Photography Business Spreadsheet, Client Booking & Gallery Tracker (Excel, Google Sheets)

This photography business spreadsheet keeps every inquiry, booking, gallery and payment in one place, and shows what you really earn per hour once editing time, lab costs and second shooters are counted. Built for portrait, family, newborn, wedding and event photographers. Works in Excel and Google Sheets.

Who it is for: portrait, family, newborn, wedding and event photographers who want bookings, galleries and payments in one place and their real income per hour.

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What it does

• Bookings from first inquiry to delivered: Inquiry > Booked > Shot > Delivered, or Lost / Cancelled, with a Next Step for every client.
• Package price fills in, plus add-ons, travel fee and discounts. Retainer, payments and the balance due date work themselves out.
• Gallery due date from your turnaround time, with On time / Due soon / Overdue / Late.
• Shoot hours + editing hours, lab cost and second shooter give the profit and income per hour of every session.
• Printable Invoice: pick a booking number and everything fills in.
• Packages & add-ons with price, hours, edited images, turnaround and lab cost, plus price per hour and sales for the year.
• Dashboard: income, net profit, sessions, average session, booked ahead, payments overdue and galleries to deliver. Also month by month, your income goal (how many more sessions you need), lead sources with conversion, the next 21 days, galleries and payments due, revenue by package and top clients.
• Clients with how they found you, sessions and lifetime value. Gear register with serial numbers and insurance value. Expenses and mileage.

What's included

• 1 spreadsheet (.xlsx) with 11 tabs: Start Here, Dashboard, Bookings, Invoice, Clients, Packages, Expenses, Mileage, Gear, Settings, Lists
• Quick-Start Guide (PDF)
• A sample photographer with a year of sessions, 15 weddings and 3 mini session days, so you can see everything working before you add your own

Works with

• Microsoft Excel 2010 or newer (Windows and Mac), Excel for the web, and Google Sheets
• Any currency
• 2,000 bookings, 1,000 clients, 40 packages, 1,000 expenses, 1,000 trips and 200 pieces of gear per file

How it works

1. Download the files instantly after purchase
2. Add your business details, packages and goal (about 20 minutes)
3. Add each inquiry as it comes in and move it along. Payments, galleries and your goal update by themselves.

Quick answers

• Does it handle retainers? Yes. Set your retainer % and how many days before the session the balance is due.
• Mini sessions? Yes. Mini session packages are included and every mini booking is tracked on its own.
• Can I see which lead sources work? Yes. Inquiries, bookings, conversion and booked value for Instagram, referrals, Google and more.
• Is there a monthly fee? No. It is a one-time purchase and an instant download, with no subscription. It works in Excel and Google Sheets, in any currency.

Please note

• This is a digital download. No physical item will be shipped.
• This template helps with record keeping and planning. It is not tax, legal or accounting advice.
• For use in your own business. Please don't resell or share the file.
• Designed by me with the help of AI tools. Every formula was tested in Microsoft Excel and Google Sheets.

Questions? Send me a message. I'm happy to help you get set up.

Questions people ask

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