TLDR (Summary)
The best project management software for photographers is Plutio ($19/month).
Plutio connects project tracking to the rest of your photography workflow - when you book a session, the project creates with your editing phases already loaded, time budgets set from your template, the contract ready to send, and the invoice scheduled for delivery. Editing hours log to the actual shoot instead of a general timesheet, delivery milestones show against your quoted timeline, and clients see their gallery and proofs through branded portals that pull directly from the project. Plutio tracks whether you quoted enough hours before the invoice goes out, not after you've already delivered.
According to industry research, 60% of goes to administrative coordination instead of actual photography or editing - tracking session details across booking calendars, spreadsheets, separate invoicing tools, and email threads.
For additional strategies, read our freelance project management guide.
What is project management software for photographers?
Project management software for photographers is software that tracks shoots from booking through delivery with complete visibility into editing time, client revisions, and delivery milestones.
The distinction matters: generic task boards organize work but don't connect to the photography business workflow. A task marked "Wedding Edit - Complete" doesn't tell you whether you quoted enough hours, whether the client approved proofs on schedule, or whether the invoice matched your time log. Photographers-focused project management connects to scheduling, contracts, time tracking, galleries, and invoicing so that each shoot carries its complete context rather than scattered details across separate tools.
What photography project management actually does
Core functions include shoot phase tracking with standard workflows like consultation, shoot day, editing, proofs, revisions, and delivery. Time logs per editing session that show actual hours against quoted hours before final billing. Client-visible milestones through portals so clients see progress without asking. Deliverable tracking for how many images were quoted, delivered, and approved. File organization that links RAW batches, edited selects, and final exports to the session record.
Task boards vs shoot tracking
Task boards like Asana or Trello track "Wedding Smith - Edit" as a checkbox. Photography project management tracks the Smith wedding as a project with phases, expected hours per phase based on the package sold, actual hours logged during editing, proof delivery dates from the contract, revision rounds remaining, and final delivery status. When you mark "Proofs Delivered", Plutio knows to expect client feedback within the approval window from the contract and can send reminders automatically.
What makes photography project management different
Photographers sell packages with specific deliverables and turnaround times. A wedding might include 8 hours of coverage, 500 edited images delivered within 6 weeks, and 2 revision rounds. Without project management that tracks package terms, editing hours, proof approval dates, and revision count, there's no way to know whether you're on schedule or over budget until after you've delivered. The contract says 6 weeks, but if editing runs 40 hours when you quoted 30, the session becomes unprofitable even if it finishes on time.
When project management connects to time tracking and contracts, you see what you're making per shoot while there's still time to adjust scope or timelines.
Why photographers need project management software
Photographers who manage more than 5-10 concurrent shoots face a compounding problem: session details scatter across booking confirmations, signed contracts, editing notes, proof galleries, revision requests, and final delivery receipts with no single source showing what's due when or whether you're tracking to your quoted hours.
Each additional session adds another set of dates to remember, another set of client preferences to track, another editing queue to manage, and another invoice to time correctly. You reach a point where they've delivered work on time but can't reconstruct how many hours they actually spent until tax season forces a painful timesheet reconciliation.
The time visibility problem
According to research, 60% admin goes to administrative coordination rather than actual output. For photographers specifically, that means hours disappear into checking booking calendars, searching email for client requests, updating separate spreadsheets with editing progress, manually creating invoices from time logs, and answering "When will my photos be ready?" messages. Without project tracking that shows all session details in one view, each context switch costs 5-10 minutes of setup time to remember where you left off.
The fragmentation problem
You stack 5-8 disconnected tools: Calendly or Acuity for bookings, HoneyBook or Dubsado for contracts, Trello or Asana for task tracking, Toggl for time tracking, Pixieset or Pic-Time for galleries, QuickBooks or Wave for invoicing, and Gmail for client communication. Each tool handles one function, but none share data automatically. When you complete editing, you manually update the task board, log your hours in the time tracker, upload to the gallery platform, notify the client via email, and then later create an invoice from notes rather than actual logged time.
The what you're making blindspot
Missed what you're making signals affect nearly every photographer at some point. You quote a wedding at 30 editing hours based on standard packages, but this couple requested "natural, candid style" which means culling 3,000 images instead of 1,500. Editing runs 45 hours but you don't realize it until the work is done and the invoice is already sent at the quoted flat rate. Without project management that tracks actual hours against quoted hours during the work, there's no early warning that lets you communicate scope changes before what you're making disappears.
The scaling tipping point
You hit a threshold around 8-12 active shoots where the manual tracking approach breaks down. Below that volume, you can manage details through memory, email threads, and notes. Above it, sessions blur together. You deliver photos but can't remember which revisions this client already used. You log editing time but don't know which project it belongs to. You send invoices but the amounts come from quotes, not actual hours. The business stays busy but what you're making becomes opaque because session economics scatter across tools that don't talk to each other.
Connected project management software absorbs the coordination work that would otherwise scale linearly with each new shoot booked.
Project management features photographers need
The essential project management features for photographers connect shoot tracking with time logging and client deliverables while handling the unique patterns that photography workflows require - packages with specific deliverable counts, editing phases with hour budgets, proof approval cycles, and revision limits.
Core project management features
- Phase templates by shoot type: Wedding projects load with consultation, engagement shoot, wedding day, editing, proofs, revisions, final delivery as standard phases. Portrait sessions load with booking, shoot, editing, proofs, final delivery. Templates match your packages so each booking starts with the right workflow.
- Time tracking per phase: Log editing hours to the actual shoot and phase rather than a general timesheet. Track 12 hours on "Smith Wedding - Editing" and see it against the 30 hours you quoted. If you're at 28 hours and still have 200 images to process, It's easy to verify before delivery that you're over budget.
- Deliverable tracking: Package says 500 edited images, 50 prints, 1 album. Project tracks 487 delivered, 50 prints ordered, album pending approval. Know what's due without checking contracts.
- Milestone visibility: Contract promises proofs within 2 weeks, final delivery within 6 weeks. Project shows proofs delivered day 11, client feedback due day 14, final delivery scheduled week 5. Deadlines visible alongside actual progress.
- Revision management: Package includes 2 revision rounds. System tracks round 1 completed, round 2 pending. When client requests a third round, It's easy to confirm it's outside scope before you do the work.
Photography-specific features
- Package configuration: Define wedding, portrait, event, product, and custom packages with deliverable counts, editing hours, delivery timelines, and revision limits. When you book a wedding, the project inherits package terms automatically. Industry standard is $2,500-3,000 with 6-8 week delivery.
- Shoot-day checklists: Load gear lists, location details, shot lists, and timeline into project. Check off coverage as you shoot. make sure nothing gets missed on wedding day.
- File organization by shoot: Link RAW batches, edited selects, proof galleries, and final exports to the project. Find all files for the Smith wedding in one place rather than hunting through dated folders.
Platform features that multiply value
- White-label branding: Custom domain, logo, colors. All client-facing communications show your brand.
- Unified inbox: All client messages arrive in one place.
- Permissions: Control who sees what.
- Automations: Create rules that trigger actions without your involvement.
The deciding factor for photographers is integration depth. Project management software that connects with scheduling, contracts, time tracking, galleries, and invoicing eliminates duplicate data entry for session details.
Project management software pricing for photographers
Project management software for photographers typically costs $10-50 per month for standalone task tracking, with integrated platforms providing complete shoot workflow functionality.
What photographers typically pay for project management tools
- Asana: $10.99-24.99/user/month for task boards and timelines, but forced 5-seat minimum purchases after 5 users and no time tracking or invoicing
- Monday.com: $9-19/user/month with 3-seat minimum, tracks projects but requires separate tools for time tracking and client billing
- Trello: $5-10/user/month for kanban boards, simple task tracking but no built-in time logs or client portals
- ClickUp: $7-12/user/month plus $9/user AI add-on, includes tasks, docs, goals, and time tracking but reported slow loading times of 3-5 seconds per view
Standalone project tools track tasks but don't connect to photography-specific needs like booking confirmations, signed contracts, logged editing hours, proof galleries, or final invoices. You end up stacking $80-120/month across separate subscriptions for project tracking, time logging, gallery hosting, and invoicing.
Plutio pricing (January 2026)
- Core: $19/month: Unlimited project management plus scheduling, contracts, time tracking, invoicing, and client portals for up to 9 active clients.
- Pro: $49/month: Unlimited clients, 30 contributors, advanced permissions for assistants or second shooters.
- Max: $199/month: Unlimited team, white-label with custom domain, single sign-on for studio operations.
The ROI calculation for photographers
- Time saved on coordination: Plutio eliminates 5-10 hours per week spent updating separate task boards, manually logging time to spreadsheets, and creating invoices from notes. At $75/hour photography rates, that's $375-750/week recovered for shooting or editing instead of administration.
- Margin visibility: See actual hours against quoted hours during editing instead of after delivery. Catch extra work without extra pay on a 45-hour edit when you quoted 30 hours before the work is complete, allowing timeline or scope adjustments that preserve margins.
- Single platform: Replace Calendly ($10), Asana ($10), Toggl ($10), Pixieset ($15), and separate invoicing ($20) with one $19-49/month platform. Save $40-70/month while gaining data integration that separate tools can't provide.
Project management software ROI comes through time recovered and margin preserved. Plutio pays for itself with 20-30 minutes saved per shoot on administrative coordination.
Why Plutio is the best project management for photographers
Plutio handles project management as part of a complete photography workflow where booking, contracts, time tracking, project phases, galleries, and invoicing work together rather than as separate tools that need manual connection.
Shoot-connected project creation
When a client books a session through scheduling page, Plutio creates the project automatically with your template workflow already loaded. Wedding bookings load consultation, engagement shoot optional, wedding day, editing, proofs, revisions, final delivery as phases with expected hours from your package configuration. Portrait sessions load booking confirmed, shoot day, editing, proofs, final delivery with time budgets appropriate for a 1-2 hour shoot. The contract generates with deliverable counts and deadlines that match the project milestones, so terms stay consistent between what the client signs and what the project tracks.
Time tracking that knows context
Start a timer on "Smith Wedding - Editing" and Plutio logs hours to that specific shoot and phase rather than a general timesheet. Plutio shows 12 hours logged against 30 hours quoted, updating in real-time as you work. If you're at 28 hours with 200 images still to process, you see the overrun before final delivery and can communicate timeline adjustments or scope reductions that preserve the relationship. At month-end, pull reports that show actual hours per shoot type - weddings average 42 hours, portraits average 6 hours - and adjust future quotes based on real data instead of guesses.
Client-visible progress through portals
Clients log into branded portals and see their shoot status without asking. The Smith wedding shows "Editing - In Progress", expected completion date from the contract, and a message field for questions. When you mark "Proofs Delivered", the status updates automatically and the portal shows the proof gallery with instructions for feedback. Clients provide revision notes directly in the portal, which attach to the project and notify you through the unified inbox. No more "Just checking on my photos" emails because clients see progress themselves.
Deliverable and revision tracking
Package terms load into the project from the contract. Wedding includes 500 edited images, 50 prints, 1 album design, 2 revision rounds. As you deliver, mark 500 digital images delivered, 50 prints ordered and shipped, album design delivered, revision round 1 complete. Plutio tracks what's due, what's delivered, and what's pending approval. When a client requests a third revision round, you see immediately that it's outside the package scope and can offer it as an add-on rather than absorbing unbilled work.
Margin per shoot
Every project shows quoted hours, actual hours logged, hourly rate or flat fee, and calculated margin. The Smith wedding was quoted at $3,000 flat rate based on 30 editing hours at your $100/hour effective rate. Time tracking shows 28 hours logged with editing complete. Margin preserved. The Johnson portraits quoted 6 hours but ran 9 hours due to challenging lighting that required extra processing. Margin compressed from 60% to 40%, but you knew at hour 7 and communicated extended timeline to the client. Reports show margin by shoot type - weddings average 55%, portraits 48%, events 62% - and inform future pricing strategies.
Automated invoice creation from time logs
When you mark a project phase complete, Plutio offers to create the invoice automatically from logged hours and deliverables. For hourly billing, the invoice pulls actual hours at your rate. For flat-rate packages, the invoice uses the package price but you see actual hours for what you're making analysis. Clients receive the invoice through their portal with payment links for Stripe or PayPal, view it alongside the completed work, and pay directly without separate emails or payment requests.
White-label everything
Use your own domain like clients.yourstudio.com. Upload your logo, set your brand colors and typography. Every client-facing touchpoint - booking confirmations, contracts, project portals, proof galleries, invoices - shows your brand. Max plan includes full white-label where clients never see Plutio mentioned, just your studio name and branding throughout the entire experience.
Unified inbox for all client communication
When a client messages about their shoot through the portal, books a follow-up session, submits revision notes, or asks about invoice payment, the message appears in one inbox. Reply directly without opening email. Responses attach to the client profile and project automatically, so you never lose context about what was discussed or agreed. Thread history stays with the shoot record rather than scattered across email, text messages, and gallery platform comments.
Granular permissions
Control exactly who sees what at the level that makes sense for your studio. Assistants see assigned shoots but not financials. Second shooters access their scheduled sessions and can upload files but can't see other shoots. Clients see only their own projects through portals. Bookkeepers access invoices and payment records but not creative files. Each role has appropriate access without exposing everything to everyone.
No-code automations
Create rules that trigger actions without your involvement. Common photography automations include: when booking confirmed, send contract automatically. When contract signed, create project with standard workflow and send welcome email with what to expect. When editing phase marked complete, notify client that proofs are ready and update portal. When client provides revision notes, move project to "Revisions In Progress" and notify assigned editor. When final delivery confirmed, send invoice and request testimonial. Automations run reliably without requiring Zapier or coding.
Native integrations for photography workflows
Connect Stripe and PayPal for payment collection on invoices. Sync Google Calendar or Outlook so booked shoots appear on your schedule automatically. Link Google Drive or Dropbox for file storage with automatic project organization. Use Zapier to connect 3,000+ other apps like accounting software, email marketing, or gallery platforms. Integrations pass data bidirectionally - calendar events create projects, completed projects trigger invoices, payments update accounting records.
Everything runs from one app with your branding, your shoot workflows, and your package structures.
How to set up project management in Plutio
Setting up project management in Plutio takes 2-4 hours for initial configuration, then 5-15 minutes per shoot after your templates and integrations are in place.
Step 1: Configure default settings (30 mins)
Set your hourly rate or standard package prices. Define default project phases that apply to all shoots. Configure reminder timing - send proof reminders 3 days after delivery, final delivery reminders 1 week before contract deadline. Set your timezone and working hours so automated messages send during business hours. Upload your logo and set brand colors that will appear on all client-facing communications.
Step 2: Create templates (1-2 hours)
Build 3-5 templates covering your common shoot types. For photographers, recommended templates include:
- Wedding package: Consultation, optional engagement shoot, wedding day with timeline and shot list, editing with 30-hour budget, proof delivery within 2 weeks, 2 revision rounds, final delivery within 6 weeks. Link to wedding contract template. Set 500-image deliverable.
- Portrait session: Booking confirmation, shoot day with 1-hour duration, editing with 6-hour budget, proof delivery within 1 week, 1 revision round, final delivery of 30-50 edited images. Link to portrait contract. Set appropriate deliverable count.
- Event coverage: Pre-event consultation, event day with coverage hours and key moments checklist, editing based on hours shot, proof delivery within 1 week, final delivery of highlights within 2 weeks. Link to event contract.
- Commercial/product: Concept approval, shoot day with product list, editing with time budget based on image count, proof delivery for client approval, revision round, final delivery with usage rights documentation.
- Headshot mini-session: simplified workflow - booking, shoot, quick edit, delivery within 48 hours. No revision rounds. Link to mini-session terms.
Step 3: Connect integrations (20 mins)
Link Stripe and/or PayPal for payment collection on invoices. Test a payment through to your account. Connect your calendar - Google Calendar or Outlook - and verify that test bookings create events. If you use external gallery platforms like Pixieset or ShootProof, set up Zapier connections to sync delivery notifications. Test each integration before using with actual clients.
Step 4: Import existing data (30 mins)
Upload existing client list via CSV with basic contact information. Create projects for shoots already booked by selecting the appropriate template and filling in client name, shoot date, and package details. You don't need to recreate historical shoots unless they're still in progress - focus on current and upcoming bookings. Mark completed phases based on current status so the project reflects reality.
Step 5: Test with one real shoot
Run through the complete workflow with an actual upcoming session rather than a test account. Book the shoot through scheduling page, verify the project creates with the right workflow, send the contract from the project, log time during editing, mark phases complete as you work, deliver proofs through the client portal, and create the invoice from logged time. Experiencing the full cycle reveals any template adjustments needed before you're managing multiple shoots in Plutio.
Common setup mistakes to avoid
- Over-customizing too early: Start with simple templates that cover the basics - phases, time budgets, deliverables. Refine based on actual use rather than trying to anticipate every scenario during initial setup. You adjust templates after running 3-5 real shoots through Plutio.
- Ignoring mobile: Download the iOS and Android apps during setup and test key workflows from your phone. You'll check project status between shoots, log time on location, and respond to client messages from mobile regularly.
- Skipping automation setup: Configure at least basic automations during initial setup - contract sends on booking, project creates when contract signed, client notified when proofs ready. Automations compound value immediately and you'll forget to add them later once you're busy.
Build templates for the 80% cases that cover most of your shoots - weddings, portraits, events - and handle custom projects individually.
Project management organization for photographers
Organizing project management creates clarity between shoots and enables efficient status checking without hunting through folders or email threads.
Project organization by shoot type and date
- Active projects: All shoots currently in progress from booking through final delivery. View filtered by phase - "In Editing" shows all shoots currently being processed, "Awaiting Proofs" shows sessions ready for client feedback, "Final Delivery" shows shoots ready to close.
- Upcoming projects: Booked shoots with future shoot dates. Calendar view shows what's scheduled this week, this month, this quarter. Preparation tasks like location scouting or shot list creation attach to the project before the shoot date.
- Completed projects: Archived after final delivery and payment received. Historical record remains searchable if clients book follow-up sessions or request additional prints months later.
Project phases for different shoot types
- Wedding phases: Consultation (contract and planning), optional engagement shoot, wedding day (with timeline and shot list), editing (with hour budget and delivery deadline), proof delivery (with approval window), revision rounds (with remaining count), final delivery (all images and products), post-delivery (prints, albums, thank you).
- Portrait phases: Booking confirmed (deposit received), pre-shoot consultation (location and wardrobe planning), shoot day (with time slot), editing (quick turnaround), proof delivery, revision round if included, final delivery, follow-up (offer prints or additional sessions).
- Event phases: Pre-event (contract, shot list, timeline), event day (coverage hours and key moments), editing (based on hours shot), proof delivery (highlights within 48 hours), final delivery (complete set within 1-2 weeks).
- Commercial phases: Concept approval (understand client needs), pre-production (location, props, models), shoot day (with detailed shot list), editing (with client-specific processing), proof delivery for approval, revision rounds with feedback incorporated, final delivery with usage rights and licensing terms, invoice with payment terms.
Information to track per shoot
- Package type and deliverable count - "Wedding Platinum: 500 edited images, 50 prints, 1 album"
- Contracted timeline - "Proofs within 2 weeks, final delivery within 6 weeks of shoot date"
- Time budget and actual hours - "Quoted 30 hours editing, currently logged 23 hours"
- Revision rounds remaining - "2 rounds included, 1 used, 1 remaining"
- Deliverable status - "487 of 500 images delivered, prints ordered, album awaiting approval"
- Payment status - "Deposit received, balance invoice sent, payment pending"
- Client preferences and notes - "Prefers warm tones, dislikes heavy filters, wants natural look"
Proven methods
- Update project status in real-time rather than batching updates. Mark phases complete when the work finishes, not later when you remember. Real-time updates keep client portals accurate and make sure you don't forget the work.
- Log time as you work rather than reconstructing hours from memory. Start a timer when you begin editing a shoot, stop when you switch to different work. Accurate time logs let true what you're making analysis per shoot type.
- Use consistent naming - "[Shoot Type] - [Client Last Name] - [Date]" creates sortable project names. "Wedding - Smith - 2026-06-15" groups all weddings together and sorts chronologically. Avoid generic names like "Sarah's Photos" that become ambiguous.
- Attach all relevant files to the project - contracts, shot lists, location details, RAW batches, edited selects, client feedback, final exports. Having everything in one place eliminates searching when questions arise months later.
Organized project management enables profit analysis by shoot type. Structure serves pricing decisions based on actual time data instead of estimates.
Client portals for photographers: project management connection
Client portals connect project management data to client-facing access, creating smooth visibility into shoot progress without constant email updates.
Portal as shoot command center
Clients access their complete shoot details through branded portals. Their wedding project shows current phase, expected completion dates from the contract, proof galleries when ready, revision submission form, final deliverables, invoice with payment link, and message thread connected. Project management data powers what clients see - when you mark "Editing Complete" and move to "Proofs Delivered", the portal updates automatically and the client sees the gallery link without a separate email notification.
Consistent experience
Portal presentation reflects the organized project phases in your management system. Clients see "Editing - In Progress - Expected Completion Feb 10" because that's the project status and deadline you're tracking. Professional, consistent client experience across all interactions because the portal displays real project data rather than manually updated status pages that drift out of sync.
Self-service access
Clients find their own proof galleries, download final images, view their contract terms, check revision rounds remaining, and see invoice details. Project management organization enables client self-service without administrative burden. When a client asks "How many revisions do I have left?", they can check their portal and see "1 of 2 revision rounds remaining" without waiting for your response.
Two-way visibility
Portal interactions feed back into project management. Client submits revision notes through the portal, which creates a task in your project attached to the current phase. Client approves proofs, which marks that milestone complete and triggers the next phase. Client pays the invoice through the portal, which updates the project financial status and triggers final delivery. Complete picture from both perspectives - you see client actions in your project timeline, clients see your progress in their portal.
Relationship continuity
Portals maintain shoot history across engagements. Returning clients find their previous wedding gallery, anniversary session photos, and family portrait from three years ago all accessible. Connection maintained between sessions. When they book another shoot, the new project appears in the same portal with access to historical work. Clients see you as their photographer with ongoing relationship rather than transactional provider who disappears after each delivery.
Portals make project management client-facing. Internal shoot organization translates to external progress visibility.
How to migrate project management to Plutio
Migration from another project management system typically takes 3-5 hours of active work spread over a weekend, with the best time to switch being after you deliver current shoots rather than mid-edit when projects are half-complete.
Step 1: Export from your current tool
Most project management software provides CSV export of tasks and project data. Here's what to export from common tools:
- Asana: Export project tasks to CSV from project menu. Includes task names, due dates, assignees, but not time tracking since Asana doesn't include native time logs. Pull time data from your separate time tracking tool like Toggl.
- Trello: Export boards to JSON from board menu, then convert to CSV using online converters. Captures cards (tasks) and lists (phases) but no time or client data.
- Monday.com: Export boards to Excel from board menu. Includes columns for status, dates, people, but billing data stays separate since Monday.com doesn't include invoicing.
- Spreadsheets: If you're tracking shoots in Excel or Google Sheets, your data is already in CSV format. Export with columns for client name, shoot type, shoot date, status, the work due, hours logged, and amounts billed.
Step 2: Build templates in Plutio (2-3 hours)
Use your exported project data as reference to create new templates covering your common shoot types. Don't try to recreate every historical project detail - focus on forward-looking workflows that reflect how you actually work today. Review 10-20 recent shoots from your export, identify common phase patterns, and build 3-5 templates that cover 80% of your business. Custom shoots can be created individually rather than templated.
Step 3: Set up integrations (30 mins)
Connect payment processing - Stripe or PayPal - and test with a small payment to your account. Link calendar sync - Google Calendar or Outlook - and verify test bookings create events. Connect accounting software if you use QuickBooks or Xero. Test each integration before relying on it for client work. Better to catch integration issues during setup than when a client's payment fails or a booking doesn't appear on your calendar.
Step 4: Import data (30 mins)
Upload your client CSV to Plutio. Map columns appropriately - client name, email, phone, address. Create projects for shoots currently booked or in progress by selecting the right template and filling in shoot date, package details, and current phase. You don't need to import completed shoots unless you want searchable history. Focus migration effort on active work that needs ongoing tracking.
Step 5: Run parallel for new work
Use Plutio for all new bookings while keeping the old system active for shoots already in progress. When a new client books, create their project in Plutio, send contracts from Plutio, track editing time in Plutio, deliver through Plutio portals. Don't try to move half-edited shoots mid-workflow unless absolutely necessary. Finish work-in-progress in your old system while starting fresh work in Plutio. Parallel operation reduces migration risk and lets you learn the new system with new projects rather than trying to reconstruct context for existing work.
Step 6: Phase out the old tool
Once all active shoots on your old system complete delivery and payment - typically 30-60 days after you start using Plutio for new bookings - export any historical data you want to keep for records and cancel that subscription. You're now fully migrated with all current work managed in one place.
Common migration pitfalls to avoid
- Trying to migrate everything: Historical shoot data has archive value but doesn't need active tracking. Export it for records but don't spend hours recreating closed projects in the new system. Focus on active shoots and future bookings.
- Switching mid-shoot: Moving a wedding from your old system to Plutio when you're halfway through editing creates risk of lost context, missing files, or confused workflow. Finish in-progress shoots in their current system to maintain consistency for that client.
- Not testing integrations: Verify payment processing works before sending a real invoice. Verify calendar sync works before booking actual shoots. Integration failures with test data are learning experiences; integration failures with client transactions are crises.
- Skipping templates: Creating every project from scratch negates efficiency benefits. Spend setup time building good templates even though it feels slower initially. Templates compound time savings across every future booking.
The investment in migration pays back in time saved on every future shoot from booking through final delivery.
