Let’s be real — you didn’t become a photographer to spend your life buried in emails, follow-ups, and task lists.
But when you’re running a business solo (or with a baby on your hip and a dog barking in the background), client communication can easily take over your entire week. That’s why in this week’s episode of the Keep It Moving podcast, Melissa and I tackled something that every photographer needs before their next move or busy season: the right photography business software to automate your client experience.
We’re sharing the exact tools and workflows we use to save hours each week, stay on top of leads, and keep the client experience top-notch — all without having to remember “Did I send that prep guide??”
Let’s dig in.
In This Article
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You can read the article, or listen on the go. Every week we’re bringing private Marco Polos public and sharing all the insider intel on how to Keep It Moving.
Why Photography Business Software Matters (Even If You’re Just Starting Out)
If the phrase “photography business software” makes your eyes glaze over, I get it. It sounds techy. But implementing the right photography business software isn’t about turning your business into a robot — it’s about saving your brainpower for the creative and strategic stuff.
Melissa and I have both been there: drowning in emails, manually sending the same responses over and over, or worse — completely forgetting a step and having to play catch-up. Quality photography business software fixes that. It gives you space to breathe, scale, and serve better.
And the best part? You don’t have to implement all photography business software at once. Start with what hurts the most, then build from there.
Start with CRM Photography Business Software — Your Built-In VA
Your Client Relationship Manager (CRM) is the heart of your photography business software ecosystem. Whether you’re using Tave (like Melissa and I do), HoneyBook, Dubsado, or even a starter like Session, a good photography business software CRM handles:
- Contact forms that feed straight into your system (no more lost emails!)
- Automated follow-up emails and reminders
- Booking workflows and payment tracking
- Client prep guides and what-to-wear resources
- Post-session follow-up, invoice nudges, and review requests
💡 Pro tip: If you’ve got photography business software but aren’t using the contact form feature, you’re leaving time and money on the table.
Melissa nailed it when she said her CRM is basically her VA. If you can’t afford to hire help yet, automating your client journey with comprehensive photography business software is the next best thing.
Zapier: Connecting Your Photography Business Software Tools
Let’s talk about Zapier — our behind-the-scenes hero in the photography business software world. It connects apps that wouldn’t normally “talk” to each other. Think of it like a digital duct tape that actually works.
Here’s how we integrate this tool with other photography business software:
- When someone fills out a form (like for mini-mentoring), Zapier creates a Trello card and sends them a scheduling link — no more manual reminders.
- When a client checks a box in a contact form saying they want a lead magnet, Zapier sends their info to Flodesk and triggers a welcome sequence.
- If you’re not ready for a full photography business software suite yet, Zapier can still bridge the gap between Gmail, Google Forms, Flodesk, and more — for free (up to five zaps).
Not sure how to set up your photography business software connections? The new AI feature in Zapier will literally walk you through it. It’s like having a tech-savvy bestie by your side.
Email Marketing Photography Business Software (Because Gmail Ain’t Gonna Cut It)
We love Flodesk for email marketing — especially for delivering lead magnets and nurturing potential clients. This specialized photography business software handles all your email marketing needs beautifully.
A simple email workflow using this photography business software might look like this:
- Someone signs up for your guide to prepping for beach photos.
- They get an instant email with the download.
- A couple days later, you send a follow-up introducing your services and linking to your portfolio.
- After that, they’re automatically moved into your main list for monthly newsletters or seasonal promos.
You don’t need 10-email funnels. Just start with 2–3 emails and build from there. And please — don’t be that photographer sending PDFs from your Gmail. Not only is it chaotic, it’s illegal to add people to marketing lists without their consent, which is another reason proper photography business software is essential.
How to Start Implementing Photography Business Software Without Overwhelm
We’ve said it before and we’ll say it again: slow roll into it. Don’t try to automate your entire business in a weekend. You’ll just confuse yourself and your clients.
Here’s your photography business software game plan:
- Start with your inquiry response. Write a killer email and save it as a template (in Gmail or your CRM).
- Add one follow-up email, then another.
- Tackle your booking workflow — prep guides, what-to-wear tips, and gallery delivery.
- Layer in email marketing automations for lead magnets and nurture sequences.
- Use integration tools to tie all your photography business software together.
Need inspiration? Melissa has a blog post from her days using other photography business software that walks through a basic automation setup. We’ll drop the link in the show notes.
You’re Not Starting Over — You’re Starting Smarter
Whether you’re prepping for a move, relaunching in a new market, or just tired of forgetting what email goes out next, photography business software is your best friend. Not because it replaces you — but because it frees you to do the work that actually lights you up.
So write that first email template. Sign up for that free integration tool. Map your workflow on a sticky note. Your photography business software system doesn’t have to be fancy — it just has to start.
You’ve got this.
Need help figuring out your first steps with photography business software?
- Book a free discovery call or
- Reach out on Instagram @alisonbellphotog.
Let’s build before you land.
I’m Alison, the “Wild Card”
On the phone with a business coach, he validated all my frustrations saying, “The good news is you’re doing everything right. The bad news is you’re already doing everything. You’re a bit of a wild card.”
I’ve relaunched my photography business 7 times over 5 states and 2 overseas. From being all-inclusive photographer charging just $150 to running a six-figure business where clients happily invest thousands per session, I’ve experience the full spectrum of this industry.
Each move is a masterclass in adapting. Use my experience to stop guesswork and start growing.
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I'm a USMC spouse, South Carolina native, recovering homeschool mama of a 4 boy circus. They've taught me the most important facet of family photography: KEEP IT FUN!
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