TLDR (Summary)
The best time tracking software for photographers is Plutio ($19/month).
Standalone timers track hours but don't connect to shoots or billing. Plutio time tracking links to sessions, editing time, and invoicing... so it's easy to see the true cost of each shoot type.
Photographers get session timers, editing time tracking, reports on what you're earning, and automatic billing. See which shoot types and clients earn you the most.
Photographers using connected time tracking understand what they're actually making through automatic shoot and editing time linking recover unbilled.
For additional strategies, read our freelance time tracking guide.
What is time tracking for photographers?
Time Tracking software for photographers is software that handles hours logging and budgets, tracks status, sends automated notifications, and connects time-tracking directly to shoots.
The distinction matters: basic tools handle one function in isolation, while photographers-focused time tracking software combines multiple functions while connecting to project management, clients communication, and workflow automation.
What photographers time tracking software actually does
Core functions include creating branded templates with your logo and colors, setting up recurring workflows for retainer clients, converting tracked work into billable items, handling different shoots types, sending automated reminders at intervals you choose, and providing clients with a branded portal. Advanced platforms add workflow automation where completed steps automatically trigger the next action.
Standalone time-tracking vs integrated platforms
standalone applications like time tracking software, standalone timers, a time tracker handle time-tracking as an isolated function. You enter client details manually, create items from scratch, and track status in a separate system from your shoots. Integrated platforms like Plutio connect time-tracking with proposals, contracts, projects, time tracking, and clients communication. When you finish a shoot, Plutio already knows the scope, the tracked hours, and the client's history.
What makes photographers time-tracking different
Photographers face unique scenarios that generic time tracking software struggles with: hourly work; budget tracking; analysis of what you're earning; and shoots scope that can shift mid-engagement. Without time-tracking that connects to shoots status, the process becomes disconnected from the work itself.
Photographers shoots also range dramatically in value. A small shoot and a large one both need time-tracking, but the structure, schedule, and follow-up sequence differ completely. Time Tracking software built for photographers handles these variations through templates rather than manual setup each time.
When time-tracking connects to projects, contracts, and time tracking, the manual copying between apps disappears. Changes update everywhere automatically, and time-tracking reflects what actually happened instead of what you remember to enter.
Why photographers need time tracking
When you don't track editing time, there's no way to tell which sessions are profitable and which ones quietly drain your margins.
The wedding shoot went great, you delivered 500 images, the client was happy. But did you make money? Without time data, you're guessing. Maybe that edit took 25 hours and your effective rate was $120/hour. Or maybe it took 45 hours and you earned $67/hour - less than you'd make at a part-time job.
The invisible editing hours problem
Shoot time is visible - It's easy to see you spent 8 hours at the wedding. But editing time is invisible without tracking. You sit down Monday, work on three different sessions, and end the week unsure how many hours went to each. According to research, 36% of goes to admin and unbillable work. For photographers, editing hours that never get tracked represent the biggest chunk of that hidden time.
The pricing problem
Your wedding package is $3,000 because that's what competitors charge. But is that profitable for you? If your weddings average 40 hours of editing but you assumed 25 when setting prices, you're earning $75/hour instead of $120. Without historical time data, you can't price future work accurately.
The session comparison problem
Portrait sessions feel quick. Weddings feel long. But which is more profitable per hour? Without tracking, you can't compare. Maybe portraits at $400 for 3 total hours earn more per hour than weddings at $3,000 for 45 total hours. Time data reveals which session types actually make you money.
The scaling tipping point
At 5-10 sessions per month, you might remember roughly how long each took. At 15-20 sessions, editing hours blur together. You deliver quality work but have no idea whether you're building a sustainable business or slowly working for less than you realize.
Time tracking reveals actual economics by session type. You see which clients and packages are profitable, which ones drain margin, and where to focus growth for maximum returns.
Time tracking features photographers need
The essential time-tracking features for photographers connect hours logging and budgets with shoots delivery, time tracking, and clients communication while handling the unique patterns that photography work requires.
Core time-tracking features
- Custom templates: Add your logo, brand colors, typography, and terms. Create different templates for hourly work, budget tracking, analysis of what you're earning. Set up once and apply with one click.
- Multiple payment methods: Accept credit cards through Stripe (2.9% + $0.30 per transaction), bank transfers via ACH (typically 0.8%), or PayPal. Offering multiple options increases completion speed.
- Automated reminders: Configure reminders before due dates, on due dates, and after. Follow-ups send automatically without you drafting messages or remembering to check status.
- Recurring automation: Schedule recurring tasks for retainer clients that send automatically on set dates. Pair with automation to complete without either party taking action.
- Time-to-billing conversion: Select tracked time entries from shoots and convert directly to billable items. No copying hours from a time tracker. The description, duration, and rate pull automatically.
- Expense tracking: Log shoots expenses with receipts attached. Add to clients billing at cost or with markup (common practice is 10-15%).
Photographers-specific features
- Deposit collection: Request upfront payment before work begins. Industry standard is 25-50% deposit. Plutio should connect deposits to final billing automatically.
- Milestone billing: Split shoots payment across phases. Each milestone triggers its own action when you mark that phase complete.
- Revision tracking: When scope expands beyond contracted revisions, the billing should reflect additional work. Connect revision logs to billing so extra rounds generate accurate charges.
- Proposal-to-project flow: When a client accepts a proposal, the schedule should generate automatically based on the payment terms defined.
Platform features that multiply value
- White-label branding: Custom domain, logo, colors, and fonts. All clients-facing communications show your brand. clients never see the software vendor's name.
- Unified inbox: All clients messages, shoots comments, and notifications arrive in one place. Reply without switching to email. Conversation history stays attached for context.
- Permissions: Control who sees what. Contractors see only their assigned work. clients see their portal, not your internal notes or margins.
- Customizable navigation: Rename menu items to match how you talk about your work. Hide features you don't use to reduce clutter.
- Mobile apps: iOS and Android apps for full functionality on the go. Work from anywhere with the same capabilities as desktop.
- Automations: Create rules that trigger actions without your involvement. Set up once, runs continuously.
The deciding factor for photographers is integration depth. Time Tracking software that connects with proposals, contracts, projects, time tracking, and clients communication eliminates the duplicate data entry that consumes hours every week.
time tracking software pricing for photographers
time tracking software for photographers typically costs $5-20 per month, with integrated platforms providing complete functionality.
What photographers typically pay for time tracking
- time tracking software: $9-18/user/month
- a time tracker: Free-$11.99/user/month
- standalone timers: $10.80/user/month
- client management software: $19-66/month (limited tracking)
separate tools lack connection to photography workflow. Photographer platforms may not have strong tracking.
Plutio pricing (January 2026)
- Core: $19/month: Unlimited time tracking plus contracts, invoicing, projects, portals.
- Pro: $49/month: Unlimited clients, team features, advanced permissions.
- Max: $199/month: Unlimited team, advanced reporting, full white-labeling.
The ROI calculation for photographers
- Pricing accuracy: Understanding true investment supports accurate pricing
- Efficiency gains: Identifying time sinks supports improvement
- Capacity clarity: Knowing hours per project supports proper booking
Time tracking ROI comes through pricing intelligence. Accurate understanding of project investment supports profitable business.
Why Plutio is the best time tracking for photographers
Plutio handles time-tracking as part of a complete platform where proposals, contracts, projects, time tracking, and clients communication work together rather than as separate tools that need manual connection.
Complete workflow integration
When a client accepts your proposal, Plutio can automatically create the project, set up the time-tracking schedule based on milestone payments, and prepare the contract for signing. When they sign, setup tasks generate. When you track time on photography work, those hours attach to the project. When a milestone completes, the action triggers. Every step connects to the next without copying data between systems.
White-label everything
Use your own domain (clients.yourstudio.com instead of plutio.com/yourusername). Upload your logo, set your brand colors and typography. Every client-facing touchpoint shows your brand: proposals, contracts, invoices, portals, emails, receipts. clients never see "Plutio" or any indication you're using third-party software. Brand perception matters for photographers because professional appearance affects perceived value and justifies premium pricing.
Unified inbox for all clients communication
When a client messages about a shoot, responds to a proposal, approves work, or asks about billing, the message appears in one inbox. Reply directly without opening email. The conversation history stays attached to that client's record, so months later when they return, you have full context.
Granular permissions
Control exactly who sees what at the level that makes sense for your business. Contractors see only their assigned work. clients see their portal and documents. Neither sees your internal notes, profit margins, or other clients data.
No-code automations
Create rules that trigger actions without your involvement. Common photographers automations include: send reminders before due dates, notify you when a client views a proposal, create follow-up tasks when items are overdue, send welcome emails when contracts are signed. Set up once during initial configuration, runs continuously without attention.
Native integrations for photographers workflows
Connect Stripe and PayPal for payments with no additional configuration. Sync Google Calendar or Outlook for scheduling. Add Zoom links to booked calls automatically. Push financial data to accounting software or Leading bookkeeping tools for accounting. Use Zapier to connect 3,000+ other apps. Plutio handles the core workflow while integrating with specialized tools where deeper functionality is needed.
Everything runs from one app with your branding, your terminology, and your workflow logic. Instead of switching between 5-8 different tools to manage one client, you operate from a single platform designed to handle the complete service business lifecycle.
How to set up time tracking in Plutio
Setting up time-tracking in Plutio takes 2-4 hours for initial configuration, then 5-15 minutes per client after your templates, rates, and integrations are in place.
Step 1: Configure default settings (30 mins)
Set your default hourly rate, standard payment terms (Net-15, Net-30), preferred currency, and tax settings. These defaults apply automatically unless overridden for specific clients. Consider setting your deposit requirement (25-50% is standard) and late fee policy (1-1.5% monthly is common).
Step 2: Create templates (1-2 hours)
Build 3-5 templates covering your common shoots types. For photographers, recommended templates include:
- Full shoot package: 50% deposit, milestone payments, final on delivery. Includes scope for complete photography work.
- Quick shoot: Simpler structure for smaller engagements.
- Monthly retainer: Automatic monthly billing. Specify included scope and how out-of-scope requests are handled.
- Rush shoot: Standard templates modified with 25-50% rate increase and expedited timeline.
Step 3: Connect payment processing (20 mins)
Link Stripe and/or PayPal to accept online payments. Both take 2.9% + $0.30 per transaction. Consider offering ACH bank transfer (typically 0.8%) for larger amounts. Test each payment method before using with clients.
Step 4: Set up integrations (30 mins)
Connect your calendar (Google Calendar or Outlook) for scheduling, your accounting software (accounting software or Leading bookkeeping tools) for financial sync. If you have specialized needs, explore Zapier for additional connections.
Step 5: Import existing clients (30 mins)
Upload existing clients data via CSV export from your current system. Plutio maps common fields automatically. For active clients, create their shoots records. For historical data, decide how much to migrate vs. archive.
Step 6: Test with one real shoot
Run through the complete workflow with an actual client rather than a test account. Create the proposal, convert to shoot, track time, generate billing, send it, and confirm receipt. Real interaction reveals friction that test scenarios miss.
Common setup mistakes to avoid
- Over-customizing too early: Start with minimal templates and refine based on actual use rather than imagining every possible scenario upfront.
- Ignoring mobile: Download the mobile apps during setup and test key workflows.
- Skipping automation setup: Reminders and notifications save significant time. Configure these during initial setup.
Build templates for the 80% cases that cover most of your shoots. Handle the other 20% by customizing the closest template per situation rather than trying to create templates for every possible scenario.
Time tracking categories for photographers
Time categories structure tracking for meaningful analysis of photography work time.
Essential categories for photographers
- Session/shooting: On-location photography time
- Travel: Time going to and from locations
- Preparation: Gear prep, location scouting
- Culling: Initial image selection
- Basic editing: Lightroom processing
- Retouching: Detailed Photoshop work
- Client communication: Emails, calls, planning
- Delivery: Gallery preparation and sending
- Admin: Business tasks, organization
Using project types for further breakdown
- Wedding: Track by event day, editing, album design
- Portrait: Session, editing, delivery
- Commercial: Pre-production, shooting, post
Proven methods
- Categories should be mutually exclusive
- Not too granular to be burdensome
- Consistent application across projects
- Review categories quarterly for relevance
Categories support specific analysis. Understanding time by activity reveals improvement opportunities.
Time tracking visibility and client awareness
Time tracking data informs client communication about project investment without necessarily sharing detailed reports.
Internal use of time data
Time tracking primarily serves internal awareness. Understanding project investment supports informed pricing and scope discussions.
When to share time data
You is package-priced; detailed time tracking need not be shared. However, for hourly commercial work, time data supports invoicing.
Scope discussions
When clients request additional work, documented time investment supports scope conversations. Data supports fact-based discussions about additional charges.
Project transparency
For commercial clients expecting accountability, time visibility through portals demonstrates investment. Appropriate for certain client relationships.
Pricing justification
When clients question pricing, understanding true investment supports confident explanations. Behind-the-scenes knowledge supports value communication.
Time tracking data enhances business intelligence. Whether shared or not, understanding investment supports better decisions.
How to start tracking time in Plutio
Migration from another time tracking software typically takes 3-5 hours of active work spread over a weekend, with the best time to switch being between shoots rather than mid-delivery when you have active clients commitments.
Step 1: Export from your current tool
You tracking software provides CSV export for clients data and document archives. Here's what to export from common tools:
- time tracking software: Export clients and shoots data from Settings or Reports. Download important documents manually.
- standalone timers: Export contacts and history from Reports section. Download transaction history for reference.
- a time tracker: Export clients list and shoots data. Use the data export feature for complete records.
Step 2: Build templates in Plutio (2-3 hours)
Use your exported content as reference to create new templates. Start with the shoot type you use most frequently. Recreate 2-3 core templates initially rather than trying to migrate every document you've ever created. Focus on forward-looking workflows, not historical archives.
Step 3: Set up integrations (30 mins)
Connect payment processing (Stripe, PayPal), calendar sync (Google Calendar, Outlook), and accounting software (accounting software, Leading bookkeeping tools). Test each integration with a sample transaction to make sure data flows correctly before relying on it for real clients work.
Step 4: Import clients data (30 mins)
Upload your clients CSV to Plutio. Map fields appropriately (name, email, company, phone, address). For active clients with ongoing shoots, create their records. For historical clients you may never work with again, consider whether import is necessary.
Step 5: Run parallel for new work
Use Plutio for all new clients engagements while keeping the old system active for shoots already in progress. Running parallel avoids the complexity of migrating mid-shoot work and gives you time to learn the new system on fresh shoots. As active shoots on the old system complete, those clients transition to Plutio for future work.
Step 6: Phase out the old tool
Once all active shoots on your old system complete (typically 30-60 days), cancel that subscription. Maintain read-only access to historical records if the tool allows, or export final archives before cancellation.
Common migration pitfalls to avoid
- Trying to migrate everything: Focus on active clients and forward-looking workflows. Historical data can remain in archives.
- Switching mid-shoot: Finish in-progress work on the old system. Start new clients on Plutio.
- Not testing integrations: Verify payment processing works with a real (small) transaction before relying on it.
- Skipping the learning curve: Use the first 2-3 shoots as deliberate learning opportunities.
The investment in migration pays back in time saved on every future shoot, proposal, and clients interaction. Plan for a weekend of setup and a few weeks of adjustment, then benefit from simplified workflows going forward.
