Quotes, contracts & invoices

Set up your packages and products

STUDIO MANAGER → Quotes → Packages & products

The goal: Write your price list once, so every quote is assembled in a few clicks — and your package descriptions read the same, word for word, every time you send them.

1. 1Open Quotes and click Packages & products (above the status filters).
2. 2Click Add package for something the client chooses between — Silver, Gold, Platinum. Click Add product for something sold on its own or on top — an extra album, a second shooter, a drone hour. A new row appears, named New package or New product.
3. 3Type the name and the price.
4. 4Click Upload image to give it a cover — on the client's quote a package shows as a card with this picture at the top.
5. 5Write the description in the big box: the events covered, hours, the team, the deliverables. Line breaks are kept, so lay it out the way you want it read.
6. 6♥ adds a Recommended ribbon on the client's quote. The eye-slash hides the entry from the picker without deleting it.
7. 7Click Save on that row. Each row saves on its own.

What just happened: The entry is saved to your studio's catalogue. Nobody outside the studio sees it until it's on a quote you send. Changing or deleting an entry later never changes a quote you've already built — a quote keeps its own copy (the delete confirmation says so).

Build a quote from your packages and extras

A lead's page → Documents → Quote → Create (or Quotes → New quote)

The goal: Put together one client's offer — the packages they can choose between, the extras they can add, and your terms — so they can choose and accept online instead of going back and forth by message.

1. 1From the client's lead page, click Create on the Quote row (Another quote if there's one already). The quote opens linked to the lead, with the client's name and email filled in. Or go to Quotes → New quote and pick the job under Linked lead.
2. 2Under Quote for, check Client name and Client email — the email is where it's sent. Issue date is today; set Valid until if the offer has a deadline.
3. 3Under Line items, click Add from catalogue and pick each package and product to offer. Each is copied in with its name, price, cover and description.
4. 4A quote made from a lead starts with one line built from the lead's event type and budget (“Wedding package” at the budget amount). It's a fixed line the client can't remove — delete it with the bin if you're offering packages instead, or edit it.
5. 5Something that isn't in your catalogue? Add package or Add product adds an empty line: type the name, quantity and price, then open the line's ⌄ for Card title, Cover image and Full description.
6. 6Drag lines by the grip to set the order the client reads them in.
7. 7Write your introduction, scope and terms in Notes — it appears at the top of the client's quote, before the packages.
8. 8In Totals, set Discount (an amount, not a percentage) and GST (%) if you charge it. The currency at the top is per quote and starts at your default from Settings → Payments.
9. 9Click Save.

What just happened: The quote is saved as a Draft, numbered like QUO-2026-004. A draft is never emailed or shown on the client portal. It's on your Quotes list and the lead's Documents, visible to you and team members with Inquiries (leads).

Choose what the client can pick

Quote → Line items → Opt, and the ⌄ on each line

The goal: Decide which lines are fixed and which are the client's choice, so they can take one package, add extras, change quantities or build their own — and watch the total change as they go.

1. 1Opt on a line makes it the client's choice: they tick it on or off. A line without Opt is always included and they can't remove it.
2. 2To make packages either/or, give them the same Either/or group name in each line's ⌄ panel. Ticking one then unticks the others. Packages from the catalogue arrive with Opt on and the group package already filled in.
3. 3Tick Client can change quantity on a product they may want more of — extra prints, more hours. They can set 1 to 999. Products from the catalogue arrive with this ticked.
4. 4Tick Recommended on the package you'd suggest — the card shows a ♥ Recommended ribbon.
5. 5Click Save, then ⋮ → View public to check it as the client will see it.

What just happened: Your choices are saved on the quote. On the client's page every Opt line starts unticked: they pick a package card, tick products and change quantities, and the Quote summary and Total update as they go. Lines without Opt are always in.

Send the quote

Quote → Send

The goal: Get the quote to the client on a link they can open without logging in, and accept or decline.

1. 1Check Client email under Quote for — that's who gets it.
2. 2Click Send. It saves the quote, then emails it: “Quote emailed to …”.
3. 3No client email? You're asked to Mark sent instead. Nothing is emailed; send the link yourself.

What just happened: The status becomes Sent. Your client gets an email from “<your studio> via BokehFrames” (replies come to you) with the lines, the total and a Review & accept quote button. If the quote is linked to a lead, the button opens their client portal on the Quote tab — the same link will later hold the contract and invoice. Without a lead, it opens the quote on its own page.

What your client sees and does

The client's link (portal → Quote, or the quote's own page)

The goal: Know exactly what's on your client's screen, so you can talk them through it.

1. 1At the top: your studio's name and contact details (and GSTIN if set), Prepared for, Issued and Valid until, then your Notes.
2. 2Choose package: a card per package with its cover, price and description (Show more opens the full text). They tick the card they want.
3. 3Choose product: a table of your products with a tick on each optional one and a quantity box where you allowed it — or Build your own package.
4. 4Quote summary lists what they've picked; Subtotal, Discount, GST and Total update live.
5. 5They click Accept quote — it stays greyed out until something is picked (“Pick at least one item to accept.”) — or Decline.
6. 6Save as PDF downloads a PDF of the quote; Print opens the browser's print dialog.

What just happened: Accept locks the quote with their picks and quantities, shows “Accepted — your agreement is ready to sign”, and creates the contract for them straight away (next how-tos). Decline marks it Declined; it can't be accepted after that. Either way the status changes on your Quotes list.

Edit, resend, void or delete a quote

Quotes → click the quote

The goal: Fix a price, add an option after a call, or nudge a client — without starting over.

1. 1Edit: while a quote is Draft or Sent, change anything and click Save. A Sent quote changes in place — the client sees the new version next time they open their link. Nothing is emailed.
2. 2Resend: click Send on a Sent quote. It emails the current version to Client email; the status stays Sent.
3. 3Void: ⋮ → Void, then confirm. The quote is marked Expired and the client can no longer accept it.
4. 4Delete: on a Draft, ⋮ → Delete removes it for good. Sent quotes can't be deleted — void them.
5. 5A new offer after a decline or a void? Make a new quote. The old one stays as a record.

What just happened: Changes and status moves are saved on the quote and recorded on the job's activity. Accepted, Declined and Expired quotes are locked: every field, Save and Send are disabled.

Accept for a client who said yes on the phone

Quote → ⋮ → Accept for client

The goal: Record a yes you got in person or on a call, so the contract and invoice follow without asking the client to click through.

1. 1First make the quote say exactly what they agreed: Accept for client takes every line on the quote — optional ones included, and only the first line of each either/or group. Delete the lines they didn't take and set the quantities, then Save.
2. 2Click ⋮ → Accept for client and confirm.
3. 3You're taken to the new contract. Check it, then click Resend there to email it to the client.

What just happened: The quote is Accepted with the lines it has, the contract is created for the client to sign, and the job's activity records that you accepted on their behalf. With a lead, the contract is also waiting on the client's portal.

Accepted: the contract

STUDIO MANAGER → Contracts (or the lead's Documents → Contract)

The goal: Turn the accepted quote into a signed agreement with exactly the packages and prices the client chose written into it.

1. 1Acceptance creates the contract by itself, already Sent: it's on the client's portal under Contract, marked as waiting on them.
2. 2Its wording comes from your templates — the one whose title matches the job's event type (wedding, portrait or event), otherwise your first template. Above the terms is a table of what they accepted: each package or product with its full description, quantities, Subtotal, Discount, GST and Total.
3. 3Open it from Contracts to check it. Until it's signed you can still change the Title and Agreement; the client sees the change next time they open it.
4. 4The acceptance itself doesn't email the contract. To email it, click Resend — for a job with a lead the email links to the portal's Contract tab.
5. 5The client types their Full legal name, can draw a signature, ticks the confirmation and clicks Sign Contract.

What just happened: You're emailed “Signed: <contract title>”. The contract locks as Signed and keeps their name, the time and their IP address; they can save it as a PDF from their link. Signing creates the invoice — next how-to.

Signed: the invoice

STUDIO MANAGER → Invoices (or View invoice on the accepted quote)

The goal: Bill exactly what was signed, without re-typing a line.

1. 1When the client signs, a Draft invoice is created from the signed contract: the same lines, quantities, prices, discount, tax rate and currency, addressed to the client and due in 14 days.
2. 2Open it from Invoices, from the lead's Documents, or from View invoice next to the status on the accepted quote.
3. 3Check the lines — each carries the package's full description — and the Due date, and add notes.
4. 4Click Send.

What just happened: Until you click Send the invoice is a Draft: not emailed and not on the client's portal. After Send the client gets a View & pay invoice email and the invoice appears on their portal's Invoice tab, with your payment options.

Worth knowing: Want an advance first? Change this invoice to the advance amount before you send it, and raise the balance later with Another invoice on the lead's Documents.

Set up how clients pay you

Settings → Payments (account owner only)

The goal: Enter your business details, tax and payment options once, so every quote and invoice carries them and clients can pay the way they prefer.

1. 1Under Studio identity add your business name, GSTIN if you have one, and contact details — they're printed on quotes, contracts and invoices.
2. 2Set Default currency (used for new invoices). New quotes use it too.
3. 3Under Country & tax, in India: tick My studio is GST-registered if you are, then set Your state (from your GSTIN — decides CGST+SGST vs IGST), Default GST rate % and the Invoice series prefix. Tick I'm under the composition scheme if that applies. Outside India, set your tax label and rate.
4. 4Under Online payments, click Razorpay, Stripe or PayPal (each says Set up → until it's Connected) and connect your own account on its page.
5. 5Under Manual transfer details, add your UPI ID and Bank details for clients who pay by transfer.
6. 6Click Save.

What just happened: Saved for the whole studio. Currency and tax apply to quotes and invoices you create from now on; your business details and payment options show on the documents your clients open. Only the account owner can open this tab.

Create and send an invoice

A lead's page → Documents → Invoice → Create (or Invoices → New invoice)

The goal: Bill for an advance, a balance or extras — anything that didn't come from a signed contract — and get paid online or by transfer.

1. 1From the lead: Create on the Invoice row (Another invoice for a second one). It opens linked to the lead, with the client's name and email and a first line from the lead's event type and budget. Or Invoices → New invoice and choose the job under Linked lead.
2. 2Check Client name and Client email. For a business client in India, add their address, GSTIN and Place of supply.
3. 3Set the Issue date and Due date (14 days out unless you change it), and the currency at the top.
4. 4Edit the lines (Add line for more), the Discount and GST (%).
5. 5Click Save, then Send.

What just happened: Send emails the client a View & pay invoice link and marks it Sent; it appears on the lead's portal under Invoice. Before you send it, it's a Draft — not emailed, not on the portal — though ⋮ → View public already opens its page.

What your client sees and how they pay

The client's invoice link (or portal → Invoice)

The goal: Know what the client's pay page offers, and when an invoice marks itself paid.

1. 1They open the link — no login. Download PDF saves the invoice.
2. 2Online: Pay now when you've connected one provider; with several, they choose Pay by card / UPI (Razorpay), Pay by card (Stripe) or Pay with PayPal.
3. 3By transfer: Pay by transfer shows your UPI ID and bank details.
4. 4After paying online they're brought back to the invoice, which shows Confirming payment… and records the payment.

What just happened: A payment confirmed this way is added to the invoice by itself, and the status moves to Partial or Paid. Transfers, cash, and online payments where the client closed the page before coming back, you record yourself (next how-to).

Record a payment

Invoice → ⋮ → Record payment

The goal: Log cash, bank transfers and UPI so the invoice, the job's money and the client's receipt are right.

1. 1Open the invoice, click ⋮ and choose Record payment.
2. 2In Record a payment, choose Amount or Percent (a percentage of the invoice total) and enter it.
3. 3Pick the Method and add a Reference (optional) — a transaction id or cheque number.
4. 4Click Record.

What just happened: The payment is added to Paid and Balance, the status becomes Partial or Paid, and the client is emailed a receipt — every recorded payment sends one. It also counts in the job's Money on the lead's page.

Correct or cancel an invoice

Invoices → click the invoice

The goal: Fix a mistake, or cancel an invoice while keeping a record of it.

1. 1To correct: edit and Save — the client sees the change on their link. Send again to re-email it.
2. 2To cancel: ⋮ → Void and confirm. Void invoice? warns that it can't be undone.
3. 3Delete is only offered on drafts.

What just happened: A void invoice stays on your list as a record, can no longer be paid and no longer counts as outstanding.

Keep an eye on what you're owed

Overview → Money; Invoices; a lead's page → Money

The goal: See what's been paid, what's owed and what's late, studio-wide and per job.

1. 1Overview's Money tab: Collected, Outstanding (sent and part-paid), Overdue and Unpaid invoices — drafts excluded.
2. 2A lead's page: Quoted, Invoiced, Paid and Outstanding for that job, per currency.
3. 3The Invoices list: each invoice's status and amount due, with Outstanding and Collected this month at the top.

What just happened: These are views; nothing changes. Different currencies are never added together.

Worth knowing: The totals at the top of the Invoices list are worked out from the invoices in the filter you're on: Outstanding includes drafts, and Collected this month counts payments on invoices created this month. For money actually owed and received, use Overview → Money.

Write your contract templates

STUDIO MANAGER → Contracts → Templates

The goal: Write your agreement once, so every contract — including the one created when a quote is accepted — starts from your own wording with the client's details filled in.

1. 1Open Contracts and click Templates. The first time, three starter templates are created for you: Wedding Photography Agreement, Portrait Session Agreement and Event Coverage Agreement.
2. 2Edit a template's Title and Body, or click Add template for a new one. Click Save.
3. 3Use merge tags in the body: {{client_name}}, {{event_date}}, {{event_type}}, {{event_location}}, {{amount}}, {{photographer}} and {{date}}.

What just happened: Templates are private to your studio. Tags are filled in once, when a contract is made: {{amount}} is the lead's budget, {{event_date}} its event days or dates, {{photographer}} your studio name, {{date}} that day. Editing a template never changes contracts already made.

Send a contract on its own

STUDIO MANAGER → Contracts → New contract

The goal: Get a signature when there's no quote — a reshoot, a second shooter, a usage agreement.

1. 1Click New contract. Pick the Template (or Blank contract) and choose the job under Link to a lead (optional, prefills client + details). Click Create & edit.
2. 2Edit the Title and Agreement and Save.
3. 3Click Send. For a job with a lead, the email links to the client's portal on the Contract tab.

What just happened: Status Sent. The client signs on their link — Full legal name, an optional drawn signature and a confirmation tick — and you're emailed “Signed: <title>”. The signed contract is locked and kept on the job with the signer's name, time and IP address.