Running a successful photography business involves more than capturing beautiful images. To balance creativity with the demands of running a business, the right tools are essential. From managing clients to streamlining workflows, these five tools for your business have been game-changers in my journey as a photographer.
Something I think about often is all the things I would do differently if I were to start my photography business today – and the top checklist item is always to have better systems set up from the start.
Whenever I mentor clients, this is something I find is lacking in most photography businesses. You have the artist part down, and you’ve honed your skills but what about running the business to be a profitable one?
There’s no shame in it whatsoever, almost all photographers (especially in the wedding world) start down this path because they are passionate about being wedding photographers. You’ll be hard pressed to find someone who started a wedding photography business because they thought it was the most lucrative business move. That is not to say it can’t be, it absolutely can! But not without the proper tools – and as for the wedding photography part – you have to love weddings to be in this industry. That is just a fact.
1. Sprout Studio – Your All-in-One CRM
Save 20% on Sprout Studio here
Sprout Studio is a comprehensive CRM built by photographers for photographers. It brings everything you need—contracts, invoices, galleries, workflows, and more—into one streamlined platform.
The portal system enhances client experience by providing easy access to galleries and communication.
While I now use Pic-Time for gallery hosting (more on that below), Sprout’s gallery system remains a reliable option, especially with its integrated proofing. The platform’s Canadian roots and exceptional customer support make it a standout choice for photographers looking to scale their businesses seamlessly.
Key Features:
All-in-One Functionality
Handle client bookings, contracts, project workflows, and even galleries in one place.
Customizable Templates
Create consistency with branded templates for emails, contracts, and workflows.
Client Portals
Offer a tailored experience with portals where clients can access everything from contracts to galleries.
Album Proofing
Simplify album creation by collaborating with clients directly within Sprout.
Built for Photographers
Sprout is made by photographers, for photographers, ensuring tools that truly meet industry needs.
While Sprout’s gallery system is robust, it lacks lab fulfillment, so I use Pic-Time for print orders. Still, its proofing tools and integration capabilities are invaluable. With a Canadian origin and exceptional customer support, it’s the CRM I wish I’d started with years ago!
2. Pic-Time – The Ultimate Gallery Platform
Get a free month of Pic-Time here
Pic-Time is a gallery platform that specializes in creating beautiful client galleries and offering seamless lab fulfillment. If you’re serious about delivering polished galleries and upselling prints, Pic-Time is the gold standard.
Pic-Time shines with its lab fulfillment, intuitive AI organization, and vendor tabs, which help streamline the ordering process. It focuses exclusively on galleries, ensuring an excellent client experience. While I still use Sprout for some projects, Pic-Time has become my go-to for its professional presentation and automation features.
Key Features:
Lab Integration
Pic-Time partners with professional labs, allowing clients to order prints directly through the gallery.
AI Organization
Intelligent features like auto-tagging and sorting make managing large galleries a breeze.
Vendor Tabs
Easily share galleries with vendors, creating a collaborative ecosystem.
Stunning Client Experience
Pic-Time’s modern, user-friendly galleries enhance your brand’s presentation.
Pic-Time does one thing—galleries—and it does it exceptionally well. It’s intuitive, stylish, and perfect for photographers looking to provide a premium client experience.
3. Aftershoot – Culling and Editing Made Easy
Aftershoot is a lifesaver for both culling and editing. Its AI technology learns your style quickly, offering one-click editing and customization options. Whether you’re a seasoned professional or just starting, Aftershoot’s versatility and top-notch support team make it a must-have tool.
Aftershoot is a revolutionary tool that uses AI to speed up the culling and editing process. It learns your preferences over time, tailoring its edits to match your unique style.
Key Features:
AI-Powered Culling
Quickly narrow down thousands of images, choosing only the best shots.
Smart Editing Profiles
Train Aftershoot to match your editing style, or use pre-built profiles for a head start.
One-Click Workflows
Cull and edit in one go, saving hours per project.
Responsive Support Team
Aftershoot’s support team is known for their fast, helpful responses.
Aftershoot has been a game-changer for me. It’s like having a virtual assistant who gets faster and smarter with every project.
4. QuickBooks – Simplified Accounting
Understanding your numbers is crucial for running a sustainable business. QuickBooks simplifies DIY accounting by making it easy to track expenses, tag transactions, and generate reports. Its widespread use by accountants ensures a smooth collaboration during tax season. Setting up your chart of accounts with a professional will help you maximize this tool.
Get 50% off QuickBooks for 6 months here
QuickBooks is the industry standard for accounting software, and for good reason. It’s perfect for photographers looking to track their finances without hiring a full-time accountant.
Key Features:
Expense Tracking
Tag expenses on the go with the QuickBooks app.
Invoicing and Payments
Send professional invoices and accept online payments seamlessly.
Accountant-Friendly
Easily share your books with your accountant for tax season.
Reports and Insights
Get a clear picture of your business’s financial health with detailed reports.
Setting up your chart of accounts with an accountant is key to getting the most out of QuickBooks. Once it’s set up, managing your business’s finances becomes a breeze.
5. Flodesk – Beautiful Email Marketing
Save 50% on your first year of Flodesk here
Flodesk stands out for its stunning, customizable email designs and user-friendly segmentation features. Unlike other platforms, Flodesk’s pricing doesn’t increase as your subscriber list grows, making it ideal for businesses at any stage. Plus, its new checkout feature lets you monetize directly through email campaigns.
Flodesk is the email marketing platform I’ve trusted since 2019. It combines stunning email templates with robust functionality, making it easy to connect with clients and grow your audience.
Key Features
Aesthetic Designs
Create beautiful, on-brand emails with drag-and-drop templates.
Flat Pricing
Unlike other platforms, Flodesk doesn’t charge more as your subscriber list grows.
Segmentation and Analytics
Segment your audience and track performance to optimize your campaigns.
Payment Integration
Sell digital products and services directly through Flodesk’s checkout feature.
Flodesk is the perfect choice for photographers who value style and simplicity in their email marketing. It’s a tool that grows with you, without breaking the bank.
Running a Profitable Wedding Photography Business
Running a profitable wedding photography business without systems in place is nearly impossible. As creatives, it’s tempting to focus solely on the artistry, but the reality is that wedding photography is as much about running a business as it is about capturing moments. Systems are what allow you to deliver consistent results, meet client expectations, and maximize your profitability. They reduce errors, improve communication, and free up your time for high-value activities like nurturing client relationships or refining your craft. Without systems to handle workflows, client management, and finances, you risk burnout, missed deadlines, and ultimately, lost income. Efficiency is key—not just for profitability but also for ensuring a seamless client experience that reflects the luxury service wedding photography demands.
Why These Tools Matter
Investing in quality management tools early on can save you hours of admin work, freeing up time to focus on creativity and client relationships. As photographers, we’re not just artists—we’re business owners. Having systems in place ensures you’re building a sustainable foundation for growth.
The key is finding tools that align with your values. For me, exceptional customer support and user experience are non-negotiable. Each of these tools has proven invaluable, helping me deliver a seamless, professional service to my clients while allowing me to focus on what I love most—photography.
Ready to streamline your business? Explore these tools and start setting up your systems for success. If you’re curious about any of these, feel free to reach out—I’m always happy to share more insights from my experience.
💡 Pro Tip: Customer service is as important as functionality. Each tool on this list not only excels in performance but also offers top-notch support, ensuring you’re never left in the lurch.
By choosing tools like Sprout Studio, Pic-Time, Aftershoot, QuickBooks, and Flodesk, you’re not just investing in software—you’re investing in the success and sustainability of your business.
