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Setting Up Your Business

Quick Reference​

Before you create your first lead or send a quote, you need to set up your business information in ShootPath. This is essential one-time setup that takes about 15-20 minutes.

Complete This Setup FIRST!

Don't skip this step! Without proper setup, you won't be able to send quotes, create contracts, or manage jobs. Complete this now to avoid having to redo work later.

What You'll Configure:

  1. Business Information (~5 minutes) - Name, email, phone, logo
  2. Job Types (~2 minutes) - Wedding, Portrait, Event, etc.
  3. Packages & Add-ons (~5 minutes) - Your photography offerings and pricing
  4. Payment Schedules (~2 minutes) - How clients pay (50/50, retainer+balance, etc.)
  5. Contract Templates (~5 minutes) - Terms, cancellation policy, usage rights

Total Time: 15-20 minutes for complete setup

Why This Matters: Every one of these settings is used when you send quotes, create contracts, and manage client jobs. Setting them up first means you can smoothly convert your first lead into a booking without hitting blockers!

Where to Access Settings: Click "Settings" in the left sidebar navigation.

Next Steps: Once setup is complete, head to Understanding Leads to start working with clients!

Detailed Guide​

Think of this as getting your photography studio ready before opening the doors to clients. You wouldn't invite someone to book a session without knowing your pricing, packages, or policies - ShootPath needs that same information to help you run your business!

This Is One-Time Setup

You'll configure this once and rarely need to change it. Most photographers spend 15-20 minutes here and then focus on actually working with clients!

1. Business Information (5 minutes)​

When you'll need this: Immediately! This info appears on all client communications.

Where to find it: Settings > Business Information

Your business information is the foundation of your professional presence in ShootPath. It appears on:

  • Every email you send to clients
  • All invoices and contracts
  • Your client portal (where clients view quotes and galleries)
  • Payment receipts and reminders

Business Name​

Enter your photography business name exactly as you want it to appear on official documents.

Examples:

  • "Luna Studios Photography"
  • "Sarah Johnson Photography"
  • "Crashing Elegance Wedding Photography"
  • "Willow Creek Studios"

Why it matters: This is your brand! It appears on contracts, invoices, and every client touchpoint. Make sure it matches your website and social media.

Business Email​

Your primary business email address. This is where:

  • Client replies will be sent
  • System notifications arrive
  • Your "from" address for outgoing emails (unless you configure SMTP)

Best practices:

Important: Make sure you regularly check this email! Clients will reply to quotes and contracts here.

Business Phone​

Your contact phone number for client calls and texts.

Format flexibility: Enter it however you prefer:

  • (555) 123-4567
  • 555.123.4567
  • +1 555-123-4567

Where it appears: On invoices, contracts, and in your email signature so clients can reach you.

Photographer Name​

Your personal name (or names if you're a team). This gets used in email signatures and anywhere ShootPath needs to personalize communication.

Examples:

  • "Luna Garcia" (solo photographer)
  • "Sarah & Michael" (duo/couple)
  • "Jamie Roberts" (first name for a friendly vibe)

Email Signature​

This appears at the bottom of every email ShootPath sends on your behalf. Make it personal and professional!

What to include:

  • Your name
  • Your business name
  • Contact methods (phone, website, Instagram)
  • A warm sign-off

Example signature:

Best,
Luna Garcia
Luna Studios Photography
www.lunastudios.com
Instagram: @lunastudios
(555) 123-4567

Another example (for a team):

We can't wait to capture your special day!

- Sarah & Michael
Crashing Elegance Wedding Photography
hello@crashingelegance.com
(555) 987-6543
Keep It Concise

A 3-4 line signature is perfect. Clients appreciate brevity - too much info can feel overwhelming!

Upload your logo to make all client communications look polished and professional.

Your logo appears on:

  • Invoices and contracts (PDF documents)
  • The ShootPath navigation header (when you're logged in)
  • Email headers (if you enable custom branding)

How to upload:

  1. Click "Upload Logo"
  2. Select a PNG or JPG file (max 5MB)
  3. Logo displays immediately after upload

Logo guidelines:

  • Format: PNG with transparent background (looks best on documents)
  • Orientation: Square or landscape works best
  • Resolution: At least 500px wide for print quality
  • File size: Keep it under 5MB

Don't have a logo yet? No problem! You can add it later. ShootPath works great with just your business name.

2. Job Types (2 minutes)​

When you'll need this: When creating your first lead! Every lead must have a job type.

Where to find it: Settings > Job Types

Job types are categories for the different kinds of photography work you do. ShootPath comes with four common types pre-configured:

  • Wedding - Full-day wedding coverage, engagement sessions
  • Portrait - Family, senior, maternity, newborn portraits
  • Event - Corporate events, parties, conferences
  • Commercial - Product, real estate, business photography

Why job types matter:

Each job type can have its own:

  • Workflow stages (what happens after booking)
  • Default packages and pricing
  • Contract templates
  • Email templates
  • Questionnaires

This means when you create a wedding lead, ShootPath automatically knows to use your wedding packages, wedding contract, and wedding workflow. You don't have to select these manually every time!

Adding Custom Job Types​

Specialize in something specific? Add your own job type:

Examples of custom types:

  • Newborn Photography
  • Real Estate Photography
  • Corporate Headshots
  • Pet Photography
  • Boudoir Photography
  • Sports/Action Photography

How to add a custom job type:

  1. Go to Settings > Job Types
  2. Click "Add Job Type"
  3. Enter the name (e.g., "Pet Photography")
  4. Choose a color for visual organization
  5. Configure which packages are available for this type
  6. Save!
Start with the Defaults

New to ShootPath? Stick with the four default job types for now. You can always add custom ones later as you refine your offerings!

When to Configure This​

Right now, before creating your first lead! When you create a lead in ShootPath, you'll be asked to select a job type. If you haven't configured the types you need, you'll have to stop and come back to Settings.

3. Packages & Add-ons (5 minutes)​

When you'll need this: Before sending your first quote! You can't send pricing without packages.

Where to find it: Settings > Packages & Add-ons

This is where you define your photography offerings and pricing. Think of this as your price list that clients will see when they receive a quote from you.

Creating Your First Package​

Packages are your core photography offerings - the main services clients book.

Wedding photography example:

  • Package Name: "Full Day Wedding Coverage"
  • Price: $3,500
  • Description: "10 hours of coverage, two photographers, online gallery with 500+ edited images, print release"

Portrait photography example:

  • Package Name: "Family Portrait Session"
  • Price: $350
  • Description: "1-hour outdoor session, 25 edited high-resolution images, online gallery"

Event photography example:

  • Package Name: "Hourly Event Coverage"
  • Price: $200/hour
  • Description: "Corporate events, parties, conferences - priced per hour with 2-hour minimum"

How to create a package:

  1. Go to Settings > Packages & Add-ons
  2. Click "Create Package"
  3. Enter the package name (what clients will see)
  4. Set the price in dollars (e.g., 3500 = $3,500)
  5. Add a description explaining what's included
  6. Select which job types this package applies to (Wedding, Portrait, etc.)
  7. Save!

Package Pricing Strategy​

Your packages become the options clients can choose from when accepting a quote. Most photographers offer 2-4 package tiers:

Example wedding package structure:

  • Essential - $2,500 (6 hours, 1 photographer, digital gallery)
  • Signature - $3,500 (8 hours, 2 photographers, digital gallery, engagement session)
  • Premium - $5,000 (10 hours, 2 photographers, album, engagement session, rehearsal coverage)

Example portrait pricing:

  • Mini Session - $150 (30 minutes, 10 images)
  • Standard Session - $350 (1 hour, 25 images)
  • Extended Session - $550 (2 hours, 50 images, outfit changes)
Pro Tip

Clients tend to choose the middle option when presented with 3 tiers. Price accordingly!

Adding Optional Add-ons​

Add-ons are extras that clients can purchase on top of a package. They're perfect for upselling!

Wedding add-on examples:

  • Extra Hour of Coverage - $250
  • Engagement Session - $400
  • Second Shooter (Full Day) - $500
  • Photo Album (10x10, 30 pages) - $600
  • Rehearsal Dinner Coverage - $300

Portrait add-on examples:

  • Extra 15 Minutes - $75
  • Additional Location - $100
  • Outfit Change - $50
  • Printed 8x10 Photo - $30

Event add-on examples:

  • Rush Editing (24hr delivery) - $200
  • Raw File Access - $150
  • Social Media Edits - $100

How to create an add-on:

  1. Go to Settings > Packages & Add-ons
  2. Switch to the "Add-ons" tab
  3. Click "Create Add-on"
  4. Enter name and price
  5. Add description
  6. Select which job types can use this add-on
  7. Save!

Why add-ons are powerful: They let clients customize their experience while increasing your average booking value. A client books your $3,500 wedding package, adds an engagement session ($400) and a second shooter ($500), and suddenly you've booked $4,400!

When to Configure Packages & Add-ons​

Before sending your first quote! When you create a quote for a lead, ShootPath will ask you to select which packages and add-ons to include. If you haven't created any yet, you won't be able to send pricing.

Time-saving tip: Create 1-2 basic packages now to start. You can always add more sophisticated tiers and add-ons later as you refine your offerings!

4. Payment Schedules (2 minutes)​

When you'll need this: Before sending a quote! Every quote requires a payment schedule.

Where to find it: Settings > Payment Schedules

Payment schedules define how clients pay you over time. Most photographers don't require full payment upfront - they split it into a retainer (deposit) and balance (final payment).

Common Payment Schedule Structures​

50/50 Split (Most Common):

  • 50% retainer due at contract signing (secures the date)
  • 50% balance due before the shoot date (or delivery)

Wedding Photography Example:

  • Total: $3,500
  • Retainer: $1,750 (due at booking)
  • Balance: $1,750 (due 2 weeks before wedding)

Retainer + Balance with Multiple Dates:

  • 25% retainer at booking
  • 50% balance 30 days before session
  • 25% final payment at delivery

Full Upfront:

  • 100% due at contract signing (common for mini sessions or small portrait shoots)

Milestone-Based (Large Projects):

  • 25% retainer at booking
  • 25% after engagement session
  • 50% before wedding day

Creating a Payment Schedule​

How to create:

  1. Go to Settings > Payment Schedules
  2. Click "Create Schedule"
  3. Enter a name (e.g., "50/50 Wedding Schedule")
  4. Add payment milestones:
    • Payment 1: 50%, due "At Contract Signing"
    • Payment 2: 50%, due "Before Shoot Date" (set specific days before session)
  5. Save!

Payment schedule example (50/50):

  • Name: "Standard 50/50 Wedding"
  • Payment 1: 50% - Due at contract signing
  • Payment 2: 50% - Due 14 days before session date

Payment schedule example (retainer + balance):

  • Name: "Wedding Retainer + Balance"
  • Payment 1: 30% - Due at contract signing (retainer)
  • Payment 2: 70% - Due 30 days before session date (balance)

How Payment Schedules Work in Practice​

When you send a quote to a client:

  1. You select a package (e.g., "Full Day Wedding - $3,500")
  2. You select a payment schedule (e.g., "50/50 Wedding Schedule")
  3. ShootPath automatically calculates: $1,750 retainer + $1,750 balance
  4. Client sees both amounts and due dates in the quote
  5. After they accept, ShootPath generates invoices with those amounts and dates

Why this matters: Clear payment expectations prevent confusion and awkward conversations. Your client knows exactly how much they'll pay and when!

Pro Tip

Most wedding photographers use 50/50. Portrait photographers often use 50% retainer + 50% before session. Choose what feels right for your cash flow!

When to Configure Payment Schedules​

Before sending your first quote! You can't send pricing without a payment schedule. Create at least one basic schedule (like 50/50) right now, and add more sophisticated options later.

5. Contract Templates (5 minutes)​

When you'll need this: Before a client can book! No signed contract = no confirmed job.

Where to find it: Settings > Contract Templates

Your contract protects both you and your client. It spells out what you'll deliver, payment terms, cancellation policy, usage rights, and what happens if something goes wrong.

ShootPath includes a default contract template that covers standard photography terms. You can use it as-is or customize it to match your specific business needs.

What Your Contract Should Include​

Essential sections:

  1. Scope of Work - What you're providing (hours of coverage, deliverables, timeline)
  2. Payment Terms - Total cost, payment schedule, what happens if they're late
  3. Cancellation & Rescheduling - Your policy if they cancel or need to change dates
  4. Image Usage Rights - Can they print photos? Share on social media? Use for commercial purposes?
  5. Copyright - Who owns the photos (you retain copyright, they get a license)
  6. Liability - What happens if equipment fails, bad weather, etc.
  7. Model Release - Can you use their photos in your portfolio/marketing?

Wedding-specific additions:

  • Backup photographer plan (what if you're sick?)
  • Timeline and schedule requirements
  • Family photo list requirements
  • Weather contingency (outdoor ceremonies)

Portrait-specific additions:

  • Clothing/styling guidance
  • Props and location permissions
  • Minor consent (for children)

Using the Default Template​

ShootPath's default template includes all standard photography contract clauses. It uses smart placeholders that automatically fill in client-specific information:

Placeholders:

  • {{clientName}} - Client's full name
  • {{businessName}} - Your business name
  • {{sessionDate}} - Scheduled shoot date
  • {{totalPrice}} - Total job cost
  • {{retainerAmount}} - Deposit amount
  • {{balanceAmount}} - Remaining balance

Example clause with placeholders:

This agreement is between {{businessName}} ("Photographer") and {{clientName}} ("Client") for photography services on {{sessionDate}}. The total cost is {{totalPrice}}, with a retainer of {{retainerAmount}} due at signing and a balance of {{balanceAmount}} due before the session.

When a client signs the contract, ShootPath replaces these with real data:

This agreement is between Luna Studios Photography ("Photographer") and Sarah Johnson ("Client") for photography services on June 15, 2026. The total cost is $3,500, with a retainer of $1,750 due at signing and a balance of $1,750 due before the session.

Customizing Your Contract Template​

Want to add your own terms or adjust language?

How to customize:

  1. Go to Settings > Contract Templates
  2. Click on the default template (or create a new one)
  3. Edit the contract text in the editor
  4. Use placeholders for dynamic data (client name, dates, pricing)
  5. Preview how it will look to clients
  6. Save!

Common customizations:

  • Adding specific cancellation policies (e.g., "Retainer is non-refundable after 30 days")
  • Clarifying image delivery timeline (e.g., "Gallery delivered within 4 weeks")
  • Adding travel fees or overtime clauses
  • Including COVID-19 or weather contingency language
  • Specifying print rights and social media usage
Get Legal Advice

While ShootPath's default template covers common terms, every photography business is different! Consider having a lawyer review your contract, especially if you do weddings or high-value commercial work.

Multiple Contract Templates​

You can create different templates for different job types:

  • Wedding Contract - Detailed, covers all wedding-specific scenarios
  • Portrait Contract - Simpler, focuses on session details and image rights
  • Event Contract - Corporate-focused, addresses commercial usage rights
  • Commercial Contract - Comprehensive licensing and usage terms

How to create additional templates:

  1. Settings > Contract Templates
  2. Click "Create Template"
  3. Name it (e.g., "Wedding Contract")
  4. Write or paste your contract text
  5. Assign it to specific job types (Wedding, Portrait, etc.)
  6. Save!

When you send a contract for a wedding job, ShootPath automatically uses your wedding template. For a portrait job, it uses the portrait template. Easy!

Electronic Signatures​

ShootPath has built-in e-signature capability - clients can sign contracts right from their browser, no third-party tools needed.

How it works:

  1. You send a contract to a client
  2. They receive an email with a link to review and sign
  3. They click signature fields to add their signature, initials, and date
  4. Once all fields are complete, they click "I Agree and Sign"
  5. You receive a notification that the contract is signed
  6. Both you and the client get a copy of the signed PDF

Why this matters: No more printing, scanning, or chasing clients for signatures! Digital contracts get signed faster, which means you book clients faster.

When to Configure Contract Templates​

Before your first client books! You technically don't need this until a client accepts your quote and is ready to sign a contract. But it's better to set it up now while you're in "setup mode" rather than scrambling later.

Quick start: Use the default template as-is for your first few bookings. Refine it over time as you learn what questions clients ask and what situations come up.

Complete Setup Checklist​

You've made it through all the essential setup! Here's a quick checklist to confirm you're ready:

  • Business Name - Set your photography business name
  • Business Email - Primary contact email configured
  • Business Phone - Phone number added
  • Photographer Name - Your name (or team names) set
  • Email Signature - Created a professional signature
  • Logo (optional) - Uploaded if you have one
  • Job Types - Reviewed defaults, added custom types if needed
  • Packages - Created at least 1-2 packages with pricing
  • Add-ons (optional) - Added any optional extras
  • Payment Schedules - Created at least one schedule (e.g., 50/50)
  • Contract Template - Reviewed default template or customized your own

Total setup time: 15-20 minutes ✅

Testing Your Setup​

Want to make sure everything looks professional before sending it to a real client? Do a test run!

How to test:

  1. Create a test lead with your own email address
  2. Send yourself a quote
  3. Open the quote email and review:
    • Does your business name look correct?
    • Is your logo displaying properly?
    • Do the packages and pricing make sense?
    • Does the email signature look professional?
  4. Accept the test quote
  5. Sign the test contract
  6. Review how everything flows

This gives you a client's-eye view of your entire booking process! If anything looks off, head back to Settings and adjust.

Pro Tip

Walk through this test process before announcing you're booking clients. You'll catch any typos, pricing errors, or formatting issues before they become embarrassing!

Common Questions​

Do I have to set all this up at once? Technically no, but practically yes! Each piece is required at a different stage:

  • Business info is needed for all communications
  • Job types are needed to create leads
  • Packages are needed to send quotes
  • Payment schedules are needed to send quotes
  • Contracts are needed for clients to book

Setting everything up now (15-20 minutes) means you won't hit blockers when working with your first real client!

Can I change these settings later? Yes! Everything is editable. If your pricing changes, update your packages. If you add a new service, create a new job type. Changes only affect new quotes/contracts going forward - existing bookings stay the same.

What if I don't have all my pricing figured out yet? Create placeholder packages with estimated pricing. You can always edit them before sending your first quote. The important thing is having something configured so you can test the workflow.

Do I need a logo? No! ShootPath works great without one. Many photographers start logo-free and add one later as their brand evolves.

How detailed should my contract be? Start with the default template - it covers all the basics. As you work with more clients, you'll discover specific scenarios to add (weather policies, travel fees, etc.). Evolve your contract over time!

Can I have different packages for different job types? Absolutely! That's the point of job types. Your wedding packages can be completely different from your portrait packages. When you create a package, you select which job types it applies to.

What's Next?​

Congratulations! Your business is set up and ready to go. 🎉

Now you can:

  1. Understand Leads - Learn how leads work and what the workflow looks like
  2. Create Your First Lead - Add a client inquiry to ShootPath
  3. Send a Quote - Share your pricing and packages with the lead
  4. Understand Contracts - See how contract signing works
  5. Manage Jobs - Track everything from booking to delivery

The typical workflow after setup:

  1. A potential client reaches out → You create a Lead
  2. You send them your pricing → They see your Packages
  3. They decide to book → They accept your Quote
  4. They sign your agreement → Contract is complete
  5. They pay the retainer → Payment schedule invoices are created
  6. You shoot and deliver → Job is complete!

Everything you configured in this setup guide powers that workflow. You're ready to book clients!

Questions? Look for the help links throughout ShootPath, or reach out to support if you need help. You've got this! 📸