If you’ve ever found yourself rebuilding a wedding photography timeline from scratch again and again (and again), staring at a blank Google Doc while trying to figure out how to fit everything in—or writing out a day-of schedule that doesn’t leave a single second to breathe—this template is for you.
I’ve re-released my wedding photography timeline template, and this version is smarter, faster, and actually designed for how you work. Whether you’re deep into wedding season or running on limited energy (thanks, chronic illness), this free template gives you the structure you need without the stress.
What It Is (And Why It’s Better Now)
This isn’t just a cute little spreadsheet—it’s a free timeline spreadsheet for photographers that helps you plan your day efficiently, without the copy-paste chaos. You can drag and drop pre-written events, use dropdowns to pick your start and end times, and customize everything without having to build it from the ground up every time.
I designed it in Google Sheets so you can use it anywhere, with built-in logic that makes building a wedding timeline feel less like solving a puzzle and more like checking a box.
And yes—it’s still free.
What’s Included
Inside the file, you’ll find everything you need to create a timeline that works for you and your couples.
There’s a main timeline builder tab with dropdown menus and drag-and-drop events, six sample timelines (yes, six!!), plus tabs for your family photo list, vendor info, and any important notes you need to have on hand. No more juggling multiple documents or digging through emails to find that one detail someone mentioned three weeks ago.
Who The Wedding Photography Timeline Spreadsheet Is For
This is for you if timelines are the thing you put off until the last second. If you’re still typing them into emails, building a new one from scratch for every couple, or winging it based on vague notes from a consult call—this will be a game-changer.
Especially if you’re managing a chronic illness, juggling back-to-back weddings, or just need to streamline your systems so you can actually rest between shoots.
Why It Works
I spent over a decade photographing weddings and navigating chronic migraines, endo flares, and burnout while still running a business. This template came out of that reality—not as a Pinterest-worthy download, but as a tool that made timelines do their job.
It helps avoid the most common planning mistakes (like forgetting to factor in travel time… especially if there’s a horse and carriage involved—ask me how I know). It also makes you look more professional to clients and vendors without any extra work on your part.
Grab Your Free Wedding Photography Timeline Template
Ready to stop rebuilding from scratch and start saving your energy for the parts of the job you actually enjoy?
You’ll get instant access to the full spreadsheet, the sample timelines, and every bonus tab included—so you can start using it right away.
More blog posts I know you’ll love:
The Wedding Photography Timeline Mistakes Photographers Make (and How to Fix Them)
Planning a Wedding Day Timeline That Actually Works for Everyone
Your photography client experience is the foundation of your business. It’s not just about delivering stunning images; it’s about how you make your clients feel every step of the way. From that first inquiry to signing the contract, every interaction matters. A simple and intentional photography client experience not only ensures happy clients but also saves you time and energy, especially when you use tools like HoneyBook to streamline it all.
Here’s how to create a smooth, professional photography client experience that wows your clients – and helps you book more weddings with confidence.
Listen on Apple | Listen on Spotify
Keep scrolling for show notes, and a full transcript!
First Impressions Matter
The inquiry stage sets the tone for the entire photography client experience, and quick responses are so important. Studies show that more than 80% of clients book the first business that responds to their inquiry. But as a busy photographer, staying on top of emails isn’t always realistic – especially if you’re in the middle of wedding season or dealing with low-energy days.
This is where a client relationship management (CRM) system like HoneyBook becomes invaluable. By setting up an automated email response, you can make sure potential clients receive a personalized message as soon as they hit “submit” on your contact form. And when you use features like HoneyBook’s smart fields, you can include details like their name, wedding date, and venue, making it feel like a one-on-one interaction while saving yourself hours of work in the process.
This is a simple but seriously impactful step that not only makes you look professional but also builds trust, which is so important for turning inquiries into bookings.
Speak Their Language (Not Photography Jargon)
Your couples aren’t photographers – they don’t know or care about the difference between “bokeh” and “depth of field.” It might feel natural to highlight the technical details of your work, but these kinds of terms can leave clients feeling confused and disconnected. Instead, focus on what matters to them: your ability to capture meaningful moments on their wedding day and deliver images they’ll be obsessed with for a lifetime.
Clear, concise communication is key. Avoid overly long emails that overwhelm your clients or responses so short they feel impersonal. Your goal is to find a happy medium that gives them all the necessary information in a way that’s easy to understand. Using customizable templates in HoneyBook can help you send emails that are on-brand and client-focused without having to start from scratch every time.
Guide Clients Through Every Step
When it comes to the booking process, never assume your clients know what to do next. Even the most detail-oriented couples can feel overwhelmed by the logistics of wedding planning. It’s your job to guide them with clear instructions and next steps at every stage of the process.
For example, when you send over your pricing guide, include a section at the end about what they should do next – whether it’s scheduling a consultation or filling out a questionnaire. Then, once they’ve decided to book, outline the steps for signing the contract and submitting their retainer.
This level of hand-holding not only helps clients feel supported but also builds their confidence in your ability to manage their big day with ease.
Simplify the Booking Experience For Your Photography Clients
The easier you make it for clients to book, the more likely they are to move forward without hesitation. Offering simple, straightforward payment options is a big part of this. Nobody wants to feel like they’re jumping through hoops just to give you their money!
Using HoneyBook, you can set up automated payment reminders to ensure clients never miss a due date. For an even more seamless experience, you can use their auto-pay feature, so payments are processed automatically on their scheduled dates.
After the booking process is complete, sending a personalized thank-you email is the best way to celebrate the milestone. Congratulate your new clients on taking a such a huge step in their wedding planning journey and reassure them that they’ve made the right choice by hiring you!
Why a Great Photography Client Experience Benefits You, Too
A streamlined photography client experience isn’t just about making your clients happy – it’s about protecting your own energy and boundaries. When your process is clear and professional, you avoid unnecessary stress and awkward situations (like chasing down payments or clarifying confusing emails).
Happy clients are also more likely to refer you to their friends and leave 5-star reviews, which means less time marketing yourself and more time doing what you love: capturing those unforgettable moments.
Take Time to Reflect and Improve
As the year winds down, take some time to audit your current process. Are there any steps in your workflow that feel like roadblocks?? Do you have the right tools in place to automate repetitive tasks? Even small tweaks can make a huge difference. Remember, a polished photography client experience isn’t something that just happens. It’s the result of intentional planning and thoughtful adjustments over time.
Ready to Simplify Your Workflow?
If you’re ready to elevate your photography client experience and streamline your workflow, HoneyBook is a game-changer. From automating inquiries to sending contracts and tracking payments, it’s designed to make your life easier while delivering a polished, professional experience for your clients.
Need help getting started? Check out my template shop for ready-to-use tools, including email swipe files and smart file templates. These resources are fully customizable and designed to save you time while keeping your business running like a dream.
With the right systems in place, you can create a stress-free client experience that supports your clients—and your own well-being. Let’s make 2025 your smoothest year yet!
Show Notes
Mentioned on today’s episode of Keeping It Candid:
Check out the Shop!
Episode Sponsor: HoneyBook
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Destination wedding payment chaos – Making it Easy for Your Wedding Photography Clients: 5 Essential Steps for a Seamless Experience
What do your taco choices reveal about your wedding photography business? Take my quiz to find out!
Other Episodes & Blogs You’ll Love
Utilizing Systems To Deliver An Amazing Client Experience with The Finer Points
Stop Making Your Photography Clients Jump Through Hoops
Up-Level Your Client Experience With This One Simple Question
TRANSCRIPT
Episode 063
[00:00:00] Sandra: I see this a lot, especially on social media, where photographers feel the need to talk about the equipment that they’re using, the lens they used, using terms like depth of field and Bokeh and things like that. All great words, but they don’t mean anything to your clients.
[00:00:19] They don’t understand what the hell Bokeh is. They don’t know what depth of field means. And if they’re asking you about your camera equipment, chances are they printed their list of questions off of The Knot.
[00:00:29] Welcome to Keeping It Candid. I’m Sandra Henderson, photographer, system strategist, and here to help you level up your photography business with real strategies that work. If you’re tired of beginner advice and quick fixes that don’t actually solve anything, this is the podcast for you. Each week, we dive into simple, sustainable systems for client workflows, automation, and communication strategies that are designed to keep your business thriving without the burnout.
[00:00:59] Because your business should support you and not the other way around. Whether you’re balancing a chronic illness or just done with the endless hustle, Keeping it Candid is here to help you reclaim your time, work smarter, and focus on what truly matters.
[00:01:15] Happy Wednesday, everybody. Welcome back to Keeping It Candid, and my condolences to all of my fellow Bravo fans, because it has been a sad week. It was announced that the cast of Vanderpump Rules is being entirely replaced for the next season, which honestly, I personally am not entirely surprised about because if you watch the show, you know, that everybody like legitimately hated each other at the end of last season.
[00:01:42] And I genuinely don’t think I had it in me to watch another 13 or however many episodes of these people fighting about the exact same thing over and over and over again. So I’m a little skeptical about a new cast, but I am at least relieved that we are going to get a little bit of a change up.
[00:02:01] And I’m a huge fan of Real Housewives of New York as well, and they got a whole new cast and it’s an unpopular opinion, but I actually love the new cast. So we’ll see how this all plays out.
[00:02:14] But thankfully we have Southern Charm coming back to give us all the dramatic fix that we need in the meantime, which is probably my favourite show or one of my favorite shows on Bravo. And you can definitely catch me putting that on as background noise on Friday while I’m getting some more work done before the weekend.
[00:02:32] I have to have some sort of background noise on, and it really varies if I’m going to be watching TV or listening to a podcast, listening to music depends on what kind of mood I’m in and what kinds of things that I’m working on. If you are a background noise person, too, I would love to hear what it is that you’ve got playing. Come over to Instagram. Send me a DM @simplysandrayvonne and let’s chat about what it is that you’ve got filling up the space while you are trying to get through that editing. And speaking of that editing that most of you I know are probably still in need deep in the midst of ,trying to get it all done before the holidays. And trying to get rest and all the things that I talked about on last week’s episode.
[00:03:16] But that doesn’t change the fact that engagement season is almost here and we’ve really got to start thinking about 2025 now, if we haven’t already.
[00:03:27] So today we are going to be talking all about creating a successful client experience from inquiry to booking. But first, before I get to that, We have this week’s All The Rage segment. I feel like I need to have some sort of like sound or little bit of music or something right here like you would hear on the radio, but this week I want to talk about whether or not you should post your editing cue to your Instagram stories.
[00:03:54] If you ask other photographers, they’re going to tell you no, don’t do it. But chances are, if you poll your audience, which is the people that are actually interested in seeing your content and people who are actually potentially going to hire you, the people that you are wanting to speak directly to. If you ask them, chances are you’re going to get an entirely different answer.
[00:04:19] Speaking from my own results and a few other of my colleagues who I know have done the same thing. Our results overwhelmingly, voted in favor of that editing queue being posted.
[00:04:31] I see a lot of other photographers that are talking about not posting this editing queue. They have this idea that it’s meant to be a “look at me; look how busy I am” type- vibe, and I genuinely hate that that’s the assumption that people are making.
[00:04:48] Personally. I just think it’s another level of transparency between us and our clients. It lets them know where they are in the process and gives them just another reminder of how long it’s going to be until they get their photos.
[00:05:02] Especially as photographers where we are giving such a personalized experience. I do still think it’s important for our clients to realize that our entire world doesn’t revolve around them. We have other clients. We have other photos that we have to get to, and that helps paint that picture as well. So, if you don’t want to post your editing cue in your stories, then don’t. Nobody is forcing you to. But if somebody else is, it’s legit not impacting you in any way, shape or form. So let’s just zip it and carry on with our day.
[00:05:33] Sandra: You know that feeling when you’re overwhelmed with emails, contracts, payments, and client inquiries, wondering how you’re going to keep it all together? Girl, same. I mean, at least until I started using HoneyBook. HoneyBook is an all in one client management system that helps you stay organized and make your workflow feel manageable.
[00:05:55] Even on days when your energy is low. As a photographer balancing chronic illness, it has been an absolute game changer for me. Over the last six years, I’ve leaned on HoneyBook to grow my business without burning myself out in the process. From automating inquiries to sending contracts and tracking payments, HoneyBook makes it easy to deliver a polished professional experience without the chaos.
[00:06:19] Whether you’re balancing health challenges or just need more time to focus on the parts of your business that you love, HoneyBook helps simplify your day to day so that you can feel like you’re actually able to get ahead. If you’ve been looking for a way to get your business more organized and less overwhelming, head to share.
[00:06:35] honeybook. com Forward slash Sandra to get 30 percent off your first year. It’s one of the best investments I have ever made for my business. And I know that it can help you too. A special thank you to HoneyBook for being a sponsor of this episode. And now let’s get back to it.
[00:06:57] In the first years of my business, I had a client who wanted to book their wedding with me. And after I sent their proposal, they completely ghosted. I sent a few follow up emails and I never got a response. So eventually I sent one last email with a final deadline saying if I didn’t hear back and didn’t receive payment by X date, then I would be canceling their booking altogether.
[00:07:20] I did eventually hear back. I can’t remember at this point, if it was before or after that deadline that I set, but they said that they were actually on vacation for the last couple of weeks and that one of their family members was supposed to pay their invoice while they were away, so they had no idea that any of this had been transpiring.
[00:07:38] In hindsight, I should have picked up on several red flags, but I wanted to give them the benefit of the doubt. And honestly, I even started feeling a little bit bad for pestering them about getting paid. And I say that I should’ve picked up on those red flags because to date, this actually ended up being one of the most difficult weddings of my career.
[00:08:00] It was a really, really hard lesson to learn, but it completely changed how I approached the inquiry to booking process. These days, I really focus on making sure that clients know exactly what to expect, how to move forward and when things need to happen. So we are going to talk all about how you can build an experience that feels smooth stress-free and sets the tone to leave your clients saying, wow.
[00:08:26] A great client experience doesn’t just impact the client. It impacts you too, because when your process is smooth and professional clients trust you more, which means they’re more likely to book without hesitation or confusion, or most importantly, any red flags. And that confidence starts to trickle down to their referrals too, because happy clients love to recommend someone who made their experience easy and enjoyable.
[00:08:53] And let’s not forget the peace of mind that comes with knowing that you’re not in for any surprises from your clients down the road, which always takes all of the fun out of this business.
[00:09:03] So let’s start at the beginning with the inquiry process. It’s important to respond quickly and professionally, but that doesn’t mean that you physically have to be the one responding personally.
[00:09:14] How do you do both? Well, if you’ve been listening to the podcast for a while, it is going to be no surprise to you when I say: auto responders. At minimum, you need to set up an autoresponder that says something along the lines of, I received your email and here’s when you’ll hear back from me. You never want to leave people wondering what to expect, because confusion and unanswered questions is what takes away from that trust that you are working so hard to build.
[00:09:42] At this point heading into 2025, you can’t afford to not be using auto responders. We live in a time when instant access is everything and more than 80% of clients are hiring the business that responds to their inquiry first. So it’s so important to be that first one landing in their inbox. And when you use features like HoneyBook smart fields and smart files, you can sent a personalized, automated email response to them that includes their name, their wedding date, and any other personal information that you want to include, while also sending along things like a pricing guide so you can start giving them that information that they’re looking for.
[00:10:21] And then as the inquiry process continues, we want to talk more about streamlining communication. When you’re emailing, you want to make sure that it’s clear and concise. Skip any and all professional jargon. And I know
[00:10:36] I see this a lot, especially on social media, where photographers feel the need to talk about the equipment that they’re using, the lens they used, using terms like depth of field and Bokeh and things like that. All great words, but they don’t mean anything to your clients.
[00:10:55] They don’t understand what the hell Bokeh is. They don’t know what depth of field means. And if they’re asking you about your camera equipment, chances are they printed their list of questions off of The Knot.
[00:11:06] Because I know that that question is on there. I’ve been asked it a million times myself. And when you give the answer about what kind of camera equipment you’re going to use, your potential clients are going to look at you with blank stares.
[00:11:19] Because again, they have no fucking idea what you’re talking about. One camera to the next, it doesn’t mean anything to them, but somewhere an expert told them that they need to be asking this question.
[00:11:30] So here’s your permission to skip the jargon, stop using technical terms and start relating to the person who is actually hiring you.
[00:11:39] You also want to make sure that your email lengths are a happy medium. You don’t want anything that’s unnecessarily long winded, but you also don’t want anything that’s too short either.
[00:11:50] I had someone email me twice this summer, where all they responded with was a thumbs up emoji. And while I appreciate the heads up that they got the email, it was such a waste of my time. And I was so frustrated. Like I genuinely would have just preferred not hearing anything at all than to have to waste my time opening up my inbox, just to see an email that included a thumbs up. That’s just me. Maybe you guys feel differently, but I just felt like it was a waste of my time. So find a happy medium between a really long unnecessary email and something that’s as short as an emoji.
[00:12:29] And when you use a CRM system to do this, it gives you a place to create templates for all of these emails that you can modify it any time to make sure that they are always on point. And if you aren’t sure what to say, head over to Chat GPT and use that as a starting point. It’s so important to make sure that you modify it so that it actually sounds like you and matches your brand voice, but it is such an incredible starting place. I use chat GPT for literally everything.
[00:12:58] You can also pop over into my shop, where I have all the email templates and smart file templates that you could need already done for you. There’s an email bundle specifically that I think is going to be a super helpful and fits perfectly in with what we’re talking about. This inquiry email bundle includes auto responders, three follow-up emails, and an email about why someone decided to book elsewhere.
[00:13:23] These templates are fully customizable, but they’re also ready to use if you love the way they sound and they fit for your business. Just copy and paste, set up a few automations and you are good to go.
[00:13:36] Streamlining your communication isn’t just important for wowing our clients and standing out against the competition. It’s also the first step in setting boundaries around your office hours, and it’s one of the simplest automated systems that you can set up for your business.
[00:13:51] Photographers, let’s be honest. No one has time to be creating templates from scratch all the time, especially when you’re juggling inquiries, bookings, and everything in between. That’s why I created my template shop, your one stop spot for everything you need to streamline your business. Inside the shop, you will find HoneyBook smart files, email swipe file templates, and workflow outlines designed to make your life so much easier. And the best part is that they are all fully customizable. So you can tweak them to fit your business perfectly, whether you’re trying to automate your inquiry process, polish up your client communication, or finally get your CRM running like a dream. I have got you covered. Stop wasting your time, DIYing everything and start using templates that are ready to work as hard as you do.
[00:14:40] These tools are built to simplify your life, boost your efficiency, and make your business look so polished, all while being totally customizable to fit your style. If you’re ready to spend less time on admin and more time behind the camera, head over to simplysandreevon. ca forward slash shop and check them out.
[00:15:01] Trust me, your future self will thank you.
[00:15:04] Now onto the third thing that you want to do to create a successful client experience from inquiry to booking, is guiding your clients through the process. You never, ever, ever want to assume that people will know what to do and never assume that it’s going to be easy for them. You really want to spell it out for people like they’re five.
[00:15:27] And I mean that with the most love and in the politest way. You really want to hold their hand and guide them through the process because it builds trust. It helps these potential clients know that they’re going to be able to rely on you and you are going to keep all of your bases covered throughout the time that you’re working together.
[00:15:46] So some ways that you can do this is to include things like next steps at the end of all, major emails, for things like your pricing guide, your booking, confirmation planning, a timeline, anything like that, any of those major touch points at the end, just let them know what those next steps are going to be and it will go such a long way.
[00:16:06] And then lastly, I want to talk about the actual booking experience. A seamless booking experience is so important because when you make it difficult, you are literally taking money out of your own pocket. I talked about this on an episode last season, I’ll have to go back and figure out which episode it was and I’ll drop it in the show notes. But I was doing a destination wedding at a resort last year, and this resort could not have made it more difficult for me to spend my money.
[00:16:36] I took $20 us to the pharmacy and was told that it was too large of a bill and they couldn’t accept it. Then I tried to use my credit card to book a private lounge for my way home, because I was just exhausted and wanted to relax. And they told me that it was just my specific type of credit card that was wrong, that they could take any other type of credit card, except for mine. Then I went to go and buy a bottle of water at one point and was told that now they could only accept Canadian funds because it was only Canadians on the resort. And it was just like, it was one thing after another. And I was so frustrated and honestly just did not feel valued as a customer.
[00:17:20] So I share that story because it really makes you see how offering multiple and a simple payment options can go such a long way.
[00:17:30] They literally lost over $150 for me because they kept denying my methods of payment.
[00:17:38] You can also automate things like payment reminders to take all of the awkwardness out of chasing people down for missed payments, which I absolutely love. And HoneyBook even has a feature that you can set it up so people have to auto pay. Meaning that on any payment due date that you set their credit card will automatically be charged so you don’t have to worry about them remembering. They don’t have to worry about remembering and everything is going to get taken care of automatically.
[00:18:06] I also love to send out custom thank you emails after payments are made, especially after that initial retainer, because it’s a great time to congratulate them on taking this huge step in wedding planning. If you’ve ever planned a wedding before, you know, that hiring a photographer is one of the big decisions that you have to make right in the very beginning. So you want to congratulate them on that, hype them up and make sure that they never have even a second of buyer’s remorse wondering if they made the right choice in hiring you.
[00:18:36] So before we wrap things up, let’s do a quick little recap.
[00:18:39] First. You want to make sure that you are giving an amazing first impression with a quick personalized response. You’re going to streamline and clarify the emails that you’re sending.
[00:18:49] You’re going to use tools that keep templates and communication simple for you and your clients and you are going to get to know those tools so well, they are going to be like your new best friend. And then you’re going to give your booking experience a little extra sparkle with things like automated payment reminders and thank you emails.
[00:19:09] A great client experience isn’t something that just happens when you really get along with someone. It happens when you intentionally plan out every step to support your clients within your own boundaries. Supported clients are happy clients, and happy clients mean reviews, referrals, return clients, and even more bookings.
[00:19:29] So I want you to take some time over the holidays, maybe during that window between Christmas and New Years where no one really knows how to exist- and I want you to do a self audit of your process that takes a lead from inquiry to booking. See if there are any hurdles or roadblocks that you need to fix and brainstorm some ways that you can make this process even better.
[00:19:51] Even the smallest tweeks can make a huge difference, so I don’t want you to overthink this and if you need any help, getting started, make sure that you head over to my website. Visit my template shop simplysandrayvonne.ca/shop.
[00:20:05] Or come over to the unfiltered community on Facebook. You’ll find a link to that in the show notes. You can come and ask for advice and ideas on how to make this inquiry process even more amazing for your potential clients and myself and some other amazing photographers are there to support you and help you out along the way.
[00:20:24] Now, if anybody needs me, you will find me on my couch working through the last of my editing for the year today, catching up on the last couple of episodes of last season of Southern charm. I am a re watcher. I can’t help it. I have no room in my brain to retain what happens in between seasons. So I have to go and rewatch to get caught up or it’s like, I have absolutely no idea what’s happening.
[00:20:48] So that’s where you’ll find me this Wednesday. As always, if you love this episode, I would love it if you would share it with some friends who would love it too. And it just said the word love a lot there, but share this episode with somebody who you think is going to get some takeaways from it too. Screenshot the episode and share it on social media, on your Instagram stories, and come and talk about your favorite takeaway on Threads.
[00:21:11] I would love to hear what you got from this episode and how you’re going to use it in your business. So until next time friends have a great rest of your week.
[00:21:21] You’ve been listening to Keeping It Candid, and I cannot tell you how thankful I am that you’re here. Running a photography business doesn’t have to mean endless hustle and burnout, and I hope today’s episode brought you one step closer to that work life balance that you deserve. If you enjoyed this episode, make sure to subscribe and leave a review.
[00:21:40] It helps other photographers like you find the show and keeps me inspired to keep bringing you more tips every single week. If you’re looking for tools, resources, or ways to work together, head to SimplySandraYvonne.ca to get started. Until next time, keep it simple and don’t forget to take care of you along the way.
This post may contain affiliate links. This means I may receive a small amount of money if you make a purchase from any of our affiliates. This is done at no cost to you!
As wedding photographers, we know engagement season can be a wild mix of exciting and overwhelming. When inquiries start flooding in, it’s easy to feel like you can’t keep up with your emails, especially if you don’t have the capacity to add the extra work to your plate. I’ve been there – right after having surgery during engagement season – and I learned the hard way that not having a streamlined inquiry process can mean missed opportunities and lost bookings.
But here’s the good news: like pretty much everything in business, it doesn’t have to be that way. Whether you’re recovering from surgery like I was or just facing the usual holiday rush, having a system in place can truly help you book more weddings with less stress.
Why Streamlining Your Inquiry Process Is Essential
When you streamline your inquiry process with templates and automations, you save valuable time and energy, and you create a better experience for your potential clients. Here’s how a strategic inquiry system can help you during engagement season:
- Quick Response Time: An automated or even semi-automated system helps you reply quickly, giving leads the prompt responses they’re looking for, which increases the chance of turning inquiries into bookings.
- Consistent Client Experience: Every lead will get the same high-quality experience from the minute they land on your website, which is going to keep you and your professionalism top-of-mind.
- Less Email Back-and-Forth: By sending responses that answer questions before they’re asked, and utilizing automation tools like HoneyBook, you’ll avoid unnecessary back-and-forth emails that take up entirely too much time.
Book More Weddings with The HoneyBook Wedding Photography Inquiry Bundle
If the thought of setting up an inquiry system feels overwhelming, don’t worry. I’ve already done the hard work for you with the HoneyBook Wedding Photography Inquiry Bundle! This bundle is designed to help you streamline your inquiry process so you can focus your time and energy behind your camera instead.
Here’s what the bundle includes:
- Email Swipe Files: These ready-to-use templates help you send personal, professional responses in minutes.
- HoneyBook Smart Files: Easily share things like pricing and questionnaires with your clients in one smooth and on-brand digital file.
- Inquiry Workflow Outline + Tutorial: A step-by-step guide to building a clear, efficient inquiry process from start to finish in minutes.
With this bundle, you’ll not only book more clients, but you’ll also reduce the screaming-crying-throwingup-kind of excitement that comes with managing a flood of inquiries. Plus, I’m including my Inquiry to Onboarding Checklist for free when you purchase the bundle before October 31st! This checklist helps you take clients from their first inquiry all the way through to booking, ensuring nothing falls through the cracks.
Ready to Streamline Your Inquiry Process?
Booking more weddings doesn’t have to mean more stress. With the right systems in place, you can relax this coming engagement season while still confidently booking dream clients. Grab the HoneyBook Wedding Photography Inquiry Bundle today, and start streamlining your inquiries in time for the new year.
Maintaining consistency in a photography business is so important, but it’s not just about posting on social media every day. So today on the podcast, let’s talk about WHY it matters so much! To put it simply – consistency in client experience, brand materials, response times, tone of voice, and photo delivery is crucial for building trust and ensuring long-term success.
Keep reading for show notes and a full episode transcript!
Show Notes
Template Shop: https://simplysandrayvonne.ca/shop
Save 50% on your first year of HoneyBook: https://share.honeybook.com/Sandra
My favourite photography business resources: https://simplysandrayvonne.ca/resources
Takeaways
- Consistency in client experience, brand materials, response time, tone of voice, and photo delivery is crucial for long-term business impact.
- The use of CRM systems, such as HoneyBook, can streamline business operations and enhance client experience during busy wedding seasons.
Chapters
00:00 Recognizing Juneteenth and Supporting the Black Community
03:39 The Importance of Consistency in Wedding Photography Business
08:05 Streamlining Business Operations with CRM Systems
Check out my free, on-demand Masterclass! Inquiry To Onboarding – Creating An Effortless Client Journey | CLICK HERE!
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TRANSCRIPT
[00:00:00] Sandra Henderson: Diving into today’s episode, which is airing on June 19th, I wanted to take a moment to recognize the Black community and say happy Juneteenth to anybody who might be listening that celebrates
[00:00:14] Juneteenth is a date recognized in the United States as a commemoration of the end of slavery.
[00:00:22] Even though the Emancipation Proclamation was announced in September of 1862 to go into effect January 1st, 1863, it wasn’t until June 19th, 1865, that the Emancipation Proclamation was enforced in the southern state of Texas.
[00:00:37] Because of this, June 19th, or Juneteenth, is officially recognized as the end of slavery and celebrated by Black communities across the U. S. and worldwide.
[00:00:49] If you’re interested in learning more about the historical legacy of Juneteenth, I want you to head over to the show notes for today’s episode where you will find a link for the National Museum of African American History and Culture.
[00:01:00] I have also included a second link for the National Museum of African American History and Culture where you can make a donation if that is something that you are able to do. The Smithsonian has agreed at the time of recording this from what I can see on their website to match any donations up to 25, 000 in order of Juneteenth.
[00:01:19] So, if you are able, definitely go and check that out, read a little bit more into this, and then do a little bit more instead of only reading about the hard times and the horrible things that have happened to the Black community in history, look to find ways that you can support Black entrepreneurs and the Black community in your area.
[00:01:38] Okay. I have a little bit of a scenario I want to start today’s episode with. So press pause on all the things that you have going on around you for a second if you can. Close your eyes if you want to, and just walk with me through this:
[00:01:51] You get a wedding inquiry that you could not be more excited about.
[00:01:55] It’s at a dream venue. And this couple has the budget for your highest package. No questions asked. And at the consultation, you got along so well.
[00:02:04] You tell the couple that you’re gonna send over a proposal the next day and your anxiety starts building as soon as the consultation is over because you want to book this wedding so badly. Now, the next day you have a session in the morning and it takes every last bit of energy you have, so you unexpectedly have to take the rest of the day off. While you’re out of the office two more wedding inquiries come in.
[00:02:28] You’re feeling better on day three, and that’s when you remember that you have to get a gallery sent out. So you hop into Lightroom because you don’t want to deliver the photos late and you get those done. That evening, you have an engagement session out of town. So you pack up, you get in the car, you go to your session and by the time you get home, it’s time to call it a day.
[00:02:47] The next day is day four, and you’ve got a wedding. And on day five is wedding hangover day, when nothing is happening except for binge-watching some Netflix.
[00:02:56] On day six, you finally have a few minutes to go and check your inbox. And that’s when you realize that you forgot to send that proposal to the couple that you had a consultation with last week because they emailed you asking where it is and when they can expect it.
[00:03:10]
[00:03:10] And then those two wedding inquiries that came in, well, it’s been four days since then. Both couples have already booked consultations elsewhere and have told you they’ll get in touch if it doesn’t work out in the thick of wedding season. This scenario is all too familiar for photographers and wedding pros as a whole.
[00:03:28] So today I want to talk about what consistency means beyond posting on Instagram every day and what kind of impact it can have on your business long term.
[00:03:37] Welcome to keeping it candid. I’m your host, Sandra Henderson, an international wedding and family photographer and business coach. I help wedding photographers use systems to build out the back end of their businesses to gain control and continue to thrive no matter what life throws their way. And on a more personal note, I’m a strong enneagram three wing two who is obsessed with tacos and my love for travelling combined with navigating chronic illness life are just two of the many things that drive my passion for all things systems, workflows, and beating burnout as a business owner.
[00:04:07] Join me every week for a candid behind-the-scenes look at what it’s really like working as a wedding photographer, where I’ll give you actionable steps to take your business to the next level. Absolutely no fluff here, friends, so go grab your favourite notebook and pen and let’s dive into this week’s episode.
[00:04:23] More often than not, when I hear people talking about being consistent in their business, they’re talking about showing up on Instagram and social media. We hear it from quote-unquote social media experts and Instagram experts all the time that we need to be consistent, and consistent means showing up every day and doing all the things.
[00:04:40] But one, Consistency can look a lot of different ways, and two, there is a lot more to consistency than just showing up on Instagram every single day.
[00:04:50] When it comes to client experience, consistency can look like getting emails and other important documents sent out when you say you’re going to send them, delivering on brand materials like pricing guides and proposals that match everything else you’re putting out into the world, responding in the same window of time for every single person that contacts you, Using the same tone of voice and writing style in all of your email templates and delivering photos within the same time frame for all clients when you say you’re going to deliver them.
[00:05:21] I’ll be honest, especially that last one. I struggle with it. I would have a date in mind that I want to have these photos sent out, but if anything gets in the way of that happening, it completely throws off my game and I end up getting those photos out by the due date. And that is not what I want. It gives no consistency for when people can expect their photos and things like that.
[00:05:42] So, If you’re listening to this and you can relate to anything that I just said, don’t get down on yourself. It happens to everybody. And we are going to not focus on the things that we are doing wrong, that are not consistent, but we are going to be focusing on what we can do to make these things more consistent and easier in our businesses.
[00:06:02] So let’s talk a little bit more about why each of these is important and what kinds of tweaks you can make to make them more consistent. When it comes to having everything on brand, it’s like a cherry on top. It keeps everything visually appealing and easily recognizable.
[00:06:16] So when someone receives your pricing guide, everything looks exactly like they remember it from your website. It’s how they remember it from your social media. And there’s no sort of brain confusion on who they are talking about. Really makes it easier for people to remember who you are.
[00:06:31] When you’re consistently responding in the same amount of time, people know what to expect from you and it will stop people from following up incessantly because they, quote-unquote, aren’t sure if you received their email yet. We all know how annoying emails like that can be.
[00:06:48] Having a consistent tone of voice, again, lends to brand recognition the same way that having your visual brand colours and everything like that comes together. It gives your clients the feeling of having a personal experience, even though you’re working with so many other clients just like them. They know that it’s you speaking, but they don’t feel like they’re getting emails from four different people who sound nothing alike.
[00:07:10] And then consistency in delivering your photos within the same time frame, no matter what that looks like. Whether it be two weeks or six weeks, I don’t think that one is better than the other. you have to do what is right for you. So no matter what that looks like, it sets your clients up to know exactly what to expect from you every time they work with you.
[00:07:30] That every time they work with you might not apply if you are exclusively in the wedding industry. Hopefully, for the sake of your client’s marriages, they don’t have to come back to you a second time for wedding photos. But for my family photographers that are listening or newborn photographers, branding photographers, if you guys are working with your clients more than once, a lot of the time.
[00:07:50] And so, Making sure that they know what to expect and that they’re going to get that same experience every time they work with you is what keeps people coming back year after year. Beyond having them come back, we also want them to tell all their friends about us, right?
[00:08:04] Word of mouth is so powerful. And that consistent experience is what’s going to have people singing your praises from the rooftops, and then when someone that they know is looking for a photographer, you are going to be the first person that comes to mind.
[00:08:17] During busy season, it is so easy for things to start falling through the cracks when you have a million other things on the go. I have been there more times than I can count. And the best advice that I can give you is to set yourself up with a CRM system. I use HoneyBook, but whatever CRM that is going to be for you, create some workflows in there, get some on-brand templates set up and start delivering that consistent experience right from the very beginning.
[00:08:43] HoneyBook, in my humble opinion, is by far the best CRM out there for photographers, hands down, because of all the branding capabilities that it has. You can customize everything from colours to logos to fonts to the photos that you include, and they have so many templates that are pre-made for the photography industry.
[00:09:03] So all you really have to do is go in and drop your information and everything else is designed and ready to go.
[00:09:10] Now that you are in the thick of wedding season, I know you are probably thinking, okay, Sandra sounds good, but there’s absolutely no frigging way in hell I have the time to set up a new CRM system right now, let alone get any workflows ready. And I totally understand that. Don’t worry about it. My honey book moving day service is exactly what you need to get everything up and running while you focus on your clients and busy season. Honeybook moving day is when I get your Honeybook account set up and ready for you. Just like hiring professional movers on a moving day, I go in and I do all the heavy lifting and all you have to do is pick up your keys at the end of the day when it is all ready.
[00:09:48] If you are already living inside another CRM platform and you want to move over to Honeybook, I will be moving everything over there for you. If you are a new Honeybook user, then I will make sure that your account is running efficiently and has all of the settings set up that you will need to start building your templates and navigating your clients through the HoneyBook platform.
[00:10:08] And then I also have VIP days available where I will pop into your HoneyBook account and I will create templates for you and build out workflows so you can start enjoying all of the freedom that streamlined systems and automations can bring you again without having to do any of that heavy lifting yourself.
[00:10:25] I can’t believe that next week is already the end of June and we’ve got one more podcast episode coming out this month. Next week I am joined by the one and only Angie McPherson, an absolutely incredible brand photographer and educator.
[00:10:38] She is truly a gem. And I loved every second of our conversation. So make sure you come back next week to give that a listen, have a great rest of your week, and I will connect with y’all soon.
[00:10:50] The waitlist for my brand new template shop is now open. This template shop is going to be filled with everything you need to simplify and streamline your business behind the scenes.
[00:11:00] So head over to simplysandrayvonne.ca/shopto get on the waitlist. You’ll also have a chance to enter to win a free bundle, as well as get a little special something to say, thank you for being here. that’s simplysandrayvonne.ca/shop.
[00:11:17] Thank you so much for listening. You can find full show notes from today’s episode at simplysandrayvonne.ca/keepingitcandid. In the meantime, let’s connect. You can find me on Instagram and TikTok. Just search simply Sandra Yvonne. And if you’re loving this podcast, I’d be so honoured if you go ahead and hit that subscribe button and leave a review until next time.
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