Enquiry to money in the bank, all anchored to the same client record.
Dashboard → Leads
What just happened: Everything you attach later — quotes, bookings, contracts, invoices — hangs off this lead, so the whole job stays in one place.
Dashboard → Bookings
What just happened: The booking appears on your studio calendar. Clients can also book themselves through your public booking page.
Dashboard → Quotes
What just happened: When the client accepts, the quote is marked Accepted and can be turned into an invoice without re-typing anything.
Dashboard → Invoices
What just happened: Statuses run Draft → Sent → Partial → Paid, plus Void for cancelled ones. We take 0% commission.
Worth knowing: The Outstanding and Collected this month totals ignore drafts — an invoice only counts once it's Sent.
Dashboard → Contracts
What just happened: The signed copy is stored against the job. Cancel one by setting it to Void rather than deleting it.
Dashboard → Questionnaires
What just happened: Answers are attached to the job, so shot lists and preferences sit next to the booking on the day.
Dashboard → Tasks
What just happened: Tasks sit on a board you can work through, tied to the job they belong to.
Every control on these screens, and what it does.
Everything under STUDIO MANAGER in the sidebar. All seven sections anchor to the same lead, so a job carries its enquiry, quote, booking, contract, questionnaire, invoice and tasks together.
Enquiries from your website's contact form arrive here on their own. Add a Lead adds one by hand — the button is labelled New lead · offline for exactly that case.
| Name / Email / Phone | Who they are — editable, so a typo in a submitted email or a number they gave you later can be corrected. |
| Event type | Free text — “Wedding…” is the placeholder, not a fixed list. |
| Event date | When the shoot is, as you or the client typed it. Once the job has event days, those are shown instead. |
| Event days | On the lead page: each function of the job — Haldi, Mehendi, Wedding, Reception or any name you type — as a booking ticked This is an event day. Add event day creates one. The first and last event day are worked out from them, and dated tasks count from those days. |
| Location | City or venue. |
| Budget | What they said they have. |
| Source | How they found you. |
| Stage | Where the job is, from first message to done: Enquiry, Requirements, Quote & negotiation, Booking, Planning, Shoot, Editing & delivery, Wrapping up, Closed. |
| Status | Their state within that stage. |
| Assigned to | Which of your team owns the conversation. |
| Message (as submitted) | Read-only: their original words, kept verbatim. |
| Notes / Notes / message | Your running notes — “Call notes, follow-ups…”. |
Worth knowing: Message (as submitted) is deliberately not editable. When you are trying to remember what someone actually asked for three months ago, an un-edited record is the point. Correcting the contact details does not touch it either — your edit is stored alongside the original submission, and the change is recorded in the lead's activity log.
| Search | One box across name, email, phone and event. |
| All stages (n) | Stage filter, with a live count. |
| List / Kanban toggle | The same leads as rows, or as a board you drag between stages. The board is grouped: Win the job, Book & plan, Shoot, Deliver, Close. |
| Delete | Removes the lead and the tasks BokehFrames made for it automatically. Its bookings, invoices, quotes and contracts stay, and so do tasks you or your team added — those just lose their link to the lead. |
| Suggested tasks | One-click tasks proposed for the stage this lead just reached. A suggestion already on the lead's open tasks shows as Added, so it can't be added twice. See Automation below. |
One row per person, not per enquiry. A couple who come back for an anniversary shoot are one client with two leads.
| Client / Leads | Who they are, and how many leads they have sent you. A new lead with the same email as a client joins that client — including an email kept from an earlier merge. A lead with no email joins the one client with the same phone number (if two clients share that number, it stands alone). A lead with a different email but the same phone number as a client becomes a new client, and you are asked whether they are the same person. So is a lead that joins one client by email but gives the phone number of another. |
| Possible duplicate | Shown on a client in the list while another client has the same phone number and a different email (or the same email), and you have not yet said whether they are the same person. Open the client to answer. |
| Paid / Outstanding | On the Client details tab: what this client has paid you across all their leads, and what is still owed on sent invoices. One amount per currency; different currencies are never added together. |
| Stage and status | A client has none of their own. Each lead has its own stage and status, so a wedding can be Wrapping up · Balance due while the same couple's anniversary shoot is Enquiry · New. |
| Client details | The first of the client page's two tabs — a client's page always opens on it: their name, email, phone and notes with Save, then Paid / Outstanding and their Memories. Details below says what an edit changes. |
| Leads (n) | The second tab: every lead this client has sent, one row each, newest first, laid out as on the Leads page — Event (its event type, or without one the day it came in, e.g. Enquiry · 20 Aug, with the event date under it), Budget, Stage, Status, Assigned and Received. A dot marks a lead nobody has opened yet. Click anywhere on a row, or move to it with Tab and press Enter, to open that lead's page with its quotes, contracts, invoices, bookings, galleries and portal. Everything that happens on a job — its activity included — is on that lead's own page. The tab you are on is kept in the page address, so Back from a lead returns to it. |
| + Add lead | On the Leads tab: the Leads page's own New lead · offline form, already filled in with this client's name, email and phone. A lead with this client's email (or, with no email, their phone number) joins this client, so once added it is at the top of the list. Change the email and the usual rules decide instead — it may become a new client. If the lead cannot be added, the form stays open and says why. |
| Memories | On the Client details tab: this client's Memories across all their leads. |
| Same person? | “Same phone number as Priya (priya@example.com). Same person?” — shown on both clients' pages and on each of their leads, never merged without your answer. Merge into … keeps the client you have had longer: every lead moves to them with all its quotes, contracts, invoices, bookings and galleries, and so do their Memories. The other email — and any it kept from an earlier merge — is kept as an extra email, so a later enquiry from it joins the same client. If you were on the client that was merged away (or open its old link), you are taken to the one that stays. “Same email as Priya. Same person?” is asked the same way when an edit gives two clients the same email. Keep separate asks you to confirm, then leaves both as they are, and you are not asked about those two again — even after either of them is merged with someone else. |
| Details | Name, email, phone and notes for the client, on the Client details tab. Editing them here changes the client, not what was submitted on each lead. A phone number that can be read is saved in full international form (+91…). If an edited phone number now matches another client with a different email, or an edited email is one another client already has, you are asked whether they are the same person — nothing is merged until you answer. |
| Back to the client | On a lead's page, the button with the client's name opens their client page. It shows how many leads they have sent when there is more than one. |
Sections on a quote: Quote for · Line items · Totals · Notes.
| Client name / Client email | Who it is for. Attaching a lead prefills these. |
| Issue date / Valid until | When you sent it and when the price stops standing. |
| Quote currency | Per quote, defaulting to the currency in Settings → Payments. |
| Line items | Description, quantity, rate — add as many as you need. |
| Discount / GST (%) / Subtotal / Tax / Total | Computed as you type. |
| Notes | “Scope, terms, what's included, etc.” — the part clients actually read. |
| Mark sent | Moves it out of draft. |
| Accepted | The client accepted. |
| Void | Cancelled. Preferred over deleting, so the history survives. |
| View invoice | Appears once the quote has become one. |
Sections: Bill to · Line items · Totals · Payments · Notes.
| Client name / Client email / Bill to | Who owes it. |
| Issue date / Due date | Dates on the document. |
| Invoice currency | Per invoice. |
| Line items / Discount / GST (%) / Subtotal / Total | The arithmetic, live. |
| Paid / Balance | What has come in and what is still out. |
| Record a payment | Amount, Method, and a Reference (optional) — “Txn id / cheque no.”. This is how cash and bank transfers get logged. |
| Mark sent | Out of draft, and the client's pay page goes live. |
| Void | Cancelled without erasing it. |
| Status | Draft → Sent → Partial → Paid, plus Void. |
Worth knowing: Outstanding and Collected this month on the Invoices list ignore drafts. An invoice you have written but not sent is deliberately invisible to those totals — otherwise your figures would count money nobody has been asked for.
| Business name (shown on invoices) | Your studio's legal or trading name. |
| GSTIN (optional) | Printed on the document when set. |
| Default currency | Used for new invoices and quotes. |
| Razorpay Key ID / Key Secret | Turns on online card and UPI collection. Payments made this way update the invoice status by themselves. |
| UPI ID / Bank details | Manual transfer details, printed for the client to pay against. These you reconcile yourself with Record a payment. |
Worth knowing: We take no commission on either route. Razorpay's own fees apply to the online route; the manual route costs nothing and simply relies on you recording what lands.
| Template / Blank contract | Start from one of your saved templates, or from nothing. |
| No lead | The dropdown's option for a contract not attached to a job. |
| Title / Agreement | The name, and the body text you can edit freely. |
| Send | Publishes the client's signing link and notifies them. |
| Mark as sent | For when you sent it another way but want the record straight. |
| Status | Draft · Sent · Signed · Declined · Void. |
Worth knowing: Contracts → Templates is where the reusable wording lives. Write your standard agreement once there and every new contract starts from it.
| Template / Empty questionnaire | A saved intake form, or start from scratch. |
| Link to a lead (optional, prefills client) | Attaching a lead saves re-typing their details. |
| Send / Mark as sent | As with contracts. |
| Awaiting response | The state between sending and their answers arriving. |
| Status | Draft · Sent, then answered. |
Worth knowing: Questions can be conditional — a question that only appears when an earlier answer calls for it. Use it to keep a long intake form short for the client who does not need the long version.
| Title | “e.g. Wedding — Aisha & Rohan”. |
| Client name / Client email | Who it is for. |
| Event type / Package | “Wedding, Portrait…” and “Gold, Half-day…”. |
| Location | Venue or city. |
| Starts / Ends | Date and time. This is what places it on the calendar. |
| Linked lead | Ties the booking to the enquiry it came from. — None — if it stands alone. |
| This is an event day / Function | Only on a booking linked to a lead: marks it as one of the job's functions and names it (Haldi, Wedding…). |
| Status | Where the booking stands. |
| Notes | Anything the day needs. |
Worth knowing: Clients can also book themselves through your public booking page, and those arrive here the same way. Your booking page never offers a time that overlaps a booking, from its start to its end, and never offers any time on a day that has an all-day booking. A booking marked From a lead carries the whole enquiry history with it.
| Title / Type | What it is. |
| When (date & time) | Due point. |
| Priority | Low · Normal · High. |
| Status | Where it is. |
| Assigned to | Which teammate. |
| Location | Where, if it matters. |
| Linked to lead | The job it belongs to. |
| Notes | Detail. |
| Role / function | Who the task is for (Owner, Photographer, Editor, Videographer, Accounts) and, for an event-day task, which function it belongs to — Haldi, Wedding. Filter the board by role. |
| Templates | The automation rules below. |
Worth knowing: A task BokehFrames made from a rule counted from the event days keeps following them: move the wedding and its due date moves too. Change the due date yourself and it stays where you put it. A task a rule made is cancelled rather than deleted, so the rule does not make it again.
The one place in Studio Manager that does something without you asking. It is worth understanding because it is also the fastest thing to set up.
A rule set to Suggest does not create work on its own: it offers the task on the lead and you accept it in one click, once — the chip shows Added while that task is open. A rule set to Create automatically makes its task the moment a job reaches its stage, for the right person, dated from the day you chose (the stage, or the event days). A job with no event days yet gets its event-day tasks without a date until you add them; older jobs get none until you add their event days.
Changes save automatically — there is no save button on this page.
| When a job reaches <stage> | The trigger. (any status) matches every status within that stage. |
| Create automatically / Suggest on the lead | Whether the task is made for you when the job gets there, or offered on the lead as a one-click chip. |
| Task | What to do — “Shoot: {function}” becomes “Shoot: Haldi” on each event day. |
| Due date counts from | The day the job reaches the stage, the first event day, the last event day, or each event day. |
| Days · before / after | How far from that day it is due — 30 days before the first event day, 20 days after the last. |
| Who does it | The role it goes to; the task is assigned to your default person for that role, else to you. |
| Type | What kind of task it creates. |
| Add recommended tasks | Adds a ready-made wedding workflow — follow-ups, advance and 70% chasers, a shoot and a backup task per function, delivery dates. Only rules you do not have yet are added; your edited ones are never touched. |
| Delete rule | Removes it. Tasks it already made stay. |
Two emails your clients can get from your studio beyond the documents of a job. Both are off until you switch them on here, and both go out as “Your studio via BokehFrames”, with replies coming to you.
| Ask clients how we did | Feedback requests. Five days after a job's last event day, at your send time, the client gets a short “How did we do?” email: stars, how likely they are to recommend you, and a comment. Only jobs from the day you first switch this on are asked; switching it off and on again does not change that day. |
| Send Memories | A note on the anniversary of a day you photographed — a wedding anniversary, a birthday you shot, or one year since an event. |
| Before each one goes | I approve each one (recommended): nothing sends without your yes, and one not approved by its day is not sent. Send automatically unless I skip it: sends on its own; one from an event before you first switched Memories on still needs your yes the first time. |
| A personal line for every Memories email | Optional, plain text, no links — for example “Hope you're both well! — Karthik”. |
| Client replies go to | Your account email, or one of your team members' emails. Not a free-text address. |
| Send time / Time zone | When the day's client emails go out — 10:00 by default, in the time zone you set here once. It does not change when you travel. |
| Address shown in client emails | Printed in the footer of every feedback and Memories email. Needed before you can switch either on; it is not taken from your billing details. |
| Your review links | Google, WedMeGood and one more site. Shown to every client on the thank-you page after they give feedback, whatever score they gave. |
| Pause all client emails | Stops feedback requests and Memories, including any already scheduled. Quotes, invoices, contracts and gallery links are not affected. |
Worth knowing: Every feedback and Memories email carries a link to stop them. A client who uses it — or marks one as spam — stops only your studio's feedback and Memories emails to them; their invoices and contracts still arrive. If several clients mark them as spam within a month, we pause them for you and let you know.
Every job's “How did we do?” email, from scheduled to answered. With feedback requests switched on, it goes by itself five days after the job's last event day (for a wedding, usually the reception) at your send time — or five days after the job reaches Wrapping up if it has no event days.
| Scheduled for | The day and time it goes, worked out the same way the sending does. Once the day has come it says Due now and when it goes out — at your send time, or within the hour if that time has passed. Jobs whose last event day was before you switched feedback requests on are not scheduled — you can still send one. |
| Not sent automatically — more than 30 days late | A job that only became ready (booked, moved on from Quote & negotiation, given its event days) more than 30 days after its feedback date is never emailed by itself — the client would get a surprise about a day long past. Use Send now if you'd still like to ask. |
| Won't be sent | The client has stopped feedback requests from your studio, or their email is a placeholder address (such as @example.com) that can't receive email. Nothing goes until that changes. |
| Will go to | Who gets it: the client's email from their details. There is no box to type an address — to change who it goes to, change the client's details. |
| Send now | Sends it straight away instead of waiting. You are asked to confirm first. If the job changed while you were looking — it was just sent, or a colleague pressed Send again — nothing is sent and the section shows it as it is now. |
| Don't send | This job is never asked automatically. Offered for as long as the email could still go by itself — even while client emails are paused or the client has no email yet. Send anyway undoes it. |
| Sent · Opened | When it went, and when the client opened the form. “Opened” counts only a real visit, not a mail app checking the link. One that couldn't go says Not sent, and why. |
| Send again | Asks once more — with a fresh link. Available once the last one has gone; not after the client has answered. |
| The answer | Their stars, how likely they are to recommend you (0–10) and anything they wrote, and whether they said you may share it. |
Worth knowing: Lost and cancelled jobs are never asked. Once the email has actually gone (not just been queued), an open “Ask for a review” task on the job is ticked off for you, so the client isn't asked twice — if it couldn't go, the task stays open. A score of three stars or fewer, or 6 or less out of 10, adds a task to call the client tomorrow.
A short page with your logo and name, reached only from the email. It locks once sent.
| How was your experience with …? | One to five stars. Required. |
| How likely are you to recommend us to a friend? | 0 to 10. Required. |
| Anything you'd like to tell us? | Optional, in their own words. |
| … may share my words and rating on their website | Unticked unless the client ticks it. Only then can you publish their answer. |
| Show my name as | How their name appears if published: as they typed it (Priya & Arjun), first name and initial (Priya S.), or initials (P. & A.). |
| Send feedback | Sends it to you. After that the page says thank you and shows your review links — Google, WedMeGood, one other — to every client, whatever score they gave. |
Studio Manager → Reviews: what clients said, and what shows on your listing at /find and your profile.
| Waiting for approval | Answers where the client said you may share them. Approve and publish puts them on your listing exactly as written, as a Verified client review. |
| Published | Everything on your listing. Only Verified client reviews count towards your stars and your place in the directory. |
| Verified client | A client's own answer to your feedback request. It can't be edited or deleted. |
| Hide… | For a Verified client review, only if It's abusive or It shares personal details. The reason and who hid it are recorded; its rating still counts. Show again puts it back. |
| Added by studio | A review you typed in with Add review — for praise that reached you some other way. Shown, never counted in your stars; you can hide or delete it. |
| Private feedback | Every answer, shared or not, with your average stars and recommend score. Only you and your team see it. |
Worth knowing: There is no “reject”. Choosing which clients' words to show — and hiding the rest — is exactly what a Verified label promises can't happen.
A Memory is a short note your client gets on the anniversary of a day you photographed. Every job you've shot — Shoot or later, not lost or cancelled — gets one, made from its event days. You never type a date in, and nothing is sent until Memories is switched on in Settings → Client emails.
| Wedding anniversary | Made from the event day named as the ceremony: Wedding, Muhurtham, Nikah, Pheras, Anand Karaj, Shaadi, Vivah, Kalyanam or Marriage — or just Ceremony, when the job's event type is a wedding. A day named for both, like “Wedding & Reception”, counts. Reception, Haldi, Mehendi, Sangeet and pre-wedding days on their own never count. A one-day wedding whose day has no name counts too. |
| Birthday | A job whose event type or event-day name says Birthday (or B'day), on that day. It goes to the job's email — often a parent — wishes “the birthday star” and never mentions an age. |
| Anniversary of an event | Any other job, on its first event day — for example “One year since your engagement”. A naming, graduation or any other “… ceremony” that isn't a wedding is one of these. |
| From the “…” event day / Date set by you | Where the date came from. Changing the job's event days moves a Memory made from them; once you edit its day, kind or name yourself, it stays as you set it. |
| Its event day is no longer on this job | The day it was made from was unticked as an event day, cancelled, moved to another job or deleted, so nothing is sent and anything queued is stopped. A Memory you never touched simply goes; one you had approved, skipped, edited or paused stays here with this note — set its date with Edit and save to keep it. A job lost, cancelled or moved back before Shoot stops its Memories the same way. |
| Next | The next time it goes and what it will say — “1st wedding anniversary” when the year is known. The first one is a year after the event. |
| Goes to | The job's own address: the client's contact email, else the job's email, else the one from the enquiry form. There is no box to type a different address. |
| Approve / Skip this year / Undo | Your answer for the next one. With I approve each one, nothing goes without a yes given before your send time on the day. |
| Preview | The email exactly as your client will get it, from “Your studio via BokehFrames”. |
| Edit | What it is, What to call it, Day, Month, Year (optional) and Names in the greeting — for example “Priya & Arjun” when the job is under a parent's name. The email still goes to the job's own address. Without a year it says “Happy anniversary” with no number. |
| Pause… | Holds it, with a reason only you see: Separated, Bereavement, Asked not to or Other. The client never sees the reason and no email mentions it. Stops one already queued. Resume brings it back. |
| Never | This Memory is never sent. It stays on the page, marked Never, and you can resume it later. |
| No Memories for this job | Nothing from this job is ever sent, whatever its dates. |
| No Memories for this client | Nothing is sent to this person from any of their jobs. The same switch is on the client's own page, under Memories, with every Memory from all their jobs. |
Worth knowing: The same day for the same person on two jobs — or on two duplicate client records with the same email — sends one email, not two, and pausing either copy holds both. Merging two client records keeps their Memories and keeps a “No Memories for this client” from either.
The next 30 days of Memories, one row per person and day, soonest first. They go at your send time on the day (Settings → Client emails). Paused ones, jobs lost or cancelled, and jobs or clients with Memories switched off are not listed.
| Waiting for your yes | I approve each one: approve it before your send time on its day, or it is not sent. |
| Will send automatically | Send automatically unless I skip it: it goes unless you skip it. |
| Needs your yes (first time) | Automatic, but from an event before you switched Memories on — the first one needs your yes; later years go on their own. |
| Approved / Skipped this year / Sending / Sent | What has happened to it this year. Not sent means it was stopped at the last moment — hover it for why. |
| Stopped by the client | They used the stop link in an earlier email, or marked one as spam. Nothing is sent to them. |
| Preview | The email exactly as your client will get it. |
| Approve / Skip this year / Undo | Your answer for that day. It can change until the day has passed or the email has gone; on the day itself, Approve is offered only before your send time. A client who stopped your Memories emails has no Approve. |
| Pause for this client | Pauses this Memory and every other one for the same person — same client, same email or same job — with a reason only you see. |
| Approve all this week | Approves every Memory still waiting in the next seven days, except any you once paused (those you approve one by one) and any whose client stopped your Memories emails — the page says how many were left out. |
| Missed in the last 30 days | Memories that didn't go on their day — most because nobody approved them in time; Not sent means one was approved but couldn't go (no email on the job, the client's stop, or client emails paused that day). A Memory is never sent late. |
Worth knowing: Every Monday at your send time, if any Memories are waiting for your yes, you get one email and one notification — “3 Memories waiting for your approval” — with the soonest listed.
A short, warm note on the day, at your send time. No offers or discounts.
| From | “Your studio via BokehFrames”. Replies come to you. |
| Wedding anniversary | “Happy 1st anniversary, Priya & Arjun!” — the number only when the year is known. |
| Birthday | “Birthday wishes from” your studio. When the day's name says whose it is — “Aarav's 1st birthday” — it reads “Happy birthday to Aarav!”; otherwise it sends warm wishes to the birthday star. |
| Anniversary of an event | “One year since your engagement”, or “One year since Aarav's naming ceremony” when the name already says whose day it was. |
| Hi … | The first name, or the names in the greeting you set. A title stays with the surname — “Hi Mr. Kumar,” — never on its own. |
| Your personal line | The line you wrote in Settings → Client emails, if any. |
| Look back at your photos | A link to the job's gallery — only while it is still shared, published and its link hasn't expired. Otherwise the email has no link. |
| Stop Memories emails from your studio | In every email, with your studio's address. It stops only your Memories to them; their invoices, contracts and gallery links still arrive. |
Tell us the screen you're on and what you expected to happen — that's usually enough for us to spot it straight away.
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