3 Workflows for Six-Figure Photographers | Virtual Assistant

Let’s be honest—running a booked-out photography business isn’t for the faint of heart.

You’re balancing sessions, editing queues, social content, emails, DMs, contracts, invoices, timelines, and somehow still trying to eat lunch and remember where your phone is. (Check your left pocket.)

And this is why I have 3 workflows for six-figure photographers that I see commonly helpful.

The truth is, most creatives grow their business faster than they can build the systems to support it. That doesn’t mean you’re doing anything wrong—it just means it might be time to tighten up your backend systems, so your client experience feels just as dialed-in as your photography.

a rotary phone on wooden stool for virtual assistant for photographers

Here are the 3 workflows for six-figure photographers that might just change the game:

1. The Inquiry Response Workflow
→ Because your potential clients deserve more than a three-day-turnaround response.

Your inquiry response system is your first impression—and in a world where people are used to instant replies, a fast (and intentional) response can be the difference between a booked client and a missed opportunity.

At minimum, you want:

An auto-responder that sounds like a human (not a robot - just be honest about it being automated, I promise people don’t care)
A reminder for yourself to follow up personally in the next 24 hours

You don’t need to write a novel, but you do need to let them know they’re seen and valued—and give them a clear next step. A thoughtful first touchpoint instantly sets the tone for how it feels to work with you. Then give yourself a quick reminder in your system so they never fall through the cracks.

Okay step 2 of the 3 workflows for six-figure photographers:

2. The Onboarding Automation
→ Because a smooth process builds serious trust.

Once they’ve said “I’m in,” it’s time to roll out the red carpet—without scrambling to find your contract link for the millionth time.

A solid onboarding workflow helps you:

Collect info (like questionnaires and session details)
Send contracts and invoices
Deliver prep guides or studio tips (tell them where to park! I promise it’s what they need!!)
Send automated reminders, bonus points if they’re texts! (Honeybook offers this for scheduled events!)

This is the moment your clients feel taken care of— (or not). And honestly? A polished onboarding experience doesn’t just impress them—it also helps you feel more grounded and in control.

cup of coffee on desk for The Focus Collective

3. The Closure Automation
→ Because your job doesn’t end at gallery delivery.

So many creatives miss this step! You’ve delivered the photos, your client is in love… and then what?

A good closure workflow keeps the relationship going.
Think:

A thank-you email
A link to leave a review
Referral reminders
A hand-written thank you note popped in snail mail!

Not only does this help you stay top-of-mind, but it makes your clients feel like more than a transaction. And when they’re ready for their next session? You’re already the one they trust.

film camera on desk next to 3 workflows for six-figure photographers

You don’t need 47 automations to do this well. A few intentional emails and systems can go a long way in helping your business feel smoother, more sustainable, and way more professional.

And if your brain is like, “Cool cool cool… but how do I actually do that?”

That’s where I come in.

Helping busy, ambitious photographers clean up their backend and bring ease into the chaos? That’s my jam.

So if these 3 workflows for six-figure photographers is making you hungry for MORE focus and clarity - you know where to find me!