A Simple Client Workflow for Wedding Photographers and Planners

Wedding work runs on long timelines. A couple might book you eighteen months ahead, and between the first enquiry and the final delivery there are dozens of small moments that shape how they feel about you. A clear workflow makes sure none of them slip, even in the busiest season.

1. Enquiry

Reply quickly and warmly. Many couples enquire with several vendors at once, and a fast, personal reply makes a strong first impression. Offer a short call and include a link to your booking page so they can pick a time that suits them.

2. Consultation

Use the call to learn about the day: the date, the venue, the guest count and what matters most to them. Write notes on the client record while it is fresh, so you can refer back to it months later.

3. Proposal and contract

Send a proposal within a day or two of the call, while the excitement is high. Include your packages, what each one covers, the payment schedule and your terms. Let the couple choose and sign online, so booking takes minutes instead of a week of printing and scanning.

4. Deposit

Send the deposit invoice with the signed proposal. A paid deposit is what truly holds the date. Most wedding professionals take 25 to 50 percent, with the balance due a few weeks before the wedding.

5. The months in between

Stay in touch without overwhelming them. A short check in every few months, a planning questionnaire and a timeline call closer to the date are usually enough. Keep shared files, timelines and invoices in one place the couple can open any time.

6. Final balance

Send the final invoice on the date you agreed, with a friendly note. A schedule set at booking means this never feels like a surprise.

7. The wedding day

Have the timeline, contacts and shot list on hand. Everything you gathered along the way pays off here.

8. Delivery and follow up

Deliver a sneak peek quickly, then the full gallery or final files on the date you promised. A week or two later, send a thank you and ask for a review. Happy couples are the heart of a referral business.

Keep it in one place

When enquiries, proposals, invoices and files live in separate tools, details fall through the cracks. A single record for each couple keeps the whole story together.

In Alkovey, each couple has one client record with their notes, signed proposal, deposit and balance invoices, and a client portal for shared files. Couples can book their consultation from your booking page.