CRM Setup and Assistance for Photographers
Sure, you could set up your CRM and workflows yourself, after all, creatives often feel the need to do it all themselves. BUT smart photographers know that success isn’t about doing everything alone. They know that by outsourcing time draining tasks, they free up energy to focus on being creative, forging connections and growing their business much faster.
As a photographer, your time and energy should be invested in high impact activities like marketing, networking, and showcasing your work.
Photogs Are Talkin'
Meet Anja, a brilliant branding and family photographer over at Anja Poehlmann Foto + Film. She recently took the plunge and moved from Studio Ninja to Dubsado and I helped make it a smooth landing
Hit play to hear what she had to say about the process of working with me. Thinking about switching CRMs too?
How many hours have you lost working on your CRM already?
Let’s be honest: setting up a CRM is complex!
You’re configuring workflows, building templates, learning new software and trying to align it all with your brand. It feels like progress, each button clicked and setting adjusted feels like another step forward. But is it actually helping your business grow?
The answer is, probably not. DIY CRM setup will consume days, weeks and months of you life all while giving the illusion of productivity.
You’re Frankensteining your CRM together with YouTube wisdom and pure willpower. It’s oddly satisfying, right up until you realise busy work isn’t the same as business growth.
Productivity isn’t about doing everything yourself. It’s about putting things in the hands of people who can do it faster and better.
"…I now have a CRM system that is organised, efficient, and easy to manage…
Thanks to Jo, my workflow is vastly improved, my customer service has been elevated, and I now have a CRM system that is organised, efficient, and easy to manage. Her quick thinking, creativity, and willingness to learn new things to meet my needs were nothing short of amazing
CRM Full Setup - Ways I Can Help You
From Blank to Brilliant – Full CRM Set-Up
Imagine a world where you’re not endlessly copying and pasting emails or wrestling with colour-coded Excel tabs. Yes, you can actually live in that world! Trust me, it’s time to let go of how you’ve been keeping track of clients and let your CRM work for you. Your future self (and your sanity) will thank you.
Hiring me to set up your entire CRM is worth its weight in gold because it’ll turn your business into a smooth conveyor belt of organisation.
Hiring a pro means you skip the months of tinkering, tutorials, trial-and-error and any crises that could arise! Instead, you get a system that works from enquiry to offboarding.
Perfect for:
The New Photographer Who’s Tired of Spreadsheet Chaos and Endless Copy-Pasting
Includes:
When you hire someone who KNOWS the best way to set up your CRM, you’re not just getting a system that “works” you’re getting the benefit of a streamlined, intuitive system. Imagine the relief of logging into a CRM that’s already tailored to your brand, where every detail is aligned and every interaction that can be automated IS, seamlessly.
"I can’t sing Jo’s praises enough"
I can’t sing Jo’s praises enough – moving my CRM was something I had wanted to do for a while but since it takes a lot of time, I kept postponing. Jo started offering her services just at the right time for me to finally tackle this job. I couldn’t be happier with her work!
Moving CRMs - Ways I Can Help You
Jump Ship to Another CRM
You’re ready to ditch your old CRM, but the thought of dragging everything over is daunting, to say the least. You know this switch will make life easier, but who has the hours (or patience) to move templates, workflows, emails, contracts and questionnaires to a new system?
Enter this swanky package:
I handle all the nitty-gritty so you don’t have to lift a finger. Think of it as hiring movers for your digital office – Your new CRM awaits, minus the hassle.
Perfect for:
The Photographer who wants to swap their CRM system without the headache of doing it themselves!
Includes:
Let’s be real — the wrong CRM can hold your business back. It can waste your time, frustrate the crap out of you (on the daily) and leave you feeling like you’re constantly fighting with your own systems.
"It’s one of the best investments I’ve made this year."
I would recommend any photographer—and I know there are many—who struggle with structuring their workflow, to work with Studio Ninja and to engage Jo to set everything up. It’s one of the best investments I’ve made this year.
CRM Improvements - Ways I Can Help You
Tidy Up the Joint (and Make It 10x Better)
You already have a CRM but isn’t living its best life. It’s the quick-fix, bare-minimum version you set up when you first invested in it: a few basic steps, zero automations and a silent promise that you’d “come back and make it better when things are quieter.”
Spoiler: things never got quieter.
So now your CRM is basically a slightly fancier spreadsheet that tracks enquiries, tracks bookings, and does nothing to ease your workload or improve the client experience.
Tidy Up the Joint is for when you don’t need a new CRM, you just need the one you’ve got to stop surviving and start performing. Smoother workflows, sensible automations, a better client experience, and far less admin.
Perfect for:
Perfect for the photographer who set up a CRM once, never went back, and keeps promising they’ll “fix it when things are quiet.
Includes:
There’s a hidden cost to this do-it-yourself mentality, especially when it comes to your CRM. Attempting to tackle it all can actually keep you stuck, far from the growth and satisfaction you deserve.
Photogs Are Talkin'
Meet Magdalena, the creative force behind Atelier 2.5 Photography in Glasgow.
She’s a brilliant Women’s Portrait and Brand photographer who specialises in actor headshots (and makes everyone look like they just landed their dream role!).
I helped her get her Studio Ninja and MailerLite systems up and running — here’s what she had to say about the process.
CRM Data Migration - Ways I Can Help You
Migration of clients to a new CRM
Does the thought of transferring clients form one CRM to a new CRM fill you with utter dread (it should, cause it’s a bloody nightmare!)
Which ever system your moving to, my CRM Client Migration Service will ensure that you don’t lose valuable data during the switch. Choose from two package options to make your transition smooth sailing.
When you migrate to a new CRM and it states it “imports your data”, did you know that usually ONLY the client’s personal details (aka mapped fields) move over NOT the valuable job documents like invoices, contracts, completed questionnaires, detailed notes etc (basically all the info you actually NEED too!)
Perfect for:
The Photographer who shivers at the thought of migrating client info to a new CRM (the dread)
The Smooth Operator - £850
Includes:
As a former photographer I understand that a model release form isn’t just another document – it’s essential to your business. I know that your questionnaires hold valuable client insights that you rely on to deliver a personalised experience.
When you work with me, you’re not just hiring someone to move data from one platform to another. You’re hiring someone who will treat your client files with the care they deserve, ensuring nothing gets lost in the process.
The Quick Shift - £550
Includes:
"Jo set up my new CRM Dubsado for me."
That included moving client data from one CRM to another, creating a tonne of canned emails, building workflows, forms and templates to use as I explore this new platform myself
CRM Optimisation - Ways I Can Help You
CRM System Health Check
Has your CRM become a bit like that cupboard in your house that you’re afraid to open? It’s there, it’s functional, but deep down you know it could use a serious refresh. Let me be the one to open that cupboard for you.
CRMs aren’t “set it and forget it” systems. They need regular updates to keep them running smoothly, just like your website or your camera gear. Yet, most photographers leave their CRMs untouched for years, missing out on powerful features, time-saving automations and better client experiences!
Perfect for:
The DIY Photographer Who Thinks They Did It Right… But Isn’t Sure!
Includes:
Get A Fresh Pair of Eyeballs on Your CRM – I’m not here to sell you a new CRM or start from scratch. I’ll take a good look at your current system and help you get more out of it.
"Thanks to Jo, my workflow is vastly improved..."
Thanks to Jo, my workflow is vastly improved, my customer service has been elevated, and I now have a CRM system that is organised, efficient, and easy to manage. Her quick thinking, creativity, and willingness to learn new things to meet my needs were nothing short of amazing
Ad-Hoc CRM Tasks
Ad-Hoc CRM Tasks is here for all those little bits you don’t rather avoid.
Whenever something pops up that makes you roll your eyes, send it to me. It’s like the “get out of admin jail free” card, letting you stay focused on your creative work while I handle the fiddly CRM stuff. You keep shooting; I’ll keep things running smoothly.
Perfect for:
The Photographer Who Wants to Spend Zero Time on CRM Tweaks and Tedious tasks!
You can hire me to:
How's this Work Jo?
→ Well, You’ve Gotta Make The First Move!
1. Choose a Service
What will make the biggest difference?
Consider what will benefit your business and sanity most right now and let’s start there!
2. Reach Out
You’ve got two options:
Book a quick call or fill out my contact form. Either way, you’ll unlock instant, personalised support that’s all about you (and your biz sanity).
3. Let’s Talk
Human to human, no scripts, no sales talk, just a good old fashioned conversation about your needs and whether I’m the right fit to help out right now.
4. Decide with Confidence
After our call, you’ll have everything you need to decide if I’m the right fit to take on the tasks you’d rather not tackle.
Imagine handing over the boring admin tasks and freeing up your time to focus on bring in leads and converting them into raving fans!
Feels good already, right?
Got Questions?
Head over to my FAQs page for all the juicy details on timelines, payment terms, what happens when, and everything in between.
How much?
Let’s cut to the chase (because who’s got time for mystery pricing?) CRM Services kick off from £95, depending on what kind of chaos we’re sorting out. Full CRM Setups are custom-quoted depending on the complexity of the system you’ll be choosing.
Studio Ninja is the quickest and easiest build (and to navigate for those brand new to CRMs). It’s a CRM system built by photographers, for photographers (I also have a Studio Ninja code for 20% off here). I also do full set-ups for Dubsado. The cost is dependent on how many services you offer and the complexity of the workflow you want to create and automate. Booking a call gives me a better idea of what you want from your CRM. A 40% deposit secures a spot on my calendar to do the Work if you go ahead.
Mailerlite welcome sequence and monthly newsletter creation all have fully transparent pricing, no smoke, no mirrors, no“contact me for a quote”. Everything’s laid out clearly so you know exactly what you’re investing in before you even get in touch.
Ad-hoc Support: If you only need an extra pair of hands now and then, my Ad-hoc support starts at £30/hour, ideal if you have a bunch of tasks that have been keeping you up at night.
😎 Payment plans are totally an option if you’d rather spread things out – I’m all about making your life easier!
How long?
Ah, the classic “how long is a piece of string?” question and the honest answer is, it depends!
📌CRM setups typically take around 20–25 working days (Monday–Friday), depending on your system and the complexity of the workflows and automation required. That includes creating all your canned emails, email templates and automations built and tested to perfection.
🚢Jumping ship from one CRM to another typically takes around 20–25 working days (Mon–Fri). It’s a hefty bit of behind-the-scenes magic that involves copying and rebuilding all your current questionnaires, email templates, workflows, automations, contact forms, services and packages. Basically, everything that keeps your client experience running smoothly. Think of it as hiring movers for your digital office.
📋 Client Migration: Moving clients from one CRM to another typically takes around 15–20 working days (Mon–Fri), depending on the service you choose. It’s a detailed, hands-on process that involves transferring active clients and new leads and if you’ve chosen the Smooth Operator package, migrating key client data, generating PDFs where needed, and triple-checking every detail for your 50 most recent clients so nothing gets lost. I treat migrations like digital house moves: everything gets packed, labelled, and unpacked neatly so your business walks into its new home without chaos, missing socks, or mystery boxes.
📧 Email marketing projects are typically wrapped up within 10–15 hours, spread over about a week and a half. Each newsletter takes around 1–3 hours, depending on the amount of content we’re working with, who’s supplying it, whether you already have a template in place, and how many rabbit holes I tumble down while testing every link to ensure it behaves correctly. Plus, preview approval time and scheduling!
How much do you need from me?
Honestly?
Quite a bit (but in a painless way, I promise). I’ll send you a questionnaire to get all the juicy details. There will be times when I’ll ask for more information. If we need to, we can hop on a quick Zoom call to make sure things are looking how you want them to look. You’ll always be in the loop and will be updated as I go, so there’s no “where has she disappeared to?” moment.
Completing my questionnaire as soon as you can means I can look at an official start date sooner.
How do I get started?
Take a deep breath and ask yourself:
What would make the biggest difference to you right now? What could you hand off that would instantly unclog the bottleneck in your business? What’s stealing the most time? What’s draining the most energy? And the important one, what would feel like pure relief if it wasn’t on your plate anymore?
Sit with that for a second.
Because it’s no accident you landed on a VA’s website, especially one who lived and breathed this industry for years. You don’t need better time management; you need to get the right tasks off your to-do list so you can focus on the things that will actually GROW your photography business.If you’re ready for YOU to feel lighter in your business, let’s chat. I’ll help you figure out what’s weighing you down so you can breathe again.
How long will a system take to learn once you’ve created it?
Good news: I don’t just hand over your new CRM system and disappear into the night. You’ll receive a recorded Zoom walkthrough of your new setup, a guided tour of what was built, why it’s structured that way, and how it works for you. It’s not a step-by-step training session (that’s available separately), but you’ll have an understanding of how things are set up.
And the support doesn’t stop there if questions pop up later (and they always do), I’m right here. Email me, ask, get clarity. No “you’re on your own now, good luck!” energy. I also give you resources, so you’re not losing hours to guesswork, tutorials, and mild tech-related despair.
And if you ever want extra help, a refresher, or a live walkthrough, you can book a call with me anytime. I’m here to make your business feel easier, not heavier.
How about a discount code?
Yes, I have discount codes floating around – head over to my Resources page and see what’s up for grabs. Who doesn’t love a good deal?
How do I know which service to opt into?
If you’re feeling a bit “ummm… everything sounds useful but I’m a bit overwhelmed with choice” then let’s hop on a free 15-minute call and figure out what’s the best fit for you right now. And hey, if there’s more than one service that catches your eye, we can chat about a cheeky discount (tempting, right?).
I primarily work with Studio Ninja and Dubsado for CRM systems (setup, audits, workflows, automations, templates — the whole shebang), MailerLite for email marketing (newsletters, nurture sequences, campaigns and lead magnets), and Pixieset for all sorts.
And because I’ve lived inside this industry for years, I can offer support that actually makes sense for how you run your business day-to-day.
My range of work is genuinely vast from system clean-ups to full CRM builds, email automation to newsletter strategy, client journey improvements to workflow refinement, and all the fiddly admin tasks most photographers hate but secretly need. So if you’re wondering whether something is in my wheelhouse, ask away. Chances are, it’s either something I do already or something I’m more than happy to take off your plate.
The point is: you don’t have to juggle all this alone.
"Communication with Jo was fantastic. …
Communication with Jo was fantastic. Besides being a professional—both as a photographer and as a workflow specialist—she is a kind and wonderful person. She’s someone great to work with
If you wanna get to where your heading quicker, get some help along the way for an easier ride!
Book a call today to experience the freedom and focus that comes with hiring ME to set up your CRM and watch your business thrive.
Systems I Work With
Ghostbusters!
Have you been ghosted again?
The Ghostbuster Final Follow-Up Email Pack could help!
Created for photographers with zero tolerance for radio silence. My 5 copy-and-paste final follow up email templates are perfect to send when a new lead ghosts after inquiring.
💥 Grab your free Ghostbuster Email Template Pack now. And give those ghosts one last chance before you move the heck on!
Stop the endless Googling.
I’ve pulled together my absolute favourite photography recommendations the stuff I actually use (and wish I’d known about sooner).
Whether you’re in a tech tangle, drowning in to-do lists, or just want someone to tell you what’s great. This page is for you.
It’s the kind of resource I desperately wanted when I first started out. Go have a nosey. I bet you’ll find something you didn’t know you needed.
