In wedding season a studio juggles several shoots on the same weekend, dozens of album selections and print orders. When the couple’s chosen photos are in WhatsApp, contracts in a folder and balances in a notebook, album delivery drags on for months and client satisfaction drops. In the system we build, every job opens with a contract, deposit and shoot date, and photographers and equipment are assigned in the calendar. After the shoot the client picks album photos from an online gallery; every step of design, approval and printing is visible, and the balance is settled on delivery.
Problems we see in studios
- Album selections lost in message threads
- Shoots and equipment double-booked on the same day
- Explaining job status to clients over the phone again and again
- Deposits and outstanding balances not being tracked
Modules
Shoot calendar
Weddings, engagements, location and studio shoots; photographer and equipment assignment.
Packages and contracts
Package contents, digital contracts and deposit records.
Online proofing gallery
Clients select album and enlargement photos in a password-protected gallery.
Album workflow
Retouching, design, client approval, printing and binding stages.
Payments
Deposit, interim payment and balance due on delivery.
Client updates
SMS or WhatsApp updates whenever a job moves to the next stage.
How it works day to day
- 1
The package is agreed with the client and the contract and deposit are recorded.
- 2
The photographer and equipment are reserved in the calendar for the shoot day.
- 3
After the shoot the photos are uploaded to the proofing gallery.
- 4
The client selects photos and the album design is sent for approval.
- 5
Once printing is done a collection appointment is set and the balance is paid.
Integrations
Off-the-shelf software or custom-built?
When off-the-shelf is enough
For independent photographers with a modest number of shoots, ready-made gallery and calendar tools may be enough.
When custom software pays off
For studios that shoot many weddings each season and work with several photographers and album labs, a custom system linking the whole workflow ends delays and lost selections.
How the budget is built
We launch the workflow that saves you the most time first, then add modules based on real usage. The full scope below is calculated with 17 screens and 9 modules; the final price follows a free discovery call and a written scope.
Maintenance and improvements (optional): €400 / month. Hosting, SMS, WhatsApp and app store fees are listed separately.
Frequently asked questions
Where do you store high-resolution photos?
Photos are kept in cloud storage and the gallery shows lightweight previews; originals are released only on delivery.
Can clients make their selection on a phone?
Yes. The proofing gallery is mobile-friendly and photos are picked with a heart icon.
Can it connect to our album lab?
Print orders can be sent to the lab automatically with files and an order form.
How is client photo privacy protected?
Each gallery opens via a protected link, expiry dates can be set and deletion requests are handled in line with GDPR.
