Helen Rose Photography
Client Case Study
From Paper Chaos to Effortless Client Experience
How Helen infused her infectious personality into her booking process!
Helen is an incredibly talented outdoor adventure wedding photographer, known for her infectious energy and the genuine connections she forms with every couple.
But despite her passion, the chaos behind the scenes was draining her energy and creativity. Searching for contracts, chasing client emails, and managing details manually had her feeling overwhelmed. She knew something had to change.
Frantically searching for contract PDFs scattered across emails, Google Drive, and her desktop, unsure if she had the most recent version or was missing something crucial.
Sending follow-up emails at odd hours to keep clients engaged, losing track of who’d responded and who still needed a gentle nudge.
Constantly checking notebooks and old emails for client details like wedding dates or preferences, buried in different threads—adding unnecessary stress to her already busy workflow.
Digging through hundreds of emails to find that one key conversation or PDF attachment, wasting precious hours that could have been spent photographing or resting.
Late-night admin marathons during peak wedding season, staying up past midnight trying to catch up on tasks she couldn’t finish during the day—leaving her exhausted and drained.
Before her support day, here's what was keeping Helen up at night...
After working together, Helen’s booking process was no longer a source of stress
Understanding Helen’s creative spirit and her craving for simplicity (and knowing she'd quickly abandon anything that felt overwhelming), we designed a system that honoured her need for connection—without compromising ease.
TURNING CHAOS INTO CALM
Set up automated workflows in Dubsado that aligned with her brand and personality, so her system felt like an extension of her business, not something foreign
Simplified the booking process so clients could easily book with her without any back-and-forth or confusion
Created a client portal that provided easy access to everything clients needed—from contracts to invoices to helpful guides—keeping everything in one place and reducing unnecessary emails
Integrated strategic touchpoints for upselling albums and engagement sessions, guiding clients toward these offerings at the right moments, increasing sales without added pressure
Designed a “welcome ritual” that introduced new clients to her process in a warm, welcoming way while setting clear expectations from the start
THE IMPACT
Helen's saved hours per client throughout the booking process – time she now spends either behind her camera or going on wild outdoor adventures with her family.
SHE HAS RECLAIMED HER TIME
With a smoother, more intuitive system, she’s freed up the headspace to focus on new creative projects—like her Wildluxe workshops she hosts to inspire and support other photographers.
ROOM FOR MORE CREATIVITY
With thoughtful touchpoints built into her workflow, add-ons like albums and engagement sessions are now a natural part of the client journey - not a hard sell.
She’s upselling with ease
Stacey is the absolute BEST! She knows how photographers work, what we need and how to execute creating a personalised tailored plan just for me as an individual.
- Helen rose photography
What Helen had to say:
She got to know me, understood how I operated and helped gently guide me into how to improve my workflow by implementing and adding touch points and steps to reach out and convert enquiries to clients.
Dubsado was just too much for me to get my head around during busy wedding season, so having her set it up on my behalf and have the patience in showing me how to use it has been the best decision I have made for my business. Not only get organised, but to put me in a better position to welcome growth. I really appreciate what she has done so have booked her for more sessions!
Does this sound like you?
You love what you do—but behind the scenes, it all feels a bit messy?
The admin, the late nights, the scattered systems—they’ve become your normal. But deep down, you know your business (and you) are ready for more.
LET'S WORK TOGETHER
