Quotes Overview
Quick Reference
Quotes are your professional pricing proposals that turn inquiries into bookings. They're the bridge between a potential client (lead) and a confirmed booking (job).
What's in a Quote:
- Packages - Your core service offerings
- Add-ons - Optional extras clients can include
- Total pricing - Clear, upfront cost
- Payment schedule - When payments are due (deposit + balance)
- Session details - Date, type, and location
The Quote Flow:
- Create a lead for the inquiry
- Send them a professional quote
- They review pricing online
- They accept (becomes a job!) or decline
- If accepted, contract signing and payment follow
Industry Stats: Photographers who respond with quotes within 24 hours book 70% more clients than those who delay. Speed + clarity = bookings!
Next Steps: Start with Creating Quotes to learn how to build professional pricing proposals.
Detailed Guide
What Are Quotes?
Think of a quote as your professional "here's what I offer and what it costs" proposal. It's how you take someone who's interested (a lead) and convert them into a committed client (a booking).
Unlike sending a quick email saying "I charge $2,000," a ShootPath quote is a beautifully formatted, online proposal that shows:
- Exactly what's included in each package
- What extras are available
- How payments work
- When everything is due
Your client receives a link to view the quote online, where they can review everything on their own time, discuss with their partner, and click "Accept" when ready. No back-and-forth, no confusion, no printing and scanning contracts.
Why Professional Quotes Matter
From Your Client's Perspective:
When someone's shopping for a photographer, they're likely reaching out to 3-5 options. They're comparing not just pricing, but professionalism, clarity, and how easy you make the process.
A well-structured quote tells them:
- You're organized - Everything is clear and professional
- You value your work - Proper pricing builds confidence
- You make it easy - Online review and acceptance, no hassle
- You're legitimate - Professional presentation = trustworthy business
From Your Business Perspective:
Professional quotes help you:
- Close more leads - Clear pricing removes objections
- Save time - No more "how much do you charge?" back-and-forth
- Set expectations - Everything is documented upfront
- Look professional - Stand out from competitors sending informal emails
- Track everything - Know which quotes are pending, accepted, or declined
Quote Components
Every ShootPath quote includes several key elements:
1. Packages
Your core service offerings are presented as packages - think of them as tiers:
Wedding packages might include:
- Essential Coverage (6 hours, 300+ photos)
- Full Day Coverage (10 hours, 500+ photos)
- Premium Package (12 hours, two photographers, album)
Portrait packages might include:
- Mini Session (30 minutes, 10 photos)
- Standard Session (1 hour, 25 photos)
- Extended Session (2 hours, 40 photos)
Packages make it easy for clients to understand their options without getting overwhelmed.
2. Add-ons
These are optional extras that let clients customize their package:
Common add-ons:
- Extra hour of coverage
- Second photographer
- Engagement session
- Photo album
- Rush editing
- Canvas prints
Add-ons serve two purposes: they let clients personalize their experience, and they increase your average booking value!
3. Total Pricing
The quote shows a clear total price - no hidden fees, no surprises. If they select a $2,500 package and a $400 add-on, they see $2,900 total. Simple.
4. Payment Schedule
You define when payments are due:
Common structures:
- 50% deposit at booking, 50% before the shoot
- Fixed retainer (like $500) at booking, remainder later
- Multiple payments over time for weddings booked in advance
This protects your business by securing bookings with deposits, and makes large amounts more manageable for clients by splitting them up.
5. Session Details
The quote includes:
- Session date - When the shoot happens
- Job type - Wedding, portrait, event, etc.
- Location (optional) - Where you'll be shooting
- Personal note (optional) - Your message to the client
The Quote Lifecycle
Understanding how quotes move through stages helps you know what to do next with each one.
Stage 1: Draft
You're building the quote but haven't sent it yet. You can:
- Select packages and add-ons
- Configure the payment schedule
- Preview how it looks to clients
- Make changes without affecting anything
Stage 2: Pending
You've sent the quote and it's now with your client. They're reviewing it and deciding whether to book.
What happens now:
- Client receives email with link to view quote
- They can review all details online
- Lead status updates to "Quoted"
- You can track how long it's been pending
- ShootPath notifies you when they view it
Your role:
- Give them time to review (don't follow up immediately!)
- Wait 3-5 days, then send a friendly check-in
- Answer questions about packages or pricing
- Offer to hop on a call if they're undecided
Stage 3: Accepted
The client clicked "Accept" - you got the booking! 🎉
What happens automatically:
- Quote status changes to "Accepted"
- ShootPath creates a Job with all the details
- Contract is generated from your template
- Client receives email to sign the contract
- You get notified
- Lead converts to a job and moves to your jobs list
Your role:
- Check in to ensure contract signing goes smoothly
- Answer any questions about the contract
- Confirm payment goes through
- Start planning the session!
Stage 4: Declined
The client decided not to book. This happens - not every inquiry becomes a booking!
Why quotes get declined:
- Budget constraints
- Chose another photographer
- Decided to postpone
- Timeline doesn't work
- Just shopping around
Your role:
- Don't take it personally!
- Ask for feedback if appropriate: "Can I ask what helped you make your decision?"
- Keep the door open: "If anything changes or you need a photographer in the future, I'd love to work with you!"
- Mark the lead as "Lost" with notes about why
Stage 5: Expired
If you set an expiration date and the client doesn't respond, the quote expires. This creates urgency and protects you from honoring old pricing if costs change.
Your role:
- Follow up before expiration: "Your quote expires soon - can I help with anything?"
- If it expires, decide whether to extend it or send a new quote with updated pricing
Quote Best Practices
Send Quotes Quickly
The faster you respond to inquiries, the more you'll book. Aim for:
- Within 24 hours - Ideal for most inquiries
- Within a few hours - Even better for competitive markets
- Same day - Critical for last-minute bookings
Your potential client is excited RIGHT NOW. Strike while the iron is hot!
Tailor Each Quote
Don't send the same generic quote to everyone. Reference specific things they mentioned:
❌ "Here's my standard wedding pricing" ✅ "Here's pricing for your October wedding at Willow Creek Barn"
Small personalizations show you were listening and care about their specific event.
Keep It Simple
Don't overwhelm clients with too many options:
- 2-3 package options (good, better, best)
- 3-5 relevant add-ons
- Clear, straightforward pricing
Too many choices = decision paralysis = no booking.
Price with Confidence
Never apologize for your pricing. Your rates reflect your skill, experience, and value. Present them confidently!
Weak: "I hope this pricing works for your budget" Confident: "I've put together pricing based on what you're looking for"
Follow Up Strategically
Don't let quotes go stale! A good follow-up cadence:
- Day 0 - Send the quote
- Day 3-5 - "Just checking in! Any questions?"
- Day 7-10 - "Can I help clarify anything about the packages?"
- Day 14+ - "I'd love to work with you! Want to discuss options?"
Common Quote Structures by Genre
Different photography genres typically use different pricing approaches:
Weddings
Packages based on time/coverage:
- 6-hour package ($2,000-$3,000)
- 8-hour package ($3,000-$4,500)
- Full-day package ($4,500-$7,000+)
Popular add-ons:
- Engagement session
- Second photographer
- Photo albums
- Parent albums
Payment schedule:
- $500-$1,000 retainer at booking
- 50% due 3 months before wedding
- Remainder 2 weeks before wedding
Portraits
Packages based on session length:
- Mini session - 30 min ($150-$300)
- Standard - 60 min ($300-$500)
- Extended - 90+ min ($500-$800)
Popular add-ons:
- Additional outfit changes
- Canvas prints
- Photo albums
Payment schedule:
- 50% at booking, 50% before session
- OR full payment upfront
Events
Packages based on hours:
- 2-hour minimum ($400-$600)
- 4 hours ($800-$1,200)
- Full day ($1,500-$2,500)
Popular add-ons:
- Second photographer
- Rush delivery
- Additional edited photos
Payment schedule:
- Often 100% upfront
- Or 50% at booking, 50% day-of
What's Next?
Now that you understand what quotes are and how they work, dive into the details:
Ready to create your first quote? → Creating Quotes
Want to track and follow up on quotes? → Managing Quotes
Need to customize how quotes look? → Quote Templates
Curious what clients see? → Client Experience
Questions? Look for the help links throughout ShootPath, or reach out to support if you need help!