A smooth, repeatable workflow saves you hours every week and gives every client the same great experience. This guide follows one job from the first booking to the five-star review, and shows which RebookMedia tool to use at each step. The example is a real estate shoot, but the same steps work for any kind of photography.
In this guide: booking, preparation, the contract, the shoot, delivery, payment, the review, and wrapping up.
Step 1: The booking
- Online: the client books on your profile or website, chooses a package and a time, and pays a deposit. RebookMedia creates the project, the visit and the client for you.
- By phone or message: create the project yourself, add the client and the services, and schedule the visit.
See Set up online booking and Create and manage projects.
Step 2: Prepare
- Check the visit: date, time, address and who is shooting. Rename "Booking Visit" to something clear, such as "Listing photos".
- If someone on your team is shooting, assign them so they get the job and the calendar invite.
- Add to-dos for anything to remember, such as "Confirm access code with agent".
- Send the client a short message with how to prepare: lights on, clutter cleared, cars moved.
See Schedule and manage visits.
Step 3: The contract
For larger jobs, send a contract before the shoot so expectations are clear: what is included, delivery time, image usage and your cancellation terms. Set your usual contract as your default template so it takes a minute. See Send contracts and get them signed.
Step 4: The shoot
- Check the day on your Home calendar or the Calendar page.
- Arrive on time, and take a few extra shots of the features the client cares most about.
- Team members can upload their files straight to the job from their own account.
Step 5: Deliver
- Upload the edited photos, floor plans and other files to the project's media.
- Set up the gallery: cover photo, title, download and favorite options, and a password if needed.
- Mark the project Completed. Your client gets a "Photos are ready" email with a link to their gallery.
Deliver when you said you would; fast, reliable delivery is what brings agents back. See Deliver photos and media to clients.
Step 6: Get paid
- Send the invoice for the balance as soon as you deliver, with a short thank-you note. The deposit is already taken off.
- Use a reminder template for anything overdue; overdue invoices also appear on your Home page.
- Record cash or check payments yourself.
See Send invoices and get paid.
Step 7: Ask for a review
Once the client has their photos, click Request Review on the project. Happy clients are most likely to leave a review in the first few days. See Get reviews from your clients.
Step 8: Wrap up
- If a team member did the job, pay becomes due when the project is completed. Record or send their payment (see Pay your team members).
- Add your favorite shot from the job to your portfolio.
- Note anything you would do differently next time.
Make it a habit
Once this flow feels natural, save time with templates for every email you send often, a default contract, and services set up so clients can book online. The less you type, the more you can shoot.
Still stuck? Book a free 30-minute call with our support team and we will walk through it with you.