3 Ways to Get the Most Out of Your Photography Business

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We really love the practical and logical business advice that Lisa Sinclair is so generously willing to share.  If you missed her Pricing for Profit article earlier this year, be sure to go back and check it out because it’s such an insightful read.  Today Lisa is back sharing her thoughts on the three key ways to get the most out of your photography business.

 As a photographer you may feel like you are constantly drowning in a heap of To-Dos.  I believe the three biggest problem areas for photographers are managing their workload, maintaining their financials, and building successful relationships with their clients.  Over time I have learned several simple processes to address each of these areas and I hope that by sharing I can improve your experience as well.

1) Manage Your Workload by Staying Organized

The number one way to save yourself time is by staying organized.  Having business management software is a great way to keep track of your clients and outstanding tasks.   A business management system may also keep track of your schedule, send reminders, and record your business goals.

Business management software will also help you manage your prospective and current clients.  You can assign price lists to that client, and record pertinent information such as birthdays and family members.  Many business management systems provide an interface to send out generic e-mails to clients; such as session reminders, or instructions on how to place their order.  If you prefer a simpler alternative, create e-mail templates for some of your most repeated correspondence.  This alone will save you an abundance of time.  

I use Studio Cloud to manage my clients and workflow.  This is a free desktop business management system.  Other popular options for photographers are: Simply Studio, ShootQ, or Tave.  I encourage you to find one that works best for you.  Most companies allow you a free 30-day trial before you have to sign up.

2) Govern Your Finances

An often-overlooked part of photography is the accounting.  By keeping detailed records you will be able to create invoices and pay taxes quickly and seamlessly.

Managing your income and expenses is one of the most important parts of your business.  By organizing expenses into different categories, you can see where your money is being spent.  It is important that you also keep track of outstanding payments from clients.  Managing your finances will help you at tax time if you pay state sales tax and when you prepare your federal tax return.   Quickbooks Online is a relatively easy to use web based system that is very affordable.  Even Excel can be a great tool to keep track of income and expenses.

PayPal is another great resource that any business could benefit from. PayPal is a safe and secure way to accept payments and get paid instantly.  PayPal offers the ability to easily create branded and customizable invoices that can account for discounts and sales tax. You can even create templates for popular invoices like session fees.   PayPal also offers a program called “Bill Me Later” – this allows your clients up to 6 months to pay interest free.  But the best part is, you get paid up front, regardless of when they chose to make payments.

If your clients prefer to pay by credit card you may want to consider PayPal Here.   There are no fees to have a PayPal Here account and transaction fees are some of the lowest I have seen.  Best of all, they will send you a card reader at no charge that you may attach to your smart phone or tablet. Providing different payment options to your clients may make the difference on whether they choose to book with you or purchase a more expensive package.

For those that are skeptical of the fees associated with PayPal, you should know that all PayPal and credit card fees can be written off as a business expense.

3) Build a Successful Relationship with Your Clients

If you don’t set expectations with your clients, or you over-promise, you may be setting yourself up for an unfavorable client experience.  I always “under promise and over deliver” to my clients.   For example, I set the expectation that their gallery will be ready in 2 weeks.  I typically have everything completed in just a few days, but in case an unforeseen circumstance pops up I have that extra time to complete my workload.

It is also important to minimize confusion and disappointments by providing your policies and procedures prior to your clients booking their session. I encourage you to have a “Welcome Guide” that you can send potential clients so that they know what to expect during their session, how long they have for their proofing period, and/or how to place their order.  Your welcome guide may also include your pricing and policies, frequently asked questions, and suggestions on what to wear.  Consider using an online publishing site such as ISSUU when sharing information guides with your clients.  ISSUU is a free online digital publishing site and can provide your clients with a beautiful reading experience.  For a small fee you may integrate your publications on your own website. 

One of the best ways to make your clients happy to ensure they are looking their best for their portraits.  With this in mind you may want to direct you clients to a Pinterest Board with visual examples of outfits that photograph well.  Poorly selected clothing can take away from what may have otherwise been a beautiful picture.

Lastly, and most importantly, you may find it helpful to set up specific “working hours”.  Responding to requests or completing client work during that time only will also help you stay on task and be more efficient. 

In summary, as your business grows you will find that attention to these areas will enhance your productivity, quality of work, and your profitability.

Lisa Sinclair

Lisa Sinclair is a part-time photographer located in Leesburg, VA and specializes in newborn, children’s, and family portraiture.  When she is not taking portraits she is caring for her three young boys.

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