Photography CRM & Client Booking Tracker

Photographers juggle dozens of moving pieces across every booking - initial inquiries, contracts, session prep, the shoot itself, culling, editing, delivery, and follow-up. During peak season you might have 20+ active clients at different stages, and losing track of a single contract or delivery deadline damages your reputation. Spreadsheets and scattered notes create chaos that costs bookings and burns you out.

t0ggles gives photographers everything they need to manage their client workflow without expensive studio management software. Track every lead and booking on a single board with color-coded client projects, move sessions through your workflow from inquiry to final delivery, share galleries and proofs with clients through guest access, and automate follow-ups so nothing slips through. All for $5/user/month with every feature included.

#The Challenge: Why Photographers Need Better Client Management

Photography is a creative business, but running it requires serious project management. The tools built for generic businesses don't understand the photography workflow reality:

Peak season overwhelms you. Wedding and portrait photographers often book 80% of their work in a few months. During this crunch, you're simultaneously shooting, editing previous sessions, sending contracts for future bookings, and responding to new inquiries. Without a system that shows everything at once, details slip.

Every client expects personalized attention. Your clients chose you for your vision and service. They expect quick responses, clear communication, and on-time delivery. When you confuse their session details with another client's, or forget a promised delivery date, the relationship suffers.

The editing backlog is relentless. A single wedding produces 2,000+ raw files. Portrait sessions stack up. You need to track which shoots are culled, which are edited, which are in client review, and which are finalized - across dozens of sessions simultaneously.

Leads slip through the cracks. An inquiry comes in during a shoot. You mean to respond that evening, but three more inquiries arrive. A week later, that potential client booked someone else. Without lead tracking, you lose bookings you earned.

Administrative work steals creative time. Contracts, invoices, questionnaires, timelines, shot lists - the paperwork of running a photography business eats hours every week. Time you'd rather spend shooting or editing.

#How t0ggles Helps Photographers Thrive

#Multi-Project Boards: Every Client In One View

The core t0ggles feature for photographers is multi-project boards. Instead of tracking clients in separate spreadsheets or scattered notes, you see every active booking on a single board with color-coded client projects.

The Martinez wedding in coral sits next to the Johnson family portraits in navy and the Chen newborn session in mint. Every task - from contract sent to gallery delivered - visible in one Kanban view. You see which clients need contracts signed, which sessions need editing, and which deliveries are due this week.

Need to focus on one client? One click on Focus Mode filters to that booking alone. Review their shot list, check contract status, or prep for their session - then zoom back out to see your full client roster.

This replaces the spreadsheet chaos that buries photographers. Your pipeline stays clear. Your clients get timely responses. Your editing queue stays organized.

#Kanban Workflow: Track Every Session Stage

Photography has a natural workflow: Lead, Booked, Session Prep, Shot, Culling, Editing, Client Review, Delivered. t0ggles' Kanban view makes this visible.

Create columns matching your workflow. Drag client cards from stage to stage as you complete work. At a glance, see how many sessions are in editing, which clients are waiting on gallery delivery, and where your bottlenecks are.

Use WIP limits to prevent overcommitting. If you can only edit 3 sessions per week, set a limit on your Editing column. When it's full, you focus on clearing the queue before taking new work.

This visualization transforms how you manage your workload. No more wondering what to work on next - your board shows exactly where every client stands.

#Calendar View: Never Miss A Session Or Deadline

Photographers live by their calendar. Session dates, contract deadlines, delivery due dates, payment schedules - miss one and you damage client relationships or your cash flow.

t0ggles' Calendar view shows all your deadlines across all clients in one place. See this week's sessions alongside editing deadlines and contract due dates. Identify scheduling conflicts before they become problems.

Reminders notify you before critical dates. Set reminders for "send shot list 3 days before session," "final payment due 2 weeks before wedding," or "deliver gallery by promised date."

Sync with Google Calendar to see t0ggles tasks alongside client meetings, location scouts, and personal commitments. Two-way sync keeps everything coordinated whether you're at your desk or on location.

#Guest Users: Client Portals For Proofing And Approval

Clients want to see their photos without endless email attachments or confusing gallery links. They want a simple way to view proofs, request edits, and approve final selections. But they shouldn't see your other clients or internal workflow notes.

t0ggles' guest user feature creates perfect client collaboration. Invite clients with project-specific access control. They see only their session - images, notes, and a place to leave comments. They can request specific edits, approve selections, and feel connected to the process.

Share album selections, proofing galleries, or wedding day timelines. Clients comment directly on tasks: "Love this one!" or "Can you swap for the other pose?" All feedback in one place, not buried in email threads.

#AI Task Creation: Capture Session Details Instantly

Client consultations generate details constantly. "We want golden hour on the beach. Grandma needs wheelchair access. They're bringing their dog. The bride wants candid over posed."

Instead of scrambling for notes, type naturally into t0ggles' AI task creation:

"Martinez wedding: beach location at sunset, grandma wheelchair accessible, include their golden retriever, bride prefers candid style, groom wants one formal portrait with groomsmen"

The AI creates structured tasks with tags and client assignment. Capture details in real-time during consultations, venue scouts, or post-shoot notes.

The AI text assistant also helps draft client emails, create session timelines, or summarize lengthy planning threads for your shot list.

#Custom Properties: Track Your Photography Business

Every photography business has unique tracking needs. t0ggles' custom properties let you add fields specific to your workflow:

• Session Type: Wedding, Portrait, Newborn, Commercial, Event
• Payment Status: Deposit, Partial, Paid in Full
• Contract Status: Sent, Signed, Archived
• Image Count: Raw files from session
• Delivery Method: Online Gallery, USB, Prints
• Referral Source: Instagram, Wedding Wire, Word of Mouth

Filter and sort by these properties to answer questions instantly. Which sessions haven't paid in full? How many weddings did Instagram bring this year? What's the total outstanding across active bookings?

#Task Templates: Standardize Your Workflow

Every wedding follows similar steps: contract, questionnaire, engagement session, timeline meeting, shoot, editing, album design, delivery. Every portrait session has its own consistent workflow.

Create task templates for each session type. Your "Wedding Package" template includes 30 tasks from initial inquiry to album delivery. Your "Mini Session" template is streamlined for quick turnaround.

When you book a new client, generate tasks from the template. Every step has relative deadlines (contract due 2 weeks after booking, gallery due 4 weeks after session). You never forget a questionnaire or miss a delivery window.

#Board Automations: Reduce Administrative Load

The repetitive parts of client management - updating statuses, sending reminders, triggering follow-ups - eat into creative time. Board automations handle these automatically:

• Auto-notify yourself when a contract has been "Sent" for more than 5 days without signing
• Move sessions to "Ready to Edit" when shoot date passes
• Send reminder when gallery has been in "Client Review" for more than 2 weeks
• Update priority to "Urgent" when delivery deadline is within 3 days

Set up your automations once and let t0ggles handle the coordination while you focus on creating beautiful images.

#Photographer Workflows In t0ggles

#Managing Your Client Pipeline

Create a single board for all active clients. Each booking gets a project in a distinctive color - weddings in one palette, portraits in another. Standard statuses work across all session types: Inquiry, Booked, Prep, Scheduled, Shooting, Editing, Review, Delivered.

Daily planning starts in List view to review priorities across all clients. Which contracts need follow-up? Which galleries are due this week? What editing should you tackle today? Switch to Kanban to move sessions through your workflow as you complete work.

Weekly business reviews use Focus Mode by session type. How many weddings are booked for next season? What's the portrait inquiry pipeline look like? Zoom in on specific clients when needed.

#Wedding Day Timeline

For wedding coverage, create a detailed timeline task: first look timing, ceremony start, family formals list, couple portrait windows, reception events, final shot.

Use Notes linked to the client project for the master timeline. Include vendor contact information, location details, and special requests. Export to PDF for your second shooter.

Track shot list completion during editing. Create subtasks for each key moment and check them off as you cull and edit. Nothing gets missed when every required shot is documented.

#Editing Queue Management

Create a dedicated "Editing" project to track your culling and editing backlog. Each task represents a session needing work, with custom properties for raw count, due date, and editing style.

Use Gantt view to visualize your editing timeline. If the Martinez wedding needs 4 weeks of editing and is due in 6 weeks, but you have two portrait sessions due before then, you can see the overlap and plan accordingly.

Task dependencies ensure proper sequencing. Culling must complete before editing begins. Editing must complete before client review. Client review must complete before album design. Visualize the critical path and never miss a delivery.

#What Photographers Need vs What t0ggles Delivers

What Photographers Need	How t0ggles Delivers
See all clients in one view	Multi-project boards with color-coded bookings
Track sessions through workflow	Kanban view with customizable status columns
Never miss a deadline	Calendar view with reminders and Google sync
Give clients access to proofs	Guest users with project-specific access control
Capture session details quickly	AI task creation from natural language
Track payments and contracts	Custom properties for any business data
Standardize session workflows	Task templates for repeatable processes
Automate follow-ups	Board automations for routine tasks

#Why Choose t0ggles Over Alternatives

Photographers have tried various tools. Here's how t0ggles compares:

vs spreadsheets: Spreadsheets can't show workflow stages, don't have reminders, and require manual updates. No client portals, no automation, no mobile app for on-location updates.

vs Trello: Trello's simplicity becomes limiting for photographers. No calendar view, no dependencies for editing workflows, no reporting. Managing 20+ clients requires 20+ boards with no unified view.

vs HoneyBook/Dubsado: Studio management tools cost $40-80/month and lock you into their invoice and contract systems. If you already have invoicing sorted, you're paying for features you don't need. t0ggles focuses on project and workflow management.

vs Asana: Asana works but costs $10.99/user on Starter, $24.99/user for Advanced features. The interface is built for tech companies, not visual creatives.

vs ClickUp: ClickUp has features but the learning curve is steep. Photographers need to work, not spend weeks configuring software.

t0ggles gives photographers the client management they need without enterprise complexity or studio software pricing. One board, all clients, complete visibility.

#Simple, Photographer-Friendly Pricing

Photography income is seasonal. Your tools shouldn't add financial stress during slow months.

$5 per user per month (billed annually) includes:

• Unlimited boards, clients, tasks, notes, and files
• Unlimited guest users (clients don't count against seats)
• Calendar view with Google Calendar sync
• AI task creation and text assistant
• Board automations
• Custom properties for any tracking needs
• Task templates for repeatable workflows
• Full change history and reporting
• All integrations (Zapier, Google Calendar)
• Real-time collaboration

For a solo photographer, that's $60/year total. For a studio with 3 team members, that's $180/year for complete client management. No feature tiers. No per-client charges. No hidden costs.

14-day free trial - set up your active clients and see the difference immediately.

#Get Started Today

Photography is demanding enough without fighting your tools. t0ggles gives you the clarity to see every client, every session, and every deadline - plus the automation to reduce administrative work and the client portals to keep bookings organized.

Stop losing leads. Stop missing deadlines. Start running your photography business with confidence.

Start your free trial and transform how you manage clients.