My Go-To Tools for Photography and Running a Smooth Business | By Colleen's Captures

Over the years, I’ve learned that being a photographer isn’t just about taking great photos. It’s about organizing your workflow, delivering images efficiently, and keeping your business running smoothly. I’ve tried a ton of apps, websites, and platforms, and I want to share the ones that have truly changed the game for me.

Stop Chasing the “Latest Tools”

I used to jump on every shiny new platform. HoneyBook, Dubsado, random AI app(that are the absolute worst!) if it promised to save time, I tried it. But here’s the thing: my clients don’t care about my apps, they care about feeling secure and understood.

Editing Without Losing Your Mind

• Lightroom & Photoshop – I don’t know what I’d do without these two. Lightroom is my go-to for batch editing; I can adjust a whole gallery in a fraction of the time. Photoshop is where I get details... fixing tiny distractions, retouching tricky spots, or creating composites when needed.

• Aftershoot – I have to be honest: culling used to be my least favorite part of editing. Aftershoot has saved me so many hours by automatically picking the best images. I still glance through everything, but it gives me a huge head start and less stress.

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Building a Website That Actually Works

• Wix Domain & Website – I built my website on Wix, and having a clean, easy-to-navigate site has made a huge difference. I thought a lot of other sites looked a bit to copy and paste so I liked the customized options with wix.

• Pic-time – I use these for client galleries. Delivering images here feels professional, simple, and it’s also a nice bonus for clients...they can download both web or high-resolution, share, and even order prints. I’ve had clients tell me they love how easy it is to use, and that always makes me happy.

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Protecting Yourself & Your Business

• PPA Insurance – I learned the hard way how important insurance is. Between equipment, liability, and client responsibilities, this coverage gives me peace of mind. One unexpected accident shouldn’t ruin your year, and insurance protects that. Most wedding venues requires you to send insurance or locations that require permits in Colorado so this is must.

• Notion – Honestly, without a system, I’d forget half the things I need to do. I use this app to keep track of shoots, edits, deadlines, and client communication. It helps me feel organized instead of constantly scrambling. You can acess it easily on your cell phone or laptop.

Use Tools That Build Trust for Clients

• I use Square for both invoices and contracts. I used to use HoneyBook and other platforms, but I noticed something important: most people outside the photography world have never heard of those tools, and sometimes they’ve never even met me in person..they’re booking from out of state. By using Square, I’m giving them a platform they already know and trust. It makes the process feel familiar, professional, and low-stress. Clients don’t have to learn a new system or wonder if it’s safe to pay or sign. That little bit of trust up front goes a long way toward a smooth experience, and honestly, it saves me time explaining how everything works.

• Square also allows be two customize putting money aside for taxes automatically when clients make a payment making everything so much easier during tax season.

Use Tools to Serve Clients, Not Just Manage You

So many blogs recommend one tool for galleries, another for billing, another for contracts. This is fine, but over time it turns into a spiderweb of apps you open and close every day.

Instead, ask this: Can a tool improve the client experience at every step?

Platforms that make clients feel in control not only make you look professional, they make people love the experience — and that increases recommendations

Bonus Favorites I Can’t Live Without

• Canva – For quick social media graphics or flyers.

• Google Drive / Dropbox – Always backing up images and sharing files with clients.

• Google calendar!

Systems Beat Willpower Every Time

I could try to remember every email, every edit, every contract, but I don’t. I am not a super hero I have checklists and templates for every thing! from first inquiry to final gallery delivery. It’s boring, but it works. My brain stays creative while my workflow stays consistent.

My Advice

Pick tools that actually make your life easier, not just what’s trendy. Start with editing, client delivery, a reliable website, and insurance. Then add what works for your style and workflow. The right tools let you focus on what matters most: photographing moments you love and making your clients happy.

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