Photography Studio Management Software

Session type selection displaying description, duration, inclusions list, and starting price -- giving the client enough information to self-select the right session type without needing to email for details. Date and time booking against real-time studio availability with photographer assignment based on the session type and booking rules you configure -- the client books into confirmed availability, not a provisional hold that needs studio confirmation. Instant quote generation for standard session types with fixed pricing, or an enquiry submission form for custom quotes requiring consultation. Deposit collection at booking via Stripe payment processing -- the deposit amount is configurable per session type and the remaining balance can be collected at any point in the workflow you choose: before the shoot, immediately after, or on gallery delivery. Online booking widget embeddable in your existing website so clients book directly from your site without being redirected to a third-party booking platform interface. Booking confirmation email sent immediately with the session preparation guide specific to the session type booked. Studio calendar updated in real time -- no manual entry required and no double-booking risk because availability is calculated from confirmed bookings, not a manually maintained spreadsheet. Lead enquiry management captures client information, session interest, and budget from clients not ready to book directly, with automated follow-up email sequences to bring warm leads back to a booking.

Pre-shoot questionnaire delivered automatically after booking via the client portal, with question sets specific to the session type -- family portrait questionnaires ask for names, ages, clothing colours, and any mobility considerations; headshot questionnaires ask for the industry, intended use, and LinkedIn profile for context; commercial sessions request brand guidelines and concept references. Contract e-sign via DocuSign delivers the booking contract to the client's email with your terms covering usage rights, cancellation policy, late arrival policy, and delivery timeline -- the signed contract is stored on the client record and accessible to both parties. Contract template library with multiple templates for different session types -- a consumer portrait contract differs from a commercial usage rights agreement -- with digital signature support for both via DocuSign. Mood board sharing from a studio-curated style library or client upload for style and location reference, so both photographer and client arrive with aligned expectations. Shot list collaboration for commercial sessions and events lets the client and photographer build a shared brief before the shoot day. Day-of call sheet with session time, exact location with map link, parking instructions, arrival instructions, and what to bring -- sent automatically 48 hours before the session without the studio needing to remember to do it. Equipment and prop inventory tracked per session so the photographer confirms resource availability for each booked shoot before the day.

Shoot day checklist with session-type-specific items ensures the photographer has confirmed equipment, location, prop requirements, and client brief before arriving. Target image count and style notes from the pre-shoot questionnaire and mood board are visible during the culling stage so the editor is working against a brief, not guessing what the client wanted. Edit status tracking per gallery -- import complete, culling in progress, culling complete, editing in progress, retouching, quality review, ready for delivery -- gives the studio a live view of every active gallery's progress without requiring the editor to send status updates. Delivery deadline tracking shows which galleries are approaching their committed delivery date and which are overdue, with configurable alerts to the responsible photographer and studio owner before a deadline is missed. Online proofing and photo selection workflow lets the client view a selects gallery and vote on their favourite images before the final edit is completed -- client favourites feed directly into the editing queue so the photographer knows which images the client cares most about. Styled shoot collaboration management tracks collaborative shoots with multiple contributors -- make-up artists, florists, venue partners -- with shared access to shot lists and mood boards and a shared delivery record for assets distributed after the shoot. Multiple gallery delivery versions accommodate studios where clients select hero images before the complete gallery is edited and delivered. Editor assignment and workload view across all active galleries shows which editor has how many galleries in progress, useful for managing capacity and turnaround time across a busy studio.

Client gallery hosted on your own infrastructure with PIN-protected access -- the studio sets the access code, expiry date, and download permissions, not a third-party file transfer service with its own rules and branding. The client receives a gallery-ready notification via email when the gallery is published, with a direct link and access PIN. Selective download options let the client download the full gallery, selected favourites, or specifically purchased images depending on your licensing model. Client favouriting and sharing tools let the client mark preferred images and share a secondary access link with family members who need to view the gallery without receiving the edit access controls. Online proofing with client voting allows the client to select and rank images from a selects set before the final delivery -- the studio sees the votes in real time and edits to the client's selections. Print product ordering is integrated directly into the gallery interface -- wall art sizes, album formats, and print products are displayed with your configured pricing and margins, and client orders are placed without leaving the gallery. Gallery expiry date is set by the studio: short-access links for standard delivery tiers, or permanent archive access as a premium tier that becomes a recurring revenue product. Clients access their photos from any device at any time without contacting the studio, eliminating the "my WeTransfer link expired" support request.

Session packages configured with itemised inclusions -- digital file count, print product credits, retouching allowance, usage rights scope, and delivery timeline -- so clients know exactly what they are booking before they pay the deposit. Invoice generated automatically from the booked package with the deposit amount applied and the outstanding balance calculated. Additional product sales from the gallery -- extra digital images beyond the package allowance, wall art, album upgrades, and print products ordered by the client -- are added to the invoice automatically so the post-shoot invoice reflects everything the client purchased without manual line-item entry. Payment plan management for higher-value commercial and wedding packages allows the balance to be split across configured milestone dates rather than collected in full before delivery. Outstanding balance reminder sent automatically via email a configurable number of days before gallery delivery, so the studio does not deliver the gallery and then chase payment. QuickBooks and Xero integration syncs invoices, payments, and outstanding balances to your accounting system in real time so bookkeeping is not a manual export task. Invoice and payment tracking shows the studio owner which invoices are outstanding, which are overdue, and total revenue by session type and period. Package performance reporting tracks the most popular session types, average total sale value per session including add-ons, and print product attach rate by session type -- the data for optimising your pricing and package design.

Client record consolidates every session, gallery, contract, invoice, and purchase in one place -- no searching across booking tools, email, and external hard drives to find what a client ordered two years ago or whether their WeTransfer link was ever re-sent. For portrait clients, anniversary and birthday reminders trigger rebooking offer emails at the right time -- a newborn session client receives a first-birthday reminder, a family portrait client receives an annual rebooking prompt at the right seasonal moment, and a maternity client receives a newborn session offer. Automated post-delivery rebooking offer sent after gallery access is confirmed, with a returning-client discount or early booking incentive configured to match your seasonal demand. Lead enquiry management captures enquiries from social, website, and referral with follow-up email sequences that move warm leads toward a booking without requiring the studio to manually track every thread. Referral source tracking records which clients sent other clients and how many completed bookings each referral source has generated, so the studio knows whether a referral programme is producing results and which clients are the most valuable referrers. The repeat booking and referral business that comes from treating the client relationship as ongoing -- a series of interactions across years -- rather than as a single transaction with a one-time gallery delivery at the end.