Building Luxury Photography Client Systems (So You Can Spend More Time With Your Kids!) with Kelly Bullock

I can’t wait to talk to you about the luxury photography client systems for Kelly today. It’s hard to believe it’s almost been a year since I recorded a Business Bestie Chat with Sabrina Gebhardt on the Shoot It Straight podcast — the very conversation where the idea for Systems in Session was born.

Now, it hasn’t quite been a year since I officially launched the program, but it has been a year since I came up with it live on air. And immediately after that episode went out, Kelly messaged me and said, “Colie, when you do that thing, just sign me up and send me an invoice.”

It took me about six months to actually send that invoice (classic, I know), but she became the very first official Systems in Session client.

Today, I’m sitting down with Kelly Bullock to talk about what it was like working together inside Systems in Session and to dive into what it really means to create a luxury client experience.

You were one of my first Honeybook CRM Blueprint students! How were you using Honeybook before the course?

I definitely wasn’t using HoneyBook to its full potential. I think all I really had set up was the contact page linked to my website. To be honest, I used it mainly for client communication, all my emails lived there, but that was about it. Oh, and I did have an automated reply set up for my contact form. And I was using the standard Honeybook contract and invoice templates.

How did you use the course when you first signed up?

I’m really good at buying a lot of courses… but not always following through on all of them. I remember one day I really tried to commit — I got through the first few videos and started creating a few email templates. But I never got into the automations part. That felt super intimidating to me at the time.

How does having systems help you navigate your business on the side (knowing you also have a full-time job)?

Right, I’m not only a family photographer, but also a CRNA — a Certified Registered Nurse Anesthetist — so I take care of patients in the OR during surgery. I guess you could call that a corporate job, though it’s definitely not nine to five. I’m usually at the hospital by 6:30 and done around three or five.

It’s a lot. I’m in the OR three to four days a week, and finding balance has always been tough. On top of that, I offer a really high-touch client experience for my photography clients, and I constantly felt like I was dropping the ball — even though, in reality, I wasn’t. My mind was just always running a mile a minute. That’s when I knew I needed your help.

It really felt like my mind was constantly spinning nonstop. Early on, I learned my capacity pretty quickly. Not only am I a nurse anesthetist and a photographer offering a luxury client experience, but I’m also a mom to three little ones. So, on top of my professional life, I’m managing all the invisible load — keeping the house running, making sure everyone has what they need, scheduling doctor’s appointments (and, let’s be honest, probably missing one here or there).

All of that mental juggling had me stretched to the limit. I knew my capacity, and I also knew I was at capacity. If I didn’t make changes in my photography business, specifically through automation, there was no way I could grow. I couldn’t even imagine adding one more client a month. My max was four, and I was fine with that, but deep down, I wanted to serve more moms. I just needed the right systems to make that possible.

How did you feel about the timeframe of 60 days for Systems in Session while working a full-time job?

I really only spend a few hours a week on my business since I choose not to work on weekends. That leaves me just two weekdays to handle everything — photography, admin, and self-care — so I felt like the pace of the program was amazing.

What I really appreciated about you was how well you read people and listen. Early on, you said something like, “I think this is the right amount of work for you right now,” and you were spot on. It was manageable, realistic, and exactly what I needed to focus on. You made the whole process feel doable and that was huge for me.

More than anything, I wanted accountability to actually get things done, which I hadn’t quite found in the beta HoneyBook course. That’s why I wanted to work with you… for the accountability and the assurance that I was setting things up correctly. I didn’t want you to just do it all for me; I wanted to learn alongside you. And you did exactly that. You taught me how to create automations, and now I’ve gone on to build even more on my own!

You explained everything in a way that made total sense. Plus, your feedback system was incredible: you were so available for questions, reviewed my videos, checked my automations, and always responded quickly. Honestly, it was the best experience. I’m so, so happy I joined.

You were resistant about automation at first too! Can you talk about that?

I’ll admit, I was a little resistant to automations at first. I worried they’d make things feel impersonal. None of my client communication has ever been one-size-fits-all, apart from basic things like sending proposals or scheduling emails.

But you did such an incredible job of recognizing what my client experience looks like and what I value most. I love creating personal connections and keeping things hands-on and customized and you showed me how to build automations around that, not instead of it.

Now, all of my main steps are automated (which is brilliant, by the way, and I never would’ve structured it that way on my own), but everything in between still feels 100% me. That balance is exactly what I was hoping for.

We built complex automations for you, but when your clients didn’t always follow the ideal workflow, we had to completely reengineer the system—breaking it into smaller, smarter automations that worked in real life without you having to babysit every client. How are they working now?

Now it’s just seamless. It’s incredible. I still check in every now and then to make sure everything’s running smoothly, of course, because I never want my clients to miss anything. But honestly, the mental load it’s taken off of me is amazing. I’m so grateful we got everything in place before busy season, because it’s made such a huge difference.

Even though I’ve maintained my photography capacity, I still have so much going on in life, and these systems have made it all feel more manageable. It’s truly incredible how much lighter everything feels now.

How has your business changed since Systems in Session?

Now, clients are moving through the entire process so much faster. They immediately get their questionnaire and client wardrobe link, and as soon as that’s completed, they’re prompted to schedule their planning session call.

We also set up a rolling calendar, which has been amazing. Clients can easily schedule both their planning call and their session without any back-and-forth.

The other big update is that I brought on a Client Experience Coordinator! Integrating her into the HoneyBook system and syncing our schedules took a bit of learning, but now everything is running so smoothly and I’m so, so happy about it.

My Client Experience Coordinator is now handling the planning calls too, which has been such a huge help. She’s also taken over a lot of the in-between client communication (things like wardrobe planning and other touchpoints), which has made the entire process even smoother for both me and my clients.

Do you think it’s worth doing Systems in Session before you hire someone? Or do you wish you’d done it after?

This setup is absolutely perfect, it was definitely the right move doing it before. Like you mentioned, it took us a little while to really figure out what kind of systems and automations would work best for my client experience, and I think if we’d kept changing things, it would’ve been confusing not only for me but also for her.

Now that everything is streamlined and my templates are ready to go, my Client Experience Coordinator handles a lot of the process. After our connection calls, she sends proposals and checks in on clients to make sure all the automations are running smoothly. She knows the system, I know the system, and I’ve documented everything in a shared Google Doc so we’re always on the same page.

It’s been such a game changer. She feels confident moving through the process, and if something ever gets missed, like if a client drops off the automation because they didn’t complete their questionnaire, I get a task reminder right away. Then either she or I can send a quick manual email to get things back on track. It’s so efficient, and having her help with that piece has been amazing.

You’re teaching at Root to Rise with Sabrina Gebhardt this year. What are you going to be sharing about?

I get to teach and educate other women about creating a luxury client experience, which is so exciting. One thing I really want to redefine is what “luxury” actually means. So many people equate luxury with cost, but to me, luxury is care — it’s about making clients feel genuinely valued and supported throughout the entire experience.

I care deeply about that, especially because so many of us serve moms. Busy moms who often carry so much. They deserve to feel seen, cared for, and appreciated. I’m so excited to help other photographers bring more ease, intentionality, and connection into their client experiences, so their clients truly feel valued just as they are.

Is there anything else that’s come out of working together in Systems in Session now that your HoneyBook is finally set up to work the way you always hoped it would?

Honestly, just being able to spend more time with my kids has been the biggest gift. These really are the days. My twin boys just turned five, which feels wild, and my daughter is three. The boys start kindergarten next year, so I’m soaking up these last few months of having unlimited time with them — before school schedules and activities fully take over.

They’re starting to get more involved in sports and events, and having the space to just be there with them has been so special. Spending less time on the computer has also given me more room for self-care. I’ve been focusing on my health, lifting weights, going to therapy (which I love — it’s truly life-changing), and reconnecting with friends to build a stronger sense of community.

All those small moments add up. I even picked up reading again, which feels amazing. I honestly didn’t think I’d have a hobby for a while. When you’re caught in the hustle, it’s hard to step out of it, but the systems and automations have allowed me to do exactly that. It’s been so life-giving.

Having your guidance, expertise, and support through it all was priceless. You walked me through every step, held my hand when I needed it, and now I feel completely confident. I’ve even started building my own automations for new offers to serve my clients and that feels incredibly empowering.

Interested in learning more about Systems in Session? Check out other Systems in Session case studies in this series.