Photography & Creative Studio
Clara Monét Photography
A UK portrait photographer's full client lifecycle — from inquiry to booking to gallery delivery to balance payment — connected through one system.
Project Snapshot
Before
Every inquiry arrived in the studio inbox and became a manual admin task: replies were written by hand, PDF contracts were sent from Gmail, and clients were asked to pay by bank transfer. Client details were copied into a notes app or spreadsheet, confirmations were chased on WhatsApp, and gallery delivery and invoicing were handled separately. When a payment or questionnaire was missed, tracking messages and chasing balances ate into evenings and weekends. Clara spent hours reconciling payments and drafting manual emails while the week felt dominated by admin rather than the sessions themselves.
After
A client completes the public inquiry form and immediately receives an acknowledgement; once Clara approves, the client gets a unique booking link. On that link the client reviews a concise session summary, types their name to sign the contract, and pays the non‑refundable deposit/booking fee online. After payment they land on a confirmation page and receive an email with the signed contract and a portal link. In the portal the client completes a pre‑session questionnaire, tracks session progress, and later pays the balance when the gallery is delivered. From the owner dashboard, Clara open the job pipeline to see each session by stage, review client files and GDPR consent, and edit service pricing and booking fees inline. Confirmation emails, questionnaire prompts and session/balance reminders run automatically and jobs advance through the pipeline without manual chasing. The public site and online gallery delivery were kept; manual contract emails, bank‑transfer deposits and ad‑hoc messaging were replaced with the booking link, e‑signature and automated messaging so the owner can stop chasing admin and keep the tools that work using custom flow.
Before
Every inquiry arrived in the studio inbox and became a manual admin task: replies were written by hand, PDF contracts were sent from Gmail, and clients were asked to pay by bank transfer. Client details were copied into a notes app or spreadsheet, confirmations were chased on WhatsApp, and gallery delivery and invoicing were handled separately. When a payment or questionnaire was missed, tracking messages and chasing balances ate into evenings and weekends. Clara spent hours reconciling payments and drafting manual emails while the week felt dominated by admin rather than the sessions themselves.
After
A client completes the public inquiry form and immediately receives an acknowledgement; once Clara approves, the client gets a unique booking link. On that link the client reviews a concise session summary, types their name to sign the contract, and pays the non‑refundable deposit/booking fee online. After payment they land on a confirmation page and receive an email with the signed contract and a portal link. In the portal the client completes a pre‑session questionnaire, tracks session progress, and later pays the balance when the gallery is delivered. From the owner dashboard, Clara open the job pipeline to see each session by stage, review client files and GDPR consent, and edit service pricing and booking fees inline. Confirmation emails, questionnaire prompts and session/balance reminders run automatically and jobs advance through the pipeline without manual chasing. The public site and online gallery delivery were kept; manual contract emails, bank‑transfer deposits and ad‑hoc messaging were replaced with the booking link, e‑signature and automated messaging so the owner can stop chasing admin and keep the tools that work using custom flow.
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