CRM for photographers: from inquiry to delivery in one place
A photography CRM tracks every client from the first inquiry through proposal, contract and invoice to gallery delivery. Captures combines it with galleries and your studio website in one app.
6 minUpdated
Why photographers need a CRM
Most photographers run their business through DMs, email, a spreadsheet and a paper diary. It works until wedding season starts: inquiries go unanswered, deposits aren't tracked and a gallery slips through. A CRM keeps it all in one place and nudges you to the next step.
The whole workflow in one system
- 1
Inquiry
An inquiry form embedded in your website, in its design. Every inquiry lands in your pipeline with an auto-reply.
- 2
Proposal
Packages and add-ons (second shooter, album, drone) the client selects online.
- 3
Contract
Contracts from a template with merge fields and e-signature.
- 4
Deposit and invoice
Proformas and invoices, payment tracking and bank statement import.
- 5
Questionnaire
Pre-wedding questionnaires (timeline, locations, family shot list) and client guides.
- 6
Delivery
A photo or video gallery, also visible in the client portal.
Calendar and reminders
The calendar holds shoots, meetings and deadlines. Reminder rules do the remembering, such as “3 weeks after the wedding, if the gallery isn't published, remind me”. The dashboard shows what's overdue today.
Automations: when X, do Y
- When a contract is signed, send the deposit proforma.
- A month before the wedding, send the questionnaire.
- When a gallery is published, email the client and remind them to pick album favourites.
- When a payment is recorded, create the next task.
Booking and mini sessions
Online booking lets clients pick a slot themselves. For mini sessions, publish a run of short slots at one location and let clients reserve them.
Teams and brands
| Plan | Monthly price | Team members | Brands |
|---|---|---|---|
| Free | €0 | — | — |
| Starter | €9 | 2 | 1 |
| Pro | €19 | 3 | 1 |
| Studio | €39 | 10 | 5 |
FAQ
What is a CRM for photographers?
A system that tracks clients from inquiry, proposal, contract and invoice to gallery delivery, with a calendar and reminders.
Can clients sign contracts online?
Yes. Build contracts from a template with fields and clients sign electronically.
Can the inquiry form live on my website?
Yes. It embeds in your site in its design, and inquiries go to your pipeline with an auto-reply.
Is there a mobile app?
Captures is a web app you can install on your phone as a PWA; there are no native apps.
Read next
Getting more inquiries
Photographers who get the most inquiries are easy to find and easy to contact: a clear website with an inquiry form, an up-to-date Google Business Profile, an Instagram that points to the site, and replies within a few hours. Referrals from happy clients and consistent follow-ups turn those inquiries into bookings.
Wedding photography contract
A wedding photography contract should name the parties, the date and hours of coverage, the package and price, the deposit and cancellation terms, the delivery deadline, copyright and usage rights, publication consent, force majeure and how personal data is handled. A clear contract protects both photographer and couple.
Invoices for photographers
Captures creates invoices and proformas with an IPS QR code that clients pay by scanning in their mobile banking app, tracks deposits and payments, and exports SEF e-invoices (UBL) for business clients in Serbia.
Photographer website
To build a photographer website, pick a template, add your best work, list your packages, add an inquiry form and connect a domain. In Captures the site lives next to your galleries and CRM, so every inquiry goes straight into your pipeline.