There’s a certain kind of peace that comes from knowing your ass is covered—legally, emotionally, energetically. And in the world of wedding photography, where expectations run high and surprises are the norm, that peace starts with wedding photography contracts that actually does their job.

Not a Word doc you cobbled together at 2am. Not an old template from 2013 you found online. A real, iron-clad agreement that protects your energy, outlines expectations, and makes it crystal clear: you’re here to do your job, not to babysit anybody’s chaos.

Because you’re not just a photographer. You’re a business owner, and you’re building something that actually supports your life, not just drains it.

Why Every Photographer Needs a Wedding Photography Contract

You’re not being extra or untrusting for wanting everything in writing. You’re being strategic.

A wedding photography contract is your first line of defence when shit hits the fan. It puts boundaries in writing so you don’t have to burn energy repeating yourself. It cuts the emotion out of tough conversations. It protects you on the backend so you can be more present on the frontend.

It tells your clients: This isn’t personal. It’s policy. And that clarity? It frees everyone up to actually enjoy the process.

What to Include in Your Wedding Photography Contracts

Let’s be clear: your contract should reflect your business, your boundaries, and your legal requirements (so yes, talk to a lawyer, or buy your templates from somewhere like The Legal Paige like I do! Use code SANDRA10 to save 10%).

But here’s what most of us include:

Payment Terms & Retainer

Lay out your retainer, payment schedule, and what happens if someone misses a due date. No room for “Oops, I forgot.”

Rescheduling & Cancellation Policy

Protect your time. Explain what happens if they move the date, ghost you, or cancel. Bonus points if you include timelines, fees, and no-refund language that’s clear as day.

Image Usage & Copyright

You’re not a vending machine. Clarify who owns the images, how they can use them, and whether you plan to share them online.

Model Release

If you want to post their wedding photos, you need consent. This is the clause that keeps you safe on social.

Liability Limitations

You’re not liable for weather, venue drama, or a drunk groomsman stepping on your gear. Say it. Make sure they sign it.

Timeline & Delivery Expectations

Be real about how long things take. Add buffer time if you’re chronically ill, managing flare-ups, or simply building in rest. Delivering early is always a better idea than delivering late.

Client Responsibilities

From communication to family photo lists to feeding you on the wedding day—this is where you give details on what you expect from them.

How Wedding Photography Contracts Improve the Client Experience

When your clients know exactly what they’re getting, they feel safe. They stop spamming your inbox. They stop making up their own rules. And you get to show up with less resentment and more clarity.

A strong contract makes your client experience smoother, simpler, and easier to deliver. Period.

Using HoneyBook to Send Contracts Automatically

If you’re still manually sending PDFs and chasing signatures, I love you—but please stop.

HoneyBook lets you turn your contract into a template that gets sent automatically when someone inquires. You can add it to a smart file with your invoice and questionnaire, set it to follow up if they ghost, and move them into the next workflow when they sign.

That’s energy protection in action. Especially for chronically ill, neurodivergent, or burnout-prone photographers who can’t afford to be in their inbox 24/7.

Automation isn’t lazy. It’s liberation.

Where to Get Legally-Sound Wedding Photography Contracts

Skip the Google Docs from that random Facebook group.

I recommend The Legal Paige for lawyer-drafted contracts made specifically for photographers. They’re clear, customizable, and written by someone who actually gets our industry.

You can also check with your local photo association for region-specific options.

But please—get something. Protect your work.

Final Thoughts: Contracts Are a Form of Self-Respect

Your contract isn’t just a formality. It’s a reflection of how seriously you take your work and your wellbeing.

If you’re ready to go one step further and create a booking process that respects your capacity from inquiry to gallery delivery, check out my Done-For-You HoneyBook Workflow Service.

Because manually sending reminders and reattaching PDFs? That era is over.

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FAQ

I’m kind of new—do I really need all those contract clauses?
Yes, yes you do. Even the “small-scale” weddings can bring headaches. A solid contract isn’t about drama; it’s about protecting your boundaries, your energy, and the time you’ve spent building your business—not just feeding someone else’s ask.

What if I don’t use HoneyBook or a fancy CRM?
Contracts aren’t exclusive to fancy software. You can still use plain PDFs or Google Docs—just make sure they’re signed, stored, and you follow the same boundary-setting strategy. (But seriously—automations are the simplest form of self-care.)

Before You Go…

This post may include affiliate links. When you buy through them, I might earn a commission—at no extra cost to you. I only recommend tools I’d tell my best friend to use—because I treat you like my best friend.

✨ Need systems that actually respect your energy?
My Done‑For‑You HoneyBook Workflow Service is about more than tech—it’s about reclaiming your time, your clarity, and your boundaries. Let’s build backend magic that honors your body and your brilliance.

Already using HoneyBook? This one’s for you.
My HoneyBook Housekeeping session is a deep clean for your CRM: I’ll rename and organize your templates, automations, pipelines, archives, tasks—and wrap up with a personalized training video so you know exactly what’s changed and how to use it. It’s exclusively for HoneyBook users and exactly the kind of clarity you need without lifting a finger.

Keep Reading
Your 2025 Wedding Business Glow-Up Starts Now
5 Signs You’ve Outgrown Your HoneyBook Workflow Setup (And Why It’s Hurting More Than You Think)
Get A Legally Legit Wedding Photography Contract From The Legal Paige

Running a wedding photography business when you’re chronically ill, neurodivergent, or just deeply human is already a lot—and when it’s finally time to take a break, the last thing you want is to be tethered to your inbox. That’s why learning how to prep HoneyBook for time off is non-negotiable. It’s not about being extra. It’s about creating space to rest without ghosting your clients or dropping the ball.

Because let’s be honest: your business shouldn’t fall apart the second you close your laptop. And your rest days aren’t less important than your workdays. Whether you’re stepping away for a weekend, a vacation, or a full-on medical leave, your HoneyBook setup can hold the fort while you’re out living your life—or recovering from it.

This post walks you through five simple steps to get your backend in order so that your client experience stays solid, even when you’re off the clock. Think of it as a pre-break ritual for photographers who’ve outgrown hustle culture and are ready to run their business on their own terms.

How to Prep HoneyBook for Time Off with an Auto-Responder

If you don’t already have an inquiry auto-responder, now is the moment to fix that. It’s your first line of defence against the “I emailed and never heard back” panic—both for them and for you.

Keep it short and clear. Let potential clients know:

• You got their inquiry
• When they’ll hear back from you
• What they can do while they wait (peek at your portfolio, read your FAQs, etc.)

This email isn’t a sales pitch—it’s an expectation-setter. It says, “I see you, I’m out right now, and you’ll hear from me on this date.” That’s it.

Clean Up Your HoneyBook Pipeline Before You Step Away

You know that “where the hell was I?” feeling after time off? Let’s avoid that.

Before you log off, run through your HoneyBook pipeline and make sure every project is in the right stage. Move booked couples into “Planning,” archive the ghosters, and close out the stuff you’ve already delivered.

The cleaner your pipeline, the easier it is to jump back in without mentally backtracking through the last six weeks of work.

Use HoneyBook Automations to Stay On Track While You’re Off

Time-sensitive emails don’t care if you’re on vacation—or recovering from a flare. Payment reminders, questionnaire follow-ups, delivery updates… these can (and should) run without you.

Set them up in HoneyBook automations so your clients still get what they need, when they need it—without you scrambling to “just send this one quick email” from the beach.

Don’t Skip This Step When You Prep HoneyBook for Time Off

Here’s the hard truth: your brain is lying when it says, “I’ll remember.”

It won’t.

Leave yourself project notes in HoneyBook before you step away. Include:

• Where you left off
• What’s next
• Any deadlines creeping up

That way, when you log back in, you’re not relying on a post-vacation brain fog memory to figure out what’s next.

Set Clear Client Expectations Before You Log Off

Automation is amazing, but you’re still a person—and your clients value hearing from you.

Send a quick message to booked clients letting them know:

• When you’ll be away
• How to reach you in an emergency
• When you’ll be back on email

This isn’t “too much information.” It’s respect. And it keeps them from wondering if you’ve fallen off the face of the earth.

Prep HoneyBook for Time Off and Actually Take the Break

You’re not here to be on call 24/7. You’re not here to earn gold stars for “fastest reply time.” You built your business for freedom, not for constant interruptions.

Prepping your HoneyBook before time off isn’t about control—it’s about creating space to rest without sacrificing your client experience.

If you want plug-and-play tools to make this whole process easier, my HoneyBook Wedding Photography Inquiry Bundle has everything you need to set up auto-responders, follow-ups, and client touchpoints that keep things moving while you’re off actually living your life.

Check out the Inquiry Bundle here →

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FAQ

What if I’m only taking a few days off—do I really need to do all this?
Yup. Even a quick weekend away or a mid-week mental health day deserves a little prep. You don’t need to overhaul your entire HoneyBook setup, but setting an auto-responder and updating your pipeline takes less than 10 minutes—and saves you way more than that in “oh shit” moments later. You deserve rest without guilt or chaos when you come back.

Can I use this same prep checklist for a longer break, like a vacation or medical leave?Absolutely. This framework scales up or down depending on how long you’ll be out. For longer breaks (a month off, surgery recovery, etc.), you’ll want to go a bit deeper—like updating client-facing timelines and potentially pausing inquiry forms—but the foundation is the same. Start small. Build from there. Your systems should support your real life, not just your work life.

Before You Go…

Some of the links in this post are affiliate links, which means I may earn a small commission if you decide to make a purchase—at no extra cost to you. I only recommend tools I’ve actually used, loved, and would tell my best friend to try.

✨ Thinking about giving HoneyBook a shot?
You can get 30% off your first year when you sign up using my link. It’s a great way to save some cash and start building a system that actually supports your energy—not drains it.

Already using HoneyBook but your pipeline is a mess?
You don’t need to burn it down and start over. Book a HoneyBook Housekeeping session and I’ll help you clean things up, streamline your stages, and make your account feel a whole lot more usable—no overwhelm required.

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Keep reading:

How I Built a Wedding Day Timeline System as a Photographer with a Chronic Illness
What No One Tells You About Running a Business with a Chronic Illness
What to Fix First in Your HoneyBook Setup for Photographers

Let’s be honest: sometimes the best systems aren’t flashy—they’re just functional.

My HoneyBook pipeline isn’t some hyper-aesthetic, course-worthy masterpiece. It’s not a download you’d see in a bundle. But it works. Especially when I don’t. And that’s kind of the whole point.

If you’re anything like me (read: chronically ill, managing brain fog, running a business with more tabs open in your head than your browser), you don’t have time for guesswork. You need to open HoneyBook, take one look, and know what’s happening.

So I’m pulling back the curtain on my pipeline—not because it’s revolutionary, but because it’s real. Real clear; real supportive; real human.

Wait—What Is a HoneyBook Pipeline, Anyway?

Think of your HoneyBook pipeline as the high-level map of your client journey. Every stage is a little signpost: where they are, what’s next, and what (if anything) needs your attention.

Yes, you can have workflows and automations humming in the background—but the pipeline is the big-picture dashboard. It’s where you go when your brain’s at 40%, your body’s in a flare, and you just need to figure out what the hell is going on.

My Actual HoneyBook Pipeline Setup (Yep, All 11 Stages)

Here’s how I’ve built mine to support my body, my brain, and my bandwidth:

Inquiry
New leads drop in automatically through my custom form. They get a warm auto-response and a link to my pricing guide.

Follow Up
If it’s crickets after a few days, my automation gives me a nudge to follow up. I don’t rely on memory—that’s a losing game when you’re neurodivergent, and even moreso on flare days.

Delete Lead
If they ghost after the follow-up? I move them here and delete them a few days later. No hard feelings, no shame spiral. Just… clarity.

Cold Lead
They’re not ready yet, but they showed interest. This keeps the door open without having to figure out who needs to be followed up with when.

Meeting
Consultations land here. I know exactly who I’m meeting with, and can prep them for potential onboarding.

Proposal Sent
After our call, I send the proposal (contract + invoice + payment options bundled together). Gentle reminders go out on autopilot.

Planning
Once the wedding is booked, the client shifts here. This is where things like timelines, prep work, and all the creative direction lives.

Editing
Post-wedding, this is where I’m tracking what’s needing to be edited.

Album
If they’ve got an album in their package, I move them here. That process stays separate so nothing gets missed.

Reviews
This kicks off offboarding—testimonial requests, review links, final thank-you notes.

Completed
Project done. Workflow wrapped. We move them here, archive it, and officially close the loop.

Why This Works—Even on My Worst Days

This setup is my safety net. It holds me when I’m too tired to hold it all together myself.

✨ It gives me clarity. I can see, in five seconds, where every client stands.

✨ It reinforces my boundaries. “Delete Lead” lets me close loops without spiralling. “Cold Lead” reminds me not everyone’s ghosting—they’re just not ready.

✨ It works when I can’t. Automations pick up the slack when my energy’s non-existent.

✨ It’s built around me. Not some idealized version of me who never gets sick. The real one, who sometimes just needs a system that thinks for her.

There’s no rigid hustle here. No 27-step funnel that collapses if you miss one part. Just a grounded, low-lift rhythm I can come back to—no matter what kind of week I’m having.

Your HoneyBook Pipeline Setup Doesn’t Have to Be Fancy. It Just Has to Work.

Listen, your HoneyBook pipeline setup isn’t supposed to impress people. It’s supposed to support you.

It can be soft. Spacious. Built for the way you work.

If your current setup feels like a hot mess of confusion and decision fatigue, I promise you’re not stuck. You don’t need to blow it up and start from scratch. You can tweak, rework it bit by bit, and make it yours.

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FAQ

What’s the difference between a pipeline and a workflow in HoneyBook?
Your pipeline is the visual roadmap—it shows where each client is in the journey. Your workflow is what happens at each step (emails, tasks, reminders). You don’t have to use both, but they’re magic when they work together.

Do I need 11 stages like you?
Nope. Start with what makes sense for your business and your brain. Maybe that’s 5 stages. Maybe it’s 7. Don’t build for aesthetics—build for clarity.

Before You Go…

Some of the links in this post are affiliate links, which means I may earn a small commission if you decide to make a purchase—at no extra cost to you. I only recommend tools I’ve actually used, loved, and would tell my best friend to try.

✨ Thinking about giving HoneyBook a shot?
You can get 30% off your first year when you sign up using my link. It’s a great way to save some cash and start building a system that actually supports your energy—not drains it.

Already using HoneyBook but your pipeline is a mess?
You don’t need to burn it down and start over. Book a HoneyBook Housekeeping session and I’ll help you clean things up, streamline your stages, and make your account feel a whole lot more usable—no overwhelm required.

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Keep reading:

What to Fix First in Your HoneyBook Setup for Photographers
5 Signs You’ve Outgrown Your HoneyBook Workflow Setup (And Why It’s Hurting More Than You Think)
HoneyBook vs. Dubsado: Which is the Better Choice for Wedding and Family Photographers?

It usually starts with a weird sense of resistance. You open HoneyBook to send a contract or check on a workflow and suddenly everything feels… heavier than it should. Like walking into a once-cozy room that’s now too cramped and cluttered.

If you’ve been using HoneyBook for a while, there’s a good chance your setup hasn’t quite kept pace with how much you’ve grown. And when your backend can’t hold you properly anymore? That friction shows up everywhere—from missed emails to burnt-out boundaries.

Let’s look at five quiet-but-costly signs that it might be time for a HoneyBook refresh (and why ignoring them usually costs more energy than fixing them).

1. You’re still doing sh*t manually that could be automated

If you’re out here duplicating projects by hand or copy-pasting the same damn email every week, HoneyBook isn’t supporting you—it’s making you do the heavy lifting. And that’s not the vibe.

Templates, automations, triggers… they’re not just bells and whistles. They’re there to take work off your plate, not pile more on. If you haven’t touched HoneyBook’s automation tools yet, that’s the first place I’d dig in.

2. Your HoneyBook workflow doesn’t match how you actually work anymore

Your business isn’t the same as it was two years ago—and honestly, neither are you. If your pipeline still reflects your old offers, outdated timelines, or a version of you who thought buffer days were optional (bless her heart), it’s no wonder things feel clunky.

Every time you have to adjust something on the fly or mentally note that “this part doesn’t apply anymore,” that’s a little hit of micro-stress. And it adds up fast. Your HoneyBook setup should support the way you actually work now—not the way you used to.

3. You’ve stopped trusting it to just… do its job

This one’s sneaky. You might not even realise how often you’re second-guessing yourself—double-checking automations, manually sending reminders, watching invoice due dates like a hawk. That’s not good systems hygiene—that’s a trust issue. And trust issues with your backend? Exhausting.

4. You’re constantly answering questions your system should be handling

If you’re getting “What’s next?” or “When do I get my gallery?” on repeat, your HoneyBook setup isn’t doing its job. A well-built workflow should answer those questions before they’re asked—with clear, thoughtful communication that doesn’t rely on you manually typing the same thing over and over.

5. Even the tiniest backend task makes you want to close your laptop

If logging into HoneyBook feels like a chore—even for the simple stuff—it’s not about motivation. It’s about the system being out of sync with how you work and what you need. Dread is usually your brain’s way of telling you something feels too hard or too heavy. The solution isn’t more discipline—it’s better design.

Here’s what no one tells you about HoneyBook workflow setups:

Outgrowing your systems doesn’t mean you messed up. It means you’ve grown. The actual problem? Forcing a setup to fit when it’s clearly not built for the way your business runs anymore.

Your HoneyBook setup should reflect the you who exists now—not the you from two years ago, burning the candle at both ends and calling it “hustle.” If things are starting to feel tight and clunky, that’s not failure. That’s your cue to make space for what you actually need.

And the best part? It doesn’t have to be a giant overhaul. Sometimes a few intentional tweaks can bring a whole lot more ease.

If your HoneyBook setup is feeling more like a pain in the ass than a productivity tool, it’s probably time for a reset. And you don’t have to do it alone.

→ I’ll rebuild your workflows for you—so you can stop duct-taping things together and finally have a HoneyBook system that fits how you work now. Click here to book your DFY HoneyBook Workflow Build

Let’s make your backend feel lighter, simpler, and way more sustainable. You’ve got enough on your plate already.

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FAQs: HoneyBook Workflow Setups

How often should I update my HoneyBook workflow setup?

Every 6–12 months is a solid rhythm, especially if you’ve changed your offers, pricing, or how you communicate with clients. But if you’re neurodivergent or living with chronic illness, a seasonal check-in might feel more aligned with your energy and capacity. No need to force a big overhaul when a quarterly tune-up can keep things smooth.

Can I refresh my system without starting from scratch?

Absolutely. This isn’t about burning it all down—it’s about refining. Most of the time, you’re just layering in a few key updates to make things feel way more functional. Even adding two or three new automations can seriously lighten your load. Think: less hunting through email threads at 11pm, more knowing your system’s got it covered.

Keep reading:

Essential Tools for Wedding Photographers to Prepare for Engagement Season
HoneyBook vs. Dubsado: Which is the Better Choice for Wedding and Family Photographers?
My 3 Favourite Family Photography Prompts For Natural, Candid Smiles

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.

If you’ve been looking for the perfect client management software for your wedding or family photography business, you’ve definitely come across both HoneyBook and Dubsado. Both are solid options, but let me break down why HoneyBook is the going to be the best fit:

User-Friendly Vibes

HoneyBook: Super Intuitive and Streamlined

HoneyBook is one of the most user-friendly client management tools I’ve ever come across. It has a sleek, modern interface that’s beyond easy to navigate. Setting up workflows and forms is so easy thanks to their drag-and-drop features. And you can customize everything—from proposals to contracts and everything in between—to fit your brand with little to no effort. Plus, the dashboard gives you an at-a-glance look at your entire account, so you’re never left guessing where to find what you need.

Dubsado: A Bit of a Learning Curve

Dubsado is also packed with features, but it can be a bit overwhelming. Its interface is highly customizable, which is amazing if you have specific needs, but it comes with a steeper learning curve and that’s why it’s not my top choice. The setup can be time-consuming, especially if you’re not familiar with all the customization options and integrations, and the branding capabilities aren’t as thorough.

2. Features and Functionality

HoneyBook: All-in-One Convenience

HoneyBook stands out from most CRM’s because of its all-in-one approach. Here’s what you get:

• Automated Workflows: Easily automate your client communication, from initial inquiries to follow-ups, freeing you up for more time behind your camera
• Client Portal: A user-friendly hub where clients can view and sign contracts, pay invoices, and access project details.
• Customizable Templates: Use customizable templates for contracts, proposals, invoices, pricing guides, questionnaires, style guides, or create your own to match your brand’s vibe.
• Scheduling Integration: Sync with Google Calendar or other scheduling tools to streamline booking and avoid double-booking.

HoneyBook integrates seamlessly with tools like QuickBooks, Mailchimp, and Google Workspace, making your workflow smoother and more efficient.

Dubsado: Highly Customizable but Complex

Dubsado also has a lot to offer:

• Custom Workflows: Build detailed, automated workflows to handle every aspect of your client journey (no matter what CRM you choose, this should be a MUST HAVE feature!)
• Lead Capture Forms: Separate from a contact form, create tailored lead forms to capture client information and inquiries.
• Client Portal: There is a client portal feature with Dubsado as well, but it’s less visually appealing compared to HoneyBook’s.
• Expense Tracking: Manage and track your business expenses directly in the platform.

While Dubsado supports various integrations with other platforms, setting them up can be more involved and might require a bit of technical know-how.

3. Pricing and Value

HoneyBook: Affordable and Feature-Packed

HoneyBook offers a fantastic value with its transparent pricing. As of September 2024, there are three tiers of plans—Starter, Essentials, and Premium. Monthly and Annual payment options are available for both:

• Monthly Plan: Starting at $19 USD/month, which includes all features and access to their support team.
• Annual Plan: Starting at $16 USD/month, which is a more budget-friendly option if you’re ready to commit for the year.

This pricing covers everything—automations, client management, scheduling, and more. Plus, HoneyBook frequently runs promotions, making it even more affordable. (Pro tip: Go with the “Essentials” level or higher to make sure you have access to automations and the scheduler to get the most out of your account!)

Dubsado: Potentially Higher Costs

Dubsado’s pricing has a similar structure, with two tiers of plans and both monthly and annual payment options:

• Monthly Plan: $20/month, which includes access to basic features but may require additional costs for advanced features or higher usage.
• Annual Plan: $200/year, which offers a discount compared to the monthly rate but still might be pricier depending on the additional costs for advanced features.
• Additional Costs: Some advanced features, such as additional user accounts or premium integrations, may incur extra charges.

While Dubsado offers a free trial and different pricing tiers, the total cost can increase if you need extra features or additional user accounts.

4. Customer Support

HoneyBook: Friendly and Fast

HoneyBook’s customer support is amazing. They offer live chat, email support, and a comprehensive knowledge base. Photographers consistently rave about the quick and helpful responses from the support team, which can be a lifesaver when you need assistance. The community is also next-level, with hundreds of users and HoneyBook Educators (like me!) ready to help you in any way you need.

Dubsado: Decent, but Not as Quick

Dubsado provides support via email and a community forum. While generally reliable, the response times can be slower compared to HoneyBook. The community forum is a valuable resource, but with no live chat available it might not always offer the immediate, personalized help you need.

So, Why HoneyBook?

HoneyBook is the perfect choice for wedding and family photographers. I couldn’t run Life is Beautiful Photography without it! Its user-friendly design, comprehensive features, and amazing customer support make it a standout option. HoneyBook’s all-in-one solution simplifies your workflow in a sustainable way, and helps you enhance your client interactions so that you, too, can stand out from the competition.

Bonus for You: Ready to give it a try? I’m offering 30% off your first year with HoneyBook! Plus, I can handle the setup for you, so you can focus on what you do best without any extra hassle. Use my link to sign up and receive an additional 30% off a HoneyBook account set up with me!

Ready to make the switch? Grab your HoneyBook discount and let’s get you all set up!

Systems aren’t just about making things easier for you behind the scenes. When you utilize them to their fullest, they’ll help you deliver an amazing client experience in your photography business, too! Diana Wei Fang from The Finer Points joins me for an interview on Keeping It Candid today and shares some real life examples of businesses that are doing just that, and how you can implement the same strategies, too.

Keep scrolling for links to the episode, show notes, and a full transcript.

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Show Notes

Diana Wei Fang – The Finer Points: https://thefinerpoints.co/

Free Systems Assessment Resource: https://thefinerpoints.hbportal.co/public/65284177ee5344002416eb2f/1-Welcome

Template Shop: https://simplysandrayvonne.ca/shop

Episode Sponsor: PicTime
Get a free month (in addition to your free month trial at sign up!): https://lifeisbeautifullondon.pic-time.com/referral

Takeaways

• Systems are essential for scaling and moving a business forward.
• Choose a platform that aligns with your business needs and prioritize the client experience.
• Don’t let the search for the perfect platform paralyze you—pick one and get started.
• Center your systems around the client’s needs and create a seamless experience.
• Embrace change and expect to evolve and grow your systems over time.

Chapters

00:00 Introduction and Personal Reflections
02:34 Overview of the Podcast and Guest Introduction
04:00 The Importance of Systems in Business
09:30 Choosing the Right Platform for Streamlining Workflows
19:19 Centering Systems Around the Client Experience
26:55 Don’t Let Perfection Paralyze You: Just Get Started
29:14 Embracing Change and Evolving Your Systems
30:55 Closing Remarks and Call for Listener Input

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About Diana

Diana is the Owner and Founder of The Finer Points. She is a Systems Architect who believes that there is room for all of us in the world and that none of us are meant to pursue our dreams alone. Whatever you think of when you hear the word “systems”, Diana will change the minds and hearts with her story and expertise. Through a structured system, she helps creatives and small business owners like you, tell your story and reach your people—in less time. You are Meant To Thrive. It’s not just a platitude, it’s the truth.

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What do your taco choices reveal about your wedding photography business? Take my quiz to find out!

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TRANSCRIPT

00:00 Introduction and Personal Reflections

[00:00:00] Sandra: This episode is airing on August 21st, and for me, this is already the start of winter. I know that technically winter doesn’t actually start for many more months, and where I am in Canada, it’s still sunny, still positive temperatures.

[00:00:19] The leaves haven’t even started changing it for fall, but I am a summer girl through and through. I love the heat and Every year prior to this my husband’s birthday, which is August 10th After that the nights start getting colder you start having to have a sweater on at night You start having to wear pants at night.

[00:00:39] You can only wear shorts and t shirt during the day and That just is not cool for me. I need to be in shorts and a tank top 365 days a year. I know I’m in the wrong country for that to happen, but a girl can dream. And so, with it already being August 21st, that means it’s officially winter for me.

[00:01:00] I’m sorry if you disagree, but it just is what it is. And so I’m just over here trying to mentally prepare myself for the cold and the end of my favorite time of year.

[00:01:10] But to cheer me up, I am talking with Diana Wei Fang today, all about systems.

[00:01:16] Diana is the owner and founder of The Finer Points. She’s a systems architect who believes that there is room for all of us in the world and that none of us are meant to pursue our dreams alone. Whatever you think of when you hear the word systems, Diana will change your mind and your heart with her story and her expertise. Through a structured system, she helps creatives and small business owners just like you tell your story and reach your people in less time.

[00:01:42] She and I share the same passion when it comes to simplifying and streamlining the way that you run your business. And she’s actually one of the first people that I ever had the chance to connect with from the HoneyBookPro team that offered me some invaluable advice about the way that I was approaching my workflows.

[00:01:58] Before my call with Diana, my wedding workflow was, I think somewhere around 30 to 40 steps, which had come down from the 72 that I had with my very, very first wedding workflow. So we’d simplified a bit from there, but there was definitely still some room for improvement. And once Diana had a look at everything that I was doing and gave me some tips on how to simplify it.

[00:02:24] It was like a light bulb went off and I have been living with my 12 step wedding workflow ever since that I just love so, so much.

02:34 Overview of the Podcast and Guest Introduction

[00:02:34] So having a firsthand experience of working with Diana, I knew that I had to have her on the podcast and we talked all about different CRM systems, the pros and cons of having everything all in one versus on different platforms. And of course, some tips for creating successful systems in your business.

[00:02:53] 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, eneagrine three wing two who’s obsessed.

[00:03:12] I’m obsessed with tacos and my love for traveling 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. 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.

[00:03:33] Absolutely no fluff here, friends. So go grab your favorite notebook and pen and let’s dive into this week’s episode.

[00:03:38] Diana, thank you so much for being here. I’m so excited to get to connect with you and talk about all CRM platforms and everything like that, which I know that you are an expert in.

[00:03:49] But before we get to all that, I would love to just give you a chance to introduce yourself and let everybody know a little bit about what you’re all about.

[00:03:56] Diana: Well, thanks. Thanks so much for having me. I’m super excited to be here. I am a systems architect, which is just a really fancy way of saying I really love systems.

04:00 The Importance of Systems in Business

[00:04:07] I believe that systems are all around us. And I think that in order to have a successful business, you need a system. It’s the way to scale, the way to move your business forward. It’s the way to prevent. yourself from becoming another statistic of those scary numbers that we get whenever we start a business.

[00:04:26] Did you know that 50 percent of small businesses fail in their first year? Thank you. Negative Nancy. that I think systems are helpful in all of those things. And so I’m really, really passionate. I’m determined in my lifetime just to see that number. actual, Total 50 percent is actually only for Your first year, the total fail annual number is 90%.

[00:04:51] Sandra: Wow. That’s huge.

[00:04:53] Diana: I am determined to see that number go down in my lifetime. It’s been like that holding steady for a long time. That’s why I do what I do.

[00:05:04] Sandra: I love that. Well, that is such a good motivator and I am totally with you and wanting to see that number go down. So hopefully this podcast will just be one of many ways that we can do that.

[00:05:15] So speaking of systems and all the things, what are some of your favorite platforms to use?

[00:05:21] Diana: In terms of like a physical system for a small business owner, I love HoneyBook personally.

[00:05:27] That’s what I recommend for a lot of my clients. For someone who is like a small team or, probably corporate, I would say Salesforce is really good, but it’s a beast. So I would say HoneyBook. Not everyone needs Salesforce. Okay. And then, actually for event planners, this is not it’s traditional use, but I actually really like this app called planning center online.

[00:05:56] They make. incredible run sheets for ceremonies and things like that. It’s actually made for churches, because who runs events more than churches? But it’s a great hack. It’s a responsive time app. So like if the, if you change the like ceremony and flip it with something else, like it will do the time for you.

[00:06:16] It’ll like, you can have Like notes for the planner notes for the photographer notes for and it’s all in there. You could have DJ notes. It’s really cool

[00:06:25] Sandra: That sounds awesome. I absolutely like obsess over anything that can like Automatically update and trigger things. I just I for years. I’ve been thinking about getting Like playing around with Zapier, but I felt like it was going to be this overwhelming beast that I just didn’t have the time or capacity to deal with.

[00:06:44] And I finally did it a little, like a few weeks ago and I’m obsessed. Like I want to find the way to zap every single thing that I do into each other.

[00:06:54] Diana: The Zapier like the Zapier bug, as I call it, it’s definitely a thing and I understand the passion because it’s like a dark hole. Like you suddenly just are like, well, I can do this and I can do that.

[00:07:09] And then, you know, suddenly you’re Zapping like a hundred things and then you made it more complicated, but you know, you feel better about yourself at the end of the day. So who cares?

[00:07:18] Sandra: Right. It’s so true. I’m totally with you on that. And I also am a huge lover of honey book. Listeners of the podcast will know.

[00:07:27] I talk about it quite a bit. But it is like my right hand in business. I’ve tried a lot of other CRM platforms and none of them really work for me. For the way that my brain works and the way that I like to interact with my clients, none of them really compare even a little bit to HoneyBook. So I’m so excited to have another HoneyBook stand on here.

[00:07:47] Diana: Oh, I love HoneyBook. I love the team. I love like the way they listen and to just like who’s using it. And they’re so relational. I feel like as someone who. Doesn’t work for them. I’m just blown away by their response and their care for each one of us as business owners. And, they’re just incredible humans.

[00:08:10] Yeah. I think that above and beyond, just like edges out any other app, you know, like, cause we’re so tech oriented and I love tech obsessed with tech, but you need good people behind the people, the things that run the tech, you know? And so I think that. Yeah. Makes a huge difference for me.

[00:08:29] Sandra: Yeah, absolutely.

[00:08:30] I’m sure everybody listening can think of an experience they’ve had with a platform or some sort of tech company where they haven’t like gotten any sort of feeling like they’re recognized as a person who is actually using this app and as their client, and it doesn’t feel like there’s a person behind on the other side of the business.

[00:08:51] And so I totally agree with you that that’s so important. And really is going to be what helps. Having systems like that that we’re using is what’s going to help us set us apart as well, I think.

[00:09:02] Diana: Yes, agreed. I mean, it’s bar none because they truly make it a one stop shop for so many of us. And I think it gets overwhelming to a degree, but also it’s overwhelming because we don’t need all those bells and whistles there.

[00:09:17] It’s made for, you know, People like you, people like me, it’s made for wedding planners and florists, and we’re all using the same app, which is kind of incredible, actually, if you think about it. So, right. Yeah. Love it.

09:30 Choosing the Right Platform for Streamlining Workflows

[00:09:30] Sandra: now, while we’re still on the topic of platforms, I would love to hear what your thoughts are on all in one platforms, because we’re both all about streamlining and making things super simple and automated.

[00:09:43] And so, the idea behind every, having everything in one place. seems great, But I would love to hear what your take on it is.

[00:09:51] Diana: I love it. I think you have to be smart about it. I think that, it’s kind of like, you know, when you just, it’s the easiest way, like, Going back to the beginning, when I was introducing myself, I was talking about the fail rate.

[00:10:06] The number one thing we do know about small businesses who fail is that they can’t track their cash flow and that our cash flow is, that we don’t, they quantify a failure as under Not enough cash flow. And I think one of the trickiest things to to track our subscriptions. I think that if you take a good look, you’re not sure what apps you’ve got on a monthly subscription.

[00:10:32] You’re not sure what , TV networks you have on a monthly subscription. And I think that goes the same for our business, you know, like, Canva monthly subscriptions, HoneyBook monthly subscriptions, all these tech tools have monthly subscriptions. And I think just keeping it all in one place actually reduces the amount of tech that you need to run your business.

[00:10:53] I run my business on four pieces of tech, just four apps. I am obsessed with Lots of them, lots of other apps, but I really try to keep it down to 4 because I can keep my expenses low to run it and I can actually invest more into humans. My team gets paid well, and it contributes to their education.

[00:11:17] I’ve got 2 in college right now. The 1 is studying masters and 1 is, you know, doing other things and so I think that is important. That’s important to me to know where my money goes. And so for me, an all in one tool is, I mean, that’s the gold, right? Like that’s the golden ticket is to know and not, and it’s also in our brains, just easier to say, This is where I go to run my business.

[00:11:43] This is where I go to see if someone has paid me to see if anyone needs to be followed up on. This is where I go when you’re having a low season and saying, I don’t know, there’s no leads coming in. What do I do? And you can go to the one tool, look at your pipeline and say, I’ve got 23 people I could follow up on right now.

[00:12:05] Right. Or to even just like emotions take us sometimes, you know, and you’re just like, Oh, look at the pipeline. I actually have 34 people who I’m currently actively working with. I’m not, you know, like an imposter. I’m not doing whatever. Like, we tend to make up these stories running your business, man. It is no small feat, but to have it all in 1 place, I think keeps it so organized for us.

[00:12:30] And I would say, why not? It can get overwhelming. There’s a lot of tools. Do you need it all? I think this is too big for me. You want something to help you grow into it as you grow your business. Your business should change. Your business should grow. And so we want that. We want to see it. We want to see more of it personally.

[00:12:51] I don’t want to download my clients and my contracts and invoices every time. My business outgrows itself and then move into a larger platform, you know, like it’s almost why, why would I do that? I want something I can grow into, make it easy for myself. I want to be overwhelmed for a season, so that my business can take off where it needs to take off.

[00:13:11] And I don’t need to control it in that way. But you do need to know. What you want in your business and tell the tech what to do. It’s not going to read your mind. So I think that pros and cons pros and cons.

[00:13:24] Sandra: Yeah, absolutely. Now there’s some other platforms out there that also incorporate things like websites and galleries and things like that.

[00:13:32] Do you think that there’s any sort of risk that photographers or business owners are taking when they’re going that far? Like they’re all in one. Is that all encompassing?

[00:13:43] Diana: I don’t think so. But again, I would prioritize the client experience, right? So ask yourself, I think it’s different to say, this is where my gallery lives.

[00:13:54] And if you sell albums, or if you have an upsell afterwards, that is where that is going to live, right? There’s another way to send say, actually, all the financials for my client, they’re already used to this platform. And maybe we’re just going to use HoneyBook as an example in this scenario. Your client has been interacting with you on HoneyBook, whether or not they realize it, right?

[00:14:17] HoneyBook’s really good at keeping the client experience within email, but whether or not your clients know that they’re used to that, right? So throughout your journey, they’ve gotten used to what your emails look like, what the formatting looks like, what your tone is, and you’ve developed this relational aspect.

[00:14:34] If it’s important to you for continuity’s sake, then. Bring it back to HoneyBook to sell albums, but HoneyBook album delivery is not a thing, right? And we don’t want it to be a thing. They’ve integrated really well with pick time. And if that’s important to you, that’s fine. Maybe at some point, it’s easier for your brain to say at this point, we switch over and go to pick time.

[00:14:58] And from there, they can select the photos they want to like print. And then we can just take it to print right away. Right. Maybe that is easier for your client experience. I think you need to ultimately decide what’s most important to you in terms of client experience. Do you want them all in one platform familiarity?

[00:15:16] Or do you want them to be able to click on the photo? Order it, create the album right then and there, push go. Both have great uses. There’s no right or wrong answer.

[00:15:25] Sandra: Hey friends. I’m interrupting this episode because I wanted to remind you that the wait list for my brand new template shop is now open.

[00:15:33] This template shop is going to be filled with everything you need to simplify and streamline your business behind the scenes, including things like HoneyBook smart file templates. Email swipe files, workflow processes, and tutorials to help you get them built inside your CRM. So many good things are coming.

[00:15:49] So head over to simplysandreevon. ca forward slash shop to get on the wait list. And you’ll also have a chance to enter to win a free bundle, as well as getting a little special something to say thank you for being here. That’s simplysandreevon. ca forward slash shop.

[00:16:07] Diana: I think that’s what we typically look for.

[00:16:09] We look for one right answer and it doesn’t exist. I’m sorry to burst that bubble for anyone who thought there would be.

[00:16:17] Sandra: That’s so true. That’s one thing that I think a lesson I’ve learned both the hard way and the easy way a few times in the last year. Decade as a business owner is like, you have to try different things and some things that are going to work for you don’t work for others.

[00:16:31] And it’s just all about finding that thing that is going to work for you and resonate with your clients. So those are all amazing points. Thank you so much for that.

[00:16:41] Diana: Yeah. Thank you for asking the question.

[00:16:44] Sandra: Yeah, of course. So what are some secrets that you think that are hidden out there for creating?

[00:16:50] I don’t want to say a perfect system. Maybe let’s say a successful system, a systems that’s going to really like help you thrive behind the scenes.

[00:16:58] Diana: One of the biggest things that I see is that we tend to center our systems around our needs and our business needs. I really want to encourage every small business owners to center your business around your client’s needs because they’re the ones experiencing your system.

[00:17:20] So my favorite example to use with this is actually Amazon because they’re so automated. Right, and Amazon may or may not trigger certain things for certain people, but I will say that we have a lot to learn from Amazon. And if we were truly being honest with ourselves, we kind of are a little jealous of Amazon.

[00:17:38] Right? And so that’s like, when it comes down to the wire, this is what we want. So. If I think about it, what Amazon has created is that I, Diana, as a user and a consumer of Amazon can get on the website. I know exactly what I’m buying. I know the dimensions, and I know if it’s in my room, right? It wasn’t always like that.

[00:18:01] They listened to their clients and they said, okay, you want something you want to know what it’s going to look like to fit in your rooms. And that reduces returns. Was it better for them to reduce returns? Yes, but actually they, they developed it to serve us because we were always asking, does anyone know if this is going to fit in my apartment?

[00:18:19] Does anyone know? Like they’re listening to the comment section. So they developed it for us. We know exactly down to how many stops I live in Washington, D. C. We are city. So there are stops. We know down to how many stops there are after I’ve purchased something before that truck arrives at my apartment.

[00:18:39] And that is what I don’t need to ever, if you think about it, reach out to Amazon, wait for a person and ask them when my package is going to arrive. I don’t ever need to ask them if I had to pay them. If there’s a payment plan, I don’t ever need to ask them when my warranty, like runs out for this specific product.

[00:19:00] I don’t need to even like communicate with Amazon pretty much ever. And yet I feel as a consumer, so taking care of, I know exactly what I got when it arrives in the mail. It is exactly what it said it would be. It does fit in my apartment. I have read all the reviews of it. They are wonderful. Right. They have created something centered around my experience. And I think that when we create that for our small businesses, we need to do the same. It’s not about the fact that I need to welcome you because, you know, every single website on the Internet says that I should welcome you. To, you know, my thanks for reaching out.

19:19 Centering Systems Around the Client Experience

[00:19:42] I am welcoming you because I genuinely am excited to get to know you. There’s a reason you created your business. There’s a reason you want to work with clients, and there’s a reason why you do what you do. There is a reason you’re not in corporate America. Right. And so like there, I mean, we’re all, we’re all created and there was a reason why we’re not in corporate America.

[00:20:03] Some of us just don’t quite fit in that little nine to five box. And so I think. Helping our clients feel the way that Amazon makes us feel. Without doing anything is our goal, but they centered that around us. So how do we center our system around your potential client? How do we make it so that they feel really cared for, really like knowing exactly what’s next, right?

[00:20:31] And because that’s when it frustrates us. Oh, my gosh, this client is so needy. They have so many questions, da, da, da, da, da. Well, actually, if we answered them for ahead of time, they wouldn’t. Come to our inbox. They wouldn’t need. To email us 35 times in an hour, right? If we actually gave them clear next steps, we wouldn’t forget that we had an inquiry and we would actually secure more leads.

[00:21:00] We would have a clear cut system. And it doesn’t have to lose its relational. ability of it. Like, I don’t feel like I have lost any relational equity with Amazon. I don’t feel that way with Disney. Disney emailed me the other day and was like, hey, thanks so much for visiting Magic Kingdom.

[00:21:17] Guys, I haven’t been to Magic Kingdom in a solid year.

[00:21:20] Sandra: And I haven’t been since 2019, but I’m like, keep emailing me because it makes me happy.

[00:21:25] Diana: Yes. And then an hour later they sent an email that said, so sorry, you did not visit us yesterday. And I was like, but what am I going to do?

[00:21:32] Cancel Disney? Like I’m still in. It didn’t make me feel any less. And then they immediately followed up with like, we hope you do come back. We missed it. This is your experience from last time. It was fully automated. No one wrote me. Right. But they centered that experience around me. And that is also why we love Disney so much.

[00:21:51] They center the whole experience around us. That is what I want for every small business owner because we do have the power to do that.

[00:21:58] Sandra: Those are such great comparisons. I’m also a huge Disney fan. I actually am following you along on Instagram. I think it was last year that you took like a 24 hour trip to Disney to use up some points.

[00:22:09] And I was like, this is my dream, right?

[00:22:12] Diana: It was, I found a 30 flight to Orlando for those listening, and that’s unheard of.

[00:22:20] And I had to, I had to do two more flights to qualify for status. And so for 30 bucks, I flew down to Orlando, went to Disney for a day and came back with stories and got my status.

[00:22:33] Sandra: I love that so much. I am in Canada. And so like 30 flights are completely unheard of, but thankfully I am not a far drive from Detroit. So I will literally just like drive. And it’s cheaper for me to drive over the border and park at the airport and fly from Detroit than it is to fly in Canada. It’s crazy.

[00:22:51] Diana: Exactly. Exactly. 30 flights are not very a thing in the U S as well, which is why you had to hop on the flight.

[00:22:58] Sandra: Yeah, absolutely. Well, I was looking cause I’m actually going to Florida and there was some like 75, 80 flights from Detroit, but it was like, you know, you’re going to get there at one in the morning.

[00:23:10] And I was, I’m like, I’ll pay more to sleep. It’s fine.

[00:23:14] Diana: Yeah, those are a little miserable. Always the morning flights too. And I have to remember I’m an hour from the international airport. And so then I’m always like, an hour before the flight means I have to leave my house at 4 a. m. You know, so I’m always like, is it worth that?

[00:23:29] Yeah,

[00:23:29] Sandra: I always think that. Get stuck on the morning flights too. And for me, because I am usually flying international out of Canada, I’m supposed to be there three hours early and it’s an hour and a half drive, sometimes two hours in traffic to the airport. And so like a five or a 6 AM flight, I have to leave around 1 30 in the morning and it’s awful.

[00:23:45] I’m like, I’ll just, I’ll pay extra to fly during the day so I can sleep because it just, it makes such a nightmare of a travel day.

[00:23:52] Diana: My gosh, that’s a sound crazy, but yes, I would be on your boat. Mm hmm. Same, same. For sure. Yeah, exactly. It better be like a first class ticket, I think, for me to consider otherwise.

[00:24:04] Sandra: So true. I dream of the day that I’m going to fly first class, but I also am worried, like I need to know the first time I fly first class that I’m going to be able to continue to fly first class forever because I’m never going to want to go back to economy after that.

[00:24:18] Diana: I did, I did see chasing status sometimes does pay off because I was upgraded 1 time cross country from San Francisco to D. C. in 1st class and I will I can confirm it does ruin you for life. Especially long flights. You’re just like, oh, what is this leg room?

[00:24:38] Sandra: Right? Oh, my gosh.

[00:24:39] Diana: What is this meal? A meal? Remember those on planes? What a dream. What a dream. That’s so true. But yes, I do. I am a status junkie, like, I don’t know if you do that, but I can talk miles all day.

[00:24:52] Sandra: I have another dream that I have, but all the airlines that I want status with, I would love to. Delta status. And Delta does come to Canada, but a lot of the other airlines that have like really great status options, they’re all US based. So it’s not nearly as fun up here, but one day I dream of it.

[00:25:11] It’s going to get me on there. I’m going to have Delta status one day, for sure.

[00:25:15] Diana: Okay. This is a complete and total tangent, but have you heard of the built card? B I L T. No. They do, they help you, their primary goal, like if you pay rent or mortgage, is for you to get points for rent or mortgage with a credit card, because you can’t get points with that.

[00:25:33] You have to pay, you know, like it charges you transaction fees. So this guy came up with a card for you to pay your rent without fees and get points for it. And so, but then in addition to that. You get one to one transfer for most airlines.

[00:25:54] Sandra: Oh my gosh, that’s amazing.

[00:25:56] Diana: That is how you obtain your Delta status.

[00:25:58] Sandra: Yeah, I should do that. I should look into it and see if we can get it in Canada. Cause that sounds so awesome.

[00:26:04] Diana: Yeah. I know a ton of people who do it and then you can use your points to like literally fly all over the world.

[00:26:09] Sandra: Oh, amazing. I’m going to be looking it up as soon as we are done this interview for sure.

[00:26:13] Diana: Just, I’m not a junkie in the sense of like, I’m going to convert dollars to see if it’s worth it. Like to me. If I get to do it with community, it’s worth it, but I do like to chase a good deal.

[00:26:26] Sandra: Oh, for sure. You got to take advantage of those perks where you can find them, right? Well, on that note, as much as I like, I can go on talking about travel and travel hacks and things like that forever, but do you have any final takeaways about how to tackle systems or finding the perfect platform or anything like that you want to leave listeners with?

[00:26:44] Diana: Yes, I would say 1, most platforms are almost the same. So try not to agonize too much about it. And don’t let that be the reason why you don’t have a system. Pick the system that you naturally feel like it.

26:55 Don’t Let Perfection Paralyze You: Just Get Started

[00:26:59] You can understand the most. I think pick one and go with it. I mean, obviously, Sandra and I, we prefer HoneyBook. So talk to either one of us if you want to talk about that, and we can weigh pros and cons versus other apps with you. But don’t let that Paralyze you like, don’t let that be the reason for analysis paralysis to when you get an app and when you decide on which system you need to be the business owner.

[00:27:27] Okay. So I think this, I know it sounds like a simple statement, but a lot of times we look at tech tools and we’re like, okay. Cool. Tell me how to run my business and I will do what you say. I’m going to like send an invoice here. Okay. I’m going to send an invoice, right? But you have to, you are the business owner.

[00:27:42] So you approach that app tech tool and say, I want to send an invoice this way with this amount of information. And this is the payment schedule I want to give my clients. This is the late fee. This is if I want to give them to leave me a tip or not, right? You decide that don’t look at the This is where the overwhelm hits in because every app serves more than just you.

[00:28:05] And a lot of them are customizable, but you have to know what you want to customize it to, right? This is the same scenario. We’re going to use Disney and Amazon again. It’s literally like looking at Disney and go, which park for me, Disney, you know, and it’s going to be based on you. What do you want?

[00:28:22] How do you want your clients to feel when they interact with you? So I think a lot of times we’re like, give me give me an email. I don’t know what to write. Tell me what to do it. I can’t run the system until I have it, and I have to find the perfect email template. I will say it’s okay. Not to have the perfect email template. Just go back and listen about the whole Disney thing that they sent Sandra and I right. It’s okay not to have the perfect email. You are going to change it because over time, that’s just who we are as individuals and small business owners. We will change and e will grow and we will scale. And that is expected.

[00:28:56] Expect it. Expect change. Embrace change. Do all of that. But also don’t let it stop you from moving forward and serving your clients the best that you can. So I would say like you define it. You take the reins and control of your business and then apply that onto whatever tech you end up choosing.

29:14 Embracing Change and Evolving Your Systems

[00:29:14] Sandra: That was all so perfect.

[00:29:16] I am not going to add anything because I love everything that you said so, so much. So for everybody that’s listening, if you need to just rewind a little bit, grab a pen and paper, write some notes down. Cause that was serious gold for helping you get started. And on that note, thank you so much for being here, Diana.

[00:29:32] This was such a great conversation and I always love getting a chance to sneak Disney in there. And even Amazon, like you said, like some people have feelings about Amazon, but I think whether It’s good or bad. There are lessons to learn from these big companies, right? So, yeah, I really, really enjoyed this.

[00:29:47] I hope you have a great rest of your day and I hope our paths cross again one day soon.

[00:29:52] Diana: Yes. Thank you again for listening and for inviting me. I’m so excited.

[00:29:57] Sandra: With that amazing interview with Diana under her wraps, that means we are officially at the last few episodes of this season of Keeping It Candid and I cannot believe that I am saying those words. It was so surreal saying them the first time around after season one and the fact that season two is now wrapping up.

[00:30:16] It doesn’t feel any more real and I’m so thankful for each of you who tune in every week that there’s a new episode and for everybody who has reached out to me over social media and in my Facebook communities and all the places. You are the best. exact reason why we are in season two, getting ready to head into season three.

[00:30:38] So I am so, so thankful for you. And speaking of season three, I have a million and a half ideas in store of what I want to do, but I think as business owners, you can all relate to me when I say what we want and what other people want are often two totally different things. I don’t know if you’ve ever been in the situation where you’ve taken a photo at a wedding or at a session, and it’s your absolute favorite one. You want to plaster it around everywhere, and then your client starts sharing photos on social media, and that one photo is nowhere to be found, and all the ones that they are sharing are some of your least favorite photos that you took.

30:55 Closing Remarks and Call for Listener Input

[00:31:19] It’s always so mind blowing, but it really goes to show how our brains work totally different from everybody else’s. We’re all unique. We have different interests. And we see things differently. So I want to take that approach into season three of the podcast. And I would absolutely love to hear from each and every one of you about what you would like to hear, what you would like to see coming your way, what kind of topics you want to hear about, or who I should have on as a guest.

[00:31:49] Your input is seriously invaluable to me. So whether you send me a DM, send me an email, pop into the Facebook communities at The Unfiltered Community, or chronically ill, disabled, and neurodivergent photographers, come and send me a message in any way, shape, or form, and let me know what you want to see for season three, because I will absolutely be taking every single suggestion to heart as I go into planning mode for the next season and for new episodes that will be coming your way later this fall.

[00:32:21] So on that note, friends have a great rest of Wednesday and I will be back with another episode next week.

[00:32:30] Today’s episode of the podcast was sponsored by PicTime. This is the gallery service that I use in my photography business that literally doesn’t compare to anything else I’ve tried. First and foremost, it’s fully accessible to Canadians. All the other platforms I’ve tried have been open to Canadians, but they limit the features that we can access because of having to work with American printers or tax limitations and things like that.

[00:32:54] But with PicTime, it is you. Fully accessible. All features can be used up here in Canada. You can set it to Canadian pricing. You can set it to Canadian printers. If you are a U. S. listener, of course, you have lots of options. But as a Canadian photographer, those Canadian features made me very, very happy.

[00:33:13] Picktime also has pre made and custom automations to help you boost your sales year round.

[00:33:19] There’s also optional AI facial recognition, AI watermark protection, custom storefronts with international pricing options, it even integrates with HoneyBook so you can keep all of your client files organized and linked together and even view the photos from the gallery inside your HoneyBook account.

[00:33:37] I could truly go on for hours about how much I love this platform.

[00:33:42] If you’re looking for something new for your photography business this busy season, I want you to head over to my website or the show notes for today’s episode to get my affiliate link that will get you one free month in addition to the free months that pick time already gives you for a trial.

[00:33:55] So that means two free months for you to get a feel for the platform and get everything set up and running to make your clients happier and hopefully boost your sales in the process.

[00:34:05] Thank you so much for listening. You can find full show notes from today’s episode at simplysandrayvonne.ca/shownotes. In the meantime, let’s connect! You can find me on Instagram and TikTok, just search Simply Sandra Yvonne. And if you love this podcast, I’d be so honoured if you go ahead and hit that subscribe button and leave a review until next time!

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 photographers, staying connected and having access to all your essential client documents living inside your CRM system is so important. Whether you’re at a session, meeting with clients, or even travelling, it can save you endless amounts of time and stress.

I can speak from personal experience when I tell you, that you never want to be caught in a situation where you can’t get ahold of your clients. A few years ago I arrived at a baseball field for an engagement session, only to find it had been completely dug up. There was construction equipment, piles of dirt, and bright orange fencing everywhere.

Had I not had my clients’ contact information, I would have had to wait for them to arrive. And by the time we came up with an alternative plan, it would have been too late to do their full session before sunset. Thankfully, though, I was able to call them. They redirected en route, and I met them at a different field on the other side of the city.

This really showed me the importance of having all your client information readily accessible. So, let’s talk about the benefits of using a CRM system like HoneyBook. One that offers a mobile app to help keep access to everything important at your fingertips.

Stay Informed and Prepared

Accessing your files quickly and easily can make a world of difference in your day-to-day flow. Printing things out on paper is great, but they can get lost or damaged. When things are accessible via a CRM mobile app, you can be confident you’ll always have what you need. HoneyBook stands out as a leading CRM system for photographers for so many reasons, and offering a seamless mobile app experience is one of them. This means you can pull up contracts, session details, and client notes anytime, anywhere, making sure you’re always informed and prepared for whatever comes your way.

Seamless Communication with Your Clients

One of the biggest benefits of having access to client documents on the go is the ability to maintain seamless communication. Whether you need to send a quick message, share an important update, or respond to a client inquiry, having all your information in one place allows you to stay connected, organized, and responsive. HoneyBook’s mobile app makes this happen by integrating all your communication channels, so you can manage emails, send invoices, and track client interactions from your phone. This level of connectivity is truly amazing. You never miss a beat, keeping your clients happy and your business running smoothly.

Efficiency On-The-Go

Efficiency is crucial for managing a thriving photography business – but the days of being tied to your desk are over. With HoneyBook’s mobile app, you can work from anywhere. This flexibility not only enhances your productivity. It’s going to allow you to balance your work and personal life better, too.

Why HoneyBook is the Best Choice for Photographers

HoneyBook is the only leading CRM system for photographers that currently offers a mobile app. Its features truly simplify and enhance the way you’re able to approach your business operations. The app makes accessing your files and managing your business on the go a breeze, giving you a sense of control and ease no matter where you are.

If you’re not already using HoneyBook, now is the perfect time to make the switch. CLICK HERE to take advantage of 50% off your first year, and start simplifying the way you do business. With HoneyBook, you’ll experience firsthand how an efficient CRM system can transform your photography business!

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Check out some more of my favourite blogs:

The Successful Systems Trifecta For Your Photography Business

HoneyBook & Pic-Time Are Doing What?!

3 HoneyBook Features You Need To Know About

Lately, while I’ve been navigating the ever-evolving adventure of owning a photography business, I’ve been thinking a lot about the importance of having solid systems in place to keep things running smoothly. I’ve broken it down to what I like to call the “Successful Systems Trifecta!”

Part 1: Keep It Simple

Imagine a scenario where you’re juggling multiple clients, responding to inquiries, and trying to stay on top of your workload. Sound familiar? It’s easy to get overwhelmed by the chaos of it all. That’s why it’s so important to keep your systems as simple as possible. (That means, don’t create a 75-step wedding photography workflow like I did when I first started out! Mine is only 12 steps now and it’s perfect for everything I need.)

Simple workflows make it easier to stay focused and get rid of the overwhelm of an endless to-do list. Stick to just the important things that you know need to be there. Then, use automations and templates wherever possible to save time and reduce manual effort.

Keeping it simple isn’t about sacrificing quality – it’s about finding smart, efficient ways to get shit done.

Part 2: Be Realistic

Building a successful system for your photography business requires a healthy dose of self-awareness. You need to be honest with yourself about what you’re truly capable of accomplishing at any given time. We all want to be superhuman and tackle a million tasks at once, but the reality is, we can only do so much. That’s why it’s so important to set realistic expectations, both for yourself and for your clients.

Underpromising and overdelivering is a simple but powerful mantra that can make all the difference in your business. By giving yourself more time than you think you need to complete a task or project, you’re setting yourself up for success, and you can surprise your clients when you deliver their photos early.

But it’s not just about managing your clients’ expectations—it’s also about preserving your own well-being. Realistic systems help set you up for long-term growth and sustainability. They prevent burnout and exhaustion by making sure you’re not constantly burning the candle at both ends. Remember, it’s okay to pace yourself and take things one step at a time.

Part 3: Tailor It To YOUR Needs

Every photography business is as unique as the person behind it. That’s why it’s important to tailor your systems to fit your individual style and preferences. Instead of following what everyone else is doing, embrace the opportunity to march to the beat of your own drum. When you customize your systems to align with your needs, you’ll not only feel less stressed and overwhelmed but also more in control of your business.

Your clients will appreciate the personal touch and attention to detail, leading to rave reviews and referrals. So, don’t be afraid to be yourself and let your personality shine through in every aspect of your business. After all, authenticity is what truly resonates with people!

So, there you have it – the “Successful Systems Trifecta.” By keeping it simple, being realistic, and tailoring your systems to your individual needs, you’ll be well-equipped to take your photography business to new heights. And hey, if you ever need a supportive community to bounce ideas off of or share your wins with, come hang out in The Unfiltered Community on Facebook!

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Check out some more of my favourite blogs:

Stop Making Your Photography Clients Jump Through Hoops

3 HoneyBook Features You Need To Know About

Making it Easy for Your Wedding Photography Clients: 5 Essential Steps for a Seamless Experience