Building a Client Workflow in your Business

  • 13 August 2020
  • 3 replies
Building a Client Workflow in your Business
Userlevel 6
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  • ShootProof Team Member
  • 682 replies

It’s likely you land in one of two camps for client workflows: yours is written out, perfectly tracked and immaculately planned… or you’re kinda winging it. 


Planners, stick around, we need you.  


Wingers, I’m talking to you first. Why do you need a client workflow? So that your clients all enjoy the same amazing experience. When your clients re-book, they know what to expect when working with you.  Knowing what comes next allows your work to be more efficient, saving you time and money. More time + more money = happier photographer, yes? 


Let’s work together to dial in your workflow. Planners, this is where you jump back in. What are the most important steps in your client workflow? Is there a particular step that has saved you significant time, or blows your clients away every time? What is a non-negotiable part of your workflow? Share it in the comments below!


If you’re ready to nail down the flow, let’s break it down into easy-to-follow steps. 

  1. Make a list of the things you already do for your clients from the time they contact you until their order is delivered. Don’t try to put them in order, just jot it down as it comes to you. Think about things like sending them your contract, having a pre-session consult, sending an invoice, proofing the images, sending them to your editor, uploading the gallery, etc. 
  2. Now that you have your list, review it. Are there things on that list that make your clients LOVE working with you? Awesome, keep those things. Consider what needs to be removed or modified - does a contract or invoice need to go paperless, an email be automated, or a gift be sourced differently. Strike through anything that needs to go. 
  3. Now, re-write the list, and put the steps in order. 
  4. Read through your list. Are there any gaps? Does something not make sense and need to move? For extra points, pass the list along to someone else and ask them to read through it and ask you questions (bonus points if they aren’t a photographer and you have to explain it!) 
  5. BOOM. You have a workflow! 🎉 When you’re ready to take it to the next level, sort out a tracker (I like Design Aglow’s Studio Workflow Assistant, seen in the image above), and then level up AGAIN by automating parts of your work flow using ShootProof’s email automations, contract & invoice templates, and gallery presets. 

I’d love to hear what the key components of your workflow are, and how having a workflow works in your studio or business! Tell us in the comments! 





3 replies

Userlevel 3

Thanks to automated emails in Tave and Shootproof. Y’all take care of my workflows for me and I just sit back and enjoy! :grinning:

Userlevel 6
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@Carrie Swails  You bring up a good point- you still have to outline your workflow in order to set up automations in the correct order! An automated workflow is like a perpetual engine! 



@Megan - I set up an email campaign to send a welcome offer to gallery visitors, but it doesn’t seem to be sending the emails.  I set it up so that the emails are sent 5 days after the gallery is released.  Am I doing something wrong or do I need to send the emails out manually?



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