What’s in My Wedding Client Workflow (and What I’d Never Skip)

Behind every film is a ton of behind-the-scenes structure - emails, timelines, prep calls, backups… the list goes on.

Your client experience doesn’t start when you show up with a camera - it starts the moment they inquire. And if your workflow is all over the place, they’re going to feel it.

After years of refining, tweaking, and learning the hard way, here’s what my current client workflow looks like - and the steps I never skip.

1. Initial Inquiry & Personalized Response

When a couple reaches out, I make sure the response is timely and tailored. No stiff copy-paste templates here - just a quick reply that shows I’ve actually read their message, plus a link to a guide that walks them through my pricing, process, and what they can expect.

Pro Tip: Automate what you can, but always make it feel human.

2. Discovery Call to Learn the Couple

This isn’t just about selling myself - it’s about listening. I ask about their story, what they care most about on the day, and how they want their film to feel.

Even if they don’t know all the answers yet, it sets the tone that I’m here to capture them, not just check off a shot list.                                                                                      

This step helps me craft a more intentional shoot day and build trust.

3. Contract & Invoice (Keep It Simple.)

Once they’re ready, I send a contract and first invoice. I keep things clean, professional, and easy to understand - no confusing clauses or awkward payment breakdowns.

What I never skip: a clear cancellation/reschedule policy and expectations around delivery timelines.

4. Prep Questionnaire & Timeline Call

About 6 weeks before the wedding, I send a quick questionnaire to gather final details - ceremony time, locations, important people, names I should know, etc.

Then we hop on a timeline call to go over everything, flag any weird gaps or tight spots, and make sure we’re all on the same page.

This is the key to a stress-free wedding day… for them and for me.

5. Shoot Day Prep & Gear Check

The day before the wedding, I charge every battery, clear my cards, pack backups of everything, and review my notes about the couple.

No guesswork. No surprises. Just peace of mind.

I also rewatch a few of their favorite films (if they mentioned any) to remind myself what style or vibe they were drawn to.

6. Delivery & Follow-Up

After the wedding, I send a sneak peek or still within the first 1–2 weeks, so they know something’s coming and feel taken care of. Final delivery happens through an online gallery with a clean, branded look.

Then I follow up:

• Ask for feedback

• Send a thank-you

• Request a review (with a direct link to make it easy)

This is also when I gently ask if they’re open to me submitting the film for features or sharing on socials - always with their permission.

What I Never Skip

No matter how busy or booked I get, I never skip these:

• Personal connection - people remember how you made them feel, not just how good the film was.

• Timeline prep - this saves me from chaos more than any camera trick ever could.

• Clear communication - I don’t ghost my couples between booking and wedding day. Period.
  

A solid workflow isn’t about being fancy or overcomplicated - it’s about creating a seamless, thoughtful experience that reflects your brand.

The more you refine your process, the more trust you build - and the smoother everything runs. The fact that you even made it here to this blog shows you care and that you want your clients to have the best experience possible - so props to you and here’s to creating a better client workflow!