Skip to main content

Creating Quotes

Prerequisites

Before creating quotes, set up your Packages and Add-ons in Settings. Without these, you won't be able to build a quote!

Quick Reference​

Creating a quote is how you present professional pricing to potential clients. It's a simple process that results in a beautiful, online proposal.

How to Create a Quote:

  1. Open a lead from your Leads list
  2. Click "Create Quote" button
  3. Select packages that match what they need
  4. Add relevant add-ons (optional extras)
  5. Configure payment schedule (when payments are due)
  6. Add a personal note (optional but recommended)
  7. Preview how it looks to your client
  8. Click "Send Quote"

What Happens After:

  • Client receives email with link to view quote
  • They can review everything online
  • When they accept, a job is created automatically
  • You get notified immediately!

Pro Tip: Always preview before sending to catch any typos or pricing errors.

Detailed Guide​

Before You Start​

Make sure you have these set up first:

1. Packages Your core service offerings (wedding packages, portrait sessions, etc.). Set these up in Settings > Packages.

2. Add-ons Optional extras like extra hours, second photographer, albums. Also configured in Settings > Packages.

3. Payment Schedules (Optional) Pre-defined payment structures you can reuse. You can also create custom schedules per quote.

4. Business Info Your business name, logo, and contact info (Settings > Business) - these appear on your quotes.

If you haven't set these up yet, check out the Setting Up Your Business guide first!

Step 1: Open the Lead​

From your Leads list, click on the lead you want to quote. You'll see the lead detail page with:

  • Client contact information
  • What they inquired about
  • Any notes you've added
  • Current status

Make sure this is the right client before creating a quote!

Step 2: Click "Create Quote"​

Look for the "Create Quote" button in the top-right area of the lead detail page. Click it to open the quote builder.

Quick Tip

If you don't see a "Create Quote" button, the lead might already have a quote! Check the quote section on the lead detail page to see if one exists.

Step 3: Select Packages​

The quote builder shows all your available packages. Select the package (or packages) that match what the client asked for.

Single Package: Most quotes include just one package - the one that best fits their needs. This keeps it simple and focused.

Multiple Packages: You can include 2-3 packages if you want to give them options (good, better, best). This lets them choose based on budget and needs.

How to Choose:

  • Review your conversation notes - what did they ask for?
  • Consider their budget if they mentioned it
  • Think about what would serve them best

Example: Client wants family portraits and mentioned a 1-hour session. You'd select your "Standard Portrait Session" package rather than a mini session or extended session.

Package Details: Each package shows:

  • Package name
  • Description of what's included
  • Price
  • Which job types it applies to

Can't Find the Right Package?

Click "Manage Packages" to add or edit packages in Settings. You'll need to do this first, then come back to create the quote.

Step 4: Add Optional Add-ons​

Add-ons are extras that clients can include to customize their package. They're not required, but they increase the total value and give clients flexibility.

Common Add-ons:

For Weddings:

  • Engagement session (+$400)
  • Second photographer (+$500)
  • Photo album (+$500)
  • Parent albums (+$300)
  • Extended hours (+$200/hour)
  • Rehearsal dinner coverage (+$600)

For Portraits:

  • Extra outfit changes (+$50)
  • Additional locations (+$100)
  • Canvas prints (+$150)
  • Photo album (+$200)
  • Rush editing (+$100)

For Events:

  • Second photographer (+$400)
  • Rush delivery (+$200)
  • Additional edited photos (+$100)
  • Extended coverage (+$150/hour)

How Many Add-ons to Include:

Don't overwhelm clients with 10 add-ons! Include:

  • 2-4 add-ons that are highly relevant to what they mentioned
  • Popular add-ons that most clients choose
  • Optional but valuable extras

The total price updates automatically as you add or remove add-ons.

Pricing Strategy

Price your base package competitively, but use add-ons to increase average booking value. A client who books a $2,500 wedding package might also add an engagement session (+$400) and album (+$500) = $3,400 total!

Step 5: Configure Payment Schedule​

Now decide how you want to split up payments. This is crucial for protecting your business and making large amounts manageable for clients.

Common Payment Structures:

50/50 Split (Most Common)

  • 50% due at booking (secures your date)
  • 50% due before the shoot (typically 1-2 weeks before)

Retainer + Balance

  • Fixed retainer (like $500-$1,000) due at booking
  • Remaining balance due 2 weeks before shoot

Full Payment Upfront

  • 100% due at booking
  • Great for mini sessions or smaller bookings under $500

Multiple Payments (For Weddings Booked in Advance)

  • $500 at booking
  • $1,000 three months before wedding
  • Remainder 2 weeks before wedding

Percentage-Based

  • 25% at booking
  • 50% three months before
  • 25% two weeks before

For Each Payment, Configure:

1. Amount How much is due for this payment:

  • Fixed dollar amount ($500)
  • Percentage of total (50%)
  • "Remaining balance" (everything left)

2. Due Date When this payment needs to be paid:

  • At booking (upon contract signing)
  • Fixed date (January 15, 2026)
  • Relative to session date (14 days before shoot)

3. Description What this payment is for:

  • "Retainer" - The initial deposit
  • "Final Balance" - The last payment
  • "Progress Payment" - A middle payment
  • Or custom: "Second of three payments"

Example Payment Schedule:

For a $3,000 wedding package:

  • Payment 1: $1,000 "Retainer" - Due at booking
  • Payment 2: $2,000 "Final Balance" - Due 14 days before wedding date

Using Saved Payment Schedules:

If you created payment schedule templates in Settings, you can select them here instead of building from scratch. The template values auto-fill, but you can still customize them for this specific quote.

Important Rule

Once a client accepts your quote, they MUST sign the contract before they can pay. This protects both of you! And if multiple payments become due on the same day, they must pay all due amounts together - they can't cherry-pick.

Step 6: Review Session Details​

Make sure these details are correct (they're auto-filled from the lead):

Session Date: When is the shoot happening? This should be filled in from the lead, but double-check it!

Job Type: What kind of session is this?

  • Wedding
  • Portrait
  • Event
  • Corporate
  • Real Estate
  • Other

Location (Optional): Where will you be shooting?

  • Venue name
  • Park location
  • Studio address
  • "On location" or "TBD"

Notes to Yourself: Internal notes that only you see (not visible to client). Use this for:

  • Special requests they mentioned
  • Gear you need to bring
  • Important timing details

Step 7: Add a Personal Note​

This is optional but highly recommended! A brief, warm message personalizes the quote and reminds clients why they reached out to you.

What to Include:

  • Reference your conversation or consultation
  • Mention something specific they told you
  • Express excitement about their session
  • Offer to answer questions

Keep It:

  • Warm and friendly (not stiff or formal)
  • Brief (3-4 sentences)
  • Genuine (not a copy-paste template)
  • Professional (but conversational)

Example Notes:

For a Wedding:

Hi Sarah and Mike!

It was so wonderful meeting you both and hearing about your plans for the barn wedding
at Willow Creek. I absolutely love that you're incorporating your grandmother's lace
into your details - those are going to be such special photos!

I've put together pricing below based on what we discussed. Let me know if you have
any questions - I'm here to help!

Can't wait to be part of your big day!

For a Family Portrait:

Hi Jennifer!

I'm so glad you reached out! Capturing your family together before Emma heads off to
college is going to be so meaningful. Fall colors at the park are going to look
absolutely beautiful in your photos.

Here's the pricing we talked about. Feel free to reach out if you'd like to discuss
anything - I'm happy to hop on a quick call!

Looking forward to working with you!

For a Corporate Event:

Hi David,

Thanks for considering me for your company's annual gala! I'd love to capture all
the important moments from the evening - from the cocktail hour through the awards
presentations.

Below is pricing based on the timeline and coverage we discussed. Let me know if
you need any adjustments!

Looking forward to working with you and your team!

What to Avoid:

  • ❌ Generic templates: "Thank you for your inquiry"
  • ❌ Apologizing for pricing: "I hope this fits your budget"
  • ❌ Too much detail: Long paragraphs explaining every package
  • ❌ Pressure: "Book now before I'm booked up!"

Step 8: Preview the Quote​

Before sending, always click "Preview" to see exactly what your client will see.

What to Check:

Branding:

  • Does your logo appear correctly?
  • Are colors and fonts consistent with your brand?

Content:

  • Is the package description clear?
  • Are add-ons listed properly?
  • Is total pricing correct?

Details:

  • Session date is right
  • Job type is correct
  • Location is accurate

Payment Schedule:

  • Amounts add up to the total
  • Due dates make sense
  • Descriptions are clear

Personal Note:

  • No typos or awkward phrasing
  • Client name is spelled correctly
  • Tone is warm and professional

Overall Impression:

  • Does it look professional?
  • Is everything easy to understand?
  • Would you be excited to receive this?

If Something Looks Wrong:

Click "Back to Edit" to make changes. Don't send a quote with errors - it looks unprofessional and can confuse clients.

Step 9: Send the Quote​

Happy with how everything looks? Click "Send Quote" to deliver it to your client!

What Happens Automatically:

1. Email Sent to Client They receive a beautifully formatted email with:

  • A link to view the quote online
  • Brief overview of what you're offering
  • Clear call to action to review and respond

2. Lead Status Updated The lead status changes from "New" to "Quoted" so you know where things stand.

3. Quote Tracking Starts ShootPath starts tracking:

  • When the quote was sent
  • How many days it's been pending
  • Whether the client has viewed it

4. Notification for You You'll get notified when:

  • The client views the quote
  • They accept it
  • They decline it
  • It's been pending for several days (reminder to follow up)

The Quote is Now Live! 🎉

Your client can review it online, discuss with their partner, and accept when ready. All you need to do is wait for their response (and follow up if needed).

After Sending: What to Expect​

Typical Response Times:

  • Most clients respond within 3-7 days
  • Wedding clients might take 1-2 weeks (they're shopping around)
  • Last-minute bookings might respond within hours
  • Corporate clients often need internal approval (1-2 weeks)

Your Role:

  • Give them time to review (don't follow up immediately!)
  • Be available to answer questions
  • Send a friendly check-in after 3-5 days
  • Be patient but proactive

Common Client Questions:

"Can we customize the package?" Usually yes! You can adjust packages, swap add-ons, or create a custom quote based on their specific needs.

"When do we need to decide?" Check if you set an expiration date on the quote. If not, let them know when their date might no longer be available.

"What's included in editing?" Have a clear answer ready: "All photos are professionally color-corrected, exposure-adjusted, and run through my signature style. You'll receive high-resolution digital files."

"Can we pay in installments?" That's what the payment schedule is for! Walk them through when each payment is due.

"What if we need to reschedule?" Point them to your contract, which covers cancellation and rescheduling policies.

Best Practices for Quote Creation​

Match Packages to Their Needs​

Don't just send your most expensive package hoping they'll bite. Send what actually fits their needs and budget (if they mentioned it).

Example:

  • Client mentions "tight budget" → Send your essential package with optional add-ons
  • Client asks for "full coverage" → Send your premium package
  • Client is unsure → Send 2 options so they can choose

Price Add-ons Strategically​

Add-ons should:

  • Cover your actual costs + time
  • Be priced to encourage clients to add them
  • Make sense for the package they're booking

Example: If you charge $2,500 for an 8-hour wedding, don't price "extra hour" at $50 - that devalues your time. Price it at $200-300/hour to properly reflect your value.

Use Payment Schedules Wisely​

For New Clients: Require a deposit (30-50%) at booking to secure the date. This protects you from no-shows and last-minute cancellations.

For Large Bookings: Split payments into 2-3 installments. A $5,000 wedding is easier to commit to when it's $1,500 now, $2,000 later, $1,500 before the wedding.

For Mini Sessions: Consider full payment upfront since the total is small.

Personalize Every Quote​

Reference specific details from your conversation:

  • Venue name
  • What they're celebrating
  • Special requests they mentioned
  • Timeline or season

This shows you were listening and care about their specific needs, not just sending a generic template.

Set Expiration Dates (Sometimes)​

For busy seasons, consider setting quote expiration dates (like 7-14 days). This:

  • Creates urgency to decide
  • Protects you from honoring old pricing if costs change
  • Frees up your calendar if they don't book

When to use expiration dates:

  • You have limited availability
  • Prices are about to increase
  • It's a competitive season (wedding season, holidays)

When NOT to use them:

  • Slow season (you want the booking!)
  • Client mentioned needing time to decide
  • Corporate client who needs internal approval

Common Mistakes to Avoid​

Sending Too Quickly

Don't send a quote in the first email exchange. Have a conversation first! Understand their needs, answer questions, build rapport, THEN send pricing. Otherwise, you're just a price comparison.

Including Too Many Options

❌ Sending 5 package options and 15 add-ons overwhelms clients. ✅ Send 1-2 packages and 3-5 relevant add-ons keeps it simple.

Forgetting to Preview

Always preview before sending! You'll catch typos, wrong dates, incorrect pricing, or formatting issues.

Generic Personal Notes

❌ "Thanks for your interest in my photography services." ✅ "I love that you're planning an outdoor ceremony at sunset - golden hour photos are my favorite!"

Unclear Payment Schedules

Make sure your payment schedule descriptions are crystal clear:

  • ✅ "50% Retainer - Due at booking"
  • ❌ "First payment"

Not Following Up

If you send a quote and never follow up, you're leaving bookings on the table. Most clients just need a gentle reminder!

Pricing Too Low

Don't undervalue your work! Price for your skill, experience, time, and business costs - not what you think clients can afford.

Tips for Higher Acceptance Rates​

Build Rapport First

Have a real conversation before sending the quote. Get them excited about working with you! People book photographers they like and trust, not just the cheapest option.

Show Your Work

Include a link to your portfolio or Instagram in your personal note. Let them see the quality they're paying for.

Educate on Value

Help them understand what goes into your pricing:

  • Your time shooting (prep, travel, session)
  • Editing hours (often 2-3x shooting time)
  • Professional gear investment
  • Years of experience
  • Expertise in lighting, posing, editing
  • Business costs (insurance, software, etc.)

Create Honest Urgency

"Your date is currently available, but I do book up quickly for fall weekends."

Don't manufacture fake scarcity, but DO be honest about availability.

Make It Easy to Say Yes

  • Clear pricing (no hidden fees)
  • Simple packages (not overwhelming)
  • Straightforward next steps
  • Online review and acceptance (no printing, scanning, mailing)
  • Professional presentation that builds trust

Offer a Call

"Want to chat before deciding? I'm happy to hop on a 15-minute call!"

Some people just need to connect with you before committing. Make it easy for them!

What's Next?​

Now that you know how to create professional quotes, learn about managing and following up on them:

Track your quotes → Managing Quotes

Customize quote appearance → Quote Templates

Understand the client experience → Client Experience

Set up packages and add-ons → Packages Documentation

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