Financial Fridays: The Ultimate Guide to Managing Your Photography Business Finances (Without the Stress)

Let’s be real for a second.

When was the last time you actually looked at your bank account without your stomach doing a little flip?

Or went through your business transactions without wanting to crawl under your desk?

If managing photography business finances feels overwhelming, you’re not alone. Most photographers I mentor struggle with this exact thing.

In this week’s episode of the Keep It Moving podcast, Melissa and I tackled one of the most challenging parts of managing photography business finances: actually looking at your money on a regular basis.

We’re calling it “Financial Fridays,” and before you roll your eyes and think this is just another task to add to your already overwhelming to-do list, hear me out.

This isn’t about becoming an accountant overnight.

It’s about carving out one consistent day (or even just an hour) to manage your photography business finances so you can:

• Stop the panic spiral
• Catch those sneaky subscription charges
• Actually pay yourself what you’re worth

And yes, we’re talking about this because we’ve both been the person scrambling on the 23rd of the month going, “Wait, did you pay sales tax yet?”

Spoiler: we hadn’t.

If you’ve ever felt behind on your photography business finances, this episode is for you.

Listen to the Podcast

Listen to the Keep It Moving Podcast. Whether you’re refining or completely relocating your photography business, this show is for you! We cover all the major topics from money, to relocating, marketing and more. Subscribe now on Apple Podcasts or Spotify.

Why Photography Business Finances Need Their Own Day (And Why Financial Fridays Work)

Here’s the thing about money: it doesn’t go away just because you ignore it.

I know that sounds obvious, but how many of us have played the “head in the sand” game when it comes to photography business finances?

You get busy. You get overwhelmed. That little calendar reminder pops up to reconcile your accounts, and you think, “I’ll do it next week.”

Except next week turns into next month, and suddenly you’re six months behind on categorizing transactions like yours truly.

The Financial Friday concept is simple:

Pick one day — weekly, bi-weekly, or monthly — and commit to managing your photography business finances.

That’s it.

No judgment. No shame. Just facing it head-on so your photography business finances don’t become a monster you can’t tackle.

Melissa nailed it when she said: “You’ve gotta face it. You’ve got to look at it and either fix it or realize it’s not as bad as you think it is.”

And honestly? Most of the time, it’s not as bad as the story we’ve been telling ourselves.

💡 PRO TIP: Start with once a month if weekly feels too overwhelming when you’re organizing your photography business finances. The goal is consistency, not perfection.

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The Real Reason You’re Avoiding Your Photography Business Finances

Let’s talk about why we do this to ourselves.

Sometimes we don’t want to look because we’re scared:

• We think we’ve overspent
• We think we’re behind
• We think seeing a low number will confirm that we’re failing

And sometimes we’re just too damn busy:

• Fall hits and you’re slammed with sessions
• Photography business finances feel like they can wait
• Everything else seems more urgent

Spoiler: they can’t wait.

Here’s what I’ve learned after years of relocating my business, rebuilding from scratch, and figuring out how to manage photography business finances profitably:

The longer you wait, the bigger the mess gets.

It snowballs:

• You miss categorizing one month of transactions, then two, then six
• You forget about a subscription you’re not using
• You accidentally pay a subcontractor from the wrong account
• You’re suddenly facing overdraft city

And then the shame spiral starts, and you avoid it even more.

Here’s your permission slip:

It’s okay that you’ve been avoiding this.

It’s okay that it feels overwhelming.

But it’s time to rip the Band-Aid off and get it done.

You’re not a bad business owner. You’re just human.

💡 PRO TIP: Melissa shared a game-changing mindset shift from Get Rich, Lucky Bitch: You should be looking at your photography business finances ALL the time. It should never be a surprise what’s in your accounts.

Your Photography Business Finances Checklist (What to Actually Do)

Alright, so what does a Financial Friday actually look like when you’re tackling photography business finances?

Here’s the complete checklist Melissa and I use to stay on top of our photography business finances:

Weekly Tasks (or as needed):

Check your bank accounts:

• Make sure you have the right money in the right places
• Confirm nothing’s about to overdraft (because declined cards are the worst)
• Look for any sketchy or missing transactions

Quick sweep for issues:

• Did a payment process correctly?
• Is there a weird charge you don’t recognize?
• Do you need to move money between accounts?

💡 PRO TIP: Set up bank alerts on your phone so you get notifications for large transactions. Catching issues early in your photography business finances = avoiding bigger problems later.

Monthly Tasks (the non-negotiables):

1. Categorize your transactions

I know. I know. This is the bane of my existence right now.

But if you do it monthly instead of waiting until tax time, it’s way less painful.

Think of it like laundry — one load a week is manageable. Seven loads at once? Kill me now.

Why this matters for your photography business finances:

• You need accurate categories for annual taxes
• Different expenses get deducted at different rates
• Your CPA needs this information broken down by type (mileage, meals, marketing, etc.)

2. Pay yourself using Profit First

If you’re using the Profit First system (which Melissa and I both swear by), this is when you transfer money into:

• Your profit account
• Your tax account
• Your owner’s pay account

3. Review and pay sales tax

Set a Google Task for this so it nags you. Trust me.

Melissa and I used to both forget until the 23rd of every month. Now we have recurring tasks that literally won’t go away until we check them off.

The beauty of Google Tasks:

• It doesn’t disappear
• It shows you how many pending tasks you have
• That little number guilt-trips you into actually doing the thing

4. Audit your expenses

Go through your subscriptions and recurring charges.

Ask yourself:

• Am I still using this scheduling software?
• Do I really need three different design tools?
• Is this actually helping me make money?

Be ruthless. Cut what’s not serving you.

💡 PRO TIP: If money’s tight in your photography business finances, don’t pay yourself last. Go in and cut business expenses first. Your paycheck is non-negotiable.

Quarterly Tasks:

Pay your estimated quarterly taxes:

• Set reminders for all four deadlines
• Keep money set aside in your tax account
• Don’t touch that money for anything else (seriously)

Review your income forecast:

• Look at your booking calendar
• Adjust your marketing strategy if things are slow
• Plan ahead for seasonal dips

💡 PRO TIP: Melissa operates her business like a regular paycheck — what she makes in January covers February’s bills. This gives her a heads-up if she needs to hustle harder on marketing. This forecasting approach is crucial for healthy photography business finances.

The Fun Stuff:

Plan for big purchases using your Profit account:

• Dream lens or new camera body
• Fancy piece of furniture for your home
• That 70-200 2.8 you’ve been drooling over (guilty)

Celebrate wins by tracking sales:

Melissa swears by her sales spreadsheet. Here’s why:

It feels GOOD to write down big numbers.

• Client books your top collection? Put that number in the spreadsheet.
• Someone upgrades to a membership? Add it.
• You hit a revenue goal? See it right there in black and white.

Her spreadsheet also helps her track:

• What money is actually earned vs. still reserved for products
• Sales tax collected
• Cost of goods for clients who haven’t used their print credit yet

💡 PRO TIP: Keep your pricing simple. Simple packages = simple accounting = simple sales tax = way less headache when Financial Friday rolls around. Simplicity is key for manageable photography business finances.

When It’s Time to Hire a Bookkeeper for Your Photography Business Finances

Let me tell you something: I am actively hunting for a bookkeeper right now.

Why?

Because I got six months behind on categorizing transactions, and even though I had a whole plan to have my teenagers do it over Christmas break (teach them young, right?), it didn’t happen.

And now I’m staring down the barrel of doing it all myself, and I’m over it.

The truth is, if you want to scale your photography business, you need to delegate photography business finances at some point.

Here’s what I’ve learned:

If managing photography business finances is consistently the thing you avoid, outsource it. Seriously.

Melissa hired a bookkeeper, and it’s been a game-changer. Every month, her bookkeeper:

• Reconciles everything
• Categorizes all transactions
• Sends bank statements
• Keeps everything organized for tax time

And Melissa can just pop in to see:

• Where she’s at with taxes
• If she needs to adjust her paycheck transfers
• If anything looks weird

Signs it’s time to hire a bookkeeper for your photography business finances:

• You’re consistently months behind on categorizing transactions
• Tax time makes you want to curl up in a ball
• You’d rather spend your time shooting, editing, or marketing (you know, the things that actually make you money)
• You can afford it (and if you can’t, it might be time to raise your prices — but that’s another episode)

How to find one:

• Ask in local photography groups
• Check with your local chamber of commerce
• Join networking groups (that’s how Melissa found hers)
• Get recommendations from other business owners

💡 PRO TIP: Meet with potential bookkeepers in person if you can. You want someone you trust with your photography business finances, and a face-to-face conversation helps you get a feel for their vibe.

The Money Mindset Shift That Changes Your Photography Business Finances

Okay, real talk:

Your relationship with money is probably holding you back more than your actual photography business finances.

Melissa mentioned the book Get Rich, Lucky Bitch, which is all about money mindset and transforming how you think about photography business finances.

The core idea? You should be looking at your money all the time. Touching it. Knowing what’s in your accounts.

It shouldn’t be a surprise.

And when I finally started doing that — when I stopped avoiding my finances and started engaging with them — everything shifted.

The Books That Changed the Game

For Melissa and me, these three books are non-negotiable:

1. Profit First by Mike Michalowicz

The nuts and bolts of how to:

• Manage your money
• Pay yourself first
• Stop wondering where all your cash went
• Set up a system that actually works

This system is what both Melissa and I use, and it’s been a total game-changer.

2. You Are a Badass at Making Money by Jen Sincero

100% a mindset book.

A little woo-woo, but in the best way.

It’s like going to the mental gym to “increase your vibrations” around money.

Read this if:

• You struggle with feeling like you don’t deserve to make good money
• Asking for what you’re worth feels greedy
• You need to shift your entire perspective on wealth

3. Get Rich, Lucky Bitch by Denise Duffield-Thomas

Melissa’s go-to.

It’ll help you:

• Stop treating money like the enemy
• Start seeing it as a tool
• Build the life and business you actually want

💡 PRO TIP: If financial stuff stresses you out, start with a mindset book before diving into the nuts and bolts of photography business finances. Getting your head right makes everything else easier.

The Mindset Shift That Actually Matters

Here’s the truth:

Money isn’t scary.

Money is neutral.

Money is a tool.

And the more you pay attention to it, the more you can make it work for you instead of feeling like you’re constantly scrambling.

What this looks like in practice when you master your photography business finances:

• You know exactly what’s in your accounts
• You’re not surprised by bills
• You can forecast slow months and plan accordingly
• You feel confident raising your prices because you know your numbers
• You can make smart decisions about investing back into your business

The shift happens when you stop avoiding and start engaging.

That’s it. That’s the whole thing.

💡 PRO TIP: When Melissa started tracking her sales in real-time and watching her profit account grow, she got EXCITED about money. Find a way to make checking your photography business finances feel good, not scary.

Real Talk: What Profit First Actually Looks Like

Since we keep mentioning it, let me break down what Profit First actually did for managing my photography business finances.

Before Profit First:

• Money came in, money went out
• No idea where it all went
• Constant stress about taxes
• Paying myself was an afterthought

After Profit First:

• Every dollar has a job
• Taxes are handled automatically
• I pay myself FIRST (not last)
• I actually have profit to spend on fun stuff

Case in point:

This fall, I bought a $2,000 lens (the 70-200 2.8) that I’ve wanted my entire parenting career.

It’s too heavy and too far away to ever use for client work. It’s 100% for my kids’ sports.

And you know what? I bought it easily because I had so much in my profit account.

I also custom-ordered a piece of furniture that won’t arrive for four months, and I’m not even stressed about it.

Why?

Because I’m in my money. I know what I have. I know what I can spend.

That’s the power of actually paying attention.

💡 PRO TIP: Don’t pay out your profit quarterly if you’re saving for something big. Let it build up and then buy that dream gear guilt-free. This is one of the best benefits of managing your photography business finances well.

You’re Not Starting Over — You’re Starting Smarter

Look, I get it.

Managing photography business finances doesn’t sound sexy.

It’s not as fun as:

• A killer marketing campaign
• A beautiful gallery delivery
• Landing your dream client

But here’s what managing photography business finances IS:

The foundation of sustainable photography business finances and a profitable business that doesn’t make you want to cry every time you look at your bank account.

You don’t have to be perfect.

You don’t have to love spreadsheets or get excited about transaction categorization (though Melissa does get weirdly excited about her sales spreadsheet, and honestly, I respect it).

You just have to show up.

• Pick a day
• Set a reminder
• Do the thing

And if you’re behind?

Don’t beat yourself up. Just start today.

Categorize this month’s transactions.

Check your bank accounts.

Pay your sales tax.

One step forward is still forward.

💡 PRO TIP: If you miss a Financial Friday, don’t spiral. Just do it the next week. Progress over perfection applies to your photography business finances too.

Your Photography Business Finances Action Plan (Start Here)

This week, commit to ONE thing to improve your photography business finances:

Pick your poison:

• [ ] Set up a recurring Google Task for sales tax
• [ ] Categorize last month’s transactions
• [ ] Audit your subscriptions and cancel one you’re not using
• [ ] Order Profit First and actually read it
• [ ] Open a separate bank account for taxes
• [ ] Check your bank accounts and make sure nothing’s about to overdraft

Next month, add another task.

The month after that, add another.

Before you know it, Financial Fridays will be a habit instead of a source of dread, and your photography business finances will finally feel under control.

The Bottom Line

You can’t control a lot of things in your photography business.

You can’t control Google’s algorithm or when clients book or if that Facebook mom group tanks your pricing.

But you CAN control your photography business finances:

• Whether you look at your money
• Whether you pay yourself
• Whether you face your finances or let them spiral

Financial Fridays aren’t glamorous.

But they’re the difference between:

• Running a business that pays you vs. one that drains you
• Feeling confident in slow months vs. panicking
• Being able to buy that dream lens vs. wondering where all your money went

You’ve got this.

Now go face that bank account. 💪

Ready to get your photography business finances (and your whole business) on track?

Start by grabbing my free guide: 39 Ways to Get New Clients — because making more money starts with getting more of the right clients.

Need one-on-one support to grow your photography business and master your photography business finances?

Book a free discovery call and let’s chat about where you want to go next.

Let’s connect: Find me on Instagram and DM me your biggest Financial Friday win — I want to celebrate with you!

More Resources for Photographers

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  Financial Fridays: The Ultimate Guide to Managing Your Photography Business Finances (Without the Stress)
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