CRM & Client Portal
One record per client. One place they can self-serve.
Every message, document, payment and shoot on a single timeline — plus a branded portal where clients answer their own questions instead of emailing you.
Client record
Ivy & Theo — 3 events, 2 brands
0%
Fewer status-check emails once the portal is live
0 min
Average time to find any document from any year
0.0 hrs
Admin saved per event on client comms
Photography CRM software
What a studio CRM has to hold that a contact list cannot
A photography client is not a row in a contact list. They are a couple with two email addresses, a venue, a planner, three payments, a signed contract, a questionnaire, a shot list, a second shooter and a delivery date. All of that has to be findable in one place two years later when they call about an anniversary session.
Pixifi keeps a single record for every client and every event underneath them. The timeline shows each inquiry, proposal, contract, invoice, payment, email, questionnaire and internal note in order, so anyone on your team can read the last six months in a minute rather than reconstructing it from three inboxes.
The client sees a version of that record too. The branded portal gives them their own login where they can review their package, pay a balance, sign an outstanding document, fill in a questionnaire, confirm a timeline and check what is due next — the questions that otherwise arrive as emails you have to answer individually.
Because the CRM sits underneath the whole system rather than beside it, nothing is duplicated. Update an email address once and it is correct on every invoice, contract and automated message from then on. Search a venue name and get every wedding you have ever shot there.
Answers, quickly
- What is stored on a client record?
- Contacts, events, documents, invoices, payments, emails, questionnaires and internal notes on one timeline.
- What can clients do in the portal?
- View their booking, pay balances, sign documents, complete questionnaires and confirm details themselves.
- Can my team collaborate on a client?
- Yes — assign owners, leave internal notes clients never see, and control access by role.
- Does it handle repeat clients?
- Yes. Multiple events sit under one client, so history and preferences carry forward.
The client record, from first hello to anniversary session.
How a single record grows across the life of a client relationship.
Created from the inquiry
The lead becomes a client record with contacts, source and shoot type already attached — nothing retyped.
Documents and money attach themselves
Proposals, contracts, invoices and payments file against the record automatically as they happen.
Portal access opens
The client gets a branded login to review their booking, pay, sign and complete questionnaires on their own time.
The team works from one timeline
Internal notes, assignments and prep details live beside the client-facing history, visible only to your staff.
History that keeps paying
Years later the record still holds every detail, ready for an anniversary session, a referral or a reprint order.
Everything about a client, in one place they can also reach.
Unified client and event records
One client, many events, multiple contacts per event — partners, planners, parents or brand managers, each with their own role and email.
A timeline that tells the whole story
Inquiries, messages, documents, payments and notes in chronological order, so context survives staff changes and busy seasons.
Branded client portal
Your logo and colors on a private login where clients view their booking, pay balances, sign documents and answer questionnaires.
Questionnaires and shot lists
Send structured forms the client completes themselves, with answers saved to the event record for your team and crew.
Email logged automatically
Client correspondence sent through Pixifi files against the record, so nothing important lives only in one person's inbox.
Role-based access
Associates, editors and office staff see what their role requires, with internal notes hidden from clients and two-factor available.
Client records by photography style
Client management shaped to how your genre works.
A wedding couple and a corporate account need very different records. Here's how Pixifi handles clients for the six studio types that run on it most.
Wedding photographers
Two people, a planner and a venue coordinator all emailing about the same day.
Multiple contacts on one event with their own roles and permissions, and one shared timeline everyone works from.
Portrait & family studios
Repeat families whose kids, addresses and preferences change every year.
One client record holding every session across the years, with past packages and print orders a click away.
Newborn & maternity
Reschedules, sibling details and product preferences scattered across text messages.
Questionnaires and notes on the event record keep every detail in one place, even when the date moves twice.
Senior & school
The parent pays and the student books, and neither knows what the other agreed to.
Separate parent and student contacts with portal access, so payments, permissions and schedules stay unambiguous.
Commercial & event
Accounts with several stakeholders, multiple shoots and purchase orders per year.
Company-level records with many contacts and events underneath, plus documents and licensing filed per project.
Multi-brand studios
The same person books through two of your brands and gets two disconnected experiences.
Brand-specific portals and branding on top of one client history, so nothing is lost and nothing looks confused.
One system of record
The CRM is not a module. It is the floor everything stands on.
When client data lives in a separate CRM, every other tool needs a copy — and copies drift. In Pixifi the client record is the single source every other feature reads from.
Lead
Becomes a client record
Documents
Proposals and contracts filed
Money
Invoices and payments attached
Portal
Client self-serves securely
Production
Crew, tasks and delivery linked
History
Searchable years later
What breaks with a separate CRM
- Client details entered twice and correct in one place
- Documents in a drive, payments in a processor, notes in a phone
- New staff who cannot reconstruct what was promised
- Clients emailing you for information they could look up
- Repeat business lost because the history is gone
What one system gives you instead
- One authoritative record used by every feature
- Every document and dollar attached to the right event
- A portal that answers the routine questions for you
- Clean handoffs between shooters, editors and office staff
- Searchable history that turns past clients into new bookings
The client experience
The portal is the part clients tell their friends about.
Most studios are judged as much on organization as on images. The portal is where that shows.
One link that answers everything
Balance due, next payment date, signed contract, questionnaire status and timeline — all in one place the client can reach at midnight without emailing you.
Payments without a phone call
Clients pay a balance or an installment directly from the portal, and the ledger, receipt and record update the moment they do.
Structured information gathering
Questionnaires collect family groupings, timelines, addresses and must-have shots in a form you can actually hand to a second shooter.
It looks like your studio
Your logo, colors and language throughout, per brand — so the portal feels like part of the experience rather than a vendor's software.
How it compares
Pixifi, a generic CRM, or spreadsheets and folders
| What you need | Pixifi | Generic CRM | Spreadsheets + drive folders |
|---|---|---|---|
| Event structure | Many events and contacts per client | Flat contacts and deals | A row per booking, if updated |
| Documents | Filed automatically on the record | Attached manually | In a folder someone named badly |
| Payments | Invoices and ledger on the timeline | Not connected | In the processor dashboard |
| Client self-service | Branded portal for pay, sign and forms | None | They email you |
| Team access | Role-based, with private internal notes | All-or-nothing seats | Shared logins |
| Finding a 2019 booking | One search | Possible, if it was logged | An afternoon |
Works with the rest of your studio.
CRM and portal questions
Records, access, portals, questionnaires and history — the questions studios ask before moving their client data.
CRM & Client Portal
Give clients a place to answer their own questions.
One record per client, one portal for them, and an inbox that finally stops filling with status checks.