CRM for Wedding Photographers

• The problem

  A couple asks if you are free on their date, and you answer after they have booked someone else.

  In Kompot.ai

  Every wedding you have booked sits on the shared calendar, synced with Google Calendar, so one look tells you whether the date is open. The inquiry becomes an opportunity with the wedding date and venue on it, and a saved reply with your collections goes out while the couple is still comparing.

• The problem

  The retainer is paid, but nobody remembers when the couple owes the balance.

  In Kompot.ai

  The retainer is its own invoice with a payment link, and the balance is a second invoice. A scheduled workflow messages the couple and creates a task for you ahead of the balance date, so you are not chasing money in the week of the wedding.

• The problem

  The day-of timeline, the family formals list and the planner's number are scattered across emails.

  In Kompot.ai

  Each wedding is a job with the venue address, the coverage window and the people shooting it. The timeline, the list of family groupings and the planner's phone number are attached as files and notes, and you open them on your phone at the venue.

• The problem

  The second shooter was booked by message and has the wrong ceremony time.

  In Kompot.ai

  Add the second shooter as an assignee on the wedding job. They see the date, the address, the coverage hours and the timeline from their own phone, and when the couple moves the ceremony, everyone looks at the same updated job.

• The problem

  Galleries are delivered, but album orders drag on for months and many never happen.

  In Kompot.ai

  Make album design its own stage after gallery delivery. The album goes to the couple as an estimate from your price list, you see when they open it and approve it, and an estimate left unanswered raises a follow-up task while the wedding is still fresh.

What you keep on record

The wedding day

Date, ceremony and reception venues, coverage window and the day-of timeline — on the wedding job, with files attached.

The couple

Both partners' names, phones and emails, how they found you and who their planner is — as custom fields on the contact.

Contract and payment schedule

The contract signed by both partners with its audit trail, and the retainer and balance invoices, each showing paid or still open.

Collections and albums

Coverage collections, engagement sessions, extra hours, albums and parent albums in your price list.

Questions owners ask

Can both partners sign the wedding contract?

Yes. A document can have several signers, so each partner signs from their own phone, by email or by link. You get an audit trail of who signed and when, and a PDF to keep with the wedding.

How do I handle a retainer now and the balance before the wedding?

Issue two invoices: one for the retainer, paid through its payment link at booking, and one for the balance. A scheduled workflow reminds the couple ahead of the balance date. Overdue invoices are flagged.

Will it stop me from double-booking a Saturday?

Booked weddings sit on the shared calendar and sync with Google Calendar, so a taken date is visible as soon as an inquiry comes in. The decision stays with you: the system shows the calendar, and you answer the couple.

Can my second shooters and associates see their weddings?

Yes. Assign them to the wedding job and they open it in a phone's browser: date, venues, coverage window, timeline and notes. Roles and permissions work by section, so a second shooter can be kept out of invoices, reports or settings.