TLDR (Summary)
The best client management software for social media managers is Plutio ($19/month).
Social media managers need client management that organizes retainer relationships, content workflows, approvals, and communication. Plutio provides unified management with client portals where clients can view content, approve posts, and access brand assets without emailing you for every request.
Social media managers using complete client management retain more because organized service delivery creates a premium experience that justifies retainer pricing.
For additional strategies, read our client onboarding guide.
What is client management software for social media managers?
Client management software for social media managers is software that handles client relationships, content workflows, approvals, and communication with complete visibility across every retainer.
The distinction matters: basic contact managers store names and emails, while social media manager-focused client management connects to content calendars, approval workflows, asset libraries, and billing status.
What social media manager client management actually does
Core functions include organizing client information with brand guidelines and content preferences, tracking content from creation through approval to publishing, managing approval workflows so clients can review and approve posts, storing assets and published content for easy access, and connecting client records to invoicing and project management.
Contact management vs relationship management
Contact management tools like basic CRMs store contact details and track sales pipelines. They assume you're trying to close deals and move on. Social media manager client management tracks ongoing relationships where you work with the same clients month after month, need to remember content preferences and brand voice, and build on previous work rather than starting fresh each engagement.
What makes social media manager client management different
Social media managers face unique scenarios that generic client software struggles with: retainer relationships that last months or years, content that needs client approval before publishing, brand guidelines and assets that need to stay accessible, and multiple content pieces in various stages of completion at any time. Without client management that connects to these workflows, you end up with client details in one place, content in another, and approvals scattered across email threads.
When client management connects to content workflows, approvals, and invoicing, every interaction happens with full context. It's easy to see what content is pending, what the client last approved, and whether their retainer is current.
Why social media managers need client management software
Social media managers who grow beyond a handful of retainer clients face a compounding problem: every new client adds admin work that doesn't scale, and client management is where that admin tends to pile up.
Content creation, approval tracking, asset management, communication, and billing multiply with each client. Without a tool that connects these functions, details fall through cracks, approvals get missed, and Spending evenings catching up on admin instead of resting or doing creative work.
The scattered information problem
According to research, freelancers spend instead of billable activities. For social media managers specifically, that means 10-15 hours per week spent on non-billable tasks: hunting for brand guidelines, tracking down approval status, responding to client questions about what's been posted, and copying information between tools.
If you bill $75 per hour for content strategy work, those 10 hours of admin represent $750 per week of potential billable time. That's over $3,000 per month in opportunity cost, not counting the mental energy spent on context switching between creative work and administrative tasks.
The fragmentation problem
Most social media managers stack 4-7 disconnected tools: scheduling tools for posting, analytics platforms for reporting, cloud storage for assets, email for approvals, and maybe a spreadsheet for tracking what's due. Each tool handles one function, but none share data automatically.
This creates daily friction: logging into multiple platforms to piece together a client's status, copying approval comments from email into your content tracker, manually cross-referencing what was approved versus what was posted, and hoping the brand guidelines you're using are still current.
The missed approval problem
Approval delays affect nearly every social media manager at some point. You create content on schedule, send it for approval, and then... silence. The client meant to review it but got busy. You follow up but don't want to nag. Meanwhile, the posting schedule slips, and you're scrambling to fill gaps or posting content that hasn't been properly approved.
Without centralized approval workflows, these delays multiply. Clients don't have a single place to review pending content, so approvals scatter across email threads, text messages, and voice notes that are easy to miss.
The scaling tipping point
Most social media managers hit a threshold around 8-12 retainer clients where the manual approach breaks down. At this point, you're either spending more time on admin than content creation, or you're dropping balls. Content goes out late, approvals get missed, and you start turning down good clients because you can't imagine adding more complexity to an already chaotic system.
Connected client management software absorbs the admin work that would otherwise scale linearly with each new client. Client records, content workflows, approvals, and communication all connect automatically, leaving you to focus on the creative work that generates revenue.
Client management features social media managers need
The essential client management features for social media managers connect client relationships with content workflows, approval tracking, and communication while handling the unique patterns that retainer-based work requires.
Core client management features
- Client profiles: Store contact details, brand guidelines, content preferences, and communication history in one organized record. Access everything about a client without hunting through folders.
- Content tracking: Track content from idea through creation, approval, and publishing. Know the status of every piece at a glance.
- Approval workflows: Send content for approval and track responses in one place. Clients review and approve without searching through email.
- Asset storage: Store brand assets, logos, templates, and published content. Everything stays accessible and organized by client.
- Communication hub: Keep all client messages in one place. Reply directly and maintain conversation history attached to client records.
- Task management: Track what needs to be done for each client. Connect tasks to content pieces and deadlines.
Social media manager-specific features
- Retainer tracking: Monitor which clients are on active retainers, what's included, and when renewals are due. Industry standard retainer terms range from 3-12 months with monthly deliverables.
- Content calendars: Plan and schedule content across clients. See upcoming posts and deadlines in one view.
- Brand guidelines storage: Keep each client's voice, tone, color palette, and approved hashtags accessible. No more digging through old emails.
- Revision tracking: Track feedback and revision requests. Know how many rounds each piece has been through.
Platform features that multiply value
- White-label branding: Custom domain, logo, colors, and fonts. Client portals show your brand. Clients never see third-party software names.
- Unified inbox: All client messages, project comments, and notifications arrive in one place. Reply without switching to email. Conversation history stays attached for context.
- Permissions: Control who sees what. Contractors see only their assigned work. Clients see their portal, not your internal notes or margins.
- Mobile apps: iOS and Android apps for full functionality on the go. Approve content, respond to clients, and track tasks from anywhere.
- Automations: Create rules that trigger actions without your involvement. Send reminders when approvals are pending, notify you when clients view content, create follow-up tasks automatically.
The deciding factor for social media managers is integration depth. Client management software that connects with content workflows, approvals, invoicing, and communication eliminates the duplicate data entry that consumes hours every week.
Client management software pricing for social media managers
Client management software for social media managers typically costs $20-100 per month, with integrated platforms providing complete functionality.
What social media managers typically pay for client management
- HoneyBook: $19-79/month
- Dubsado: $20-40/month
- 17hats: $15-60/month
- HubSpot CRM: Free-$45/month
Business management platforms include client features alongside proposals and invoicing. Traditional CRMs focus on sales pipelines rather than ongoing relationships.
Plutio pricing (February 2026)
- Core: $19/month: Client management plus proposals, contracts, projects, invoicing, time tracking, and client portals.
- Pro: $49/month: Unlimited clients, 30 contributors, advanced permissions, custom branding.
- Max: $199/month: Unlimited team, full white-label, single sign-on for agency operations.
The ROI calculation for social media managers
- Time savings: No more hunting through folders and emails for client information. Access everything in one place.
- Client satisfaction: Branded portals create a premium experience that justifies retainer pricing.
- Retention improvement: Organized service delivery builds client loyalty. Clients stay longer when the experience is smooth.
- Reduced mistakes: Connected workflows mean fewer missed approvals, forgotten deadlines, and outdated brand guidelines.
Client management ROI comes through efficiency and retention. One saved hour per week pays for the software. One retained client covers the annual cost.
Why Plutio is the best client management for social media managers
Plutio handles client management as part of a complete platform where proposals, contracts, projects, time tracking, invoicing, and communication work together rather than as separate tools that need manual connection.
Complete client records
Every client profile includes their contact details, brand guidelines, content preferences, project history, invoices, and communication. When you open a client record, you see the full picture: active projects, pending invoices, recent messages, and stored assets. No need to check multiple tools or hunt through folders.
Client portals for approvals and access
Each client gets their own branded portal where they can review pending content, approve posts, access brand assets and published content, view invoices and make payments, and message you directly. Clients love self-service access. You love fewer "where can I find..." emails.
White-label everything
Use your own domain (clients.youragency.com instead of plutio.com/yourusername). Upload your logo, set your brand colors and typography. Every client-facing touchpoint shows your brand: proposals, contracts, invoices, portals, emails, receipts. Clients never see "Plutio" or any indication you're using third-party software. Professional presentation matters for social media managers because brand perception affects perceived value and justifies premium pricing.
Unified inbox for all client communication
When a client messages about a project, responds to a proposal, approves content, or asks about billing, the message appears in one inbox. Reply directly without opening email. The conversation history stays attached to that client's record, so months later when they return, you have full context.
Granular permissions
Control exactly who sees what at the level that makes sense for your business. Contractors see only their assigned work. Clients see their portal and documents. Neither sees your internal notes, profit margins, or other client data.
No-code automations
Create rules that trigger actions without your involvement. Common social media manager automations include: send reminders when content awaits approval for more than 3 days, notify you when a client views a proposal, create follow-up tasks when approvals are overdue, send welcome emails when contracts are signed. Set up once during initial configuration, runs continuously without attention.
Native integrations for social media manager workflows
Connect Stripe and PayPal for payments with no additional configuration. Sync Google Calendar or Outlook for scheduling. Use Zapier to connect scheduling tools, analytics platforms, and 3,000+ other apps. Plutio handles the core workflow while integrating with specialized tools where deeper functionality is needed.
Everything runs from one app with your branding, your terminology, and your workflow logic. Instead of switching between 5-8 different tools to manage one client, you operate from a single platform designed for ongoing service relationships.
How to set up client management in Plutio
Setting up client management in Plutio takes 2-4 hours for initial configuration, then 5-15 minutes per client after your structure and templates are in place.
Step 1: Configure default settings (30 mins)
Set your default payment terms, preferred currency, and invoice settings. These defaults apply automatically unless overridden for specific clients. Configure your company details, logo, and brand colors for client-facing documents.
Step 2: Create client intake templates (1-2 hours)
Build 2-3 intake questionnaires for setup new clients. For social media managers, recommended templates include:
- Full setup: Brand guidelines, target audience, content preferences, voice and tone, competitor references, access credentials, and approval workflow preferences.
- Quick intake: Essential details for smaller engagements. Company info, primary contact, and immediate needs.
- Retainer renewal: Updated preferences and any changes for ongoing clients.
Step 3: Set up client portal branding (20 mins)
Configure your portal appearance: logo, colors, custom domain if desired. Test the client experience by viewing a sample portal. Make sure it looks professional before inviting real clients.
Step 4: Connect integrations (30 mins)
Link payment processing (Stripe, PayPal), calendar sync (Google Calendar, Outlook), and any accounting software you use. Test each integration with a sample transaction to confirm data flows correctly.
Step 5: Import existing clients (30 mins)
Upload existing client data via CSV export from your current tool. Plutio maps common fields automatically. For active clients, create their profiles and invite them to their portals. For historical clients you may not work with again, consider whether import is necessary.
Step 6: Test with one real client
Run through the complete workflow with an actual client rather than a test account. Create their profile, send a portal invite, share content for approval, and track the interaction. Real usage reveals friction that test scenarios miss.
Common setup mistakes to avoid
- Over-customizing too early: Start with minimal templates and refine based on actual use rather than imagining every possible scenario upfront.
- Ignoring mobile: Download the mobile apps during setup and test key workflows on your phone.
- Skipping automation setup: Approval reminders and notifications save significant time. Configure these during initial setup.
Build your setup for the 80% cases that cover most of your clients. Handle the other 20% by customizing per situation rather than trying to create templates for every possible scenario.
Client organization for social media managers
Organizing your clients creates clarity and enables efficient content delivery across multiple retainer relationships.
Client segmentation for social media managers
- Retainer clients: Ongoing monthly relationships with recurring deliverables. Your core business. Track retainer terms, included deliverables, and renewal dates.
- Project clients: One-time engagements for specific campaigns or launches. Track scope, deadlines, and deliverables.
- Prospective clients: Leads you're in conversation with. Track proposals sent and follow-up dates.
- Past clients: Completed engagements worth maintaining for referrals or future work. Archive but keep accessible.
Client status stages
- Lead: Initial inquiry received, not yet qualified
- Proposal sent: Actively considering your services
- Active retainer: Ongoing work with regular deliverables
- Active project: One-time engagement in progress
- Paused: Temporarily inactive but expected to resume
- Completed: Engagement finished, relationship maintained
Information to track per client
- Brand guidelines (voice, tone, colors, fonts, approved hashtags)
- Content preferences (topics, formats, posting frequency)
- Approval contacts and workflow preferences
- Retainer terms and renewal dates
- Access credentials (stored securely)
- Communication preferences (email, portal, frequency)
Organization proven methods
- Use consistent naming conventions for client folders and projects
- Archive completed content but keep it accessible for reference
- Review client statuses monthly to catch expiring retainers
- Tag clients by industry or content type for easier filtering
Organized client records enable faster content creation. When brand guidelines, preferences, and history are immediately accessible, time goes to creating content instead of hunting for information.
Client portals for social media managers: the complete experience
Client portals connect client management to client-facing access, creating a premium experience that differentiates your service.
Portal as content hub
Clients access pending content for review and approval through their portal. They see what's scheduled, what needs their approval, and what's already been published. No need to email status updates or answer "what's happening with our content?" questions.
Approval workflows
Review and approve content directly in the portal. Clients click approve or leave feedback without searching through email threads. You get notified immediately when they respond. Clear approval status means no more guessing whether content is ready to post.
Asset access
Published content, brand assets, and approved graphics stay accessible in the portal. Clients can download their own assets when needed instead of emailing you. Self-service access reduces back-and-forth while keeping everything organized.
Document access
Contracts, proposals, brand guidelines, and reports organized in one place. Clients find what they need without asking. Complete history available for reference.
Communication hub
All discussions centralized in the portal. Messages connect to specific content pieces or projects. Complete context for every conversation without hunting through email.
Invoice and payment access
Clients view their billing history, current invoices, and payment status through the portal. They can pay directly without you sending separate payment links. Convenient financial management reduces payment delays.
Professional differentiation
The portal experience signals an organized, technology-forward practice. Clients see premium service throughout their engagement. The premium experience justifies retainer pricing and builds loyalty that keeps clients longer.
Client portals transform the client experience from scattered emails and file requests to organized self-service access. Internal organization translates directly to external premium experience.
How to migrate to Plutio client management
Migration from another client management tool typically takes 3-5 hours of active work spread over a weekend, with the best time to switch being between content cycles rather than mid-month when you have pending approvals.
Step 1: Export from your current tool
Most client management software provides CSV export for client data. Here's what to export from common tools:
- HoneyBook: Export clients and projects from Settings. Download important documents manually.
- Dubsado: Export contacts and project data from Reports section. Download forms and templates you want to recreate.
- Spreadsheets: Export as CSV. Map columns to Plutio fields during import.
Step 2: Build your structure in Plutio (2-3 hours)
Use your exported data as reference to create client profiles and intake templates. Start with your most active clients. Recreate 2-3 core templates initially rather than trying to migrate every document you've ever created. Focus on forward-looking workflows.
Step 3: Set up integrations (30 mins)
Connect payment processing (Stripe, PayPal), calendar sync (Google Calendar, Outlook), and any accounting software. Test each integration with a sample transaction to make sure data flows correctly before relying on it for real client work.
Step 4: Import client data (30 mins)
Upload your client CSV to Plutio. Map fields appropriately (name, email, company, phone). For active clients, create their profiles and send portal invitations. For clients you may never work with again, consider whether import is necessary.
Step 5: Run parallel for new work
Use Plutio for all new client engagements while keeping the old tool active for clients already in progress. Running parallel avoids the complexity of migrating mid-engagement and gives you time to learn the new system on fresh clients. As current engagements on the old tool complete, those clients transition to Plutio.
Step 6: Phase out the old tool
Once all active clients on your old tool complete their current cycle (typically 30-60 days), cancel that subscription. Maintain read-only access to historical records if the tool allows, or export final archives before cancellation.
Common migration pitfalls to avoid
- Trying to migrate everything: Focus on active clients and forward-looking workflows. Historical data can remain in archives.
- Switching mid-cycle: Finish in-progress content cycles on the old tool. Start new clients on Plutio.
- Not testing integrations: Verify payment processing works with a real (small) transaction before relying on it.
- Skipping the learning curve: Use the first 2-3 clients as deliberate learning opportunities.
The investment in migration pays back in time saved on every future client interaction. Plan for a weekend of setup and a few weeks of adjustment, then benefit from simplified workflows going forward.
