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GullySystem
Creative Services · Photography Studio Management Software

One connected record from booking to album delivery.

Follow a booking from the day the date is blocked to the day the album is handed over. The date, the advance and the crew going on it are recorded together, so a date is not promised twice. After the shoot, the raw files, the online selection, the edit and the album proof each carry a stage and a person, and the balance is requested before delivery.

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  • Packages, deliverables and included revisions configured before the first booking
  • Dates already blocked and advances already taken migrated as they stand
  • The people who built it set it up, host it and support it afterwards, working over remote video sessions

Wedding and portrait studios keep each booking, from advance to album delivery, in one shared record. Owners, photographers, album designers and hired cinematographers work on the same booking. It holds the date and advance, crew and call times, equipment issued, raw file handovers, the online selection, album stages and proofs, and the balance due on delivery. Each stage carries a promised date that you set.

Where it breaks today

What goes wrong before the software.

Dates can be promised twice

One booking is confirmed by call, another through social media. Both clients pay an advance. Then a crew is found at short notice.

Advances are not recorded against a name

A transfer arrives without a name against it. Months later, the client’s account of the amount cannot be checked.

Raw files are hard to trace

Files from several cameras go onto a disk with a label. Nobody is sure which disk. Whose desk is it on?

Album status is unclear

Selection may or may not be done. It is not clear whether the file is with the designer, the printer or no one.

Revisions are not counted

The package allows a fixed number of changes. Nobody keeps that count anywhere. Extra revisions get absorbed, and charging for them later becomes a dispute.

Balances are collected late

The album is handed over at a family gathering. Asking for money felt awkward then. The balance stays outstanding for months.

How it runs

How the work flows through it, step by step.

Illustration with sample figures. Your screens are built around your own records.
  1. 1

    Enquiry

    Record names, dates, venue, functions wanted, the package discussed and the source. A tentative hold can sit on the date. The family can decide meanwhile.

  2. 2

    Date blocked against an advance

    Once the advance is received, the date is confirmed. The payment schedule goes on the booking. A second booking on a blocked date needs a deliberate override.

  3. 3

    The shoot and the crew

    Assign the lead photographer, candid shooter, cinematographer, drone operator and assistants to each function with call times and venue. Camera bodies and lenses are issued against the shoot.

  4. 4

    Raw files and selection

    Record the card handover, the file count and the disk it went to. A selection set goes to the client, and the chosen list returns to the studio on the booking.

  5. 5

    Edit, proof and approval

    Editing and album design move through their own stages, each with a person and a promised date. Every revision is counted against what the package allowed.

  6. 6

    Delivery and balance

    Record the album, prints, USB drive and gallery link as delivered on a date to a named person. Whatever is still due shows before handover.

Modules

What is inside.

Every module can be switched on, left out or changed to match how your team already works.

Enquiries and packages

Record enquiries with dates, functions, budget and source, and packages with what each includes: hours, crew, spreads, prints and revisions.

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Booking calendar

Show confirmed and tentative dates on one calendar, function by function, with a warning before a second booking is taken on a blocked date.

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Advances and payment schedule

Track the advance, instalments and balance on delivery, each with a due date. Payments by cash, card, wallet or bank transfer carry a receipt number.

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Crew assignment

Assign photographers, cinematographers, drone operators and assistants to each function with call time and venue. Double booking gets checked.

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Freelancer payouts

Record the rate agreed per shoot for hired crew. Payments made and the balance still due sit beside it.

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Equipment issue

Issue camera bodies, lenses, lights, gimbals and batteries to a shoot. Check them back in. Missing or damaged gear gets noted.

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Raw file handover

Record how many files came off each card, who handed them over and where they now sit, with a backup copy noted as a second location.

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Selection and album stages

Manage online selection, editing, album design, printing at the lab and binding as stages, each with a person and a promised date, with late jobs shown.

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Proofs and revisions

Send album proofs for approval. The client’s remarks are kept beside a count of revisions used against those included.

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Delivery record

Record what was handed over, on which date and to whom, client gallery link included, with reprints and second albums against the same booking.

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Invoices and balances

Raise tax invoices from the booking, record receipts and see the balance on the booking, with outstanding balances by age in one list.

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Studio dashboard

View shoots this week, jobs at each stage, albums past their promised date, balances to collect and freelancer payouts due.

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Solutions inside

The business modules it is built from.

Each one is also available on its own, or inside a system built for you.

  • Lead Management

    Enquiries are recorded with dates, functions, budget and source, alongside packages that list the hours, crew, spreads, prints and revisions each includes.

  • Resource and Room Booking

    Confirmed and tentative dates share one calendar function by function, and the studio is warned before taking a second booking on a blocked date.

  • Collections and Payment Follow-Up

    The advance, instalments and balance on delivery each carry a due date, and payments by cash, card, wallet or transfer get a receipt number.

  • Resource Allocation

    Photographers, cinematographers, drone operators and assistants are assigned to each function with call time and venue, and double booking is checked.

  • Invoice Management

    Tax invoices come from the booking, receipts are recorded against it, and outstanding balances by age appear in a single list.

  • Dashboards and KPIs

    The studio dashboard shows shoots this week, jobs at each stage, albums past their promised date, balances to collect and freelancer payouts due.

  • Client Portal

    Online selection, editing, album design, lab printing and binding run as stages, each with an owner and a promised date, and late jobs are flagged.

Services

How we would put it in.

Setup, data migration, integrations and anything built on top.

All solutions

Every part of the system, by area.

Take the modules you need. Each one works on its own or inside a larger system built for you.

AI by department

Connections

Tools it connects to.

Each connection is scoped for your own account, one data flow at a time.

More on this product

Topics beyond the modules.

Each page covers one part of how the system is used, connected or controlled.

Views by Role for Photography Studios

Studio owners, booking coordinators, crew, editors and accounts each work on a different part of one booking.

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Integrations for Photography Studio Software

The software connects to WhatsApp, Google Drive links, Google Calendar, bank transfer and wallet records and, through an export, accounting software.

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Reports and Dashboards for Photography Studios

These reports read the booking, crew, album and payment records that the studio already keeps.

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Who uses it

One system, each person sees their part.

For studio owners

See the calendar, bookings against enquiries, where every album has reached and what money is outstanding. Set packages and what they include.

For booking coordinators

Take enquiries and block dates. Record advances and assign crew. Answer clients asking where their album is.

For photographers and crew leads

Open the shoot on a phone. See call time and venue. Record cards handed over and equipment taken out.

For editors and album designers

Work from a list of jobs with promised dates. Move each through its stages. Upload proofs for approval.

For accounts

Raise invoices and record payments. Follow up balances before delivery. Settle what freelancers are owed.

Reports

The numbers the owner asks for.

  • Shoots booked by date, with the crew assigned to each
  • Advances received and balances still to collect, booking by booking
  • Jobs at each stage, from raw files through edit to album delivered
  • Albums past the date promised to the client
  • Revisions used against those included in the package
  • Freelancer payouts due for shoots already done
  • Enquiries by source, and how many of them became bookings
Good fit

Who this is built for.

  • Wedding photography studios with several crews out on the same date
  • Studios hiring freelance cinematographers and drone operators per shoot
  • Photographers whose editing sits with one or two album designers
  • Studios doing maternity, newborn and pre-wedding shoots on package rates
  • Owners who lose track of balances until the album has already gone out
  • Studios whose camera bodies and lenses leave with different crews every weekend
Honest answer

When it is not the right choice.

  • A photographer doing a shoot a month. A calendar and a receipt book still work, and they cost nothing.
  • Anyone expecting the photographs to live inside the software. It records where a disk or drive sits and how much is on it, not the images themselves.
  • Studios looking for culling or editing tools. The edit happens in your own software exactly as it does now; only the stage and the deadline are tracked here.
Made to fit

Adapted to your business before it goes live.

You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.

Your packages and what is in them

Hours, crew, number of spreads, prints, video deliverables and included revisions are entered as you sell them. Season and weekend pricing can differ.

Bookings already taken

Confirmed dates, advances received and balances due are brought across, along with jobs in edit.

WhatsApp for proofs and reminders

Selection links, proof approvals and balance reminders are drafted in WhatsApp from the studio number, and your coordinator reviews them before sending.

Delivery links from where you store

Gallery and download links from the service you use today are recorded against the booking with their expiry. No storage is replaced.

Training for the coordinator first

Your coordinator uses the system most, so is trained first on your own live bookings. Crew and editors are shown only their own screens.

Hosting, backups and support

We host and back up the system. Support comes from the same team that set the studio up, by video session or email.

Works alongside

  • WhatsApp click-to-chat
  • Google Drive client gallery links for delivery
  • Google Calendar for shoot dates
  • Bank transfer and wallet records
  • Accounting software, through an export agreed at set-up
Common questions

Questions owners ask before a demo.

Is it suited to a wedding studio?

Yes, that is the trade it is shaped around, with several functions under one booking, crews per function, raw files, album proofs and balances. A commercial or product studio can use the same screens with different packages.

Does it stop us taking two bookings on the same date?

It warns before you confirm, and blocking a date needs a deliberate override. Crew are checked too, so someone already booked that day shows as unavailable.

Can the client select photos online, and are the photographs stored here?

Clients select online, and the photographs are not stored here. The selection link goes out on WhatsApp and opens your own gallery, because a wedding shoot runs to hundreds of gigabytes and belongs on your disks and drives. What this records is the file count, the disk or drive label, the backup location, who handed over the cards and the list the client chose.

Can we send a booking contract for signature, or a payment link for the balance?

No, neither. The booking carries the date, the package, the advance and what is due when. A signed agreement and an online payment link are separate work.

Can the crew update a shoot from the venue?

Yes. Call times, the day’s functions and equipment taken out open in the phone browser. A crew lead can record the cards handed in before leaving the venue.

How does it handle album revisions?

Each proof sent is a version, and each revision the client asks for is counted against what the package included. Extra revisions can be billed as a line on the invoice.

Can we track what freelancers are owed?

Yes. Rates are agreed per shoot when a freelancer is assigned, and payments are recorded against those shoots, so one settlement covers several shoots.

How does it handle tax invoices and our accounts?

Invoices are raised from the booking with the tax your country applies, and receipts are recorded against each. There is no built-in accounting link today, and an export can be written at set-up.

Can old bookings and the client list be moved across, and who owns them?

Yes. Confirmed dates, advances, balances and jobs in edit come over from Excel or your diary, and a month of the calendar is checked against yours before go-live. The record stays yours. The proposal describes how all of it is handed back.

What does it cost?

No price is published. The figure follows how many people log in and how much of your package structure has to be matched. Bookings already taken, plus delivery links and an accounting export, add work. You see your own bookings on screen before the proposal is written, and it itemises each module.

How soon can the booking desk start using it?

A date held against an advance is where clashes begin, so enquiries and packages, the booking calendar, and advances with payment schedules are built before the rest. Crew assignment, selection and album stages, payouts and invoices follow. Sequence and calendar sit in the proposal. Dates come first.

What should the studio collect before set-up?

Package list with what each includes, bookings already taken and the advance terms you use are the starting set. A freelancer payout sheet and a recent invoice round it out. Nominate the booking coordinator, a lead photographer and an accounts contact to answer our questions. Calendar and drive access are required. Use the real diary.

Wondering what it would cost? Share your requirements and an engineer will come back with a scope.

Inside this product

Every part, on its own page.

Each page covers one part of the system: what it records, who uses it and what it hands on.

Industries

Built for.

The trades this product is set up for. Pick yours to see how the work runs there.

Related

Related products.

Your requirements

See Photography Studio Management Software set up around your records.

Tell us how you run things today. An engineer reads it and writes back with what fits as it is, what would need changing, and what we would start with.

What happens after you share your requirements

  1. A senior engineer reads your answers. Nobody phones first.
  2. Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
  3. If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
  4. No call is booked and nothing is paid until you have read the note. Your details stay with us.

Start with your requirements

Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.

Share your requirements