Last week after my shoot was over, my client was full of praise and told me that the agent who referred him (he’s an actor), had 3 photographers on his recommended list.He said, even though I was the most expensive, he picked me, not only because he liked my photos, but because I was the most professional.The fee for his session was $1,095.I’m not telling you this to boast.
My point is that there’s something to operating and behaving like you’re a legitimate business instead of just going around collecting money for taking pictures– something I too am guilty of doing when I was younger.😬
The Wake-Up Call That Changed Everything
Years ago, I remember being at a cafe with someone I was dating and a client called saying he’s right around the corner from my house and he was wondering if he could pick up his proofsheets.
If you don’t know what a proofsheet is (oh you yungon)… it’s like a web gallery but printed from negatives on photo paper in the dark room.
So I interrupted my date, which incidentally was right around the corner from my house too, ran over to meet my client, handed him his proofsheets and ran right back.🤷🏼♀️
And then I got an earful. You see, my date also happened to be a business owner but he was older and the wiser.
He explained to me boundaries and professionalism. And among other things, that my business should have business hours.
And the light bulb💡 went off. From there on, I changed everything.
Why Playing Small Keeps You Small
I even changed accountants! Because my accountant was playing small. He was encouraging me to continue making my money in cash and not take checks or credit cards.
He saw me as a girl with a camera going around taking pictures for money. Probably because I gave off that vibe!
I wanted to grow and somehow I knew that playing small would keep me small.
Giving my clients the ease and ability to pay by credit card would *HELP ME* grow bigger, not cost me more money.
The guy I was dating also helped me get on Quickbooks 👈 coupon code, the accounting software to organize my business and taxes.
The Professional Photography Business Transformation
With the changes I made, I saw first hand, how the more I behaved like a business, and the less I behaved like taking pictures in exchange for money was a casual pastime activity, the more money I made.
Because there’s credence to professionalism.
Your clients will give back what you put out. They’ll treat you casually if you present yourself casually. In fact, I’d make the case that you’ll attract casual people who don’t want to pay your worth IF you put out casual vibes.
How Professional Systems Lead to Higher Photography Rates
But I really went off on a tangent here… back to my client.
So this was his journey into my world.👇
He emailed me asking for prices and had some really specific comments about the direction he wanted to go.
I emailed him back a value based response (selling my value first, before revealing my prices), with an easy link to book a session, should he choose to move forward and I addressed and acknowledged his comments.
I think my email being super pro (cuz it’s a template I personalize each time, see below) with all kinds of information, questions answered in advance with an easy link to book, sealed the deal.
The Seamless Client Experience That Justifies Premium Pricing
But his experience prior to the shoot didn’t end there.
He had questions after booking with me and wanted to hop on a call. He asked me when I’m available.
In response, I sent him a link to book a call with me. That link allowed him to access my calendar and to schedule a call without the back and forth of trying to coordinate our schedules.
To him, I made the process smooth and that was worth paying $1,095 for with no regrets.
And what makes this process go so smoothly for my clients only costs me $37 a month using 17Hats as my CRM. 👈Discount link!
Essential Steps to Level Up Your Photography Business
✅ So if you haven’t yet leveled up your business practices, start with step one. Create business hours and don’t let clients interrupt your date.
Setting clear boundaries isn’t just about work-life balance—it’s about positioning yourself as a professional who values their time and expertise. When you operate with set business hours, clients automatically perceive higher value in your services.
This is something I talk about extensively in my photography pricing tips because professional boundaries directly impact what you can charge. In fact, understanding your pricing structure might be leaving money on the table if you’re not properly valuing your professional time and systems.
✅ Then, get on accounting software like Quickbooks so you can take credit cards and account for all your sales in one place (even if you collect money from multiple sources).
Professional payment processing is non-negotiable in today’s market. Clients expect convenience, and when you can offer multiple payment options, you remove friction from the buying process. Plus, proper accounting software helps you track your income and expenses for tax purposes—essential for any legitimate business.
Having clear systems in place also protects you from difficult clients. I learned this the hard way, as detailed in my post about the photography client who won’t pay, where proper contracts and payment systems saved my business.
✅ Use a CRM like 17Hats for automation tools to save you time but also to make you look like a pro and give your clients another reason to book with you.
Why Professional Photography Systems Matter
The right business management system does more than just save time—it creates a premium client experience that justifies higher rates. When clients can easily book consultations, receive automated confirmations, and access their galleries seamlessly, they perceive your business as more valuable.
Think about it: would you rather book with a photographer who requires multiple back-and-forth emails to schedule a simple consultation, or one who provides a sleek booking link that syncs with their calendar automatically?
This professional approach is exactly what separates successful photographers from those struggling to book clients. It’s why understanding how to choose the right headshot photographer from a client’s perspective can help you position yourself as that right choice.
Don’t make money, or lack of it, be the excuse for not leveling up your business. Because you’ll only make more money IF you level up.
The Photography Business Mindset Shift
Here’s what I learned that day at the cafe: acting like a hobbyist photographer will get you hobbyist rates. But when you start operating like a professional business owner, your clients will pay professional prices.
The difference between charging $200 for a session and charging $1,095 isn’t just about better equipment or fancier business cards. It’s about the entire client experience—from that first email inquiry to the final delivery of images.
If you’re serious about building a sustainable photography business, you need to understand why finding your niche is the key to higher earnings and how professional business practices support premium positioning. This principle extends beyond headshots—it applies whether you’re learning how to get more photography clients in any specialty.
Building a Photography Brand That Commands Premium Rates
Professional photography isn’t just about taking great photos anymore. In today’s competitive market, it’s about:
• Streamlined booking processes that make clients feel valued
• Clear communication that sets proper expectations
• Automated systems that create a premium experience
• Professional boundaries that reinforce your expertise
• Value-based pricing that reflects the transformation you provide
When you combine technical skill with business professionalism, you create a photography brand that naturally attracts clients willing to invest in quality.
This is especially important for professional business headshot clients who expect a certain level of service and professionalism that matches their own business standards. Photographers must also operate with the same professional mindset.
Your Photography Business Action Plan
Ready to make the same transformation I did? Here’s your step-by-step action plan:
Week 1: Set up your business hours and create an auto-responder email that communicates your professional boundaries.
Week 2: Research and implement a professional accounting system that allows credit card processing.
Week 3: Invest in a CRM system that automates your client communications and booking process.
Week 4: Create value-based email templates that sell your expertise before discussing price. Building relationships through consistent communication is crucial—learn more about effective email marketing for photographers to nurture your client relationships.
Remember, every successful photography business started with someone deciding to stop acting like a hobbyist and start operating like a professional. That decision—and the systems that support it—will be reflected in your rates and the quality of clients you attract. Your professional approach should extend to every client touchpoint, including having photography websites that convert visitors into paying clients.
The choice is yours: continue playing small and attracting clients who expect bargain prices, or level up your business practices and command the rates your expertise deserves. Building lasting client relationships through the “know, like, and trust” factor starts with professional systems that demonstrate your value from the very first interaction.
What’s your next step going to be?
Ready to build a six-figure photography business? I share the exact systems and strategies I use in my Headshot Academy. Get on the waitlist and turn your passion into a profitable professional business.
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