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

10 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

  • Leslie

    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

  • […] actually wrote a full blog post titled From Chaos to Control: How a CRM System Transforms Your Business, where I dive into all the details about why this tool is such a game-changer for small business […]ReplyCancel

Follow Me

NEWBORN MODEL CALL - Don't miss it and please share it!

I’m looking for a newborn (born after 1st July) to model for a 1:1 training session in my studio on Wednesday 16th July – morning only.

Both parents need to be available at the session and comfortable signing a model release, as the images will be used for portfolio and promotional purposes. (No siblings, pets or extended family on this occasion, it's just baby and parents)

This is a lovely opportunity to enjoy a complimentary professional newborn session (value £290) and receive some beautiful photographs of your new baby.

The session will take place at my cosy studio in Twickenham (SW London), designed to offer a calm and relaxed experience for you and your baby.

If you or someone you know has recently welcomed a little one and might be interested, please DM me or email vale@photographybyvalentina.com – I’d love to share more details with you!

#londonnewbornphotographer #londonmums #londonmumsnetwork #londonnewbornshoot
Not all breastfeeding stories start with ease.

And some carry more than we can see.

This wasn’t just a photoshoot, it was a moment to honour a deeper journey.

One that mixed pain and joy. Loss and healing.

Feeding her baby… and feeding her soul.

The plasters were symbolic. So was the baby’s breath.

But the emotion? That was all her.

And honestly, it stayed with me.

If this speaks to you, know you’re not alone.

We carry so much. And sometimes, we need someone to see it.
 
My book will hold this story and many others like it. 
If it speaks to your heart, save it. Or share it with someone who needs to feel seen. 🤍

#breastfeedingjourney #breastfeedingsupport #breastfeedingproject
Natalie and Sara aren’t just sisters-in-law, they’ve walked side by side through the early days of motherhood, holding space for each other’s struggles and joys.

This session was a reminder that we don’t have to do it alone. In motherhood, as in business. That when stories are shared, healing begins.

That sometimes, the most powerful thing we can offer… is simply to be there.

And that’s the heart of my book: sharing stories, truths and experiences that make us feel less alone.

If you’ve ever felt supported by another mum, tag them below. Let them know they mattered.

And if you’re curious to read more stories like this one… keep your eyes peeled for news about the book release coming very soon!

#sisterhoodinmotherhood #motherhoodunfiltered #breastfeedingjourney #postpartumtruths #storytellingthroughphotography #londonmaternityphotographer
This photo? It’s actually two images merged into one.

The eye you see? Hers.

The reflection? 
A moment of feeding, held in her memory and now in this frame.

It’s not just editing. It’s storytelling.

Inspired by her journey. Created from emotion.

Because photography isn’t just about what you see, it’s about what you feel.

And this? This one feels like truth.
Working from a new spot because staring at the same screen in the same room wasn’t doing me any favours. 

Sometimes all it takes is a shift in perspective (and some cloud therapy)

Do you have a go-to place when your brain needs a reboot?

Drop your favourite focus spot in the comments: your garden? a café? kitchen table? I’m all ears.
Not my first time at the House of Lords… I know, I know. You’re probably thinking “Her again?!” 😅

But I promise, it never gets old.

Today was all about creativity (of course—hello, we’re talking about Adobe!), and how refreshing it is to chat with other small businesses in the creative world.

Huge thanks to the fab @adobeexpress team and @britainsmallbiz for putting together such a great course and for filling the room with so many lovely, inspiring people.

(And yes… I still take photos every single time I go!🙈) 

What’s your favourite ‘pinch me’ work moment so far?

VALE@PHOTOGRAPHYBYVALENTINA.COM

07577 978246

LONDON NEWBORN & MATERNITY PHOTOGRAPHER

BASED NEAR RICHMOND - TWICKENHAM