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Jobs Overview

Quick Reference​

A job in ShootPath represents an active photography project—everything from the moment a client books you until you deliver their final gallery and mark the project complete.

Key Concepts:

  • Jobs are created automatically when a client accepts your quote
  • Each job has a workflow that guides you through your process
  • Track contracts, payments, shoot dates, files, and gallery delivery—all in one place
  • View all active jobs from the Jobs page in the main navigation

What's in a Job:

  • Client information - Contact details, preferences, and notes
  • Contract - Client signature and legal agreement
  • Invoices & Payments - Deposits, balances, and payment schedules
  • Workflow tasks - Step-by-step checklist from booking to delivery
  • Session details - Date, time, location, and timeline
  • Files & Gallery - Where you upload and share photos
  • Timeline - Activity log of everything that's happened

Job Statuses:

  • Production - Active job in progress (default for new jobs)
  • Complete - Gallery delivered, all payments received, project closed

Next Steps: Explore the articles below to learn how to manage your jobs effectively!

Detailed Guide​

What is a Job?​

Think of a job as your complete project management hub for a client booking. When someone accepts your quote and commits to working with you, ShootPath creates a job that centralizes everything you need to deliver a great client experience.

A job consolidates:

  • The booking details - What they're booking, when, and where
  • Legal agreements - Contract signing and terms
  • Financial tracking - Payment schedules, invoices, and transaction history
  • Your workflow process - Tasks that guide you from booking to delivery
  • Communication - All emails, notes, and status updates in one timeline
  • Deliverables - Photo galleries and final files

How Jobs are Created​

There are two primary ways jobs enter your system:

1. Automatic creation from accepted quotes (Most common)

When a client reviews your quote and clicks "Accept," ShootPath automatically:

  • Creates the job with all quote details
  • Generates the contract from your template
  • Sets up the payment schedule you configured
  • Assigns the appropriate workflow based on job type
  • Notifies you that booking is underway

2. Manual job creation

Sometimes you need to create a job directly (for returning clients, referrals, or bookings made outside the system):

  1. Go to Jobs > New Job
  2. Select the client (or create a new one)
  3. Choose the job type
  4. Enter pricing and session details
  5. ShootPath sets up the workflow and payment structure

The Lifecycle of a Job​

Understanding the typical flow helps you know what to expect:

Initial Booking Phase:

  1. Quote accepted → Job created
  2. Contract sent → Client signs
  3. Deposit invoice generated → Client pays
  4. Booking confirmed ✅

Pre-Session Phase: 5. Send questionnaire for client details 6. Confirm session date, time, location 7. Pre-session consultation (if applicable) 8. Receive final payment (if due before shoot)

Session & Production Phase: 9. Conduct the photo session 10. Edit and prepare photos 11. Create gallery 12. Send gallery to client

Completion Phase: 13. Client reviews and downloads photos 14. Final payment received (if applicable) 15. Job marked complete 16. Archive for records

Each of these steps is tracked in ShootPath, so you always know where you are in the process!

Job vs. Lead vs. Client​

It's helpful to understand the relationship between these three concepts:

  • Client - A person or company in your database. They might have multiple jobs (returning client) or be a potential client (just a lead).
  • Lead - An inquiry or potential booking. Someone who's interested but hasn't committed yet. Once they accept a quote, the lead converts to a job.
  • Job - An active or completed booking. This is where the actual work happens—from contract to delivery.

The Flow:

Inquiry received → Lead created → Quote sent → Quote accepted → Job created → Work completed → Job marked complete

What Makes Jobs Powerful​

1. Everything in One Place

No more hunting through emails for "when did they sign the contract?" or "did I send the questionnaire?" The job detail page shows everything chronologically.

2. Automated Workflows

Your workflow tasks keep you on track. You'll never forget to send a booking confirmation or follow up on an unsigned contract—it's right there in your task list!

3. Financial Clarity

See exactly what's been paid, what's due, and what's overdue. Copy payment links with one click and send them to clients.

4. Client Portal Access

Every job has a unique portal link where clients can:

  • Sign contracts
  • Make payments
  • Fill out questionnaires
  • View and download their gallery
  • See all job details

This gives clients a professional, self-service experience.

5. Historical Record

Even after a job is complete, you have a permanent record of everything: pricing, timeline, communication, what was delivered. This is invaluable for future bookings, client references, and business insights.

Job Organization​

As your business grows, you'll have multiple jobs in flight at once. Here's how to stay organized:

Jobs List View

The main Jobs page shows all your active jobs with key details:

  • Client name
  • Job type and number
  • Status (production or complete)
  • Session date
  • Payment status
  • Days until session

Filtering & Sorting

Find what you need quickly:

  • Filter by status (production, complete)
  • Filter by job type (weddings, portraits, etc.)
  • Sort by session date (see what's coming up)
  • Search by client name or job number

Dashboard Metrics

Your dashboard shows at-a-glance counts:

  • Jobs in production (active workload)
  • Upcoming sessions this week
  • Jobs with payments due
  • Jobs awaiting action (unsigned contracts, etc.)

Common Job Types and Their Workflows​

Different types of photography have different typical processes:

Wedding Jobs:

  • Longer booking timeline (often 6-12 months in advance)
  • Multiple payment milestones (retainer, progress payments, final balance)
  • More workflow steps (engagement session planning, timeline coordination, vendor communication, gallery delivery)
  • Larger deliverables (hundreds of edited photos)

Portrait Sessions:

  • Shorter booking timeline (typically 2-6 weeks out)
  • Simple payment structure (deposit + balance)
  • Streamlined workflow (booking confirmation, questionnaire, shoot, deliver)
  • Focused deliverables (20-50 edited photos)

Event Jobs:

  • Quick turnaround expectations
  • Often full payment upfront
  • Minimal pre-event workflow
  • Fast post-event delivery (1-2 weeks)

Commercial/Corporate:

  • May involve contracts and SOWs (statements of work)
  • Custom payment terms (Net 30, Net 60)
  • Specific deliverable requirements
  • Rights and licensing considerations

You can customize workflows in Settings > Workflows to match your specific process for each job type!

Jobs Section Articles​

This section includes detailed guides on all aspects of job management:

Managing Jobs - Day-to-day job management, filtering, searching, and job statuses

Job Workflows - Understanding workflow automation, tasks, and customization

Timeline & Scheduling - Session dates, locations, and calendar integration

Job Files - Managing contracts, invoices, questionnaires, and gallery delivery

Best Practices​

Keep job information current - Update session details, add notes about client preferences, and mark tasks complete as you go. This helps you (and your team, if applicable) stay aligned.

Use notes liberally - Add notes about anything unusual: "Client prefers natural light," "Venue has strict rules about flash," "Wants extra time for family portraits." Future-you will be grateful!

Communicate proactively - Keep clients in the loop with status updates: "Starting your edits this week!" or "Gallery will be ready by Friday!" This builds confidence and reduces "where are my photos?" anxiety.

Review completed jobs - After closing a job, take a moment to review what went well and what could improve. This helps you refine your process over time.

Archive completed jobs appropriately - Once a job is complete and all deliverables are sent, mark it complete. This keeps your active job list focused on current work.

What's Next?​

Ready to dive deeper? Explore the articles in this section:

Or go back to the Getting Started section if you're just setting up ShootPath!

Questions? Look for the help links throughout ShootPath, or use the support widget if you need assistance!