scheme wording when needed. It’s the choice for practices with projects open all year.
Studio with XML for the architect: €59.90 a month
€599 a year. Adds XML export to the SdI, plus a single download with the invoices for all twelve months.
Fourteen days on a renovation project
With the whole Full plan, no credit card needed. Access opens by itself as soon as you confirm your email; then you choose the right plan for the practice.
If you also deliver photo and video shoots to clients, Full is for you, at €44.90 a month. Every difference between the plans is explained 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.
Browser app for architects: frequently asked questions
How do I write the project stages in the quote?
Put the fee on the record and the stages in the quote note: survey, options, final design, planning application, site supervision, with what each one includes. The client reads them below the figure; if they decide to drop a stage, you generate another proposal with the next number.
How do I keep the versions of the floor plans sent to the client?
Attach each PDF to the project record with the date in the file name, up to 15 MB each, and write in the notes what was decided. When you send them from RegiaPro’s built-in email with the file attached, the log records it: you know which version the client saw and on what day.
How do I handle a variation requested during the works?
In the site supervision project you raise the figure and generate an updated proposal, explaining the variation in the note. The earlier quote stays archived with its number, and the variation drawings are attached to the same record.
Can I see which channels bring me clients?
Yes. You create your own sources in “Settings”, for example Instagram, website, portal, colleagues, and give each a cost per contact. The Report gives each channel its own row, with turnover, profit and what you spent to get those contacts.
How do I prepare the engagement letter?
On the Pro plan you set up the title and terms just once. For each new project RegiaPro fills in names, tax code, date, fee, advance and balance, plus any special services you’ve noted; you print it and get it signed.
Can the same client have several projects?
Yes: home, office, holiday home by the sea, each project is separate but you enter the client’s billing details only once. Searching by name, phone or email you find all of that client’s records, including those closed and archived in past years.
How do I get started with projects already under way?
Create a record for each open project, with the agreed fee, payments already received, the latest approved version and the date of the next step. Past clients you add when they call you again.
Can I use it during a site visit?
Yes, RegiaPro runs in the browser, on your phone too. On a site visit you reopen the project on your mobile, go over the client’s requests and upload photos of the rooms as they are on the spot.
Updated on 14 September 2026. Every feature on this page has been checked in RegiaPro; Giulia, Andrea and the project dates and amounts are fictional, and the comparison draws on public pages read on that date. Notice the software behaving differently from what’s described? Let us know at info@regiapro.it.
Try RegiaPro on a real renovation project
Take the next client who writes to you about a renovation and follow them in RegiaPro from the first proposal to the planning notice: in two weeks you’ll see whether the practice gains in order and time. For fourteen days you have the full Full plan, then you decide.
Related trades: interior design software, engineering firm software, surveyor software. For other professions start from the who it’s for page.