Think about your last client.
Not the session. Not the editing. Just the part where you got them booked and ready.
How many emails was that?
On this week's episode of The One Behind the Lens, I'm walking you through how I use a CRM to automate client onboarding in my photography business. But first, let's do the math together.
You reply to the inquiry. You email back and forth to find a date. You send the contract, then follow up because they forgot to sign it. You send the invoice and remind them to pay. You send a questionnaire, your prep info, and a check-in before the session.
If each of those takes ten minutes, that's well over an hour per client before they ever step in front of your camera. Now multiply that by every client you book in a year.
And none of it is why you got into photography. You started this business because you love people and making photographs. Not because you love sending payment reminders.
What a CRM Does for a Photography Business
CRM stands for Customer Relationship Management. In plain language, it's one home base for your business. Inquiries, contracts, invoices, client emails, questionnaires and your calendar all live in one place, instead of scattered across your inbox, your notes app and that sticky note on your monitor.
I use VSCO Workspace (you might know it by its old name, Tave). I've had it for close to ten years. I'll admit, I haven't been using it to its full potential until now. This fall I finally sat down, honed in, and started building the automations I'd been putting off.
There are plenty of CRMs for photographers out there, and I can't tell you which one is the best. I can only tell you what's working for me.
Why Every Photographer Needs a Client Booking Link
You know the dance.
"Does Tuesday work?" "Tuesday's tough. How about Thursday?" "Thursday works, but only after four." "Oh wait, my daughter has practice Thursday."
Three days later, there's still no date on the calendar. Or worse, the conversation slips through the cracks, and you spend your mornings chasing threads you started but never finished.
So I'm sending a booking link instead. My client clicks it, sees my open dates and times, and picks the one that works. It lands right on my calendar, and I didn't send a single email.
I think clients love this too. I know I do. I'd much rather book a dinner reservation online than call, leave a message and wait for a callback. Your clients can book their session at 10 o'clock on a Sunday night, when they're actually sitting down thinking about it.
One tip: be intentional about what goes on that link. I offer consultations on Tuesdays, and only the days I want to shoot show up for sessions. If someone truly can't make those work, I'm flexible. But the link reflects the schedule I want.
My Automated Photography Client Workflow, Step by Step
The moment they book. The second my client books, they automatically get their contract, their questionnaire and how to pay, all online, all at once. I might be shooting another session. I might be at dinner. I might be asleep. They still get everything right when they're most excited.
They're not left wondering whether I got their message or what happens next. And I'm not digging through my inbox to see who signed and who paid. It's all tracked in one place.
The day after: the prep guide. I used to send everything in one email so I wouldn't forget anything. But on booking day, they already have a contract, a questionnaire and a payment to handle. Add the prep guide and it becomes "I'll look at that later." Giving it its own day gives it its own moment. For my seniors, that's their style guide, so they start dreaming up outfits and locations while the excitement is fresh.
Three days out: the reminder. I've sent this one for years. It's a "your session is coming up" email with where we're meeting, what time, and everything else they need to know. Three days gives them time to see it, even if they don't check email every day. You could add a second one the day before, too.
Here's the bonus: a client who shows up prepped is relaxed and confident. The session runs smoother, and the images are better for it.
I won't pretend this set itself up. I've spent real time writing these automations so they still sound like me, and I've hopped on a few Zoom calls with VSCO's support team to make sure everything works the way I want. Worth every minute for the time I'll get back.
Why Automation Doesn't Make Your Business Less Personal
Maybe you're thinking, "So she's just sending robots after her clients?"
Not quite.
Here's where my personal time goes now: consultations. My high school seniors are required to do a pre-shoot consultation with me, and it's optional for everyone else. They grab a Zoom time right from my booking link. I recommend offering one to every client. Even over a screen, meeting each other gets questions answered and makes sure they're ready to go.
My goal is for every client to feel seen and prepped.
The automations handle the prepped. The consultation and the session are where I show up fully present.
Remember that list of touch points from the beginning? Every single one still happens. I'm just not the one hitting send anymore.
Your challenge this week
Sit down and count the touch points for one client, from inquiry to session day. Then pick one and automate it. Maybe that's a booking link. Maybe it's a single reminder email. Just start with one.
You can hear the whole walkthrough in this week's episode, embedded above. [Listen to the full episode here]
Curious about VSCO Workspace? There's a free version to dip your toes in, and I have a discount code for you: [VSCO link]
Happy listening,
Kate
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