Organize Your Photography Business with This Simple Tracking Sheet

Running a photography business means doing a lot more than taking pretty pictures. You’re the photographer, the scheduler, the bookkeeper, the marketing team, you name it. If you’ve ever felt overwhelmed, I totally get it. That’s why I created a simple but powerful tool to help you keep it all together. This is the setup of the Google Sheet I use alongside of my CRM (Funneland Marketing) to maintain Client & Income Tracking.

This photography spreadsheet is like your business command center. It gives you a full view of your client workflow, payments, sessions, and income all in one easy-to-use file. Whether you're just starting out or trying to scale, this is one of those photography business tools that makes life so much easier.

Let me walk you through how it works and how it can help you organize your photography business and grow with confidence.

Page 1: Income Tracking

Let’s start with the money stuff, because knowing your numbers is key to success.

Track Every Payment:

Use this sheet to log every payment you receive, whether it’s a session fee, prepayment, product order, or payment plan. You can even note how they paid (cash, card, Venmo) and the date it came in. No more guessing when it’s tax time!

Monthly Goals:

Set monthly goals for the number of sessions and income you'd like to earn. At the end of each month, compare your actual numbers. It calculates your average sale and shows how close you are to hitting your goals. It’s perfect for setting smart financial targets and tracking photography income.

Track Your Ads:

If you're running ads on Facebook or Instagram, this section lets you track everything: leads, bookings, sales, and even your return on investment. Knowing what works (and what doesn’t) is one of the best photography business tips I can give you.

Manage Payment Plans:

Offer payment plans? No problem! Keep them organized in their own section so you know who’s paid, what’s left, and when they’ll be paid in full.

Page 2: Client Tracking

This tab is all about the people you serve, your amazing clients!

Session Calendar:

You can list all of your open session dates and mark which ones are booked. This helps you plan ahead and avoid overbooking.

Step-by-Step Client Workflow:

Track every step of the client workflow with an easy checklist:

• Have they paid?

• Did they complete their questionnaire?

• Did they give permission for you to share their photos?

• Did you deliver their gallery and products?

• When everything is laid out like this, you won’t miss a thing.

Product Tracking:

Keep track of what each client orders, albums, wall art, image boxes and include the cost of each item. The sheet will even show you how much profit you made after expenses. That’s some easy bookkeeping for photographers, right there.

Know Your Session Costs:

Record the cost of things like makeup artists or editing. When you subtract expenses from the sale, it automatically calculates your net profit per session.

Financial Breakdown:

You can also record session fees, day-of payments, and any remaining balances. It even calculates commissions or sales tax if you need it. This section is a great way to stay on top of your money and get clear about your photography income.

Page 3: Unpaid Deposits

This tab helps you catch leads before they slip through the cracks.

Track Pending Payments:

Sometimes people say they’ll book and then forget. This page helps you track who’s been sent an invoice but hasn’t paid yet, along with how many follow-ups you’ve sent. If they ghost, you’ll know to open that date for someone else.

How to Use This Photography Business Tool

Make It Yours:

Join Photography Business Academy and get to download the sheet, make a copy, and customize it however you like. You can remove sections, add new ones, or color-code it to match your vibe.

Pair It with Your Photography CRM:

Even if you already use a photography CRM like Funneland Marketing, HoneyBook or Dubsado, this spreadsheet is a great sidekick. CRMs help automate things, but this sheet gives you a full overview of your business in one spot.

Update It Often:

Try updating it every day or once a week. It makes month-end reviews way easier and helps you stay focused on your photo shoot organization.

Want to Learn More Photography Business Tips Like This?

This spreadsheet is just one of the many things I teach inside Photography Business Academy. It’s a place where photographers like you learn how to set up real systems, track your numbers, and book clients without burning out.

Inside the Academy, we dive deep into:

• Building funnels that bring in clients on autopilot

• Running profitable ad campaigns

• Setting up systems to help you scale

• Posing and Lighting

• And yes, lots of other tools just like this one!

If you’re ready to grow your photography business without the stress and guesswork, come join us inside the Photography Business Academy. We’ll show you how to build a business that actually works for you.

👉 Click here to join the Academy and get started today!