Treat the shoot, customer selections, editing, payment and delivery as separate steps with clear owners and dates.
1. Confirm what the booking includes
Before reserving a date, write down the type of shoot, location, start time, expected duration and people involved. Explain the final output: how many edited photos, what format they will be delivered in and whether prints are included.
Ask about travel, access to the location and any special requirements. Put these details in the quotation so the customer can review them together. Describe changes, cancellation and rescheduling terms before taking the deposit.
2. Make the deposit and balance easy to understand
For an illustrative ₦150,000 package, a 40% deposit is ₦60,000 and the remaining balance is ₦90,000. A deposit percentage is a business choice, not a universal rule. Set a payment schedule that fits the agreed work and explain when a date becomes confirmed.
Check that the deposit arrived before recording it as received. Keep its date and reference beside the booking. Give the customer an acknowledgement that shows the amount paid and the remaining balance. Do not call the whole package fully paid after receiving only the deposit.
| Stage | Amount | When agreed |
|---|---|---|
| Deposit | ₦60,000 | To confirm booking |
| Balance | ₦90,000 | Before final release |
| Total | ₦150,000 |
Fictional example. Agree terms suitable for your own package.
3. Say when the delivery clock starts
‘Ready in one week’ can mean one week after the shoot or one week after the customer chooses their photos. State which one you mean. Where a customer selection is needed, give a selection deadline and explain how a delay affects the delivery date.
For example: ‘Please select your ten photos by 19 October. Final edits are due on 28 October, provided selections arrive on time.’ If the selection is late, agree a revised date rather than quietly leaving the original promise in place.
4. Track the steps between shooting and delivery
A single ‘in progress’ label can hide important delays. Break the job into steps such as shoot completed, selections received, editing, review and final delivery. Assign someone to each step and record what is blocking the next one.
Keep customer photos and access links private. Use preview material only as agreed with the customer. If final access depends on payment, check the actual payment record and the release settings before telling the customer their files are unlocked.
- Booking details and deposit confirmed
- Shoot completed and files backed up
- Customer selections received
- Edits and agreed changes completed
- Balance checked and final delivery confirmed
5. Update the customer before they have to chase you
Send an update when an important stage is completed or a delivery date may change. Say what is ready, what you need and what happens next. Avoid sending an unfinished gallery with no explanation.
After delivery, confirm that the customer can open the link and has received the agreed files. Keep a note of delivery and any remaining changes so the job can be closed with confidence.
Hello [name], your shoot is complete. Please send your photo selections by [date]. We plan to deliver the final edits by [date], once selections and the agreed payment are complete. Please let us know if you need help choosing your photos.
Putting it into practice with Asiord
Asiord’s Work records can keep the customer, quotation, payment stages, delivery checklist and commitments together. Review the relevant workspace setup before relying on a client portal or payment-based file release. Online payment availability remains subject to provider activation.
See how Asiord worksPrepared by Asiord with AI assistance and checked against the current product implementation. Examples are fictional. Adapt the steps to your business and agreed customer terms.
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