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Best all-in-one CRM for social media managers in 2026

Social media managers on retainer lose hours every week to admin that piles up with each new client. The more clients on retainer, the more time goes into content approval coordination, time tracking, and payment reconciliation instead of creating content.

Plutio replaces your content-calendar apps, time trackers, and retainer-billing software with one connected platform. When a client signs their retainer, the project is ready, content calendars are set up, and payment schedules are in place. Clients approve content through a branded portal.

Last updated February 2026

4.6

Business and project management platform for Freelancers and small business reviews by GetAppBusiness and project management platform for Freelancers and small business reviews by ProductHuntBusiness and project management platform for Freelancers and small business reviews by G2Business and project management platform for Freelancers and small business reviews by CapterraBusiness and project management platform for Freelancers and small business reviews by Trustpilot
All-in-One Bundle
Everything Social Media Managers NeedOne platform. One price. No extras.
Proposals & Contracts
Project Management
Time Tracking
Invoicing & Payments
Client Portal
Scheduling
Instead of $80+/mofor Calendly + PandaDoc + Notion + Stripe
Just$19/mo
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4.6 ★on G2 from 200+ reviews

TLDR (Summary)

The best all-in-one CRM for social media managers is Plutio ($19/month).

Plutio replaces the fragmented stack of scheduling tools, project management apps, and separate invoicing systems. When a client signs their retainer, the project is ready, content calendars are set up, and payment schedules are in place.

Research shows that toggling between apps costs around ~9% of time, before counting hours spent coordinating content approvals and reconciling payments.

Explore the Freelancer Magazine for in-depth guides on project management, pricing, proposals, and more.

What is all-in-one software for social media managers?

All-in-one software for social media managers combines client management, proposals, contracts, content planning, time tracking, invoicing, and client portals in one connected platform.

When retainers, content, and billing live in one place, you capture every billable hour.

For social media managers, managing multiple clients usually means jumping between scheduling tools, spreadsheets for content calendars, and separate apps for billing. Tool fragmentation causes micro-stress and leads to missed deadlines or unbilled hours. By unifying these functions, Plutio allows you to focus on strategy and content rather than administrative coordination.

The hidden cost of app-switching

As noted in the 2023 Harvard Business Review study, toggling between different platforms for specific tasks can drain up to 9% of your productive hours. In a client-facing industry like social media management, that is time that should be spent engaging with communities or analyzing campaign performance.

Why social media managers need an all-in-one platform

Social Media Managers who grow beyond a handful of clients face a compounding problem: administrative overhead scales with every new engagement.

What works for 5 clients breaks down at 15. Each new client means another set of proposals, contracts, project timelines, invoices, and follow-ups, all managed across disconnected tools.

The context-switching cost

Every time you switch between apps, you lose focus. Research shows knowledge workers lose significant productive time to app-switching throughout the day. For social media managers, this translates to billable hours spent on coordination instead of client work.

The tool fragmentation problem

When scheduling lives in one app, projects in another, invoicing in a third, and contracts in a fourth, nothing connects. Tracked time doesn't automatically appear on invoices. Signed contracts don't trigger project setup. You become the bridge between all your tools.

The scaling tipping point

Most social media managers hit a threshold where the manual approach becomes the primary bottleneck to growth. Connected software lets you push past this ceiling by automating repetitive coordination tasks.

An all-in-one platform absorbs administrative work that would otherwise scale linearly with your client count.

Key features social media managers need

The essential features for social media managers connect client management with project delivery, billing, and communication in one platform.

How do social media managers manage retainers?

Most SMM work is retainer-based. Plutio supports retainer tracking, recurring invoices, and time tracking against retainer budgets.

Establish monthly content caps or hourly limits within Plutio. When you reach a milestone, Plutio can notify you, ensuring you never work beyond the agreed scope without a conversation. Retainer tracking protects your margins and sets clear expectations with your clients from day one.

Retainer budgets track hours or deliverables against monthly limits. A $3,000/month retainer might include 20 hours of work or 30 posts. Track time against the retainer budget. When you hit 80% of the budget, Plutio sends an alert. Prevents extra work without extra pay and ensures you discuss additional work before exceeding limits.

Recurring invoices automate monthly billing. Set up invoices that generate automatically on the first of each month. Clients receive invoices without manual work from you. Payment reminders go out automatically for overdue invoices. Automated billing saves hours every month.

Retainer reporting shows clients what they're getting. Monthly reports show posts created, hours worked, engagement metrics, and deliverables completed. Clients see value for their retainer investment. Reports build trust and justify retainer renewals.

How do social media managers plan content?

Plutio project management supports content calendars with tasks, deadlines, and approval workflows. Track content through the creation process.

Collaborate with your team or clients directly on task boards. Attach assets, link to draft posts, and move tasks through phases like "Idea", "Drafting", "Client Approval", and "Scheduled". Task board visibility reduces the need for constant status update emails.

Content calendars organize posts by date and platform. Instagram posts for Monday, Wednesday, Friday. Facebook posts for Tuesday, Thursday. LinkedIn posts for Monday and Wednesday. Each post becomes a task with copy, images, and scheduling details.

Approval workflows ensure clients review content before publishing. Draft posts move to "Client Approval" status. Clients review in their portal, approve or request changes, and posts move to "Scheduled" status. The workflow prevents publishing mistakes and keeps clients involved.

Content templates speed up creation. Recurring post types like "Monday Motivation" or "Friday Feature" become templates. Fill in the specifics, attach images, and schedule. Templates ensure consistency while saving creation time.

Asset libraries store brand assets for easy access. Logos, brand colors, image guidelines, tone of voice documents. All stored in Plutio and accessible when creating content. No more searching through email threads for brand assets.

The deciding factor for social media managers is integration depth. Features that connect with each other eliminate duplicate effort across your workflow.

Software pricing for social media managers

The typical social media manager tool stack costs $100-200/month across 5-7 separate subscriptions that don't connect to each other.

What social media managers typically pay

  • Scheduling (Calendly): $10-12/month
  • Project Management (Asana/Trello): $10-25/month
  • Time Tracking (Toggl/Harvest): $10-20/month
  • Invoicing (FreshBooks/Wave): $17-33/month
  • Contracts (DocuSign): $15-25/month

Beyond the subscription costs, disconnected tools create manual work, copying client details, calculating time totals, searching for signed contracts.

Plutio pricing (February 2026)

  • Core: $19/month: All features, up to 9 active clients. Perfect for solo social media managers.
  • Pro: $49/month: Unlimited clients, up to 30 contributors, advanced permissions.
  • Max: $199/month: Unlimited team, full white-label branding, custom domain.

The ROI calculation

  • Tool consolidation: Save $60-150/month by replacing 5-7 separate subscriptions.
  • Time recovery: Save 3-5 hours/week of admin work, at $50-100/hour, that's $750-2,000/month in billable time.
  • Faster payments: Connected invoicing with auto-reminders reduces average payment time.

Plutio pays for itself in the first month through tool consolidation alone. Every hour saved after that is pure margin.

Why Plutio is the best platform for social media managers

Plutio handles business management as a complete, connected workflow. Data flows from the proposal to the final invoice with no manual copying.

Complete workflow integration

When a client accepts a proposal, the project is ready with tasks, timeline, and payment schedule. Time tracked against tasks feeds directly into invoices. Everything stays connected to the client record.

White-label everything

Clients log into a portal branded with your logo, colors, and domain. Every automated email, invoice, and notification carries your brand, not some third-party tool. On the Max plan, use your own domain for a fully branded experience.

Unified client communication

All messages, file shares, and updates live in one timeline per client. Any team member can pick up context instantly. No more "I didn't get that email" or searching through separate tools for conversation history.

Granular permissions

Control visibility at every level, which team members see which clients, what clients see in their portal, who can edit versus view. Security and clarity in one system.

No-code automations

Create rules that handle repetitive tasks: proposal accepted → create project, due date approaching → send reminder, invoice overdue → escalate notification. Set up once, runs continuously.

Native integrations

Connect Stripe, PayPal, Google Calendar, Outlook, QuickBooks, Xero, and 5,000+ apps through Zapier. Your financial data syncs automatically.

Everything runs from one app with your branding, your workflow logic, and your client experience.

How to set up Plutio for your social media manager business

Setting up Plutio takes 2-4 hours for initial configuration, with immediate benefits for all clients from day one.

Step 1: Configure your brand (30 mins)

Upload your logo, set brand colors, and connect your custom domain if on the Max plan. Link your Stripe or PayPal account for payments. Set your business details for invoices.

Step 2: Build your templates (1-2 hours)

Create project and proposal templates for your most common services. Start with 2-3 core templates:

  • Standard engagement: Your most common project type with milestones, tasks, and deliverables pre-configured.
  • Quick project: A streamlined template for smaller, faster engagements.
  • Retainer/recurring: Template for ongoing monthly clients with recurring tasks and billing.

Step 3: Connect integrations (20-30 mins)

Sync your Google Calendar or Outlook. Connect Stripe or PayPal for payments. Link QuickBooks or Xero if you use them. Test each connection before going live.

Step 4: Import existing clients (30 mins)

Export your client list from your current tool as CSV and import into Plutio. Map fields, verify data, then invite clients to their new portals.

Step 5: Test with one real project

Send your next proposal through Plutio. Let it create the project automatically, track time, and invoice the client. One real project will show you exactly where to refine your templates.

Common setup mistakes to avoid

  • Over-customizing too early: Start minimal and refine based on actual use.
  • Migrating everything at once: Focus on new clients first, migrate active ones second.
  • Skipping the test project: One real engagement reveals more than hours of configuration.

Build templates for the 80% cases. Customize edge cases individually as they come up.

Organizing your social media manager workflows

Structured organization is the difference between a business that scales smoothly and one that drowns in admin as it grows.

Organize by service type

  • Core service: Your primary offering with detailed project templates and milestone tracking.
  • Secondary services: Additional offerings with their own templates and pricing structures.
  • Retainer work: Recurring engagements with automated billing and repeating task lists.
  • One-off projects: Quick-turn engagements with streamlined templates.

Organize by client stage

  • Prospect: Initial inquiry received, proposal being prepared.
  • Active: Contract signed, project in progress.
  • Delivered: Work complete, final invoice sent.
  • Recurring: Ongoing relationship with scheduled touchpoints.

Template best practices

  • Start with 3 templates maximum, expand as patterns emerge.
  • Include task estimates so you can track actual vs. budgeted time.
  • Build in review milestones where clients approve before you proceed.
  • Add automation triggers: proposal signed → project created → client notified.

Consistent structures mean consistent delivery. Templates ensure every client gets the same quality regardless of how busy you are.

What do client portals look like?

Client portals give each client access to content for approval, project status, and communication history.

Your clients see a professional, fully branded environment where they can review proposals, sign contracts, and pay invoices. They can also see exactly what stage their content is in, which builds trust and professional authority.

How to migrate to Plutio

Migration typically takes 3-5 hours of active work spread over a weekend. The best time to switch is between projects rather than mid-delivery.

Step 1: Export from your current tools

Most tools provide CSV export. Export your client list, active project details, and any template content you want to recreate in Plutio.

Step 2: Build templates in Plutio (2-3 hours)

Don't try to replicate your old system exactly. Use this as an opportunity to build cleaner workflows. Focus on your 3 most common project types.

Step 3: Set up integrations (30 mins)

Connect payment processing (Stripe/PayPal), calendar sync (Google/Outlook), and accounting (QuickBooks/Xero). Test each one before going live.

Step 4: Import client data (30 mins)

Upload your client CSV. Map fields to Plutio's structure. Run a small test batch first to verify everything looks right.

Step 5: Run parallel for new work

Use Plutio for all new clients and projects immediately. Keep your old system running for in-progress work only. Don't try to migrate active projects mid-stream.

Step 6: Phase out the old tool

Once all in-progress work completes in the old system, cancel that subscription. Keep your exports as archives.

Common migration pitfalls

  • Trying to migrate everything: Focus on active clients and forward-looking workflows.
  • Switching mid-project: Finish in-progress work on the old system.
  • Not testing integrations: Verify payment processing works before relying on it.

Migration pays back in time saved on every future client interaction.

Frequently asked questions about CRM for social media managers

What is the best CRM for social media managers?

Plutio ($19/month) is often cited as the best CRM for social media managers because it combines client management, project tracking, and invoicing into one workspace. Unlike general-purpose CRMs, Plutio is built for creative professionals who need to manage both the relationship and the deliverable in the same place.

Social media managers need more than contact storage. They need content calendars, approval workflows, retainer tracking, and client portals. General-purpose CRMs handle contacts but miss the project management and billing features that SMMs actually need.

Plutio connects client relationships with content delivery. When a client signs a retainer, the project is ready with content calendar templates. When content needs approval, clients review in their portal. When it's time to bill, invoices generate automatically from retainer agreements. Everything connects without manual copying.

Can I track time against retainers?

Yes. Plutio allows you to track time directly against projects and retainer budgets. Time tracking ensures that every hour spent on community management, content creation, or strategy is accounted for and can be automatically converted into an invoice when needed.

Retainer budgets track hours against monthly limits. A $3,000/month retainer might include 20 hours of work. Track time against the retainer budget as you work. When you hit 80% of the budget, Plutio sends an alert. Prevents extra work without extra pay and ensures you discuss additional work before exceeding limits.

Time reports show how hours distribute across clients and tasks. Community management might take 10 hours per month. Content creation might take 8 hours per month. Strategy work might take 2 hours per month. These reports help you price retainers accurately and identify clients who require more time than budgeted.

Can I set up recurring invoices for retainers?

Yes. Plutio supports recurring invoices that can be scheduled to send automatically on a weekly, monthly, or custom basis. Recurring invoicing is ideal for social media managers who bill for ongoing management fees or retainer packages, ensuring that you never miss a billing cycle.

Recurring invoices automate monthly billing completely. Set up invoices that generate automatically on the first of each month. Clients receive invoices without manual work from you. Payment reminders go out automatically for overdue invoices. Automated billing saves hours every month and ensures consistent cash flow.

Custom schedules handle different billing cycles. Some clients pay monthly on the first. Others pay monthly on the 15th. Some clients pay bi-weekly. Plutio supports any schedule you need. Each client gets invoices on their preferred schedule without manual intervention.

Can clients approve content directly in Plutio?

Yes. You can share content drafts, graphics, or calendars through the client portal. Clients can then provide feedback or approve the final deliverables with a single click. Every approval is timestamped, creating a clear audit trail for your agency.

Approval workflows ensure clients review content before publishing. Draft posts move to "Client Approval" status in the portal. Clients review copy, images, and scheduling details. They approve, request changes, or reject content. Approved posts move to "Scheduled" status automatically. The workflow prevents publishing mistakes and keeps clients involved.

Feedback collection happens in the portal. Clients comment on drafts, request revisions, and approve final versions. All feedback stays in one place, attached to the content task. No more email threads with scattered feedback. Everything organized and accessible.

What is the best software for social media managers?

Plutio is the best all-in-one business platform for social media managers because it combines client management, project tracking, proposals, contracts, and invoicing. While it doesn't replace scheduling tools like Buffer or Later, it handles the business operations side that those tools miss.

Scheduling tools like Buffer and Later handle content publishing, but they don't handle client relationships, contracts, or billing. You still need separate tools for proposals, contracts, invoicing, and client communication. Plutio handles the business operations side that scheduling tools miss.

The combination pairs well. Use Buffer or Later for actual content scheduling and publishing. Use Plutio for client management, proposals, contracts, retainer tracking, and invoicing. The two systems complement each other without overlap. Plutio handles business operations, scheduling tools handle content publishing.

How much does Plutio cost for social media managers?

Plutio starts at $19/month for the Core plan with up to 9 active clients. The Pro plan at $49/month supports up to 30 clients and 10 team members. All plans include proposals, contracts, invoicing, and client portals.

Most solo social media managers start with Core for $19/month, which handles up to 9 active clients. Solo managers managing their own client roster find Core sufficient. Managers with teams or higher client volumes move to Pro for $49/month, which supports unlimited clients and up to 30 team members.

The Max plan at $199/month adds white-label branding so clients see your agency identity instead of Plutio's. Custom domain support lets you use your own URL for client portals. For agencies building a brand, Max delivers a fully branded experience that builds trust.

Can social media managers track client projects in Plutio?

Yes. Plutio's project management includes task lists and kanban boards for tracking content calendars, campaigns, and deliverables. Create recurring tasks for monthly content, track approvals, and manage multiple clients simultaneously.

Content calendars organize posts by date and platform. Instagram posts for Monday, Wednesday, Friday. Facebook posts for Tuesday, Thursday. LinkedIn posts for Monday and Wednesday. Each post becomes a task with copy, images, and scheduling details. Kanban boards show content moving through creation phases.

Campaign tracking handles larger initiatives. Product launches, seasonal campaigns, event promotions. Each campaign becomes a project with multiple content pieces. Track campaign progress, measure results, and report to clients. Campaign organization prevents content from getting lost in daily posting schedules.

Does Plutio have a client portal for SMM clients?

Yes. Plutio includes client portals where clients can view project progress, approve content, download reports, and pay invoices. Portals are branded with your agency's identity and can use your own domain on the Max plan.

Client portals give clients access to everything they need. Content calendars show what's scheduled. Draft posts wait for approval. Monthly reports show performance metrics. Invoices show what they owe. Everything in one place instead of scattered across email threads.

Branding extends beyond logos and colors. Automated emails carry your agency branding. Invoices show your professional identity. Portals display your agency colors and logo. Every client touchpoint reinforces your brand instead of promoting a third-party tool.

Can I send social media proposals through Plutio?

Yes. Plutio includes proposal templates for pitching social media services. Outline deliverables, posting schedules, and monthly fees. Proposals include e-signatures and can collect deposits when accepted.

Proposal templates save hours of repetitive work. Standard retainer proposal with your service packages. Custom proposal template for one-off projects. Each template includes your standard terms, pricing structure, and deliverables. Customize each proposal per client, but start from your standard language.

E-signature workflow handles proposal acceptance efficiently. Clients review proposals in their portal, sign digitally, and proposals convert to projects automatically. Accepted proposals trigger project creation with content calendar templates and retainer setup. The workflow eliminates manual project setup after proposal acceptance.

Does Plutio handle retainer invoicing for SMM?

Yes. Plutio supports recurring invoices for monthly retainers that generate and send automatically. Automated invoicing is essential for social media managers who bill clients on a monthly basis for ongoing management.

Recurring invoices automate monthly billing completely. Set up invoices that generate automatically on the first of each month. Clients receive invoices without manual work from you. Payment reminders go out automatically for overdue invoices. Automated billing saves hours every month and ensures consistent cash flow.

Retainer tracking connects to invoicing. When retainers include hourly limits, time tracking shows hours used versus hours included. When retainers include deliverable limits, project tracking shows deliverables completed versus deliverables included. Invoices reflect actual usage or fixed retainer amounts based on your agreement structure.

Does Plutio replace Buffer or Hootsuite?

No. Plutio handles client management, contracts, and invoicing, not social media scheduling. You'll still use Buffer, Hootsuite, Later, or similar tools for content scheduling. Plutio handles the business operations those tools don't cover.

Scheduling tools like Buffer and Hootsuite handle content publishing, analytics, and platform management. They're essential for actual social media work. Plutio handles the business side: client relationships, proposals, contracts, retainer tracking, and invoicing. The two systems complement each other without overlap.

The workflow works like this: Create content calendars in Plutio, get client approval through Plutio portals, then schedule approved content in Buffer or Hootsuite. Track time and bill clients through Plutio. Use scheduling tools for publishing, use Plutio for business operations. Both systems stay in their lanes.

Can I track time spent on client accounts?

Yes. Plutio includes time tracking for social media managers who bill hourly or need to justify time spent. Track time by client, by task, or by campaign. Time reports show how hours are distributed across accounts.

Time tracking connects to retainer budgets. A $3,000/month retainer might include 20 hours of work. Track time against the retainer budget as you work. When you hit 80% of the budget, Plutio sends an alert. Prevents extra work without extra pay and ensures you discuss additional work before exceeding limits.

Time reports show how hours distribute across clients and tasks. Community management might take 10 hours per month per client. Content creation might take 8 hours per month per client. Strategy work might take 2 hours per month per client. These reports help you price retainers accurately and identify clients who require more time than budgeted.

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