There's no shortage of tools that send a photographer's proposals and invoices. OpsVue does that too — agreements clients accept online, retainer and balance payments, follow-up that doesn't slip. Where it parts ways with the usual photography CRM is everything those tools ignore: the camera bodies and lenses you own, the second shooter you're coordinating, and the gear that leaves the studio for every wedding.
Every inquiry becomes a work record that carries the whole engagement — the proposal and its revisions, the accepted agreement, the session details, the money, the tasks, and the deliverable files with their version history — from first email to final delivery.
And because OpsVue learns your vocabulary at setup, it says shoots and sessions rather than jobs and orders, in the app and on the documents your clients see.
Wedding dates go to whoever responds first with something concrete. When assembling a proposal takes three evenings, the date books elsewhere while you're formatting a PDF.
The same fifteen steps — agreement, retainer, timeline call, shoot, cull, edit, deliver, balance — reconstructed from memory for every client, with a different step forgotten each time.
A date isn't booked until the agreement is accepted and the retainer is paid. Tracking who's stalled at which step across a dozen open inquiries takes a spreadsheet you have to remember to update.
The CRM doesn't know you own three bodies and eleven lenses, which one is at the repair shop, or that your second shooter still has the 70-200 from last weekend.
The gallery went out, but the balance invoice didn't. The final files sit on a drive, unversioned. The thank-you never got written. The last mile of every booking leaks money and goodwill.
Here's a wedding booking's path through OpsVue — the same shape works for portraits, brand shoots, and mini sessions:
One record per session holding the client, the dates, the documents, tasks, files, emails, and money — a pipeline you can actually see, from inquiry to paid.
Client & Work Management →Clients view the proposal, accept the agreement with a typed name, or request changes — no login, no account. Acceptance is recorded, and the retainer is paid on the same link.
Quotes, Proposals & Contracts →Weddings, brand work, mini sessions — each gets its own named workflow with steps, timing, and outcome forks like no response after five quiet days. Reminders and drafts appear on schedule; nothing emails a client without your approval.
Workflows & Automations →Serialize bodies and lenses, log service history, and know what's in the bag, at the repair shop, or with your second shooter — checkout and check-in per session.
Inventory & Equipment →Assignments with due dates for shooting, culling, editing, and delivery — handoffs written down instead of remembered, with overdue work flagged.
Tasks & Team Operations →Per-session folders for agreements, shot lists, and deliverable versions, shared per person on your team. The final-final-v3 folder problem, retired.
Smart Files →Email Studio templates for your recurring messages, a send history per client, and reminder drafts staged for your approval at the right moments in every booking.
Email & Communication →Say an inquiry lands on a Tuesday for a September wedding. By Wednesday the couple has a proposal on a clean link; they accept the agreement with a typed name and pay the retainer that night. The date is held on your calendar, and the wedding workflow mints its first tasks — timeline call in June, gear check the week of, second-shooter confirmation.
The week of the wedding, the checklist is real: two bodies, five lenses, and the flash kit check out against the session, half of it assigned to your second shooter. Saturday happens. Sunday, everything checks back in except the 35mm — which is flagged the moment it doesn't come back, not discovered the night before the next shoot.
Over the following month, culling and editing move through assigned tasks, deliverable versions accumulate in the session's folder, the balance invoice goes out from the same record the retainer came in on, and a follow-up draft waits for your approval once delivery is done. Nothing about the booking depended on your memory.
It covers the same client-facing spine — proposals, agreements, invoices, scheduling, follow-up — and then keeps going into operations most photography CRMs skip: serialized gear with service history, checkout per session, second shooters and editors as assigned team members, and per-session files with version history.
No. Keep the gallery service you like for client viewing and proofing. OpsVue is the business record behind it — the agreement, the payments, the tasks, and the version history of what you delivered.
On a no-login document link: they read the agreement and accept with their typed name, or request changes instead. The response is recorded on the booking, and the retainer can be paid on the same link through your connected Stripe account.
It prepares the follow-up; you send it. Workflows create reminders, tasks, and email drafts on schedule, and every client-facing email waits for your approval. Nothing sends itself.
OpsVue is available now. Start a 30-day trial (no credit card) and set up your first workflow today.
Proposals, agreements, retainers, gear, second shooters, and delivery — every session on one record that never depends on memory. Start a 30-day trial.
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