The Key Idea
Workspace isn’t just a set of tools—it’s a connected system designed to guide your clients from first enquiry through to final delivery—keeping everything (price lists, contracts, invoices, image files, galleries, and communications) organised in one place.
You don’t need to use every feature in Workspace
Strategise how to use the tools in your specific business. Start simple, then build:
- Add forms to capture leads
- Add clients for repeat or business relationships
- Use contracts to formalise agreements
- Add workflows to automate communication
- Add invoicing to streamline payments
For example, here are two common workflow types:
1. Full-Service Workflow
Form → Lead → Contact → Client → Project → Contract → Invoice → Gallery → Slideshow → Delivery
Best for major jobs:
- Weddings
- Portrait sessions
- Repeat clients
- Businesses or organisations with multiple contacts
2. Simple Workflow (for quick jobs)
Contact → Project → Invoice → Gallery → Delivery
Best for:
- One-off sessions
- Fast turnaround work
- Single-person clients
For more about this, see Setting Up Your Studio Workflow in Workspace
Automate the Workflow
It's optional, but you can streamline the entire process using:
- Forms → automatically create leads
- Workflows → send emails and reminders
- Self-booking → allow clients to book online
This reduces manual work and improves your client experience.
Take care of business
Invoice → Payment
Once an invoice is sent, the next step is collecting and recording payment.
How clients can pay:
- Online via Stripe (with a Stripe account)
- Bank transfer (if enabled)
Stay on top of payments due
When you create an invoice:
- The due date is automatically recorded in your Workspace calendar
- Payments made via Stripe are automatically recorded in Workspace
- This makes it easy to track upcoming and overdue payments
- You can track which invoices are:
- Paid
- Unpaid
- Overdue
Record payments manually
If a client pays outside of Workspace (e.g. cash or manual bank transfer), you can record the payment against the invoice to keep your records accurate.
Workspace reports essential business data
- Track sales by period, customer or product
- Track tax charged on sales
- Compare sales month by month or against previous years.
