Photography project workflow checklist
A checklist for every stage of a photography job, from first inquiry through estimate, booking, shoot day, editing, review, payment, delivery, and follow-up, plus an editable spreadsheet tracker so you can see where every project stands.
For: Photography businesses that want every job handled the same way. Free, no email required.
What's inside
Everything the template covers
Inquiry and estimate
Respond, qualify, gather details, and send a clear estimate.
Booking and pre-shoot
Confirm the date, take a deposit, and prepare the client and location.
Shoot day
Gear, shot list, and on-site checks.
Editing and review
Cull, edit, send for review, and handle revisions.
Payment and delivery
Collect the balance, deliver final files, and confirm receipt.
Follow-up
Thank the client and ask for feedback or referrals.
Project tracker spreadsheet
One row per project with a status for each stage.
How to use it
From download to done
- 1
Print the checklist, or keep it open while you set up your own process.
- 2
Download the tracker spreadsheet and add one row per active project.
- 3
Update each project's status as it moves through the stages.
- 4
Review the tracker weekly to spot jobs waiting on you or on the client.
- 5
Adjust the steps to match how your business works.
Write the process down once
A written workflow is the first step to delegating, automating, or simply not forgetting.
Watch the handoffs
Jobs stall between stages, like after the shoot or after delivery, so check those first.
Separate automatic from manual
Know which steps a tool can handle and which need your judgment.
Run every stage on one project
ShootPortal follows the same workflow: request, estimate, schedule, shoot, review, pay, deliver. Some hand-offs run on their own, like creating the project from a request or moving it to Delivered when payment clears, and every step stays on one record.
FAQ
Template questions
What are the stages of a photography workflow?
Inquiry, estimate, booking, pre-shoot preparation, the shoot, editing, client review, payment, delivery, and follow-up. The checklist covers each one.
Can I edit the tracker?
Yes. The spreadsheet opens in Excel, Google Sheets, and Numbers, and you can add columns or stages.
How is this different from workflow software?
The checklist and tracker help you organize the work by hand. Workflow software connects the stages so information carries from one step to the next.
Keep going
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- GuideHow to Build an Automated Photography Workflow From Booking to Final DeliveryRead the guide
- GuideHow to Automate Your Real Estate Photography Business: Booking, Payments, and DeliveryRead the guide
- ShootPortalreal estate photography workflow softwareWhat runs on its own, and what stays in one place.See how it works
Templates help. A system runs the business.
ShootPortal connects requests, estimates, scheduling, client communication, payments, and delivery on one project, in a portal branded to you.
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