From Chaos to Control: How a CRM System Transforms Your Business

Being a photographer is not just about taking pretty photos. It’s also about running a business, and like every little business, managing daily admin tasks can be challenging and overwhelming. From the first enquiry to scheduling the photoshoot, sending the invoice and managing all the steps in between is not always easy to stay on top of things.

This is where CRM (Customer Relationship Management) systems come into play.

This blog post is not just for my photographer colleagues but for any small business needing help managing and organizing daily tasks. I want to talk about how a CRM system changed my daily life as a business owner.

photo of a computer screen. CRM system are great to keep your business organised.

But first of all, what is a CRM System?

A CRM system is a powerful tool designed to streamline and optimize customer relationship management processes. Basically, it helps you to manage your interaction with clients and keeps everything in one place, from emails to bookings and invoices. All to stay more organised, saving time and providing a better and more professional experience for your clients.

There are many CRM on the market but I have been using 17Hats for 6 years and I love it. Believe me when I tell you that where once was chaos, now there is calm and control.

Core Functionalities of a CRM System

  1. Centralized Customer Database: CRM systems provide a place to store and manage customer data. This includes contact information, phone logs, shoot details, purchase history, communication records, and any other relevant details you want to keep track of.
  2. Lead and Opportunity Management: CRM systems facilitate lead and opportunity management by enabling businesses to track and analyze potential customers throughout workflows. By capturing crucial information at each stage, businesses can effectively nurture leads, identify potential opportunities, and convert them into loyal customers.
  3. Automated workflows: CRM systems can act as personal assistants by sending reminder emails, invoices, and following up with clients. This saves a lot of time and most importantly you will never miss important tasks.
  4. Create quotes, contracts and invoices. This makes it so easy to do sales. In the quote, clients can add or take away items so they are in control of how much they spend. The quote turn automatically into an invoice so nothing is required on my side. Contracts have electronic signatures so everything is quick and super easy.
  5. Customer Service and Support: A CRM system has the tools to deliver exceptional support. Businesses can provide personalised and effective customer service by having a comprehensive view of customer interactions.
  6. Business Insights: CRM systems provide excellent insights and reporting functionalities, giving businesses valuable insights into customer journeys.

Why Do You Need a CRM System?

If you are serious about your business you need to have a CRM system in place. Do you want to know why? As I mentioned before I use 17Hats, so I can talk with this experience in mind.

It will keep everything organised. You have your client page with emails address, phone numbers, home address, emails and phone logs and notes. You can see the purchase history and the bookings. Communication will improve and will be more personal. Having access to all your notes and conversation makes it easier to remember personal stories and follow up on them.

It will save you time. You can create workflows and automate most of your admin workload. This improves efficiency and saves time. For example, I have multiple workflows for each client, depending on where they are in their customer journey. I have a workflow that includes a few emails for the Lead phase. If they become a client they get moved to the booking, onboarding, after-shoot, and delivery phase. I have a birthday workflow so an email will be automatically sent with an offer on their birthday. All of this without me actually writing emails all the time!

It will make you look more professional. You can create quotes, contracts, and invoices. They can be automated and one triggers the other one. So when your clients accept a quote, it will generate a contract and an invoice. So if like me you are working with mums of newborns for example, and the quote has been accepted at 11 pm while you are sleeping, things will move and you might wake up with a new payment in your bank account.

Are you not sure yet?

In today’s business landscape, I believe a CRM system is no longer a luxury but a necessity. If you want to give it a go and see for yourself if a CRM can improve your business, I have a 17Hats Discount of 50% off your first-year. No brainer, right?

If you have any questions about 17hats just let me know in the comments. I’ll be happy to explain more.

Related article: Small Business Essentials: Tools I Use Every Day to Stay on Track

9 comments
Add a comment...

Your email is never published or shared. Required fields are marked *

  • Charity

    This is such great info! I didn’t know much about CRM systems before this post, so thanks so much for sharing!ReplyCancel

  • I’ve never used a CRM for my own business, although I have worked with HubSpot for a client. I like the idea of birthday emails and such, I’ll have to check out 17Hats, thank you!ReplyCancel

    • I’m sure all CRM have valid features. I’ve been using 17Hats for so many years now and couldn’t do without it 😉 
      Thanks for reading Lisa!ReplyCancel

  • Wow, this sounds like something I should look into. I don’t want to fumble over things and right now I’m using Google Calendar but that kind of overwhelms me seeing all of the things I have to get done. Thank you for sharing, I’m going to check into it. I’d love to own a photography business!ReplyCancel

    • A calendar definitely helps, a CRM system does so much more. It’s like a personal assistant. Thanks for reading.ReplyCancel

  • This sounds very useful! I am more of a Google Sheets girl for organising. Making a move like this does seem quite daunting! ReplyCancel

    • Spreadsheet are great! I used to used them a lot, now less. But a CRM does much more – I love particularly the fact it sends for me email reminders, outstanding invoices reminders, there is a lot of automation that makes my life easier.ReplyCancel

  • Lauren

    This is a really informative blog post. Thank you for sharing your tips. 

    Lauren – bournemouthgirlReplyCancel

Follow Me

I’ve never been a huge fan of Valentine’s Day - maybe because it’s also my name day (yes, in Italy that’s a thing!). But beyond that, I’ve always felt that love isn’t about just one day. It’s about all the little moments, the quiet gestures, and the everyday ways we show we care.

Love is precious, valuable, and worth celebrating every single day. When you have someone you truly cherish—whether a partner, a friend, or yourself—hold on to them tightly, through the big milestones and the quiet in-between moments.

So today, let’s celebrate love in all its forms. 

What’s one simple way you show love?

#loveeveryday #londonmaternityphotographer #londonpregnancyphotos  #pregnancyphotoshoot #blackandwhitephotography
This morning, I had the absolute pleasure of celebrating Galentine’s Day with the incredible women of @foundermums 

We took time to walk, talk, and connect - supporting each other as women, mums, and entrepreneurs. The morning ended with something truly special: a beautifully styled brunch, complete with stunning flowers and décor by @tipiangels and @fentonyardflowers, @shimmerandsoiree and delicious food and drinks provided by @stiritupmealkits and @bringthebabida.

And of course, I was honoured to capture the magic through my lens. It was a morning full of laughter, inspiration, and empowerment - just what Galentine’s is all about.

Here’s to the power of women supporting women! ✨

Sending love to all my fellow mums and friends today - how are you celebrating your own connections this month?

#GalentinesDay #womensupportingwomeninbusiness #foundermums #empoweredwomenempowerwomen #celebratingconnection
Reading your kind words fills my heart with so much joy! 

One of my greatest hopes for every session is that it feels like more than just a photoshoot. I want it to be an experience you treasure - a memory in itself.

I understand how overwhelming life can feel sometimes, especially with little ones. That’s why I create a space where you can relax, slow down, and just be yourself. It’s your time to connect with your loved ones. And those little moments - your baby grabbing your finger or curling up perfectly in your arms - those are the memories I aim to capture. 
Because these fleeting days deserve to be celebrated and preserved forever.

Yesterday, I shared my love with a complimentary matted print offer for February bookings. 

Today, I’d love if you could share some love with me. If you’ve recently visited my studio or worked with me in the past year, I’d truly appreciate it if you left a review on Google. 

Your feedback means the world to me, and it helps my small business grow and reach more families like yours. Thank you for your continued support! 

#sharingthelove #monthoflove #clientlove #supportsmallbusiness #londonmaternityphotography #londonnewbornphotography
February: The month of love! 💕

This month, I want to share some love with all my amazing clients. For February only, I’m offering a complimentary stunning matted print when you book a session—whether it's newborn, maternity, or family—the choice is yours!

If you're expecting a spring or summer baby, now is the perfect time to plan your session and take advantage of this special offer. Imagine holding a beautiful print of your precious memories, ready to display and cherish forever.

Don’t wait—let’s create something unforgettable together. 
DM me or click the link in my bio for more info and to book your session. 

#februaryoffer #monthoflove  #maternityphotography #newbornphotography  #printedmemories #maternityphotoshoot #londonmaternityphotographer
Are you welcoming a new little one in 2025? Whether it’s your first baby or you're growing your family, announcing your pregnancy is such a special and magical moment! 

Here are some creative ways to share your exciting news with loved ones:

Tiny Shoes: line up your family's shoes and add a pair of baby booties to the lineup—a sweet, visual surprise.

Surprise in the Family Photo: plan a family photo session and subtly include a baby onesie or a little shoe. Watch their reactions when they notice!

Big Sibling Alert: if you have kids or a pet, let them take center stage. Use a sign or T-shirt that says, “Big Brother” or “Big Sister”

A Special Gift Box: surprise loved ones with a keepsake box that includes an ultrasound photo, a tiny onesie, and a card with your due date.

Video Highlights: put together a short video documenting moments like your positive test, an ultrasound, or your growing bump.

Which idea is your favourite?  Or, if you've already shared your big news, how did you announce it?
Let me know in the comments.

#PregnancyAnnouncement #PregnancyJourney #SharingTheLove #ExcitingNews #londonmaternityphotographer

VALE@PHOTOGRAPHYBYVALENTINA.COM

07577 978246

LONDON NEWBORN & MATERNITY PHOTOGRAPHER

BASED NEAR RICHMOND - TWICKENHAM