When I started my photography business, I didn’t realize how much time I’d spend doing things other than taking photos. From inquiries to contracts, editing, delivering galleries, selling albums, and everything in between—it’s a lot. Over the years, I’ve tried countless systems, apps, and tools to make my life easier, but there are three I absolutely can’t live without. These tools I can’t live without not only save me time but also create a seamless experience for my clients (and let’s be honest, that’s what probably keeps them coming back).
Before we dive in, I’m Colie—your go-to gal for all things systems and automation. Whether you need help streamlining your business with Dubsado, HoneyBook, or Airtable, or you’re ready to simplify your workflows, I’m here to make it happen. I’ve even designed templates specifically for busy business owners like you, so you don’t have to start from scratch! Have questions or want to chat about creating smoother, stress-free systems for your business? Reach out—I’d love to help you get organized and working smarter, not harder!
Alright, let’s get back into the three tools I can’t live without. If you’re a photographer looking to elevate your client experience while keeping your sanity, this list is for you!
1. A Website That Works as Hard as You Do
Your website is the front door to your business. It’s where potential clients get their first impression of your work and decide if you’re the right fit for them. For me, Showit is the ultimate website builder. It’s beautiful, easy to use, and totally customizable (no coding required, thank goodness!).
Personally, I love that Showit lets me showcase my personality alongside my portfolio. With its drag-and-drop design, I can easily update galleries, add blog posts, or tweak my site when inspiration strikes. (Gone are the days of waiting for a web designer to make every little change.) Plus, you can make the mobile version looks just as good as the desktop, which is so important since so many people are browsing on their phones.
But What Makes a Great Photography Website?
A good website doesn’t just look pretty—it guides potential clients to take action.
Here are the must-haves:
- Your Portfolio: Showcase your best work, but keep it curated. Less is more here.
- A Clear About Page: Clients want to know who you are. Share your story and what makes you unique.
- Easy Navigation: Make it simple to find your pricing, FAQ, and contact form.
- A Call-to-Action: Every page should encourage your visitors to do something—whether it’s booking a session or following you on Instagram.
If your website doesn’t feel like you or isn’t pulling in inquiries, Showit might be your answer. It’s hands-down one of the tools I can’t live without because it allows me to put my best foot forward online.
2. A CRM to Manage Your Client Experience in One Place (I Recommend HoneyBook or Dubsado)
Let’s be real—running a photography business without a CRM (Client Relationship Management tool) means you have no choice but try to keep track of everything in your head (while staying on top of a million other tasks). Before I started using one, I was constantly searching for emails, forgetting to follow up, or scrambling to pull together contracts. Now? My CRM does all of that for me.
I’ve used both HoneyBook and Dubsado, and honestly, you can’t go wrong with either. (They’re like the Nikon vs. Canon debate—it really depends on what you need!) Here’s the quick version:
HoneyBook
HoneyBook is perfect if you’re looking for a clean, user-friendly system that works right out of the box. It’s intuitive, and I love how it keeps everything in one place—from inquiries to invoices.
Dubsado
Dubsado, on the other hand, is highly customizable. If you like tweaking things to match your branding or building out super-detailed workflows, this one’s for you.
How I use my CRM:
- Automated Emails: From inquiry responses to follow-up reminders, I have email templates ready to go (trust me—the convenience is a game-changer)
- Scheduling: No more back-and-forth emails! Clients can book sessions directly on my calendar.
- Contracts and Payments: Everything is sent, signed, and paid online. Easy for me, easy for them.
I call this my 5-minute booking season because having all this in place? Gets me paid in just five minutes regularly. Having a CRM means I can spend less time on admin work and more time doing what I love—working with my clients. That’s why it’s one of the tools I can’t live without in my photography business.
If you’re not sure which CRM is right for you, I break down the differences here (because I know choosing the right CRM can feel overwhelming).
3. Pic-Time for Gallery Delivery
Delivering galleries used to be my least favorite part of the process. Then I discovered Pic-Time, and it completely changed the game. Pic-Time isn’t just a gallery delivery platform—it’s a complete client experience. From beautiful, customizable galleries to built-in tools for slideshows and print sales, it makes the final step feel just as exciting as the first. (Plus, clients rave about how easy it is to use!)
Plus, if you’re a HoneyBook user, Pic-Time integrates perfectly. I can book a client in HoneyBook, track their progress, and then deliver their gallery in Pic-Time—it’s all connected (you can learn more about that here!)
Using Pic-Time means I can wrap up my client experience in a way that feels polished and professional. It’s definitely one of the tools I can’t live without, and my clients love it too.
Why These Tools Work Together
Here’s the magic: these tools aren’t just great on their own—they work together to create a seamless experience from start to finish.
- It starts with Showit: Clients find me online, fall in love with my work, and inquire through my site.
- Next is my CRM: Their inquiry goes into HoneyBook or Dubsado, where I book their session, send contracts, and keep everything organized.
- Finally, Pic-Time: After their session, I deliver their images through a beautiful, professional gallery.
This workflow isn’t just about making my life easier—it’s about creating a process that feels effortless for my clients. And when the experience is this smooth, they’re more likely to book again or refer me to their friends. (That’s the real win!)
Ready To Go From Overwhelmed to Organized?
If you’re feeling overwhelmed by all the moving pieces in your photography business, start with these three tools I can’t live without. They’ve been my secret weapons for creating an incredible client experience (and keeping my sanity intact).
Ready to dive in? You can find all my favorite tools and resources here. Whether you’re just starting out or looking to level up, these tools will save you time, stress, and maybe even a few headaches. Don’t forget to reach out anytime to learn more—I’d love to support you! And don’t miss my podcast, where I share tips on business systems, client workflows, and behind-the-scenes insights.
And hey, if you’ve got a tool you can’t live without, I’d love to hear about it! Let’s swap tips—DM me on Instagram.
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