Free tools for the work behind your shoots

Client names and preferred contact:
Event type and all dates:
Venue addresses and travel between locations:
Family or event coordinator contact:
Backup contact on the day:
Coverage hours and photo/video team requirements:
Film lengths, aspect ratios, audio and subtitle requirements:
Approval owner and included review rounds:
Priority moments and group photograph list:
Accessibility or venue restrictions:
Agreed deliverables and deadlines:
Package, payment milestones and next action:

Studio name and quote reference:
Studio GSTIN (if registered):
Prepared for / date / quote valid until:
Event dates, venues and coverage hours:
Photography and video team:
Included edited images, films and albums:
Delivery milestones:
Coverage fee:
Travel, accommodation and optional extras:
Applicable taxes confirmed separately:
Total agreed value:
Advance and balance due dates:
Bank or UPI details for advance payment:
Revision scope, cancellation and rescheduling terms:
How the client accepts the quote:

Confirm date availability and travel buffers.
Record client contact, venue and package.
Agree written terms and payment milestones.
Record the advance separately from the booking confirmation.
Distinguish confirmed bookings from tentative holds.
Assign the shoot team and brief owner.
Send the confirmation with date, time, place and next step.
Ask the client to check the details.

After an enquiry:
Hi [name], thanks for enquiring about [event]. Could you share the date, venue and coverage you need? I can then check availability and suggest the next step.

After a quote:
Hi [name], have you had time to review the [event] quote? I can clarify [coverage/deliverables]. Would [agreed date] be a useful time to check back?

Closing the loop:
Hi [name], I am closing the follow-up for now. If your plans move forward, you are welcome to get in touch and I will check availability again.

Adapt to the conversation; stop when the client declines or asks not to be contacted.

Booking reference / client:
Studio GSTIN (if registered):
Agreed booking value:
Payment date / amount / method:
Bank or UPI reference, where available:
Recorded by:
Total recorded to date:
Remaining balance:
Next payment due / agreed condition:

Hi [name], we have recorded [amount] received on [date] against [booking]. The remaining balance recorded is [balance], due [agreed milestone]. Please tell us if any detail needs correcting.

Keep each transaction separately. This acknowledgement is not a tax invoice; confirm invoice and receipt requirements with your accountant.

Studio name and policy reference:
Applies to booking reference:
Notice period required for a client-initiated reschedule:
Notice period required for a client-initiated cancellation:
Advance refund policy (full / partial / non-refundable) by notice period:
Studio-initiated reschedule or cancellation terms (illness, force majeure):
Rebooking date terms if rescheduled:
How a cancellation or reschedule request must be submitted:
Timeline for confirming the new date or refund:

Share this with the client at quote stage, not after a dispute starts. Keep the client's written acceptance on file.

Confirm venue, reporting time and client contact.
Share the brief and priority moments with the team.
Check travel time and venue permissions.
Assign cameras, lenses, lights and audio equipment.
Test batteries, cards, storage and recording settings.
Assign responsibility for spare equipment.
Confirm file naming, card handover and backup owner.
Record returned equipment after the shoot.

For each event (for example, engagement, wedding and reception):
Date / venue / start and end time:
Team reporting time and travel buffer:
Photographer / cinematographer / assistant:
Priority moments and family contact:
Equipment handover between events:
Meal, break and transport arrangements:
End-of-day file handover and backup owner:
Next morning readiness check:

Use actual timings from the family or planner; do not assume every wedding follows the same sequence.

Verify the source files and backups.
Name the editor, reviewer and deadline.
Attach the client brief and reference style.
Define photo selection, film length, audio, aspect ratio and export requirements.
Record missing files or unresolved requests.
Complete an internal quality review.
Collect one consolidated client feedback list.
Record the approved version and delivery handover.

Confirm album size, page count and selected images.
Check names, dates, captions and image order.
Check cropping, gutters, colour and layout consistency.
Send the numbered proof version to one client decision maker.
Collect consolidated changes within the agreed scope.
Obtain written approval for the final proof.
Confirm print specifications and delivery address.
Record the print order, inspection and handover.

Enquiry: capture contact, requirements and next action.
Contacted: confirm availability and fit.
Follow-up: assign an owner and agreed follow-up date.
Booked: record accepted scope, advance and dates.
Shoot: assign team, brief and equipment.
Editing: assign editor, review and deadline.
Review: collect photo, film or album feedback and approval.
Delivery: check final files, balance and handover.

Skip stages that do not apply. Give each active stage an owner, completion condition and next action.