What do professional photographers and the world’s biggest music stars have in common?
They all like selling albums.
Terrible jokes aside, a steady income stream from a beautifully curated and printed album will be welcomed by all wedding photographers.
The images will tell the story of an incredible wedding day, a memento for clients to treasure for generations to come. From the nerve-jangling bridal preparations to the joy of the first dance, wedding albums are a truly unique collection of special images.
Some clients will definitely want to order one or a couple. Some may say no thanks and stick to their decision. Others will be unsure and may need to be convinced of their value and charm.
Here we outline Suzanne’s approach to subtly upselling wedding albums to happy couples.
Do you find that you’re ending up with more than one enquiry for the same date, and that you aren’t able to fulfil both of those enquiries? As shoots are being rescheduled and postponed as a result of the ongoing pandemic, it’s very likely that you’ll have more than one client interested in booking you for the same date.
Is there an alternative to losing the booking entirely?
You might consider engaging an associate photographer on a freelance/contract basis to help you to cover the overflow. Alternatively, if you work as part of a lead & second shooter team, you could assign your usual second shooter as the lead photographer on the additional shoot and then contract a replacement second shooter for your original shoot.
For either situation, the approach is similar so we’ll cover both of those below.
Allocating resources to shoots
Light Blue has the concept of “Resources” (staff, equipment, and rooms) that can be allocated to shoots and appointments. Light Blue will warn you if you’ve got more than one shoot happening at the same time, unless you’ve got different staff assigned to each shoot – after all, you can’t be in two places at once!
By adding associate photographers as resources and then linking them to shoot records, you’re able to easily see which jobs have been allocated to which photographers. You can also assign roles within a shoot to each resource, so you know who’s doing what.
The powerful and flexible reporting tools in Light Blue also come in handy here. By setting up some saved queries to show all of your shoots which have been allocated to associates and those which are awaiting allocation, you’re able to easily get an overview without any hassle or guesswork.
Giving your team members the details that they need
Once you’ve got your associate lined up for the job, they’ll need to know the important details so that they can go to work.
It’s possible to give different staff members access to your Light Blue account with a variety of access restrictions, depending on their role. However, giving a freelancer access to your account wouldn’t be a sensible approach.
From the Shoot record it’s possible to produce a PDF summary of a shoot, which contains the important details like the schedule & location(s), requests, notes and contact information. Creating that summary is done by clicking the Print/Send button from the Shoot record. That’s a useful thing to print for your own shoots, too, so that you’ve always got the necessary details to hand.
You can also create some email templates which include the relevant shoot details, so that you can send that info to your associate in an email in a couple of clicks.
Mail-merge tags can be used within email templates to customise the message and make it relevant to the shoot it’s linked to. It’s important to note that where you’re using mail-merge tags in email templates that are added to a wedding, Light Blue will merge the contact information of the linked contacts with roles of Bride, Groom or Partner. That means that if your email starts “Hi %contactfirstname%”, it’ll merge “Hi Sam & Jo” (the wedding couple) not “Hi Tony” (the associate photographer that you’re sending the email to). It’s best to keep that part of your associate emails generic; you have the opportunity to manually personalise further if required.
Handling the important financial and contractual details with your associates
As well as handling your staffing by allocating resources to shoots, you’ll also want to manage your finances. By adding the associate as a contact record – as well as a resource, they’re two different things – you’re able to add the associate as the supplier in a purchase record to note the fee that they’re charging to you. Don’t forget to mark that purchase as paid once you’ve settled up with them.
Light Blue’s online contract signing system can help you to send an associate/second shooter contract so that you are all clear on the terms of your engagement. To do that:
start by creating an Associate/Second Shooter contract template,
then link the associate photographer’s contact record to the shoot record in question (remember that contacts and resources are different things).
Now go to the Activity tab of the shoot and add the contract.
Make sure that your clients (who’ll already be linked contacts) are not checked as signatories to this particular contract. You only want your associate to be the signatory.
You won’t need to include a form or any quote or booking fee information.
Working as a second/associate photographer for someone else
You may also find yourself with available dates which you’re keen to fill, and are able to help a fellow photographer out by working as their associate or second photographer.
Here’s some quick tips on how to manage that in your own copy of Light Blue:
Consider adding a separate shoot type for associate photographer work. This allows you to easily see how much of this sort of work you’re doing.
Create a separate price list for associate photographer work. You’ll be charging different rates as an associate/second photographer, compared to the rates that you’re charging to your own clients. A separate price list means that you can assemble your invoices quickly and easily.
Set up an “Associate/Second Shooter” workflow. You won’t be going through all of the same steps as an associate photographer compared to when you’re managing the whole project yourself (for example you may only perform an initial cull of images and won’t handle any other post production). By adding this workflow to the shoot date, you’ll be able to deliver to the lead photographer in a timely fashion.
While shoots and projects are being postponed, rescheduled or cancelled, you will find that there’s a need to alter existing financial arrangements with some of your clients.
This article covers some of the more common situations you may face for refunding money, cancelling invoices or deferring the date when you’ll be asking for payment. There’s lots of variables here, so if you’re in any doubt, please reach out to us for help.
In situations where your client has given you money that you are returning to them, you are undergoing the process of issuing a refund. The following video walks through the steps to take in that case:
Cancelling an unpaid invoice
There will be situations where you’d raised an invoice which is yet to be paid, but will no longer be perusing the amount at all. To cancel that invoice to show that you’re not collecting that money, you’ll need to issue a credit note. The following video covers the relevant steps:
Asking for an unpaid invoice to be paid later
You may encounter situations where you’d raised an invoice and you’ve agreed with your client that it’ll be due some time later, instead of being due to be paid in the near future.
You can visit the sale record in question and adjust the payment due date so that the sale won’t appear as being overdue until after the new due date.
You might find it easier to issue a credit note for the original invoice and then set a reminder to raise a new one later, however there’s some value in seeing invoices that are outstanding but due in the future so that you can (as much as possible) forecast your expected income. We’ve got another post on forecasting your income, which you can read here.
Schedule an invoice to be sent automatically at a later date
If you’ve prepared an invoice for your client and agreed to send it at a particular time in the future, then Light Blue’s email scheduling feature can help you here.
First of all, prepare the invoice with an appropriate payment due date. Choose to email the invoice as a PDF and write the body of the email but don’t hit send!
Instead, use the schedule button to choose when the email will get sent. Light Blue will send that email automatically on the date and time of your choosing, so you can forget about it and carry on with other things.
Alternatively add a task to the activity tab of the sale to remind you to send the invoice later.
If you’re publishing the invoice for online payment, then you could publish the invoice without sending the publication email (by unchecking the “Send the following email when the invoice is published” checkbox), then copy the invoice URL and paste into an email that you’ll schedule later.
You might need to reach out to your clients to give them an update on your policy regarding the effects of the coronavirus pandemic. We’ve seen some of these emails that photographers are sending out being reported as spam by the recipients, which can damage your ability to get emails delivered to clients’ inboxes. We’re here to help you to ensure that your message gets to those contacts safely.
Using the right tool at the right time
Light Blue is designed to send “everyday” emails to your clients and is very good at doing so: dealing with new enquiries, responding to your clients’ messages, automated appointment reminders, and so on.
However, when you’re interested in sending a message to a large group of contacts at once (I’m defining ‘large’ as anything more than about 20 contacts in this context) then specialist marketing tools are a better fit for making sure that those messages reach your audience. Sending lots of marketing emails from your own email address risks damaging the reputation of your email account, making it substantially less likely that your prospects (or paying clients) will receive your messages, that’s why it’s best to use a tool that’s designed for the job.
Mass marketing tools like Mailchimp & Active Campaign put a LOT of effort into establishing best practices and building a reputation with the major email providers. They’ve got teams of engineers working on this stuff every day. That means that the major email providers know that what’s being sent via a tool like Mailchimp or Active Campaign probably isn’t spam, and that if any of their users report it as spam Mailchimp and Active Campaign will sort it out really quickly.
Some of the major email providers (especially Hotmail, Outlook and Gmail) are getting a lot stricter about what they consider to be spam and even one bulk email could affect your ability to deliver emails to your clients both now and in the future. Using a tool that won’t leave your email address (and our servers by association) on a blacklist is essential!
Setting up Mailchimp or Active Campaign is really easy to do, and worth doing even for sending out a single important message like this.
How to export your client’s email addresses for use with a mass emailing tool
Light Blue’s mailing list opt-in feature and querying tools will help you to make sure that you’re not sending emails to clients who might report your message as spam.
After you’ve found the records that you’re interested in by using Light Blue’s querying tools, you can export a list of those email addresses. Simply click on the Records menu, choose ‘Export’, then ‘Export Email Addresses’ – you will then be able to save a CSV file which can be uploaded into your mass marketing tool of choice to get the message to your clients.
As always, we’re here to help so please get in touch if you need any help from us with contacting your clients.
The Covid-19 pandemic sadly means that many couples are having to postpone their weddings and are looking for alternative dates.
In order to make it easier for your clients to select a date on which you are going to be available, you may wish to share a calendar of your available dates. Should that be something that you would like to do, this guide illustrates how you could put that in place.
Block off any unavailable dates
The first step is to make sure that you aren’t showing any potential dates to your clients where you know you won’t be able to work. Existing bookings will already be in the diary as shoot records, but you may also have personal commitments that you don’t want to interrupt too.
Light Blue’s time off feature is a great way of blocking out those times to prevent any clashes. To add time off, go to the calendar view and right click on the date you need to block out, then choose to add time off. There’s a few options for different types of time off, adding descriptions and changing durations, so it’s pretty flexible.
Publish to a calendar
It’s possible to publish the events from Light Blue into Google Calendar, and you can set that up via the External Programs preferences window. Be sure to check the Only Show I’m Busy checkbox to avoid publishing any detailed information about the shoots like your clients contact information.
After you’ve set up Google Calendar publishing, you’ll be able to share that calendar with your clients so they can see which dates you have available.
Collaborating with other photographers
It’s very possible that there will be a number of dates that you won’t be able to rebook with your clients as they may still choose new dates that you can’t be available for, and it’ll be a similar case for fellow photographers.
If you share this calendar with a group of trusted fellow photographers, then they will be able to see the dates that you have available and can refer clients on to you. You can reciprocate with any of your clients who booked a new wedding on a date that you aren’t available for.
The Covid-19 pandemic is having an unprecedented effect on photographers and many of you are having to postpone some of your bookings.
This guide shows you how you can reschedule sessions in Light Blue in a way that makes them easy to identify layer. That will leave you in a good position to quickly finding new dates for those jobs when it’s appropriate to do so.
Changing the shoot status
The first step is to change the status of the shoot back to “Enquiry”. The shoot isn’t going ahead right now, but there’s a good chance that it will in the future.
Changing the status means that Light Blue offers to remove any outstanding tasks, scheduled messages, etc and mark upcoming appointments and meetings as cancelled. You can choose which of these things you want to do, but it’s likely that you’ll want to select all of the options offered here.
Adding a tag to mark the shoot for future reference
Next we want to label the shoot so that it’s easy to identify as a postponed booking later on. The Tags feature is incredibly useful for this. You can create new tags in the Preferences window and then add them to shoot records.
Light Blue has some really useful and versatile reporting tools that allow you to find all sorts of information. We recommend creating a query which lists all of your shoots that you’ve added a “rescheduled” tag to. To do that:
Open the query dialog at the top of the screen
Create a query which looks like this one
Click “Save Query” and give it a sensible name (e.g. “rescheduled shoots”)
You’ll find every shoot that has your tag applied to it will now appear in that list.
Planning ahead, you could create two more queries which show: the tagged shoots which remain as enquiries, and the tagged shoots that have now been confirmed again. That’ll allow you to reach out to the clients who have yet to rearrange their sessions so that you can make new plans.
Confirming the new date
If you have a new provisional date, you could enter that into the date field, but leave the status as Enquiry until that’s absolutely confirmed.
For situations where your client has a handful of dates in mind, you could add each of those dates as a separate session. Light Blue’s clashing logic will show you whether those dates are available or if they clash with something else – that’s going to be quicker than going through the diary for each of the possible dates.
When the client’s confirmed the date they’d like, you can confirm that session by clicking on the gear icon next to the date. Light Blue will offer to delete the other sessions which are no longer relevant.
You can also send a new contract to your client in order to confirm the new date for the shoot. Once you accept that signed contract, the shoot status will change from “enquiry” to “confirmed” again.
Changing the status to confirmed means that Light Blue will then offer to add your workflows again, this time based around the new shoot date.
The coronavirus pandemic is affecting all of us in a variety of ways. We’re a small company and the whole Light Blue team is either currently or previously a professional photographer, so we understand the difficulties that you are going through at the moment.
We’re here to help people run a successful business, and one of the ways that we can do that is to reduce the cost of Light Blue for any of our customers who are in difficulty.
Getting a clear picture of when you’re going to receive income is very important and helpful at the best of times, but during this unprecedented period of uncertainty your businesses ability to forecast its income is essential.
No forecasting model is going to be iron clad, but the ability for you to look ahead will allow you to remove some of the guesswork from this situation and help you to make some informed decisions.
Expected income from accepted quotes
We’d previously written a guide on using quotes for income forecasting, and that continues to be relevant and helpful. Read more
In situations where shoots have been postponed and you have agreed that balances will now be paid at a later date, then updating the Balance Due Date field of the quote will help your forecast to remain accurate and helpful.
Invoices awaiting payment
As well as accepted quotes that you haven’t yet created invoices for, you may also have outstanding sales which have been invoiced but are yet to be paid.
As with your quotes, you should also update the payment due date for your sales.
Light Blue has an existing query that shows all of your sales that are awaiting payment.
By viewing those sales in the List View, and customising that view to show the payment due date and grouping them by payment due month, you will be able to build a picture of the income that you can expect in the next few months.
If you save the list view as a custom report then you can quickly run the numbers again (with the most up to date information) with a couple of clicks whenever you need – just click on the Reports menu, then Custom Reports.
Adjusting to changes
Things will be in a state of flux as you may be in a period of negotiation with your clients, but as you update sale and quote records payment due / balance due fields based on changes then you’ll be able to get a picture of what should be coming in and when.
This article has focussed on dealing with quotes and invoices that are still relevant. There will be circumstances where you no longer intend to peruse the balance of an outstanding invoice, in which case you can issue a credit note. If you have received some money from a client that you have agreed to return, then you can issue a refund.
Your business is constantly evolving as you introduce changes and improvements, investing time now in order to enjoy benefits well into the future.
Let’s explore a few ways that Light Blue can make your business easier to run and to be more effective.
Light Blue is a flexible and powerful tool that offers a great deal of value to photographers. Read on to discover a few of the ways that it could help you.
1. Email templates
Keeping in touch with your clients is important, but it doesn’t have to take ages! Light Blue’s email and text message templates save you time and mean that you don’t forget to say the important things. There’s no need to type the same messages out again and again, and our powerful mail-merge tags automatically personalise your messages with the relevant details.
Email templates are useful because they can save you a lot of time sending out standard responses to your clients’ queries, help you to use consistent wording, and present yourself with a professional image. You can use email templates whenever you create an email to a client from Light Blue, and you can also use them in workflows to send automated messages to your clients: for example, to remind them about a booking.
When you’ve only got one or two shoots to worry about, it’s easy to remember all of the important things that you need to do. However, once you’re at the stage where you’re dealing with multiple jobs that are all at different stages, keeping track of what needs to be done next can be a headache!
Whether or not you’ve planned it that way, every successful photography business has a series of steps that you need to go through to make sure that you’re delivering the best possible service to your clients. Light Blue’s powerful workflows can add a list of tasks and automated messages based around the date of the shoot, so we can remind you when you need to do something and important emails and text messages will get sent automatically.
Receiving new enquiries is great because it means that your marketing’s working well and people want to work with you! If you install one of Light Blue’s contact forms on your website, all of the useful details of your new enquiry will flow straight into Light Blue – no need to type anything into your database. Your client can get an immediate, automated reply, and you can follow it up with a personalised email or text message template as soon as you’ve checked your availability.
In order for you to deliver memorable pictures and outstanding service to your clients, you need to have the right information. Sending questionnaires to your clients is a great way to capture the important details. Light Blue’s forms can be sent out as a questionnaire from a shoot record and will update your records with the details that you need. Your clients are essentially doing your admin for you, while you appear to be really thorough & organised. There’s no limit to the number of different forms that you can use, so you’re free to ask the right questions at the right times.
Converting enquiries into paid bookings is great, but it’s even better when the booking process is effortless for both you and your client.
Confirm bookings with ease by sending contracts from Light Blue. It’s easy to present pricing options to your client, gather additional details, have them agree to your terms and conditions, and even take payment for a booking fee or session fee in one nice, simple flow!
One of the great advantages of using Light Blue is that all of the information that you need is in one place. That data can tell you a lot about how your business is doing, and help you to take a step back and look at the bigger picture.
That’s where Light Blue’s reporting features are invaluable, allowing you to use everything you’ve entered into it to give you an overview of how your business is performing and where you need to focus your efforts so that you can hit your goals.
You don’t need to spend ages collating the data, there’s no need to be copying and pasting things, formatting spreadsheets or setting up complicated pivot tables in Excel!
Reports & queries pull up your live data, so you’re always seeing the most up to date information.
At this time of year, many photographers are getting in touch with their customers in order to send their season’s greetings. You might be sending everyone a festive newsletter or posting them a Christmas card. You’ve been adding information to Light Blue throughout the year, and now’s a perfect time to get that information to go to work for you.
Using Light Blue you can find the records of customers who matter the most to you, and then use various tools within Light Blue to send them a festive message.
You can design a query to find the contacts that you’re interested in reaching – perhaps all of your customers who’ve spent over a certain amount?
When you press Query, Light Blue will display a list of records that fit all the criteria in your query. You can use that information in a number of different ways.
Exporting email addresses to Mail Chimp
If you plan to send out a lot of emails in one big festive mail shot, you could export a spreadsheet of your customers email addresses to upload to an email marketing software like MailChimp. Light Blue is great if you want to email a small number of contacts, but you have to be very careful when you start sending too many emails via your own email account: sending large volumes of mail has the potential to flag you as a spammer, and so we recommend using a dedicated service like MailChimp for this.
Using the results of the query you ran earlier, simply click Records > Export Email Addresses to save a CSV spreadsheet which can be uploaded as part of an email campaign.
Sending Christmas Cards
You may prefer to post your customers a Christmas card. Printing your customer’s addresses onto labels or envelopes en mass is really simple. After performing your query, simply click Print/Send and choose the Labels / Envelopes option to print all of the primary addresses of your main contacts onto labels or envelopes.
Using mail-merge documents to send a personalised letter
If you are posting out a Christmas card, you may want to enclose a personalised letter. This could be a newsletter telling your customers about the past year in your studio or maybe letting them know about upcoming offers in the New Year.
We’ve got a handy tutorial all about using your own word processor software to generate template letters:
Once you have created your template document you will need to select the customers to send it to. Again, using the results of the query you ran earlier, go to Records > Add to found set > Document from Template.
Select the template you created earlier, then save the documents to your desktop ready for printing.
You can choose to add a copy to these records’ Activity panel (but this option can use a lot of disk space if your document template is large).
Do you send your customers a festive message? We’d love to hear how you find Light Blue helps you keep in contact with customers throughout the year.