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Job Files

Quick Reference​

Every job generates and collects various files throughout the client journey—contracts, invoices, questionnaire responses, and final photo galleries. ShootPath centralizes all these files in one place.

Types of Job Files:

  • Contracts - Legal agreements clients sign
  • Invoices - Payment documents and receipts
  • Questionnaires - Client responses to pre-session questions
  • Galleries - Photo collections you deliver
  • Uploaded Files - Documents you or clients upload (timelines, shot lists, inspiration)

Where to Find Files:

  • Job Detail Page - Each file type has its own tab or section
  • Files Tab - Centralized view of all uploaded documents
  • Client Portal - Clients can access their files via secure portal link

Common Actions:

  • Download signed contracts
  • View payment receipts
  • Review questionnaire responses
  • Upload session files or documents
  • Create and deliver galleries

Next Steps: Learn how to work with contracts, manage invoices, use questionnaires, and deliver galleries.

Detailed Guide​

Why File Management Matters​

Organized file management keeps you professional and efficient:

For you:

  • All client files in one place (no hunting through email)
  • Easy access to signed contracts and payment records
  • Quick reference to client preferences from questionnaires
  • Streamlined gallery delivery process

For clients:

  • Professional experience (everything accessible in their portal)
  • Self-service access (view contracts, make payments, download photos)
  • Clear documentation of what was agreed to
  • Permanent access to their galleries

Contracts​

Contracts are legal agreements between you and your client. They protect both parties by clearly defining expectations, deliverables, payment terms, cancellation policies, and usage rights.

How Contracts Work in ShootPath​

1. Contract Generation

When a client accepts a quote, ShootPath automatically:

  • Creates a contract from your template
  • Populates it with job details (client name, date, pricing, etc.)
  • Generates a unique signing link
  • Sends email to client with link to review and sign

2. Client Signing

Client receives the email and:

  • Clicks the link to open contract in browser
  • Reviews all terms
  • Signs electronically (typed signature or drawn)
  • Submits the signed contract

3. Contract Completion

After signing:

  • ShootPath stores the signed contract as a PDF
  • Notifies you that contract is signed
  • Unlocks payment ability (by default, clients can't pay until contract is signed)
  • Marks workflow task "Contract Signed" as complete
Contract-Before-Payment Rule

By default, clients must sign the contract before they can make any payments. This protects both parties by ensuring agreement to terms before money changes hands. You can disable this in job settings if needed.

Viewing Contracts​

To view a contract:

  1. Open the job
  2. Go to the Contract tab
  3. See contract status (pending, sent, signed)
  4. Click "View Contract" or "Download PDF" to see the document

Contract statuses:

  • Pending - Contract generated but not sent yet
  • Sent - Email sent to client, awaiting signature
  • Signed - Client has signed, contract is complete
  • Declined - Client declined to sign (rare)

Resending Contracts​

If a client didn't receive the contract email or needs it resent:

  1. Go to Contract tab in the job
  2. Click "Resend Contract"
  3. ShootPath sends another email with the signing link

Common reasons to resend:

  • Email went to spam
  • Client deleted the email
  • Email address was wrong (update it first, then resend)
  • Client needs more time and wants a reminder

Downloading Signed Contracts​

Once signed, you can download the contract for your records:

  1. Open the job
  2. Go to Contract tab
  3. Click "Download PDF"
  4. Save to your computer

When to download:

  • For your business records (keep offline backups)
  • To provide copy to client (if they request it)
  • For accounting or legal purposes
  • When archiving old jobs
Backup Signed Contracts

Periodically download signed contracts and back them up to external storage (Dropbox, Google Drive, external hard drive). While ShootPath stores them securely, it's good practice to have your own copies!

Customizing Contract Templates​

Contracts are generated from templates you configure in Settings. See the Contracts section for detailed guidance on:

  • Creating contract templates
  • Adding custom terms and policies
  • Using variables (client name, pricing, etc.)
  • Setting up electronic signature fields

Invoices​

Invoices document the payments due and received for each job. ShootPath automatically creates invoices based on the payment schedule you set up in the quote.

How Invoices Work​

1. Invoice Creation

When a job is created (from an accepted quote), ShootPath generates invoices for each payment in the schedule:

Example: 50/50 Payment Schedule

  • Invoice #1: Deposit ($500), due at booking
  • Invoice #2: Balance ($500), due 1 week before session

2. Invoice Delivery

Invoices are automatically emailed to clients:

  • When the job is created (first invoice)
  • When previous payment is received (next invoice in schedule)
  • When manually sent by you

3. Payment Collection

Clients can pay invoices via:

  • Stripe (credit card, debit card)
  • ACH bank transfer (if configured)
  • Manual methods (cash, check, Venmo) - you mark as paid manually

4. Payment Confirmation

After payment:

  • Invoice status changes to "Paid"
  • Receipt is automatically emailed to client
  • Workflow task "Payment Received" triggers
  • Next invoice in schedule is sent (if applicable)

Viewing Invoices​

To view invoices for a job:

  1. Open the job
  2. Go to the Invoices tab
  3. See all invoices for this job with statuses

Invoice information shown:

  • Invoice number (e.g., INV-2026-0042)
  • Amount due
  • Due date
  • Status (draft, sent, paid, overdue)
  • Date paid (if paid)
  • Payment method used

Click any invoice to see full details or download PDF.

Invoice Statuses​

  • Draft - Invoice created but not sent yet (uncommon for auto-generated invoices)
  • Sent - Invoice sent to client, awaiting payment
  • Paid - Payment received in full
  • Partial - Part of the invoice paid (if you allow partial payments)
  • Overdue - Due date passed and payment not received
  • Cancelled - Invoice cancelled (job cancelled or terms changed)

Each invoice has a unique payment link. Clients can:

  • Click link in email to view invoice and pay
  • Access via client portal

To copy payment link:

  1. Go to Invoices tab in job
  2. Find the invoice
  3. Click "Copy Payment Link"
  4. Paste into email, text, or message to client

When to share payment links:

  • Client lost the original email
  • Following up on overdue payment
  • Easier than emailing (send via text)
Forced Payment Rule

If multiple invoices are due or overdue, clients must pay ALL due amounts together. They can't cherry-pick individual invoices. This prevents confusion and ensures all due payments are collected!

Manual Payments​

If a client pays via cash, check, Venmo, or other non-integrated methods, you'll manually mark the invoice as paid:

  1. Go to Invoices tab
  2. Find the invoice
  3. Click "Record Payment"
  4. Enter:
    • Amount paid
    • Payment method (cash, check, etc.)
    • Payment date
    • Transaction reference (check number, Venmo note, etc.)
  5. Save

The invoice is now marked paid, and the client receives a receipt email (even for manual payments).

Downloading Invoices​

To download an invoice PDF:

  1. Go to Invoices tab
  2. Click the invoice
  3. Click "Download PDF"
  4. Save to your computer

Useful for:

  • Your records
  • Providing copy to client
  • Accounting and bookkeeping
  • Tax purposes

Refunds​

If you need to refund a payment:

For Stripe payments:

  1. Go to your Stripe Dashboard
  2. Find the payment
  3. Click "Refund"
  4. Choose full or partial refund
  5. Confirm

In ShootPath:

  • Mark the invoice as "Refunded" (status update)
  • Add a note explaining the refund
  • If needed, adjust the job pricing or create a new invoice

Refunds are handled through Stripe, not directly in ShootPath. ShootPath tracks the refund for your records.

Refund Policy

Have a clear refund policy in your contract! Common policies: full refund with 30+ days notice, 50% refund with 14-30 days, no refund within 14 days of session.

Questionnaires​

Questionnaires gather important information from clients before the session. They help you understand client expectations, preferences, and logistical details.

What Questionnaires Capture​

Typical questions:

For Portrait Sessions:

  • What style do you prefer? (posed, candid, mix)
  • What will you use the photos for? (cards, wall art, social media)
  • Any specific shots you want? (whole family, just kids, specific combinations)
  • Outfit colors/style?
  • Any concerns? (kids are shy, grandma has limited mobility)

For Weddings:

  • What's your vision/theme for the day?
  • Key family members and relationships (who's important to photograph)
  • Family dynamics (divorced parents, step-families)
  • Must-have shots (specific combinations, heirlooms, details)
  • Vendors (planner, venue, videographer contact info)
  • Special requests or concerns

For Events:

  • What's the purpose of the event?
  • Key moments to capture (speakers, awards, group photos)
  • VIPs to photograph
  • Branding requirements (logos, colors)
  • Deliverable format (web gallery, print, USB)

How Questionnaires Work​

1. Questionnaire Creation

You create questionnaire templates in Settings > Questionnaires:

  • Add questions (text, multiple choice, checkboxes, date pickers)
  • Assign to job types (portrait questionnaire, wedding questionnaire)
  • Set as default (auto-sends for jobs of that type)

2. Sending Questionnaires

Questionnaires are sent to clients:

  • Automatically via workflow task (e.g., "Send Questionnaire" after deposit paid)
  • Manually by clicking "Send Questionnaire" in job

3. Client Completion

Client receives email with link to questionnaire:

  • Opens in browser (no login required, uses secure token)
  • Fills out all fields
  • Submits responses

4. Response Storage

After submission:

  • Responses stored in ShootPath
  • You're notified that questionnaire is complete
  • Workflow task "Questionnaire Received" marked complete
  • You can review responses anytime

Viewing Questionnaire Responses​

To view responses:

  1. Open the job
  2. Go to the Files tab or Questionnaire section
  3. Click "View Responses"
  4. See all questions and client's answers

Why review responses:

  • Prepare for the session with client's preferences in mind
  • Avoid missing important shots
  • Understand family dynamics or special considerations
  • Coordinate logistics (arrival time, parking, etc.)
Review Before Session

Always review questionnaire responses 1-2 days before the session. It refreshes your memory and ensures you're prepared for what the client wants!

Exporting Responses​

You can export questionnaire responses as PDF or CSV:

PDF Export:

  • Clean, formatted view of all questions and answers
  • Great for printing and bringing to session
  • Share with second shooters or assistants

CSV Export:

  • Spreadsheet format
  • Useful for analyzing trends across multiple clients
  • Can be imported into other tools

To export:

  1. View questionnaire responses
  2. Click "Export"
  3. Choose format (PDF or CSV)
  4. Download file

Incomplete Questionnaires​

If a client hasn't completed the questionnaire, you'll see status as "Sent, not completed."

To follow up:

  1. Go to questionnaire section in job
  2. Click "Send Reminder"
  3. ShootPath emails client a friendly reminder

If client still doesn't complete:

  • Call or text them directly
  • Ask questions during pre-session consultation
  • Bring blank questionnaire to session (less ideal, but better than nothing)
Deadline for Questionnaires

Set a deadline for questionnaire completion—ideally 1-2 weeks before the session. This gives you time to review and prepare. Include deadline in the questionnaire email!

Galleries​

Galleries are where you deliver final photos to clients. This is the culmination of the entire project!

Creating Galleries​

To create a gallery for a job:

  1. Edit and export photos from your editing software (Lightroom, Capture One, etc.)
  2. Open the job in ShootPath
  3. Go to the Gallery or Files tab
  4. Click "Create Gallery"
  5. Upload photos:
    • Drag and drop files
    • Or click to browse and select
    • ShootPath uploads and processes them
  6. Organize photos:
    • Create collections or albums (wedding: getting ready, ceremony, reception)
    • Arrange photo order
    • Set cover photo
  7. Configure gallery settings:
    • Download options (full res, web size, or no downloads)
    • Watermarking (if applicable)
    • Favorites (allow client to mark favorites)
    • Sharing (allow client to share with family/friends)
  8. Save gallery

What clients can do in their gallery:

View Photos:

  • Browse all photos in grid or slideshow view
  • Zoom in to see details
  • Navigate with keyboard arrows

Download Photos:

  • Download individual photos
  • Download entire gallery as zip
  • Choose size (if you offer multiple sizes)

Mark Favorites:

  • "Heart" or "favorite" specific photos
  • You can see which photos they loved
  • Useful for print orders or album selection

Share with Others:

  • Generate shareable link for family/friends
  • Set password protection (optional)
  • Track who viewed

Order Prints (if integrated):

  • Select photos for prints, canvases, albums
  • Place orders through integrated print lab
  • You fulfill or the lab ships direct
Watermarking

Decide whether to watermark gallery photos. Some photographers watermark for protection, others don't because it affects the viewing experience. There's no right answer—choose what works for your business!

Delivering Galleries​

Once the gallery is ready:

  1. Preview it yourself to ensure everything looks right
  2. Click "Send Gallery" or "Deliver to Client"
  3. ShootPath emails client with link to view gallery
  4. Workflow task "Gallery Delivered" is marked complete

Gallery delivery email includes:

  • Link to gallery
  • Instructions for viewing, downloading, sharing
  • Your message (personalized note)
  • Contact info if they have questions

Clients access galleries via:

  • Link in delivery email - Unique URL for this gallery
  • Client portal - All their galleries in one place

Gallery access is permanent (unless you set expiration). Clients can return months or years later to re-download photos.

Gallery URLs look like:

https://yoursite.shootpath.com/gallery/abc123def456

The token (abc123def456) grants access—no login required.

Gallery Expiration

Some photographers set gallery expiration (e.g., 6 months after delivery) to encourage timely downloads and reduce storage costs. Others offer lifetime access as a selling point. Choose what fits your business model!

ShootPath tracks gallery engagement:

  • Views - How many times the gallery was opened
  • Downloads - Which photos were downloaded
  • Favorites - Which photos clients marked as favorites
  • Shares - How many people accessed via shared link

Why analytics matter:

  • See which photos clients loved (favorites)
  • Know if they've actually viewed the gallery (views)
  • Confirm they downloaded everything (downloads)
  • Understand client behavior for future shoots

To view gallery analytics:

  1. Open the job
  2. Go to Gallery section
  3. Click "View Analytics" or "Stats"
  4. See detailed breakdown

ShootPath stores galleries in the cloud (AWS S3 or similar). Files are:

  • Securely stored
  • Backed up automatically
  • Accessible from anywhere
  • Fast to load (CDN delivery)

Your storage capacity depends on your plan:

  • Starter - X GB of storage
  • Pro - Y GB of storage
  • Studio - Z GB or unlimited

If you approach your limit, ShootPath notifies you. You can:

  • Upgrade to a higher plan
  • Archive old galleries (move to your own storage)
  • Delete galleries from completed jobs (after clients download)
Storage Management

After clients download their galleries, you can archive or delete the online version to free up space. Just make sure clients have their files first!

Uploaded Files​

Beyond contracts, invoices, questionnaires, and galleries, you can upload additional files to jobs.

What to Upload​

Common file types:

From clients:

  • Inspiration photos ("I love this style!")
  • Shot lists ("We want these specific family combinations")
  • Vendor contracts (venue, planner)
  • Timelines or schedules
  • Mood boards or Pinterest boards

From you:

  • Licenses or permits (for certain locations)
  • Vendor contact lists
  • Backup shot lists
  • Pre-session consultation notes
  • Editing presets or style references

Uploading Files​

To upload a file:

  1. Open the job
  2. Go to the Files tab
  3. Click "Upload File"
  4. Select file from your computer
  5. Optionally add a description ("Client inspiration photos")
  6. Save

Files are stored with the job and accessible anytime.

Downloading Files​

To download an uploaded file:

  1. Go to Files tab in job
  2. Find the file
  3. Click file name or "Download" button
  4. File downloads to your computer

Useful for:

  • Bringing files to session (print out shot lists)
  • Sharing with team members
  • Referencing during editing

Client File Uploads​

Clients can also upload files via the portal (if you enable this):

Examples:

  • Inspiration photos
  • Shot lists
  • Signed documents (external contracts, model releases)

To enable client uploads:

  1. Go to job settings
  2. Enable "Allow client file uploads"
  3. Save

Now clients see an "Upload File" button in their portal.

Moderate Client Uploads

Check uploaded files periodically. Make sure they're appropriate and relevant. Occasionally clients upload wrong files by accident!

File Organization Tips​

Use consistent naming:

  • Contracts: Contract_Johnson_Wedding_2026.pdf
  • Galleries: JOB-2026-0015_Johnson_Wedding_Gallery
  • Uploaded files: Johnson_Shot_List.pdf

Tag or categorize files:

  • Use folders or tags (if available) to organize
  • Example: "Client Provided," "Vendor Docs," "Signed Contracts"

Clean up after job completion:

  • Archive or delete unnecessary files
  • Keep only essentials (signed contract, final gallery, important notes)

Back up important files:

  • Download signed contracts and store offline
  • Back up galleries to external drive before deleting from ShootPath
  • Keep payment receipts for taxes

Review files periodically:

  • Every 6 months, review old jobs
  • Delete files you don't need (reduce storage usage)
  • Archive important files for long-term retention

Client Portal Access​

Clients can access ALL their files (contracts, invoices, questionnaires, galleries) via the client portal.

To share portal access:

  1. Open the job
  2. Click "Copy Portal Link"
  3. Send link to client via email or text

Portal features for clients:

View Job Details:

  • Session date, location, job type
  • Your contact info

Sign Contracts:

  • Review and sign contracts electronically

Make Payments:

  • View invoices and pay online

Complete Questionnaires:

  • Fill out pre-session questionnaires

View and Download Galleries:

  • Access all delivered galleries
  • Download photos
  • Mark favorites

Upload Files:

  • Provide inspiration photos or documents (if enabled)

The portal provides a professional, self-service experience for clients!

Portal Branding

Customize the portal with your logo, colors, and branding in Settings > Branding. This makes the client experience feel cohesive with your overall brand!

File Security​

All files in ShootPath are secured:

  • Encrypted in transit - Data encrypted when uploaded/downloaded (HTTPS)
  • Encrypted at rest - Files stored encrypted on servers
  • Access control - Only you and the client can access job files
  • Unique tokens - Portal and gallery links use secure tokens, not guessable URLs
  • No public indexing - Files are not searchable or listed publicly

Client data privacy:

  • You own the data
  • ShootPath doesn't share client files with third parties
  • Complies with privacy regulations (GDPR, CCPA)
  • You can export or delete data anytime

What's Next?​

Now that you understand job files, you're ready to deliver complete client experiences!

Related sections:

Contracts - Set up contract templates and customization

Invoices - Configure payment schedules and Stripe integration

Galleries - Advanced gallery features, watermarking, and delivery options

Questionnaires - Create custom questionnaires for different job types

Client Portal - Customize the client portal experience

Or go back to other job management topics:

Managing Jobs - Overall job management and organization

Job Workflows - Automate file-related tasks in workflows

Timeline & Scheduling - Manage session dates and timelines

Questions? Use the help widget in ShootPath or reach out to support for assistance with job files!