Photography Business Spreadsheet

Photography business spreadsheet for wedding, portrait, family and mini-session photographers: log every booking, deposit and payment, and see what you have earned, what clients still owe and what is coming up. The Summary shows booked revenue, money received, outstanding and overdue balances, team pay due and your profit per session and for the year.

WHAT IT DOES

• Bookings tab: client, session type, session date, start time, location, package, package price, add-ons, deposit or retainer, balance due date, session status, travel distance and notes. Total price, money received, balance owing and payment status (Paid in full, Deposit paid, Part paid, Not paid or Balance overdue) fill in from your payments
• 8 starter session types: Wedding, Engagement, Portrait, Family, Newborn, Mini session, Event and Commercial. Rename them or add your own
• Payments tab: every client payment with date, amount, payment type (deposit or retainer, balance, add-on) and method
• Team Pay tab: what you agreed to pay each second shooter or assistant per booking, what you have paid and what you still owe
• Expenses tab: gear, software subscriptions, editing outsourcing, travel, marketing, insurance, studio rent, albums and prints, and other. Tag an expense to a booking or leave it as a general cost
• Travel cost: your round-trip miles or km times your own rate per mile or km
• Profit per booking: total price minus travel cost, team pay and the expenses tagged to it
• Summary, all bookings: bookings, booked revenue, received, outstanding balances, overdue balances, team pay agreed and owed, expenses, travel cost and profit after all costs
• Summary, this year: sessions, booked revenue, received, expenses, team pay, travel, profit this year, average profit per session, sessions in the next 30 days and team pay due
• Coming up: your next 8 sessions with date, time, location, balance owing and days to go, plus a money to chase list
• By session type: sessions, booked revenue, profit and profit per session. Month by month: payments received and expenses with a chart
• Room for 150 bookings, 200 team pay rows, 400 payments and 400 expenses. Money cells are plain numbers, so any currency works

WHAT YOU GET

• Photography-Business-Spreadsheet.xlsx (blank)
• Photography-Business-Spreadsheet-with-Sample-Data.xlsx (a filled-in example: a fictional studio with 23 bookings, 40 payments, team pay and a year of expenses)
• Quick-start guide (PDF)

HOW YOU GET IT

Digital download. After checkout you get a download page right away, plus a receipt by email. Nothing is shipped.

COMPATIBILITY

• Microsoft Excel 2016 or newer (Windows or Mac) and Excel for the web
• Google Sheets: upload the .xlsx to Google Drive, open it, then File > Save as Google Sheets
• Needs a computer or tablet with a spreadsheet app. This is not an app, and it does not send invoices, contracts or reminders

GOOD FOR

Solo photographers and small studios (weddings, portraits, families, newborns, mini sessions, events and commercial work) who want bookings, payments, team pay and expenses in one file instead of scattered notes.

PLEASE NOTE

A record-keeping tool. It is not tax or accounting advice and it does not send invoices or contracts. For your own personal use; please don't resell or share the files.

DISCLAIMER

This template is a planning tool and does not replace advice from a qualified or licensed professional (such as an accountant, bookkeeper or lawyer). Check the results before you rely on them.

HOW IT WAS MADE

Designed by VARS Digital with AI-assisted tools. Every formula is checked before release, and the sample file shows each tab working.

QUESTIONS

Email varsdigitals@gmail.com and we'll help you get set up.