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Quote Templates

Quick Reference​

Quote templates control how your quotes look and what text appears. Customize them to match your brand and messaging!

What You Can Customize:

  • Header text - Welcome message clients see first
  • Footer text - Closing message and next steps
  • Package descriptions - How packages are presented
  • Branding - Logo, colors, fonts
  • Terms and conditions - Legal disclaimers or policies

How to Customize:

  1. Go to Settings > Quote Templates
  2. Edit default template or create new ones
  3. Customize text, colors, and layout
  4. Preview how it looks to clients
  5. Save changes

Template Variables: Use these in your template text to auto-fill client info:

  • \{client_name\} - Client's first name
  • \{business_name\} - Your business name
  • \{job_type\} - Type of session
  • \{session_date\} - When the shoot happens
  • \{total_amount\} - Total quote price

Pro Tip: Create multiple templates for different job types (wedding template, portrait template, corporate template) with genre-specific messaging!

Detailed Guide​

What Are Quote Templates?​

Think of a quote template as the "wrapper" around your pricing. The template controls:

  • How your quote is laid out visually
  • What introductory and closing text appears
  • Your branding (logo, colors, fonts)
  • Any legal disclaimers or terms

What Templates DON'T Control:

  • Package details (managed in Packages settings)
  • Add-on details (managed in Packages settings)
  • Payment schedule structure
  • Pricing amounts

Templates are about presentation and messaging, not the actual pricing content.

Why Templates Matter​

Professional Presentation: A well-designed template makes you look established and trustworthy. Clients compare multiple photographers - professional presentation helps you stand out.

Brand Consistency: Your quote should feel like an extension of your website and Instagram. Same logo, colors, and tone = cohesive brand experience.

Clear Expectations: Template text sets the stage for what clients can expect from working with you. It's your chance to build excitement and answer questions upfront!

Efficiency: Once your template is set up, every quote you send looks polished without extra work. Set it and forget it!

The Default Template​

ShootPath includes a default quote template that works for most photographers. It includes:

Header Section:

  • Your business logo
  • Welcome message
  • Brief intro text

Body Section:

  • Selected packages with descriptions
  • Add-ons available
  • Total pricing
  • Payment schedule

Footer Section:

  • Next steps (what happens after accepting)
  • Contact information
  • Terms and conditions (optional)

Default Messaging:

The default template uses neutral, professional language that works across all photography genres. But you should customize it to match your brand voice!

Accessing Quote Templates​

Go to: Settings > Templates > Quote Templates

You'll see:

  • Default Template - Used for all quotes unless you specify otherwise
  • Custom Templates - Any additional templates you've created
  • Preview - See how each template looks to clients

Customizing Your Template​

Let's walk through customizing the default template to match your brand.

1. Edit Header Text​

The header is what clients see first. Make it warm and welcoming!

Default Header:

Thank you for your interest in [business_name]! Below is pricing
for your upcoming [job_type] session.

Wedding Template Example:

Congratulations on your engagement!

Thank you for considering us to capture your big day. Below you'll find
pricing and packages for your \{session_date\} wedding. We can't wait to
be part of your celebration!

Portrait Template Example:

Hi \{client_name\}!

We're so excited you reached out! Below is pricing for your \{job_type\}
session. We've put together options to help you choose what works best
for your family.

Corporate Template Example:

Thank you for considering \{business_name\} for your upcoming event.

Below you'll find professional photography packages tailored to your
\{session_date\} event. We look forward to delivering high-quality coverage
that showcases your brand.

Tips for Headers:

  • Keep it to 2-3 sentences
  • Reference the specific job type or date
  • Set a warm, professional tone
  • Use {variables} to personalize

2. Edit Footer Text​

The footer explains next steps and closes the quote.

Default Footer:

To accept this quote and move forward, click the "Accept Quote" button below.
You'll then receive your contract to review and sign.

Questions? Reply to this email or call us at [phone].

We look forward to working with you!

Wedding Template Example:

Ready to book your date?

Click "Accept Quote" below to secure your spot. Once accepted, you'll receive
your contract to review and sign, then submit your retainer payment to officially
book us for your big day.

Have questions? We're here to help! Reply to this email or call/text us at
[phone]. We typically respond within a few hours.

We can't wait to capture your love story!

Portrait Template Example:

Love what you see? Let's book it!

Click "Accept Quote" to get started. You'll review and sign your contract, then
submit your deposit to officially reserve your session date.

Questions about packages, locations, or what to wear? Just reply to this email
or give us a call at [phone]. We're happy to chat!

Looking forward to creating beautiful memories with you!

Tips for Footers:

  • Clear call to action ("Click Accept Quote")
  • Explain what happens next
  • Make it easy to ask questions
  • End on an enthusiastic note

3. Customize Colors and Fonts​

Match your brand's visual identity.

Colors to Customize:

  • Primary Color - Used for headings, buttons, accents
  • Secondary Color - Used for subheadings, highlights
  • Background Color - Usually white or light neutral
  • Text Color - Usually dark gray or black

Font Options:

  • Heading Font - Bold, attention-grabbing (for your business name, package names)
  • Body Font - Easy to read (for descriptions and pricing)

Brand Examples:

Romantic/Classic Wedding Photographer:

  • Primary: Soft rose gold (#D4A5A5)
  • Secondary: Sage green (#9DB19D)
  • Heading Font: Elegant serif (Playfair Display)
  • Body Font: Clean sans-serif (Lato)

Modern/Bold Portrait Photographer:

  • Primary: Deep teal (#2C7873)
  • Secondary: Warm coral (#FF6F61)
  • Heading Font: Bold sans-serif (Montserrat Bold)
  • Body Font: Simple sans-serif (Open Sans)

Professional Corporate Photographer:

  • Primary: Navy blue (#1A3A52)
  • Secondary: Gray (#6B7280)
  • Heading Font: Clean sans-serif (Roboto Bold)
  • Body Font: Professional sans-serif (Inter)
Brand Consistency

Use the SAME colors, fonts, and logo as your website and business cards. Consistency builds brand recognition!

Upload your business logo to appear at the top of every quote.

Logo Requirements:

  • Format: PNG with transparent background (best) or JPG
  • Size: At least 500px wide for clarity
  • Aspect Ratio: Horizontal logos work best (don't upload a square logo)

Where It Appears:

  • Top of quote page
  • Email notification to client
  • Printed versions (if client downloads as PDF)

If You Don't Have a Logo: Your business name will display as text instead. That's fine! Simple text can look professional if your fonts and colors are on-brand.

5. Add Terms and Conditions (Optional)​

Include legal disclaimers or important policies in your quote footer.

Common Terms:

Pricing:

  • "Pricing is valid for 30 days from quote date"
  • "Prices may change for bookings made after [date]"
  • "Custom quotes available upon request"

Availability:

  • "Date is not reserved until contract is signed and deposit is received"
  • "Available dates subject to change"

Cancellation:

  • "See contract for full cancellation and rescheduling policies"
  • "Deposits are non-refundable but may be applied to future bookings"

Travel:

  • "Travel fees may apply for locations beyond 30 miles"
  • "Destination bookings require additional fees - contact for details"

Example Terms Section:

Please Note:
- Pricing is valid for 14 days from quote date
- Your date is not officially reserved until contract is signed and deposit is paid
- All payments are processed securely through Stripe
- See full contract for cancellation, rescheduling, and delivery policies
- Travel fees apply for locations beyond 25 miles from [city]

Keep it brief! Full policies belong in your contract, not your quote.

Template Variables​

Use these placeholders in your template text - they auto-fill with actual data when the quote is sent.

VariableWhat It ShowsExample Output
\{client_name\}Client's first name"Sarah"
\{client_full_name\}Client's full name"Sarah Johnson"
\{business_name\}Your business name"Crashing Elegance Photography"
\{job_type\}Type of session"Wedding"
\{session_date\}Shoot date"October 15, 2026"
\{session_location\}Where you're shooting"Central Park, NYC"
\{total_amount\}Total quote price"$3,500"
\{package_name\}Selected package"Full Day Coverage"

How to Use Variables:

In your template text, type the variable name in curly braces:

Hi \{client_name\}!

Thank you for considering \{business_name\} for your \{session_date\} \{job_type\}.
Below is pricing totaling \{total_amount\} for our \{package_name\} package.

When Sarah receives her quote for a $3,500 wedding, she'll see:

Hi Sarah!

Thank you for considering Crashing Elegance Photography for your October 15, 2026
Wedding. Below is pricing totaling $3,500 for our Full Day Coverage package.

Benefits:

  • Personalized without manual typing
  • Automatically accurate (no typos)
  • Saves time on every quote
Escape Curly Braces

If you need to show actual curly braces in your text (not as a variable), escape them: \\{ and \\}. Otherwise ShootPath will try to interpret them as variables!

Creating Multiple Templates​

You can create different templates for different job types or client segments.

Why Use Multiple Templates?

Different Messaging:

  • Wedding quotes need romantic, celebratory language
  • Corporate quotes need professional, efficient language
  • Portrait quotes need warm, family-focused language

Different Terms:

  • Wedding bookings might require larger deposits
  • Mini sessions might have different cancellation policies
  • Corporate events might need net-30 payment terms

Different Branding:

  • You might brand yourself differently for weddings vs. headshots
  • Different logo or color scheme per genre

How to Create a New Template:

  1. Go to Settings > Templates > Quote Templates
  2. Click "Add New Template"
  3. Give it a clear name ("Wedding Quote Template")
  4. Customize all sections
  5. Save

Assigning Templates:

When creating a quote, you can select which template to use:

  • Default Template - Used automatically unless you change it
  • Wedding Template - Select manually for wedding quotes
  • Portrait Template - Select for portrait sessions
  • Corporate Template - Select for business clients

Or set defaults per job type:

  • All Wedding jobs use Wedding Template
  • All Portrait jobs use Portrait Template
  • Etc.

Previewing Your Template​

Before saving changes, always preview how your template looks!

Preview Options:

Desktop View: See how it appears on a laptop or desktop computer.

Mobile View: See how it looks on a phone (most clients view on mobile!).

Email Preview: See the email notification clients receive with the quote link.

What to Check:

Readability:

  • Is text easy to read?
  • Are colors contrasting enough?
  • Is font size appropriate?

Branding:

  • Does logo appear correctly?
  • Do colors match your brand?
  • Does tone match your style?

Layout:

  • Does everything fit on screen?
  • Are sections clearly separated?
  • Is it easy to navigate?

Variables:

  • Do all variables populate correctly?
  • Are there any leftover \{placeholders\}?

Mobile Responsiveness:

  • Does it look good on a small screen?
  • Are buttons easy to click?
  • Is text readable without zooming?
Mobile Matters

Over 60% of clients view quotes on their phones. Always check mobile preview before saving!

Best Practices for Quote Templates​

Keep It Simple​

Don't clutter your template with:

  • Too many colors (stick to 2-3)
  • Multiple font styles (2 is plenty)
  • Excessive text (clients won't read long paragraphs)
  • Too many images or graphics

Clean, simple templates look more professional and are easier to read.

Match Your Brand Voice​

If your brand is warm and casual: "Hey Sarah! So excited you reached out about your wedding..."

If your brand is professional and polished: "Dear Ms. Johnson, Thank you for your inquiry regarding photography services..."

If your brand is fun and creative: "Woohoo! Let's capture some amazing moments together! Here's what we have in mind..."

Stay consistent with how you present yourself everywhere else!

Focus on Benefits, Not Just Features​

Feature: "Package includes 8 hours of coverage"

Benefit: "8 hours of coverage means we'll be there from getting ready through your grand exit, capturing every important moment"

Feature: "You'll receive 400 edited photos"

Benefit: "Over 400 professionally edited photos so you can relive every moment of your special day"

Help clients understand WHY they should care about what's included!

Test with Real Data​

Don't just preview with placeholder text. Create a test quote with:

  • Real client name
  • Actual packages
  • Real pricing
  • Full payment schedule

Send it to yourself and click through the entire experience. You'll catch issues you wouldn't see otherwise!

Update Regularly​

Review your templates every 6-12 months:

  • Is messaging still accurate?
  • Do prices need updating?
  • Are terms still current?
  • Does branding match your current look?

Your business evolves - your templates should too!

Common Template Mistakes​

Too Much Text

❌ Three paragraphs explaining your photography philosophy ✅ One brief, engaging paragraph

Clients want pricing, not a novel!

Generic Messaging

❌ "Thank you for your interest in photography services" ✅ "Thank you for considering us for your {job_type}!"

Use variables and job-specific templates to personalize!

Unclear Next Steps

❌ "Contact us if you'd like to proceed" ✅ "Click 'Accept Quote' below to reserve your date!"

Make the next step obvious and easy!

Broken Variables

❌ Text shows \{client_name\} instead of "Sarah"

Preview carefully! Make sure all variables work.

Poor Mobile Experience

❌ Text is too small to read on phone ❌ Buttons are too small to tap ❌ Logo is cut off on mobile

Always check mobile preview!

Example Template Layouts​

Minimalist Template​

Structure:

  • Logo centered at top
  • Brief welcome (2 sentences)
  • Package details
  • Total and payment schedule
  • Accept button
  • Footer with contact info

Best for:

  • Modern, clean brands
  • Corporate clients
  • Simple, straightforward messaging

Detailed Template​

Structure:

  • Logo and header image
  • Warm, personal introduction (3-4 sentences)
  • Package breakdown with benefits highlighted
  • Add-ons with descriptions
  • Payment schedule with explanations
  • What to expect after accepting
  • Detailed footer with FAQ links
  • Terms and conditions

Best for:

  • Wedding photographers
  • High-touch, personal brands
  • Clients who need more education

Visual Template​

Structure:

  • Large hero image behind logo
  • Brief intro text over image
  • Package cards with icons
  • Visual timeline of what happens next
  • Contact section with photos
  • Minimal footer

Best for:

  • Modern, design-forward brands
  • Portrait photographers
  • Younger client demographic

What's Next?​

Now that you know how to customize quote templates, explore these topics:

See what clients experience → Client Experience

Learn to create quotes → Creating Quotes

Set up packages and pricing → Packages Documentation

Understand contract templates → Contract Templates

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