Let’s be real, starting a photography business is more than just taking pretty photos. It’s contracts, emails, taxes, galleries, gear protection, client communication, and so much more.
Whether you’re a new photographer or scaling your creative business, having the right tools for photographers can save you hours of time, keep clients happy, and help your business grow sustainably. From CRM systems and email marketing platforms to gallery delivery and gear insurance, these are the tools I actually use and highly recommend.
If you’re looking to get organized, look more professional, and save some money while doing it, this one’s for you. Let’s dive in.
Client Management System(CRM): HoneyBook
A good CRM (Client Relationship Management) system is essential. Before HoneyBook, I was drowning in emails and to-do lists. Now? Everything is streamlined: contracts, invoices, proposals, timelines, and emails are all in one place. It keeps me organized and lets me focus more on shooting and less on admin chaos.
Why HoneyBook works so well for photographers (and other creatives):
A CRM (Client Relationship Management) system is non-negotiable if you want to run a smooth business. Before HoneyBook, I was juggling email chains, contracts, and reminders across way too many platforms. Now, everything lives in one place—contracts, invoices, timelines, proposals, and even payment processing.
- Streamlined Client Management: From inquiry to delivery, you can manage your entire client journey within one system.
- All-in-One Platform: It combines CRM, scheduling, invoicing, contracts, questionnaires, and payment tracking—no more bouncing between different tools.
- Automated Workflows: With HoneyBook’s “clientflow” feature, you can automate emails, questionnaires, payment reminders, and more.
- Customization & Branding: You can personalize every touchpoint with your branding—clients get a consistent, professional experience.
- Improved Client Experience: It’s clean, organized, and easy to navigate, so your clients always feel taken care of.
- User-Friendly Interface: Intuitive and beginner-friendly, even if you’re new to CRMs.
- Time & Cost Savings: Automating admin tasks saves you hours each week (and a ton of stress).
- Bonus: It even integrates with tools like Gmail for seamless communication.
My honest take: I’ve tried a few CRMs over the years, but HoneyBook is the one that finally felt like it fit. The interface, automation, and client experience are what sold me—and I haven’t looked back.
Get 30% off your HoneyBook subscription
Posing, Prompts & Client Guides – Unscripted
Unscripted App
Unscripted is more than just a posing app. It’s like having a creative assistant in your pocket. There are thousands of prompts, workflow checklists, guides, and even a lightweight CRM built in. Its like Pinterest and Honeybook had a baby.
Why I use it:
- Keeps sessions fresh and fun
- Helps me communicate better with clients
- Amazing for wedding, family, and couples photographers
- Showcase and submit your favorite photos
Unscripted is more than just a posing app. It’s full of session ideas, tips, client guides, posing prompts, and even has a built-in CRM feature. I love using it when I want to keep sessions fresh or need a quick dose of inspiration. They usually have sales all through out the year too for a one time price for life!
Get $50 off your annual plan here
Business Insurance – The Hartford
Let’s not skip the boring-but-crucial stuff. Having business insurance gives you peace of mind if something unexpected happens—damaged gear, a client injury, or even a legal claim.
The Hartford offers customized photographer insurance plans, including liability and equipment coverage. Worth every penny.
Having insurance saved my camera one time. I was dancing my way through the dancefloor when it fell off my harness and shattered the lens filter (PUT A FILTER ON NOW IF YOU DONT ALREADY). An easy fix right? Nope the ring was bented stuck on my lense from the fall. I immediately reached out, filed a claim and was able to get the process started of getting it repaired.
Gallery Hosting – Pixieset
Pixieset is the platform I use to deliver galleries, and it’s honestly become one of the most important tools in my workflow. It’s more than just a gallery delivery system—Pixieset is an all-in-one solution that helps streamline so many aspects of my business.
Why I love Pixieset:
- All-in-One Solution: From client galleries to website building, studio management, and an online store for selling prints and downloads, it has everything in one place.
- User-Friendly: The drag-and-drop Flex Editor is super intuitive, even if you’re not tech-savvy.
- Customizable Branding: You can create stunning, branded galleries and websites that match your style perfectly.
- Client-Focused Experience: Clients love how easy it is to view, purchase, and download their images.
- Workflow Management: Pixieset also includes tools like invoice generation, contract management, and project tracking, making it a great studio manager.
- Mobile-Friendly: With a mobile gallery app for clients and a Studio Manager app for photographers, you can manage your business on the go.
- Affordable Options: It even has a free plan packed with great features—perfect if you’re just getting started.
Get $20 off your plan when you sign up
Editing Software – Adobe Creative Cloud
Every photographer needs an editing workflow, and Adobe Creative Cloud is the gold standard. I use Lightroom for most edits and Photoshop for detailed retouching or composites. They also offer cloud storage with certain plans.
If you’re just starting out, look for the Photography Plan, which bundles Lightroom and Photoshop at a lower price.
Make It Official – Set Up an LLC
Registering your business as an LLC helps protect your personal assets, separates business expenses, and makes you look more legit (because you are).
You can file through your state or use an online service like LegalZoom if you want a more guided process. LegalZoom helps walk you through setting up your LLC step-by-step, including filing paperwork, creating an operating agreement, and even offering add-ons like EIN registration and compliance reminders. They can even help you with issues that may arise later down the line.
Just make sure it’s one of your first steps to getting your business officially off the ground.
Tracking Finances – Google Sheets, Excel, & Quickbooks
I started with simple Google Sheets to track income, expenses, mileage, and monthly revenue goals. It’s basic but incredibly effective when you’re starting out, and it keeps everything in one place—especially during tax season.
Spreadsheets also help you see what’s working, what’s not, and how you’re growing year over year. Even more importantly, tracking your KPIs (Key Performance Indicators)—like average sale per client, booking rate, or cost of doing business—gives you real insights into what’s helping your business grow versus what’s just draining your time and energy.
But as your business grows, QuickBooks becomes a serious time-saver. It syncs with your bank account, auto-categorizes expenses, tracks mileage, manages invoices, and gives you monthly reports and tax summaries with way less manual effort. They can also be used as an accounting service and helps keep you on track for tax season.
If you’re finding that spreadsheets are becoming overwhelming, or you just want something more streamlined, QuickBooks is a smart next step. It’s perfect for staying organized and saving time without needing to hire a CPA right away.
No matter which tool you use, building this habit early on helps you treat your photography like a real business—and grow it like one too.
Get 75% off your Quickbooks membership
Business Bank Account – Keep It Separate
Please do yourself a favor and open a separate bank account for your photography business. It makes everything easier:
- Easier to manage expenses
- Clearer income tracking
- Smoother tax prep
You’ll thank yourself later. This is something I wish I did years ago instead of waiting until i was making “real” money from my buisness. If you are looking to go fulltime one day this is something that is super helpful to help you save for this.
Accounting – CPA
When I was starting out, I used TurboTax to file taxes, and it made everything simple. Now I work with a CPA—but either route is way better than winging it.
Why this matters: proper bookkeeping ensures you’re setting aside enough for taxes, tracking your income accurately, and maximizing your deductions. It also saves you from a major headache (and potential fines) come tax season. Working with a CPA can also provide personalized advice on things like business write-offs, how to pay yourself, and what records to keep throughout the year.
Whether you’re using software or hiring a professional, make sure bookkeeping is part of your regular business routine.
Email Marketing – Kit
Instagram is fun, but your email list? That’s where the magic happens. Kit is a beginner-friendly email marketing platform that helps you:
- Grow your email list
- Send newsletters or promos
- Automate welcome sequences
Why this matters: Social media algorithms change constantly, but your email list is something you actually own. It gives you direct access to your audience without worrying about reach or engagement drops. Plus, email is one of the highest-converting tools in marketing—especially when it comes to booking clients, launching mini sessions, or selling print products.
If you’re not building an email list yet, this is your sign to start. You can start with as simple as a monthly newsletter.
Pinterest – Your Secret Weapon for Traffic
Pinterest is a visual search engine, and it’s seriously underrated. Every blog post, sneak peek gallery, or tip you share can live on Pinterest and drive traffic to your website for years.
Why I use Pinterest:
- It brings traffic to my blog and galleries
- It helps me reach newly engaged couples
- It gives my content a longer shelf life
Use Canva to make pin graphics and write keyword-rich descriptions (think “New Jersey beach wedding photographer” instead of “dreamy shoot”). You don’t need to be a marketing pro—just consistent.
AfterShoot – AI Photo Culling & Editing Assistant
If editing is taking over your life (we’ve all been there), AfterShoot is about to be your new best friend. It uses AI to help photographers cull images faster and even apply smart edits. It’s not just a time-saver—it’s a sanity-saver.
Why I love AfterShoot:
- AI-Powered Culling: It selects the best images from a session so you don’t have to sort through thousands manually.
- AI Editing: Their new editing feature lets you batch-edit photos with your own style presets—perfect for speeding up your workflow without losing consistency.
- Time Savings: What used to take hours can now take minutes. More time for marketing, client communication, or just taking a break.
- Customizable & Intuitive: It learns your preferences as you use it, making the results better and faster over time.
Whether you’re juggling back-to-back weddings or just looking to reclaim your time, AfterShoot is seriously worth checking out.
Showit – Easy & Customizable Website Hosting
Your website is one of the first places potential clients will interact with your brand—and Showit makes it super easy to create something that feels like you. It’s a drag-and-drop website builder designed with photographers and creatives in mind.
Why I love Showit:
- No coding needed (seriously!)
- Full design freedom with templates or from scratch
- Seamless WordPress blog integration
- Mobile design control
- Tons of Showit-specific designer templates available
If you want a site that’s beautiful, branded, and easy to maintain, Showit is the way to go.
The Legal Paige – Contracts Made Easy
Let’s talk legal. Contracts aren’t just a formality—they’re protection for both you and your clients. The Legal Paige offers lawyer-drafted contract templates specifically for photographers and creative businesses.
Why I recommend The Legal Paige:
- Contracts are written in plain English, not confusing legal jargon
- You can customize them to your business model
- They cover everything: weddings, second shooters, associates, travel, and more
- Created by a lawyer and former photographer—so she gets it
Having strong contracts gives your business real boundaries, legal clarity, and confidence if anything ever goes sideways.
Get contracts and legal resources
Final Thoughts
Running a photography business takes way more behind-the-scenes work than people realize—but the right tools can make a huge difference. Every one of these platforms has helped me grow, stay organized, and show up more confidently for my clients. Its also allowed me to take back some of the time I was wasting doing tedious time consuming tasks.
Pin this post or bookmark it for later! Let me know what tools you’re loving, too!