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The Client Workflow We Wish We Had From Day One

If we could go back to the beginning, before the Google Docs, the late-night to-do lists, and the “wait, did I ever reply to that enquiry?” panic? We’d start with one thing: a solid client workflow.

One that feels professional and personal.
Simple, clear, repeatable.
No spreadsheets of doom. No inbox spirals.

Here’s what we’ve learned (the hard way) about building a workflow that actually supports your business, and your brain:

→ What to automate, what to personalise, and how to make it feel effortless.

1. Automate the boring stuff. The email that says “Thanks for your enquiry!” The invoice. The questionnaire. The gallery delivery. These are things you can (and should) set and forget with tools like Studio Ninja doing the heavy lifting.

Because let’s be honest, you don’t need to write “here’s your invoice” from scratch 47 times a year.


1. Automate the boring stuff.

Your response to that first enquiry? That’s gold. The check-in before the shoot? Crucial. These are the moments your client feels you, and they’ll remember how that felt even more than your Lightroom presets.

Use templates as a starting point, but don’t phone it in. A little voice, a little thought, a big difference.

2. Personalise the stuff that builds trust.

A workflow doesn’t need to be fancy. But it does need to live somewhere besides your brain.

Whether it’s a CRM, a checklist, or a sticky note on your wall, find a system that lets you:

  • Know where every client is at in their journey
  • Deliver consistently (without burnout)
  • Have space for the real human stuff

3. Make it make sense, for you.

TL;DR?

Build your workflow once. Tweak as you grow. And stop reinventing the wheel every time a new enquiry lands.

You deserve a business that runs smoother than your 2011 iMac.
Start here.

→ Want to see what our workflow actually looks like? Drop into our Facebook group or hit us up on coworking day.