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Understanding Contracts

Quick Reference​

A contract in ShootPath is the legal agreement between you and your client that outlines the terms of your photography services.

What is a Contract?

  • Digital agreement your client signs online before booking is finalized
  • Outlines services, payment terms, cancellation policy, and usage rights
  • Legally binding once signed by both parties
  • Required before accepting payment (protects you and your client)

Contract Flow:

  1. Generated - Created automatically when client accepts your quote
  2. Sent - Client receives email with link to review and sign
  3. Signed - Client adds digital signature in their browser
  4. Complete - You can download PDF copy for your records

Why Contracts Matter:

  • Legal protection for your business
  • Professional appearance
  • Clear expectations for both parties
  • Required before collecting payment in ShootPath

Next Steps: Learn about customizing your contract template or explore payment schedules.

Detailed Guide​

What Exactly is a Contract?​

A contract is your business's safety net. It's a written agreement that says "here's what I'll provide, here's what you'll pay, and here's what happens if things change." For photographers, contracts are essential - they protect you from scope creep, no-shows, and disputes about what was agreed upon.

In ShootPath, contracts are:

  • Digital - No printing, scanning, or mailing required
  • Legally binding - Just as valid as paper contracts
  • Client-friendly - Easy to review and sign from any device
  • Automatic - Generated when a quote is accepted, no manual work needed

Real-world example: Sarah books a wedding photography package. Your contract specifies you'll deliver 300-400 edited photos within 8 weeks. Three weeks before the wedding, she asks if you can also photograph the rehearsal dinner (not in the original package). Because you have a clear contract, you can politely explain that's an add-on service with additional cost. No awkward "well, I guess I could..." conversations!

Why Contracts Matter for Photographers​

Legal Protection If a client doesn't pay, your contract is evidence of what was agreed upon. If they claim you promised something you didn't, the contract shows the truth. Courts recognize written agreements - verbal promises are much harder to prove.

Professionalism Sending a contract signals "I run a real business." It builds trust and credibility. Clients expect professional photographers to use contracts - it's reassuring, not intimidating.

Clear Expectations Contracts eliminate guesswork. When both parties sign, everyone knows:

  • What services are included (and what's NOT included)
  • How many photos to expect
  • When delivery happens
  • What the cancellation policy is
  • Who owns the rights to the images

Financial Security ShootPath's contract-before-payment rule means clients can't pay until they've signed. This ensures they've read and agreed to your terms before money changes hands - protecting you from disputes later.

Pro Tip

Don't skip the contract step, even for friends or family! It feels awkward, but having clear terms protects your relationship. Frame it as "this is how I run my business professionally" and they'll understand.

The Contract Signing Flow​

Here's exactly what happens when a client books you:

Step 1: Quote Accepted​

Your client reviews your quote and clicks "Accept." ShootPath immediately generates a contract based on your template, customized with:

  • Their name and contact info
  • The specific services they booked
  • The pricing and payment schedule
  • The session date and location
  • Any custom terms you've added

Step 2: Email Sent​

The client receives an email: "Your contract is ready to review and sign." The email includes:

  • A secure link to view the contract
  • Clear instructions ("Review the terms and sign below")
  • A reminder that they need to sign before proceeding with payment

Step 3: Client Reviews​

When they click the link, they see:

  • The full contract in a clean, readable format
  • Key details highlighted (total cost, session date, cancellation policy)
  • Fields for their signature and date

They can read as long as they need. The link doesn't expire - they can come back to it later if they need time to review with a partner or ask questions.

Step 4: Digital Signature​

When ready, the client:

  • Clicks "I agree to these terms"
  • Adds their signature (typed name, drawn signature, or uploaded image)
  • Clicks "Sign Contract"

ShootPath records the timestamp and IP address (standard practice for digital contracts). The contract is now legally binding!

Step 5: You're Notified​

You receive an email: "Sarah Johnson signed the contract for Job #2026-0015." When you open the job in ShootPath, you'll see:

  • Contract status changed to "Signed"
  • The signed PDF available to download
  • Payment button now enabled for the client

Step 6: Payment Unlocked​

Now that the contract is signed, the client can proceed with payment. If they try to pay before signing, ShootPath will redirect them to sign first. This ensures you're protected before collecting money.

Contract-Before-Payment Rule

By default, ShootPath requires a signed contract before accepting payment. This is a best practice - it protects you legally and ensures clients have agreed to your terms before paying. Don't disable this setting unless you have a specific reason!

What Should Be in Your Photography Contract?​

A good photography contract covers these key areas:

1. Services Included​

Be specific! Don't say "wedding photography" - say:

  • Up to 8 hours of coverage on wedding day
  • Two photographers (you + assistant)
  • Coverage of ceremony, family photos, reception
  • 300-400 edited high-resolution images
  • Online gallery for 60 days
  • Print release for personal use

The more specific you are, the less room for confusion or scope creep later.

2. What's NOT Included​

Also important! For example:

  • Engagement session (available as add-on)
  • Travel beyond 30 miles (additional fee applies)
  • Rush delivery (available for extra cost)
  • Physical prints or albums (client can order separately)

Setting boundaries prevents the "while you're there, can you also..." requests.

3. Payment Terms​

Your contract should state:

  • Total price: $3,500
  • Payment schedule: 50% ($1,750) deposit to book, 50% ($1,750) due 2 weeks before session
  • Payment methods accepted: Credit card via Stripe
  • Late payment policy: Final balance must be paid before gallery delivery

ShootPath handles the payment scheduling automatically, but having it in the contract makes expectations crystal clear.

4. Cancellation & Rescheduling​

This is huge! Your contract should cover:

Your cancellation policy:

  • Deposit is non-refundable if client cancels
  • If you cancel (illness, emergency), deposit fully refunded

Rescheduling policy:

  • One free reschedule allowed with 30+ days notice
  • Additional reschedules may incur fee
  • Less than 14 days notice = deposit forfeited

Weather policy (for outdoor shoots):

  • We'll reschedule if heavy rain, extreme heat, etc.
  • Light rain or overcast = we proceed (makes for great photos!)

No-show policy:

  • If client doesn't show up and doesn't communicate, deposit forfeited
Weather Clauses

Be clear about what "bad weather" means! "Rain" is too vague - specify "heavy rain, lightning, or temperatures below 40°F." Overcast days often make for better photos than harsh sun!

5. Delivery Timeline​

Set realistic expectations:

  • Sneak peeks: 48 hours after session
  • Full gallery: 3-4 weeks after session
  • Weddings: 8-12 weeks (you're delivering 400+ photos!)

Important: Build in buffer time! If you say 4 weeks and deliver in 3, clients are delighted. If you say 2 weeks and deliver in 4, they're annoyed. Under-promise, over-deliver.

6. Image Rights & Usage​

This is critical for photographers. Your contract should state:

Copyright ownership: "Photographer retains all copyright to images. Client receives a print release for personal use."

What client CAN do:

  • Share on social media (please tag me!)
  • Print for personal use
  • Share with family and friends

What client CANNOT do:

  • Use for commercial purposes (ads, marketing, products)
  • Sell or sublicense the images
  • Remove photographer's watermark (if used)

Model release: "Photographer may use images for portfolio, marketing, and social media unless client requests otherwise."

If you shoot for brands or need commercial model releases, you'll need a separate form.

7. Equipment Failure & Backup Plans​

Clients worry: "What if your camera breaks on the wedding day?" Address it:

  • Backup equipment on-site (spare cameras, lenses, lighting)
  • Backup photographer available for emergencies
  • Liability limits (if a meteor strikes and all equipment is destroyed, you're not liable for $50k in damages - your liability is limited to refunding fees paid)

8. Force Majeure (Acts of God)​

This covers extreme situations beyond anyone's control:

  • Natural disasters
  • Pandemic restrictions
  • Venue closure
  • Severe illness or emergency

Typically states: "Neither party is liable if event cannot occur due to circumstances beyond reasonable control. Fees will be refunded or rescheduled."

This protects both you and your client. COVID taught us the hard way that this clause matters!

Contract Templates in ShootPath​

Customize Your Contract First

Before your first booking, customize your contract template in Setting Up Your Business. Include your specific terms, cancellation policy, and usage rights.

ShootPath lets you create and customize contract templates for different job types. Here's how it works:

Creating Your First Template

  1. Go to Settings > Templates > Contracts
  2. Choose "Photography Contract Template" as your starting point
  3. Customize with your specific terms
  4. Save as "Wedding Contract," "Portrait Contract," etc.

Variables (Smart Placeholders) Use these placeholders - ShootPath fills them in automatically:

  • \{client_name\} - Sarah Johnson
  • \{session_date\} - March 15, 2026
  • \{session_location\} - Golden Gate Park, San Francisco
  • \{total_price\} - $2,500
  • {deposit_amount} - $1,250
  • {balance_amount} - $1,250
  • \{today_date\} - February 6, 2026

Example: "This agreement is made on {today_date} between [Your Business Name] and {client_name} for photography services on {session_date} at {session_location} for a total of {total_price}."

Becomes: "This agreement is made on February 6, 2026 between Sarah's Photography and Emily Chen for photography services on April 20, 2026 at Presidio Golf Course, San Francisco for a total of $3,500."

Multiple Templates Create different templates for:

  • Weddings (longer, more detailed)
  • Portrait sessions (shorter, simpler)
  • Commercial work (usage rights, licensing terms)
  • Events (different liability clauses)

When a quote is accepted, ShootPath uses the appropriate template based on job type.

Start with a Good Template

Not a lawyer? Start with a reputable photography contract template (ASMP, PPA, or your local photography association offers them). Then customize for your specific needs and have a lawyer review it once. That reviewed template becomes your ShootPath master template!

Common Contract Mistakes to Avoid​

1. Being Too Vague ❌ "I'll take photos at your wedding" ✅ "Up to 8 hours of coverage including ceremony, family portraits, and reception. Delivery of 300-400 edited images."

Vague = room for disputes later.

2. Forgetting Cancellation Terms If you don't specify what happens when someone cancels, you have no recourse to keep your deposit. Always include clear cancellation terms!

3. Not Addressing Weather Outdoor photographers NEED a weather clause. What happens if it rains? Who decides if weather is "too bad"? Without this in writing, expect arguments.

4. Unrealistic Delivery Times Don't promise 1-week delivery if you know you need 4 weeks. Clients remember promises, and late delivery kills your reputation (and Yelp rating).

5. No Backup Plan "What if you get sick on the wedding day?" Clients ask this! Address it in your contract so they're not worried.

6. Ignoring Usage Rights If you don't specify that you own the copyright, clients may assume they own the images and can do whatever they want. Be clear about rights and usage!

From Contract to Payment​

Once your client signs the contract, here's what happens next:

1. Contract Marked "Signed" The job page updates - you'll see a green "Signed" badge on the contract section.

2. Payment Button Enabled The client can now proceed with payment. They'll receive an email: "Your contract is signed! Pay your deposit to confirm your booking."

3. Client Pays Deposit They click the payment link, enter card details, and submit. Stripe processes the payment instantly.

4. Booking Confirmed You receive payment notification. The deposit invoice is marked "Paid." The booking is now confirmed - you're officially working together!

5. Workflow Begins ShootPath moves to the next workflow step (usually "Send Booking Confirmation" or "Send Questionnaire"). You're off to the races!

6. Final Payment Due As the session date approaches, ShootPath will remind the client to pay the final balance (if your payment schedule requires it before the shoot).

7. Gallery Delivery After the session, you deliver the gallery. If there's a final payment due, clients must pay before downloading photos (configurable in your settings).

This flow ensures everything happens in the right order - no one gets missed, no steps are skipped.

What Happens if a Client Won't Sign?​

Occasionally, a client will accept your quote but hesitate to sign the contract. Common reasons:

"I need my spouse to review it" No problem! The contract link doesn't expire. Tell them to take their time and reach out with any questions.

"This clause seems strict" If they object to a specific term, you can discuss it. Maybe your cancellation policy is more strict than they expected. You can either:

  • Explain why it exists (it protects both of you)
  • Offer to adjust it (if reasonable)
  • Agree it's not a good fit and part ways

"I don't want to sign anything" Red flag. If someone won't sign a basic contract, they're not a good client. Politely explain it's standard business practice and required for booking. If they still refuse, walk away - clients who won't sign contracts often cause problems later.

"I'll sign after the shoot" Absolutely not! The whole point of the contract is to agree on terms BEFORE services are rendered. No contract = no booking.

Trust Your Gut

If a client is difficult about signing a straightforward contract, that's a preview of how the whole project will go. It's okay to say "I don't think we're a good fit" and move on!

Downloading Signed Contracts​

Once signed, you can download a PDF copy anytime:

  1. Open the job in ShootPath
  2. Go to the Contract section
  3. Click "Download Signed PDF"
  4. Save to your computer for your records

When to download:

  • Immediately after signing (for peace of mind)
  • Before a session (bring a printed copy as backup)
  • When closing out a job (for your archive)
  • If there's ever a dispute (you have proof of agreement)

Store signed contracts for at least 7 years (varies by state/country - check local business record retention laws).

Tips for Contract Success​

Keep It Clear and Simple Use plain language, not legalese. "If you cancel less than 14 days before the session, the deposit is non-refundable" is better than "Cancellation within fourteen (14) days prior to the scheduled session date shall result in forfeiture of all fees paid."

Review Annually Your contract should evolve as your business grows. Once a year, review your terms:

  • Are your delivery timelines still realistic?
  • Have you added new services that need to be addressed?
  • Any new laws or regulations affecting photographers?

Get Legal Review (Once) It's worth spending a few hundred dollars to have a lawyer review your contract template. Make sure it's enforceable in your state/country and covers common scenarios. Then use that reviewed template for all future clients.

Explain It to Clients When sending the contract, don't just say "here's the contract." Add a personal note: "The contract covers everything we discussed - services, timeline, payment schedule. It's pretty straightforward, but let me know if you have any questions before signing!"

Be Willing to Adapt For most clients, your standard contract works fine. For big corporate gigs or destination weddings, you might need custom terms. That's okay! The template is your starting point, not a rigid requirement.

What's Next?​

Now that you understand contracts, you're ready to move on to payments!

Want to learn about payment schedules? Read Understanding Payments to see how ShootPath manages deposits, balances, and payment tracking.

Need to customize your contract template? Head to Settings > Templates > Contracts and make it your own!

Curious about what happens after the contract is signed? Check out Understanding Jobs to see the full client workflow.

Just getting started? Go back to Creating a Lead to build your client pipeline first.

Questions? Look for the help links throughout ShootPath, or reach out to support if you need help!