Wedding photographer CRM
A CRM should remove work, not become a second place to update. StoonOS keeps the enquiry, the couple, the proposal and the contract on one record, so the follow-up that wins the booking does not depend on your memory in July.
StoonOS is in private beta. Access is by request, and there is nothing to buy today.
The short version
What a wedding photographer CRM actually is.
It is not a contact list and it is not a prettier inbox. A CRM for a photography business is the record of the commercial relationship: who enquired, what you quoted, what they accepted, what they signed, and what is still outstanding.
That record is what makes a season scalable. Without it, every wedding starts from a blank page and every follow-up depends on someone remembering. With it, the work around a booking becomes something you can hand over, review and repeat — which is the difference between taking on more weddings and taking on more admin.
Coverage
The four jobs it does.
Holds the record
One record per couple: how they found you, what they asked for, what you quoted, what they accepted, and the messages in between. Not a contact list with a note field.
Keeps the pipeline honest
Every lead sits at a stage — new, contacted, qualified, proposal, negotiation — with the terminal outcomes recorded rather than quietly dropped. You can see who is waiting on you today instead of reconstructing it from your sent folder on a Sunday evening.
Produces the paperwork
Proposals built from line items with the totals calculated and every version kept; contracts drafted, versioned and sent by private link, and signed by the couple there.
Gives the couple somewhere to go
A passwordless portal where they open their own event, see the details you have added, and download the documents you have released to them.
What changes
The same season, with the record in one place.
The enquiry in your inbox
The quote is a PDF on your desktop, the contract is in a folder, the date is in your calendar, and the follow-up is in your head. Nobody can see the whole picture, including you.
The enquiry on a record
The enquiry, the couple, the proposal, its acceptance and the contract sit together. The list of who needs a reply is something you read, not something you remember.
The same work, twice
Every wedding starts from a blank page: retype the details, rebuild the quote, rewrite the schedule, re-send the same attachments. It works until the season gets busy.
The same work, on the record
The proposal, its acceptance and the contract are attached to the couple they belong to from the start, so nothing has to be found, re-sent or reconstructed later.
Scope
What StoonOS is not.
It is not a gallery delivery or photo-culling tool, and it does not touch your images — those stay in whatever you already use. It is not an editing suite. It is not an accounting package — it can raise invoices and request a deposit and the scheduled installments, which you record as they arrive, but it does not take card or online payments, it is not a bookkeeping or accounting system, it does not handle tax, and it does not connect to accounting software.
It is also not a general-purpose project manager. Everything in it is shaped around the way a photography business takes on work: an enquiry becomes a lead, a lead becomes a couple, a proposal becomes a booking, and a booking becomes a date that has to be run.
What is in StoonOS today
In the product today
- Enquiries, with details proposed from the text or a connected Gmail inbox and your approval before a lead exists
- A lead pipeline, client and contact records
- Proposals with line items, calculated totals and full version history
- Proposal acceptance by the couple from a private link, verified with a one-time email code
- Contracts drafted, versioned and sent by private link, and signed by the couple there with a one-time email code
- Documents uploaded, versioned and downloaded
- A passwordless client portal showing the event details and the documents you released
- Event workspaces, tasks with dependencies, and a run-of-show timeline
- Budgets with planned, approved and actual costs, in one currency per budget
- A deposit requested on the signed contract, a payment schedule for the balance, and invoices the couple can open from a private link. Payments are made to you directly and recorded in StoonOS; it does not take card or online payments
- Outbound email from your own Gmail account
Not in StoonOS yet
- Signature fields placed on a PDF, multi-signer flows, or a countersignature from you
- AI beyond enquiry intake — no assistant, drafting or planning automation
- Automated import of your existing clients and projects from another tool
- Gallery delivery, photo culling, editing, or anything that touches the images
Frequently asked questions
What is a CRM for wedding photographers?
It is the system of record for everyone you are talking to and everything you have promised them. For a photographer that means enquiries, the couples you are quoting, the proposals and contracts in flight, and the details of each date — kept in one place instead of across an inbox, a notebook and a folder of PDFs.
Can StoonOS manage enquiries and proposals?
Yes. An enquiry can be pasted in or read from a connected Gmail inbox, and StoonOS proposes the structured details for you to approve before it becomes a lead. Proposals are built from line items with the totals calculated for you, a new version is kept on every edit, and the couple accepts from a private link after a one-time code sent to their email.
Do I need a CRM if I only shoot 15 to 20 weddings a year?
That is usually the volume where it starts to pay for itself. Below it, an inbox and a spreadsheet can hold the work. Above it, the cost is not the admin itself but the bookings lost to a follow-up that arrived four days late, and that cost is invisible because you never see the wedding you did not win.
Does StoonOS include contracts and e-signature?
Contracts, yes: you draft one, keep every version, and send it by private link. The couple reviews it there and signs it — verifying with a one-time code sent to their email — or declines it. It is not a full e-signature platform: there is no countersignature, no multi-signer flow, and no signature fields to place on a PDF.
How is this different from a spreadsheet and my inbox?
A spreadsheet cannot take an action, and an inbox has no state. StoonOS keeps the proposal, its acceptance and the contract attached to the couple they belong to, and the client side of it — the proposal link, the acceptance, the portal — happens in the same place the record lives.
Where to go next
- StoonOS for wedding photographersThe same product from the studio side: the problems it removes, the end-to-end workflow, and what it deliberately leaves alone.
- HoneyBook alternative for UK businessesComparing a client-work tool for a UK business: currency, invoicing expectations, and where the operational work lives.
- Dubsado alternative for UK businessesThe same comparison from the delivery side — how far the tool follows you past the paperwork.
- Wedding planner CRMThe planner equivalent, if you coordinate events rather than shoot them.
See it against your own workflow.
Request access and we will walk you through the enquiry-to-contract flow on a real wedding, not a demo dataset.