For photography businesses
Invoice Crowd lets photographers quote the shoot, take a deposit when the client accepts, collect the rest in instalments and keep expenses beside the final invoice. Your gallery and booking tools keep doing their jobs.
The workflow
Photography billing begins before the camera comes out. These three steps keep the package, the payment stages and your costs in one place, while your gallery and booking tools keep doing their jobs.
Make the package and price easy to understand
Describe the session, deliverables, usage terms and price in a proposal or estimate. Agree the extras with the client, or turn on item removal and let them drop lines before approving, and they approve and sign in the browser.
Keep the accepted scope and payment stages connected
Convert the agreed estimate into an invoice instead of rebuilding it. Turn on split payments and the client pays a deposit and then instalments by set dates, with the balance always shown on the invoice.
Record what the project consumed
Record equipment hire, travel and print production with the vendor, category, amount and receipt, and add the tax you paid so any tax you can reclaim is tracked separately.
Why it fits
The quote, the deposit, the instalments and the costs of a shoot sit in one account, so nothing is retyped between them.
The estimate the client accepts becomes the invoice, and every deposit and instalment is recorded against it.
Each client's record holds their estimates, invoices, payments and balance.
Connect PayPal, Stripe, Square or ten others and the client pays from the invoice. PayPal works on the free plan too.
Invoice a client abroad in their currency while your reports stay in yours.
Also included
Everything below is in the same account as your estimates and invoices, reading the same clients.
Sell a fixed mini-session package as a payment link. The client pays online and becomes a customer with an invoice automatically.
Request a deposit on the estimate and the client accepts and pays it in one step. The estimate becomes the invoice with the balance still open.
Give an estimate an expiry date so last season's price can't be accepted for next year's wedding. The client can also decline it with a reason.
Set a deposit and instalments, each with its own due date, and the client pays each part from the same invoice.
A session is cancelled? Refund an online payment through Stripe, PayPal, Square and five other gateways straight from the invoice.
Reminders go out before and after the due date. Set a flat or percentage late fee when you send the invoice, and it is added automatically if the invoice is still unpaid after the due date.
Clients you invite sign in to see every estimate and invoice you sent them, what they have paid and what is still due.
Keep your packages, prints and albums as saved items with their prices, then add them to any estimate or invoice.
Record a booking fee before the invoice exists and download a numbered receipt for it, then apply it when you bill.
On a paid plan, the profit and loss shows what the business kept after rentals, prints, travel and second shooters.
Run wedding and commercial work as separate business profiles, each with its own branding and books. Pro holds two profiles.
When you compare tools, test each one on the same job: a package quote, a deposit and the final balance.
Questions
Yes. Create proposals and estimates with scope, pricing and terms, and the client approves and signs in the browser. Agree additions or removals with the client and save the revised estimate, or turn on Remove Items and Customize Quantity and let the client adjust the estimate before approving.
Yes. Request a deposit on the estimate and the client can accept it and pay the deposit in one step; the estimate becomes an invoice with the balance still open. A payment schedule covers the instalments after it, and the client pays through any gateway you connected.
Use Invoice Crowd for proposals, estimates, deposits, invoices, payments and financial records while your preferred studio platform manages scheduling, proofing and image delivery.
Yes. Record each cost with its vendor, category, amount, tax and receipt, and it shows up in your expense reports.
Yes. Invoice in the client's currency while your reports stay in yours, and the exchange rate is stored with each invoice. The client pays through any gateway you connected.
Yes. Each customer record keeps their proposals, estimates, invoices, payments and balance together, and clients you invite to the customer portal can sign in to see every document you sent them.
Send the estimate, take the deposit when the client accepts, and let the instalments and reminders run until the balance is paid.
