Software for consultants: business management and CRM
RegiaPro is software for consultants and trainers who work on engagements: the CRM remembers companies, contacts and pending proposals, the business side prepares engagement letters, logs instalments and produces invoices. You already have the “Consultant” trade selected; you decide which features to keep.
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 consultants: business management and CRM are switched on. Turn on what you really need: we 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 consulting engagement starts with a coffee or a webinar, continues with a proposal the company discusses in a meeting, is signed with an engagement letter and unfolds in days spread over months. In RegiaPro, software for consultants, each engagement has its own record, with the contact person, the accepted proposal, dates and payments, and you can check it from your phone between one client and the next. Plans start 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.
Software for business consultants and trainers: who it’s for
RegiaPro suits independent consultants and small consultancies that sell their time to businesses: days, programmes, classroom courses. Here are the engagements it handles naturally.
Consulting programmes by the day
An initial analysis, a few meetings spread over the months, a final report: the fee is agreed by the day and paid in stages.
Marketing and sales consulting
Communication plans, sales force reorganisation, working alongside the owner: engagements where the contact person changes their mind often and promises need to be in writing.
In-company training courses
A course session with a date, time and venue, a programme to attach, sometimes a training body acting as intermediary and paying instead of the company.
Coaching and mentoring for business owners
Packages of sessions for a business owner or a manager, sold at a fixed price and paid in two or three stages.
The time a consultant doesn’t bill
You know the hours spent with clients well. The ones that slip away are the others: working out which proposal the board had approved, calling back the company that asked for “two weeks to decide”, figuring out which of the year’s engagements still have an instalment outstanding. The CRM looks after people and negotiations; the business side, documents and fees.
The consultant’s first day on RegiaPro
Enter your ongoing engagements, one per record, with the date of the next important day and any deposit already received. From then on the home page suggests the companies to get back to, and the calendar shows confirmed days. Further down you’ll find a comparison with other software for consultants.
CRM for management and marketing consultants: companies, contacts and proposals
In the CRM every client company has its own history. There are five occasions when a consultant usually loses track of a negotiation: here’s how you handle them with RegiaPro.
After a webinar, ten contacts come in
Three seem genuinely interested, seven just want the slides. You log them all with the source “webinar” and, when someone asks for a meeting, you move them to “Contacted”: if they then go quiet, RegiaPro reminds you after two, five and ten days.
The consulting proposal gets passed from hand to hand
The contact forwards it to the owner, the owner to the business partner. Sent from the record, the PDF proposal stays in the log with the date and time, and the company pops up again among the “to follow up” on the third, seventh, fourteenth and thirtieth day.
The company changes its consulting contact
The manager who called you leaves halfway through. The log holds the emails, messages and meeting notes, and the new contact gets up to speed from the record without you having to piece together three months of work.
The management hires you, the parent company pays
The sales department hires you, the invoice goes to the parent company. You link the parent company to the record as the billing party, with its tax details and e-invoicing address, and the following year you find it already filled in.
Questionnaires and org charts stay in your inbox
Completed questionnaires, org charts, reports from the first meetings: you upload them to the company’s record, as PDF, Word, ODT or JPG and PNG images, up to 15 megabytes per file.
Consulting proposal: a six-day engagement followed step by step
Below is an engagement that is real in form and invented in content: the dairy, Laura and all the figures are an example. The steps in RegiaPro, on the other hand, are the ones you’ll find in the software.
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The dairy engagement
On 22 September Laura, sales manager of a cheese dairy with a farm shop and sales to supermarket chains, writes to you after attending one of your webinars. She wants a programme to reorganise sales to local shops: initial analysis, plan, training for the two sales agents, final presentation to the owners on 16 December. You’re on the flat-rate tax scheme and work alone.
The contract, from the Pro plan -
Before the days: Laura’s record and two proposals
You open Laura’s record with the source “webinar” and, as the date, 16 December from 10 to 12, with the dairy’s village as the town. In the notes you write goals, number of agents, current price list and the owners’ doubts; you attach the questionnaire she sent back completed.
On 29 September you agree on six days at €600 plus two preparation days at €400: on the record you enter €4,400, and the proposal goes out without VAT. The PDF shows the total on one line; the dates of the days and the content of each meeting go in the note, printed under the total. You send it by email from the record.
On 1 October the owners ask for a four-day version. You change the amount to €3,200 and generate a second proposal, which takes a new number while the first stays archived with its €4,400. On 3 October they choose the six days: you put €4,400 back on the record.
The quote from your template -
During the programme: engagement letter, deposit and days at the dairy
On 6 October, from the Pro plan, you generate the document from the template you’ve titled “Engagement letter”: RegiaPro fills in the contact’s name, the dairy’s company name, the date and time of the presentation, the fee, deposit and balance. You sign it on paper at the first meeting and the copy stays on the record.
The same day the €1,320 deposit arrives by bank transfer: you log it and set the record to “Confirmed”, so 16 December appears on Google Calendar or iCloud with its time. You put the five days in between on your phone’s calendar: if you’ve turned on reading, they arrive in RegiaPro among the appointments to decide on and you keep them as your own commitments.
For the sales manual handed to the agents you pay a graphic designer €250, whom you add as a collaborator; under extra costs you put €180 for printing the materials. In the important note you write “print the plan and book the meeting room”: it becomes a reminder for 9 December.
The contract, from the Pro plan -
At the final presentation: message, balance and invoice
On 15 December, using one of the WhatsApp templates you’ve prepared, you remind Laura of the presentation time. The €3,080 balance arrives in two instalments of €1,540, on 11 November and 16 December, and the record updates the balance due each time. With the Pro plan you prepare the invoice for the whole engagement: without VAT and with the €2 stamp duty, which you can charge to the dairy.
Invoices and payments in the plans
The six consulting days in figures
- agreed fee: €4,400, received in three stages;
- job costs: €250 for graphic design and €180 for printing;
- €3,970 remains, which the Report counts in December’s margin, before taxes and contributions;
- documents: two proposals, one engagement letter, one invoice.
The dairy programme week by week (example with invented data)
| When | What happens with the dairy | What you do in RegiaPro |
|---|---|---|
| 22 September | Message after the webinar | Record with source “webinar”, questionnaire attached |
| 29 September | Agreement on six days | €4,400 proposal with the schedule in the note |
| 1 October | Request for a reduced version | Second proposal for €3,200, the first stays archived |
| 6 October | Signature and €1,320 deposit | Engagement letter, deposit, status “Confirmed” |
| 14 October - 25 November | Analysis and training days | Appointments from the phone calendar, meeting notes in the log |
| 11 November | First instalment of €1,540 | Instalment logged, balance due updated |
| 9 December | Preparing the presentation | Reminder from the important note |
| 16 December | Presentation and second instalment | Balance paid in full and engagement invoice |
Freelance trainer: in-company courses and classroom days in your business software
Trainers sell course sessions: each course has a day, a time, a venue and often someone between you and the classroom. Here’s how it’s organised in RegiaPro.
One course session, one record
Course date, start and end time, venue town: they’re fields on the record. When the session is confirmed, the course goes into your calendar at the right time.
The course programme attached
The detailed programme, the list of participants sent by the company and the final slides sit on that session’s record, without hunting through different folders.
The training body acting as intermediary
When a training body hires you on behalf of a company, you keep the contact details of the person who called you on the record and link the training body as the invoice recipient.
The second in-company course session
The company asks for the same course for another group. You open a new record, reconnect the same billing party and prepare the proposal starting from the notes of the first session.
Preparing the training room
In the important note you write what you need, for example “check the projector and print the tests”: the reminder appears a week before the course, or straight away if the course is sooner.
Courses and webinars for consultants and trainers: what's new
The free webinar that brings in contacts is already part of your work, and RegiaPro records it with the source “webinar”. What's new is the paid part: the recorded course, the ticketed webinar, the programme in several sessions.
Already today: the training day and who attended
Training days in the calendar, synced with Google and iCloud; webinar attendees among your contacts, with reminders to follow up; from the Pro plan, invoices go out from your own Fatture in Cloud account.
New: paid webinars from the browser
Whoever buys a ticket gets access, and only paying attendees can watch the session. No separate meeting app needed.
New: recorded courses, bundles and subscriptions
Recorded lessons sold on their own, as a bundle or with a subscription. Whoever buys joins your contacts, like a company that asked you for a proposal.
Consulting contract: what to put in it before the first day
The contract, or engagement letter if you prefer to call it that, protects you and the company from misunderstandings over days, travel and fees. In RegiaPro you write the text on the Templates page and the placeholders fill in the engagement details.
Scope of the consultancy and expected results
What you’ll do, for which area of the company, and what you’ll deliver at the end: a report, a plan, a training programme.
Consulting days, venues and times
How many days, where and in which time slot. The date, time and town of the main appointment come from the record.
Days moved or cancelled by the company
How much notice the company must give to move a day and what happens if it cancels at the last minute.
Confidentiality of the client company’s documents
How you handle the data and internal documents the company makes available to you during the engagement.
Consultant’s fee and instalment due dates
The placeholder writes the total, deposit and balance; you add when the instalments are paid and by what method.
Contracts are included from the Pro plan up. Each generated document keeps the text from the day you produced it, and later changes to the template apply only to new engagements.
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.
Consulting invoices: deposit, instalments and payments in your business software
A consulting fee arrives in pieces, often months apart. RegiaPro keeps it on the engagement and tells you at any moment how much you’ve received and how much you’re waiting for.
Deposit and instalments of the consulting engagement
On the record you note when and how the deposit arrived, and then, as they come, the instalments of the balance. The “To collect” box on the home page adds up the balances due from all companies.
Consultant on the flat-rate scheme or the standard regime
On the flat-rate scheme proposals and invoices go out without VAT, and above €77.47 the invoice carries the €2 stamp duty. Under the standard regime you enter the fee including tax and the software works out the taxable portion by itself.
The engagement invoice to the client company
From the Pro plan it’s created from the record on the agreed fee, with the year’s sequential numbering and the billing party’s details already filled in. The Studio plan adds the XML file for the e-invoice, which you or your accountant send.
Webinars or word of mouth: which channels bring engagements
Webinars, LinkedIn, word of mouth, an industry event: every record has its source, and you can give each one a cost per contact. The Report shows you payments received and costs by channel and helps you decide where to invest next year.
Screenshot from the software with fictitious amounts: this page holds the studio’s overheads, such as refresher courses, subscriptions and car. The costs of a single engagement, such as printing materials, are entered on its record.
Software for consultants: CRM, consultancy management software or RegiaPro?
If you search online for business consulting software, on the first page you’ll find, mixed in with payroll consultant software, management software for consultancy firms and CRMs for professionals. In mid-September 2026 we read three pages of these last two types: none shows a price.
| Management software for consultancy firms | CRM for consulting professionals | RegiaPro, business software and CRM | |
|---|---|---|---|
| Who it's for | Firms with people and projects to coordinate | Firms and professionals who want clients, cases and documents in one archive | Independent consultants, small firms and trainers working on engagements |
| What it handles | Projects, attendance, hours, quotes, invoices | Contacts, quotes, contracts, jobs, documents | Contacts, proposals, engagement letters, deposit and instalments, days, invoices |
| Price | Not stated on the page we read | Not stated on the pages we read | From €19.90 a month, published |
| First step | Free trial | Sign-up or information request | 14-day trial with Full |
RegiaPro is the right choice for a consultant if
- you sell days or programmes to businesses that take their time to decide;
- you need to remember each company’s proposals, contacts and instalments;
- you want to know what you’ll spend before asking for a demo.
What a consultant finds inside
- client companies with source, meeting notes, attachments and log;
- numbered PDF proposals and, from Pro, engagement letters and invoices;
- deposit and instalments, days on your phone’s calendar, WhatsApp templates to personalise.
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 consultants costs
Public prices. After the free trial, Start, Pro or Studio is almost always enough for a consultant.
Start for a few consulting engagements: €19.90 a month
Paying for the year in advance, €199. Unlimited companies and contacts, follow-up reminders, WhatsApp templates and ten proposals a month. Right for those handling a few engagements a year.
Pro for engagement letters and invoices: €34.90 a month
€349 on an annual basis. It adds engagement letters and contracts, numbered invoices and unlimited proposals: the plan for those signing engagements with companies all year round.
Studio for those invoicing consultancy in XML: €59.90 a month
€599 a year. It includes XML e-invoicing and the collection of the year’s invoices to hand to your accountant.
Free trial on a consulting engagement
Two weeks with the complete Full plan, no payment details. Access opens by itself as soon as you confirm your email.
Full, €44.90 a month, is aimed at those delivering photos and video. The full comparison of plans 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 consultants and trainers
How do I describe days, rate and activities in the proposal?
The total fee goes in the record’s amount. Days, daily rate, preparation and the content of each meeting you write in the proposal note: on the PDF it appears under the price, and the company can discuss it in a meeting with everything in front of them.
An engagement lasts six days: do I see them all on the calendar?
The main appointment is the record’s date and goes on the calendar when you confirm. You put the other days on your phone’s calendar: with reading turned on they arrive in RegiaPro among the appointments to decide on, where you mark them as your own commitments.
A contact hires me, but the invoice goes to another company: is that possible?
Yes. The record carries the name and details of the person you talk to, while the billing party is a separate tax record, with company name, VAT number and recipient code or PEC. You link it with one click, even to different engagements of the same company.
I work under the flat-rate scheme: how do documents come out?
Choose the scheme in Settings: proposals and invoices go out without VAT, and invoices over €77.47 show the €2 stamp duty, paid by you or by the client. You add the wording required by the scheme to the template with its placeholder.
The company pays in three stages: how do I log them?
You log the deposit with date and method and then each instalment as it arrives. The record shows how much is left on that engagement, and the “To collect” box on the home page adds up all the companies that still have to pay you.
Where do I keep minutes, reports and meeting slides?
You upload the files to the company’s record, up to 15 megabytes each. What was said out loud you write in the log with “My note” straight after the meeting: it stays in date order, next to the emails and proposals sent.
Can I tell whether webinars or word of mouth pay off more?
Yes. Choose the source on each record and, if a channel costs you money, enter the cost per contact in Settings. The Report compares payments and costs channel by channel, so you know which initiatives bring signed engagements.
Can I use it while travelling?
Yes: all you need is a browser, on your laptop on the train or on your smartphone in a client’s waiting room. By connecting Google Calendar or iCloud, the main appointment of every confirmed engagement also appears in the calendar you always have with you.
Checked line by line against the software on 14 September 2026. Laura, the dairy and the amounts are invented to explain how it works; the comparison with other software is based on what the vendors published online at the time. If a sentence doesn’t match your RegiaPro, let us know at info@regiapro.it and we’ll review it.
Try RegiaPro with a real client company
Take the next company that asks you for a proposal and manage it in RegiaPro from the first call to the last instalment: in fourteen days you’ll see whether it saves you time. Full stays active for the whole trial; then you decide at your own pace.
Other trades that work on engagements: software for translators, software for data protection consultants, software for freelance developers. The index of all trades is on the Who it’s for page.