The Systems, Tools, and Strategies Every Photographer Needs to Save Time and Book More Clients

When I started my business in 2012, I did everything manually. Every email? Typed from scratch in Gmail. Invoices? Sent through PayPal. Contracts? Scattered across multiple platforms. It wasn’t until 2015 that I realized how much time (and sanity) I was losing by not having a centralized system. Enter the CRM—Client Relationship Manager.

If you’re still managing your client communication, invoices, and contracts in five different places—or worse, keeping everything in your head—you already have a system. It’s just not a good one. A CRM (Client Relationship Manager) is one of the strategies every photographer needs to centralize everything, stay organized, and save hours per client.

Before we dive in—hi! I’m Colie, your go-to for systems, automation, and client experience strategy. I help photographers streamline their workflows, simplify their CRMs, and get back hours in their business. Whether you’re figuring out your first CRM, switching from HoneyBook to Dubsado, or just need smarter automation (without losing the personal touch), I’ve got you covered. I also offer plug-and-play templates to save you time and make client communication effortless.

Overwhelmed by systems? Let’s make them work for you—not the other way around! Let’s chat and simplify your business together! 

PS: This blog is based on content I shared in this amazing interview on the Seniorologie podcast! Listen here if you want more!

The Truth About Systems (You Already Have One!)

I hear it all the time: “I don’t have a system.” But here’s the thing—you do. It might just be scattered, untracked, and not working as efficiently as it could.

A system is one of the strategies every photographer needs—a series of steps you take to move from one part of the client experience to the next. For example, after a session, I send my images to Image Salon for editing, upload the final gallery to Pic-Time, and send the delivery email. That’s a system!

Before you even think about investing in a CRM, write down your current system—every step from inquiry to final delivery. Once you see it mapped out, you can decide if tech can help automate, track, or streamline parts of it.

What a CRM Actually Does

A CRM is one of the strategies every photographer needs to stay organized, and it helps with three key things:

1. Centralization: No more searching five different apps to see if a client paid or signed their contract. Everything is in one place.
2. Organization: Track where each client is in the process so you don’t forget to send an invoice, follow-up email, or final gallery.
3. Automation: This is optional but powerful. If you’re worried about emails being sent without approval, most CRMs have approval settings so nothing goes out without you clicking send.

I’ve had clients so nervous about automation that they asked me to add an approval step to every workflow action. Within a week, they email me saying, “Nope, Colie, take them all away—I trust the system now.”

Even if you only use a CRM to manually send templates instead of writing emails from scratch, you’ll still save hours per client.

The Magical Time-Saving Power of Templates

Now, let’s talk numbers. Let’s say that on average, you send 13 emails per client—assuming they say “yes” at every step. That includes the inquiry response, consultation scheduling, proposal, invoice, and session reminders.

If each email takes 10 minutes to write from scratch, that’s 130 minutes per client. Now multiply that by your client load—how much time are you losing?

Using templates for emails and workflows is another one of the strategies every photographer needs to save time and create a seamless client experience. With templates, even if you send them manually, you’re cutting that time in half. If you automate some of those steps? You’re saving 4–5 hours per client. That’s time you could use for marketing, shooting, or—if you’re me—taking your kid to Disneyland.

Choosing the Right CRM for Your Business

A solid CRM is just one of the strategies every photographer needs to run a more efficient business, but not all CRMs are created equal. I see two big mistakes photographers make when choosing one:

1. Going for the cheapest option. Many low-cost CRMs lack important features, like branded proposals or automated follow-ups.
2. Jumping from one CRM to another too quickly. Just because someone (even me!) raves about a CRM doesn’t mean you need to switch immediately. Maximize your current CRM’s features first before making a move.

For photographers, my top picks are HoneyBook and Dubsado. Both offer automation and stunning, visual proposals that remind clients why they’re investing in you.

But before committing to any CRM, get inside the platform and test the UI (user interface). It doesn’t matter how many features it has—if you hate using it, it’s not the right fit.

Don’t Trust Email Open Rates—Track Clicks Instead

Here’s a little tip that not everyone knows: A lot of CRMs show whether a client has opened an email, but here’s the problem: many email providers now auto-open emails to scan for security threats. That means your CRM might tell you an email was opened when it actually wasn’t.

A better way to track engagement? Links and form clicks. If you include a button to a questionnaire, proposal, or scheduling link and it says “clicked,” that means the client actually engaged with it.

The Biggest Mistake Photographers Make With Copy

Copywriting isn’t my main thing, but I see photographers make the same mistakes over and over in their client experience emails so I’m adding this to the list of strategies every photographer needs:

• They don’t put personality into their copy. If your emails sound robotic, clients won’t connect with you.
• They don’t tell clients what comes next. Every email should clearly state the next step in the process.
• They focus on features instead of benefits. Instead of saying, “I’ll deliver 60+ images,” explain how those images will become lifelong keepsakes.

The Best Marketing Tool for Photographers Right Now

Last but not least, social media is great, but a strong website and SEO are the marketing strategies every photographer needs for long-term business growth.

SEO (Search Engine Optimization) helps new clients find you, and blogging builds your authority in your niche. Unlike Instagram, where posts disappear in a day, SEO continues working for months, even years. That’s what I’m doing right now to get in front of you!

That said, you also need a strategy to nurture potential clients who already follow you. Whether that’s Instagram stories, Pinterest, or an email list, staying front-of-mind means when they’re ready to book, you’re the first person they think of.

Systems, Tools, and Strategies Every Photographer Needs

At the end of the day, the right systems, tools, and strategies aren’t just about saving time—they’re about creating a smoother, more professional experience for both you and your clients. A CRM helps you stay organized, automation frees up hours in your business, and strategic marketing ensures that the right clients find you. Whether you’re just starting out or looking to refine your workflow, the key is to choose solutions that work for you—not overwhelm you.

Ready to simplify your systems and save hours in your business? Whether you need a CRM setup, workflow strategy, or time-saving templates, I’ve got you covered. Let’s chat! And don’t forget to follow me on Instagram for more tips and behind-the-scenes!