The Complete Wedding Photography Workflow
Weddings are the most complex job you will book. Dozens of touchpoints. Multiple deliverables. Months between inquiry and final delivery. Without a system, things fall through cracks.
creavio gives you a repeatable end-to-end workflow that handles every stage. Here is exactly how to set it up.
Stage 1: Inquiry
When a couple fills out your booking inquiry form, creavio creates a new client record and a pipeline deal automatically. The inquiry lands in your Pipeline under the stage you define (usually "New Inquiry").
Set up an automation to send a welcome email immediately. Include your availability calendar link, a brief pricing overview, and a link to a questionnaire that captures their wedding date, venue, guest count, and vision.
This first response matters. Couples contact 3-5 photographers on average. The one who responds fastest with the most professional experience wins.
Stage 2: Consultation and Booking
After reviewing the questionnaire responses (visible on the client record), move the deal to your "Consultation" stage. Schedule a video call or in-person meeting through your booking page.
Once they are ready to commit:
- Send a proposal through Money > Proposals. This bundles your package, contract, and deposit invoice into one link.
- The couple reviews the package, signs the contract with e-signature, and pays the retainer. All in one flow.
- creavio moves the deal to "Booked" automatically when payment clears.
The retainer agreement locks in the date. Set a payment schedule on the invoice for the remaining balance, typically due 30 days before the wedding.
Stage 3: Pre-Wedding Planning
Two to four weeks before the wedding, send a detailed questionnaire covering:
- Shot list priorities (family groupings, must-have moments)
- Timeline from getting ready through last dance
- Vendor contact information
- Special requests or restrictions
Use timeline templates to generate a detailed shot schedule. Share it with the couple and your second shooter through their client portal.
Set a reminder automation one week out to confirm final details.
Stage 4: The Wedding Day
Your timeline and shot list live in creavio on your phone. Open the booking to see the schedule, vendor contacts, and family grouping notes. No printed sheets to lose.
If you have a second shooter, they can access the same timeline through their team member account with gallery upload permissions.
Stage 5: Editing and Delivery
After editing, upload finals to a Collection set to Gallery mode. Configure:
- Cover image: Your strongest hero shot
- Download settings: Full resolution, web resolution, or both
- Watermark: Optional on previews, removed on downloads
- Privacy: Password-protected with a unique code
Send the gallery link through creavio so delivery is tracked in the client timeline. Include a personal note about your favorite moments.
Stage 6: Album Proofing
If your package includes an album, create a second Collection in Proofing mode. Set a selection limit matching your album page count. The couple picks their favorites, you design the album, and they approve the layout.
See gallery customization for branding your proofing experience.
Stage 7: Follow-Up
After delivery, trigger a follow-up sequence:
- Day 1: Thank you email with a review request link
- Day 7: Reminder to share the gallery with family
- Day 30: Ask for a referral or testimonial
- Anniversary: Annual check-in (set a recurring reminder)
Move the deal to "Completed" in your pipeline. The client record retains everything: emails, contracts, invoices, galleries, notes. All searchable. All permanent.
Why This Works
Every step is connected. The inquiry creates the client. The proposal creates the contract and invoice. The booking creates the timeline. The collection delivers the work. The automation handles follow-up. Nothing exists in a silo. Nothing gets lost.
Set this workflow up once. Use it for every wedding. Adjust the templates as you refine your process. Your couples get a premium experience. You get your sanity back.