**Update** So much has changed with Sprout since I created this post over a year ago. They have added email marketing (amazing), Zapier Integration, scheduling, automation and more. I have never been happier with my choice to go with Sprout.

The behind-the-scenes effort necessary to run a photography business can be overwhelming. Juggling leads, creating contracts, sending invoices, verifying payments, keeping the customer experience seamless and enjoyable, etc. Is your blood pressure rising yet?

I was using multiple systems (Google docs, spreadsheets, third-party apps, printing cute templates from Etsy, to name a few) to track all of my inquiries (some coming from Instagram, Facebook, my website, or email aghhh), contracts, invoices, dates available, etc.

I have four kids and a little bit of ADD, to begin with, and I knew I would never survive this business if I didn't find a studio management system that would do the majority of this work for me. I needed a system with reminders, templates, and access to help.

Since there are multiple photography software programs, I had to first determine what requirements were the most important to me. This is my list and how Sprout Studio met those needs.

1. Cost. Investing in a good software program as a photographer is critical. However, I did not want to break the bank, so the best bang for my buck was absolutely necessary. Of all the software programs I looked into, this was not the cheapest. You can find more affordable CMS, but I think this one is worth the extra few dollars each month for me and my business. I opted for the Pro Plan, which allows me unlimited galleries and 200 GB of storage, and it costs $49/month at the time of this post. You can try it out for 21 days with no credit card required, and with this link, you can save 20% off all annual and monthly plans.

Are there other programs that are more affordable? Yes. But with studio management, online galleries and online fulfillment options, design proofing, bookkeeping, emails, templates, etc. This was more affordable than using several other systems to do what this robust system does all by itself.

2. Contact Management. I needed something to keep my leads organized with their contact info and what steps I had taken or needed to take within my client management workflow.

Sprout Studio makes it simple to track leads from the initial inquiry up until booking.

It is simple to create custom contact forms for your website or social media platforms, so when a potential client fills one of your forms out, their inquiry is automatically in Sprout as a lead.

Once a lead is in Sprout, tracking where you are with each particular lead is also simple. Color-coded labels allow you to label each inquiry and set up specific tasks for each incoming lead. For example, see below my new lead tasks:

3. Money. Oh, how I HATE collecting money. I mean, I like money, but I hate asking for it, pestering about it, or even talking about it AT ALL with my clients. So I wanted someplace I could send them that would answer all of their money questions, collect their money and pester them if they still needed to pay.

You can create orders and invoices, specify billing and shipping details, taxes, payment schedules…I really can't think of what else you might need with regard to billing. Here is a demo invoice so you can see what it might look like:

4. Email Integration and Automation. I had already been bootlegging my automation by copying and pasting my go-to emails into Google Docs and then copying and pasting it back into my email replies for leads. Having my emails saved as TEMPLATES that are labeled and one click away from being sent saves me hours every month. Even better is the automation feature, where you can set up lead inquiries to automatically get specific emails.

You can automatically send emails about different session locations.
You can automatically send the link to your calendar system to schedule a time and date.
You can automatically send email confirmations, contracts, invoices, etc.
I always send a "what to wear" email and a "what to expect" and have links to several blog posts on my website as well to further enhance the client experience (and help my SEO!).

Really if you didn't have to take pictures and edit, this photography business would just run itself!

5. Booking Proposals. Before Sprout, I didn't even do official booking proposals. I love how this straightforward process makes client communication about everything you have to offer very simplified yet professional. I created all of my packages and a la carte sales items ahead of time (don't worry, it will walk you through how to do this), and then every time I get a new client, I send them a proposal with the package and print selections. After clicking the booking proposal link in your email to new clients, clients are taken to a beautiful welcome screen where you can customize your text and include photos and logos. Clients can then see package options, payment schedules, contracts, and questionnaires.

**Updated tip. I have recently added Booking Proposal TEMPLATES which I didn't know was a thing when I first started. So if you sign up, create a template for every type of booking proposal you get. It literally saves me hours every week.

6. Contracts (Etsy branded and printable contracts are cute, but paper clutter is NOT). I love that these are signed by all parties and saved in their portal, so I don't have to file them away. I can also easily refer to the fine print on a contract if the need arises.

7. Client Portal. When comparing software programs, this was unique to Sprout Studio's software. Clients can log in to their portal and access everything they need from their session. Once logged into their portal, the client can access their contract, invoices, galleries, emails, and questionnaires. I also like that if the client shares their gallery with friends and family, you can collect email addresses from everyone associated with the client. It is an excellent avenue for additional marketing.

8. Online Image Gallery. I was using Flickr or my website to deliver images. Unfortunately, Flickr wasn't mobile-friendly, and my Squarespace website took seven years to upload individual images. This was such a time suck, and explaining the ins and outs to every client was getting painful and unprofessional.

I wanted a system with access to a gallery within the client portal to simplify my whole process, and improve customer satisfaction, not to mention show up like a professional.

I love the proofing gallery, and there are many different options for customizing the gallery experience in a way that suits your brand. For example, the Sprout Studio Galleries have 12 cover styles, three thumbnail display types, and two color themes to choose from. You can also customize your watermark for your images or turn it on (or off) for thumbnail images.

9. Questionnaires, email templates, and task reminders. I needed to stop reinventing the wheel whenever a new client knocked on my door. With the increase in leads and clients, I wasted so much time re-generating communications, looking for documents to send and relevant blog posts to refer clients to, etc. I needed to streamline things. Email templates were an absolute lifesaver, but I also love the access to questionnaire templates (I have a few you can download for free if you sign up below) for each of my photography niches. Task reminders are very helpful in my workflow and ensure no small detail is forgotten. I have tasks to remind me to do a sneak peek, Instagram story post, add to Planoly, follow up, review requests, etc. So much more efficient than my mom brain to remember all of these details!

portland oregon family photography near me — Email Template Library

You can create your own email templates, or use one of the dozens that are available in the Sprout Studio Email Library

portland oregon photographer — Questionnaire Template Library

I have many of my own, but sometimes use the reference library to create new ones as well.

10. Customer Support. I knew any studio software program I chose would have a learning curve. I did not want to waste hours researching each little misunderstood step, and I needed guidance every step of the way to keep things moving forward. I have been SO thoroughly impressed with the quickness of the responses I get from the Sprout Studio team with any questions that come up. They are patient and helpful and will walk you through any bump in the road.

If you have any questions about how to use Sprout or specifics you want to know before trying it out, comment below, and I will do my best to answer any questions!

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