Tools for Social Media Managers: A Client Approval Portal, Content Calendar and Retainer Billing

Mythex lets a social media manager or small agency build one place per client for drafts, approvals and results: a portal where clients approve each post before a deadline, a content calendar that plans design and copy backward from the publish date, proposals with a setup month, and retainers invoiced in advance. Describe your packages in chat and publish.

Approvals in WhatsApp, calendars in a spreadsheet

Each month, for each client: plan a content calendar, write captions, get graphics or video made, chase approval, schedule, answer comments and send a report. Work spikes around launches, holidays and campaigns. Most freelancers and small agencies run a spreadsheet calendar, a scheduling tool, a design app and approvals spread across WhatsApp and email, so nobody is sure which caption was signed off. The person you talk to daily is often not the one who approves, and one demanding account quietly eats twice its fee. A social media business needs timestamped approvals, deadlines worked back from posting dates, and hours tracked against each retainer.

• Posts with image, caption, platform and date for review
• Approvals recorded with time and approver
• An approval deadline per batch with a stated default
• Design, copy and video tasks due before the post date
• Brand assets and client uploads in one place
• Hours per client compared with the retainer

What you can build for social media managers

A client portal for post approvals

Clients see upcoming posts with image, caption, platform and date, and approve or comment on each one. Approvals are timestamped, each batch has a deadline, and reports, brand assets and client-uploaded photos live in the same area.

Build a client portal for my social media management business. Clients see next month's posts with image, caption, platform and date, and approve or comment on each one, recorded with name and time. Each batch has an approval deadline. Add monthly reports, brand assets and a place for clients to upload photos and videos.

A content calendar planned backward

Each client's posts by date, platform and status, with copy, design and edit tasks assigned to team members and due automatically before the publish date and the approval window. Evening and weekend community shifts get a rota.

Make a content calendar for my social media agency. Posts have client, platform, publish date and status. When I add a post, create copy, design and approval tasks with due dates counted back from publish date (approval 2 days before, design 4 days before). Add a weekend community management rota.

Proposals with a separate setup month

List platforms, post frequency, content creation, community management and reporting as options, price ad management apart from ad spend, put setup work on its own line, and state the minimum term.

Create a proposal tool for my social media business. Options: platforms, posts per week, reels per month, community management hours, monthly report. Ad management fee separate from ad spend. A one-off setup month. Minimum 3-month term. Clients accept online.

Retainers billed at the start of the month

Monthly retainers invoiced on the same date with the package name and month of service, extra shoots or reels on their own lines, and ad spend kept apart from management fees.

Make invoicing for my social media business. Retainers invoice on the 1st for that month, naming the package and month. Extras like a photo shoot are separate lines. Ad spend is shown separately from my fee.

Client records with brand voice and approver

Leads from enquiry to audit, proposal, signed and onboarding. Clients record platforms managed, contract end, who has final approval and their preferred channel, brand voice notes and topics to avoid. Renewals prompt a review a month ahead.

Build a CRM for my social media management business. Leads move through enquiry, audit sent, proposal, signed, onboarding. Clients have platforms, contract end date, final approver, brand voice notes and topics to avoid. Remind me a month before each renewal.

Which accounts actually pay

Posts scheduled, awaiting approval and published per client this month, engagement and follower figures entered or imported, hours spent against retainer, and renewals and overdue invoices on one screen.

Build a dashboard for my social media business: posts per client by status this month, follower and engagement figures I enter monthly, hours logged versus retainer value per client, upcoming renewals and overdue invoices.

Set the approval rule once

Put the approval deadline and what happens after it in your contract and on the portal: posts not reviewed by the deadline go out as drafted, or move a week. Then use only the portal for sign-off. Approvals chased through messages are the biggest time drain in this work, and the rule turns them into a button.

• Deadline per batch
• A stated default after the deadline
• Portal-only sign-off

Account logins stay elsewhere

Do not keep clients' social media passwords in the app. Use each platform's own business access and a password manager. The portal holds content, approvals and reports, not credentials.

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