Insurance certificate & document chase
Vendors' insurance certificates and documents checked and chased before the event, for venues and planners.
Chase Client paperwork & balance chase for wedding and event studios
Couples go quiet after the deposit. We chase the contract, the questionnaire and the balance.
{{BRAND}} chases each client for the signed contract, timeline questionnaire, shot list and final balance, on a schedule counted back from the event date. Polite reminders go out from your address or our desk, your client tracker stays current in your own sheet, and every Monday you see who's done and who's gone quiet. A person checks every reminder. The client always pays you directly.
- No card needed
- No software to install
- Your sheet stays yours
This Monday · 24 active bookings12 Oct
LateClient 07, wedding 31 Oct: balance $1,850 was due 1 Oct. 2 reminders sent, no reply. Needs your OK for a firmer one.
Due soonClient 04, wedding 14 Nov: balance $1,400 due Thu 15 Oct. Shot list due Sat 17 Oct.
DoneClient 09, wedding 28 Nov: timeline questionnaire is back, filed in your tracker
No replyClient 21, wedding 13 Mar: contract sent 28 Sep, 3 emails to both partners, no answer. A message from you would help.
Sample with made-up clients
The problem
The booking is the easy part. The paperwork after it is where couples go missing.
Couples go dark after the deposit
Once the retainer is paid, the questionnaire and the shot list slide to the bottom of their list. You send it a third time and feel like a nag.
The dates live on your phone
Questionnaire eight weeks out, shot list four weeks out, balance 30 days out. Counted back from every wedding by hand, and one slip means you find out a week before the day.
Scheduled emails aren't follow-through
A CRM sends its reminders whether or not anyone reads them. Nobody checks who's gone quiet, writes to the other partner, or tells you early enough to pick up the phone yourself.
Your CRM already sends scheduled reminders. Most photography CRMs cost under $60 a month, some have free plans, and for many studios that's enough. If every couple answers on time, you don't need us. If some always go quiet, a person who notices and tells you early costs less than an offshore assistant at about $500–1,400 a month, and you don't have to train anyone.
How it works
Three steps. You can start this week.
Send us your bookings and your terms
Share your booking list, exported from HoneyBook, Dubsado, Studio Ninja, Pixieset, VSCO Workspace or a Google Sheet, with both partners' emails and each event date. Tell us your terms: when the questionnaire, shot list and balance are due.
We chase on the event-date schedule
We count back from each event date and send friendly written reminders for each item, to both partners, in your wording. A firmer reminder about an overdue balance goes out only after you say it's still unpaid and approve it.
You see who's done and who's quiet
Every date and status goes into your own tracker. On Monday you get a short board: late, due this week, done, gone quiet. When a couple stays silent, you hear early, so you can reach out yourself.
What changes hands
What you send, and what you get every week
You send (once, then as you book)
- Your booking list, or edit access to one sheet
- Both partners' emails and the event date for each booking
- Your terms: when the questionnaire, shot list and balance are due
- Links to your contract, questionnaire and payment page, and a past reminder email so we can match your tone
- A short "paid" note when a balance lands (we never see your bank or Stripe)
- New bookings: forward the "booked" email or add a row
You get (every week)
- A current client tracker in your own sheet, with "last chased" and notes
- A Monday board in your inbox: late, due this week, done, gone quiet
- Polite reminders sent to your couples, with a copy to you
- A heads-up before any firmer balance reminder, so you decide
- A check two weeks before each event: contract, questionnaire, shot list, balance
- A real person to reply to: {{FIRST_NAME}}
Sample Monday board
The email you'd read before your week starts
Short, and sorted by what needs you. This sample uses made-up clients, dates and amounts, and a studio whose terms are: questionnaire 8 weeks out, shot list 4 weeks out, balance 30 days out.
From {{FIRST_NAME}} at {{BRAND}}
Subject Your bookings, Mon 12 Oct: 2 late, 2 due this week, 3 done, 1 gone quiet
Late (2)
- Client 07 · wedding Sat 31 Oct · balance $1,850 was due Thu 1 Oct. Reminders went to both partners on 2 Oct and 8 Oct, no reply. Is it still unpaid? Reply "unpaid" and we'll send a firmer reminder tomorrow, once you've approved the wording.
- Client 12 · wedding Sat 7 Nov · timeline questionnaire due Sat 12 Sep. 3 reminders so far (15 Sep, 28 Sep, 6 Oct). The venue needs the timeline by 16 Oct, so a text from you may land faster.
Due this week (2)
- Client 04 · wedding Sat 14 Nov · balance $1,400 due Thu 15 Oct, shot list due Sat 17 Oct. Friendly reminders sent 8 Oct. The due-day note goes out Thursday morning unless you tell us it's paid.
- Client 03 · wedding Fri 13 Nov · shot list due Fri 16 Oct. Link sent Fri 2 Oct. Second reminder goes Wed 14 Oct.
Done since last week (3)
- Client 09 · wedding Sat 28 Nov · timeline questionnaire is back (Fri 9 Oct), filed in your tracker.
- Client 12 · wedding Sat 7 Nov · balance $1,500 marked paid by you on 6 Oct.
- Client 11 · wedding this Saturday: contract signed, questionnaire in, shot list in, balance paid. Ready.
Gone quiet (1)
- Client 21 · wedding Sat 13 Mar 2027 · contract sent 28 Sep, not signed. 3 emails to both partners in 14 days, no answer. It's your call whether to reach out yourself.
17 other active bookings are on track. Full tracker: your Google Sheet
Checked by {{FIRST_NAME}} · reply to this email with any question
Checked by {{FIRST_NAME}} · reply to this email with any question
The tracker behind it, in your own sheet
Six of the 24 rows. Dates are counted back from the event date and change if you change your terms.
| Client | Event | Contract | Questionnaire | Shot list | Balance |
|---|---|---|---|---|---|
| Client 11 | Sat 17 Oct | Signed 3 Jun | In 12 Aug | In 29 Sep | $1,600 paid 15 Sep |
| Client 07 | Sat 31 Oct | Signed 20 May | In 2 Sep | In 6 Oct | $1,850 due 1 Oct, unpaid |
| Client 12 | Sat 7 Nov | Signed 14 Jul | Due 12 Sep, not in (3 reminders) | In 30 Sep | $1,500 paid 6 Oct |
| Client 04 | Sat 14 Nov | Signed 1 Jul | In 14 Sep | Due 17 Oct | $1,400 due 15 Oct |
| Client 09 | Sat 28 Nov | Signed 11 Aug | In 9 Oct | Due 31 Oct | $1,300 due 29 Oct |
| Client 21 | Sat 13 Mar | Sent 28 Sep, unsigned | Due 16 Jan | Due 13 Feb | $2,000 due 11 Feb |
What your couples receive
Sent from your address or ours, in your words, to both partners, with a copy to you. Fictional studio and clients.
From Studio A
To Both partners, Client 12
Subject Your timeline questionnaire for 7 November
Hi both,
A quick reminder that your timeline questionnaire was due on 12 September. I need it to build the day's schedule with your venue, and it takes about 10 minutes: [questionnaire link].
If something is in the way, just reply and tell me. I'm happy to talk it through.
Thanks,
Studio A
From Studio A (after the studio approved this wording)
To Both partners, Client 07
Subject Final balance for your 31 October wedding
Hi both,
A friendly note that the final balance of $1,850 for your 31 October wedding was due on 1 October. You can pay it with the link on your invoice, or by bank transfer using the details in your contract.
If you've already paid, thank you, and please reply so I can update my records. If anything has changed, just tell me.
Thanks,
Studio A
Pricing
Priced by how many bookings are active, not by seat
Up to 12 active bookings
$79/month
For a solo photographer, videographer or planner
Up to 35 active bookings
$159/month
For a busy studio, a planning team or a small venue
Every plan includes
- Dates counted back from each event date
- Contract, questionnaire, shot list and balance reminders
- Written reminders from your address or our desk, in your wording
- Both partners written to, with a copy to you
- Your client tracker, kept current in your own sheet
- A Monday board: late, due this week, done, gone quiet
- A check two weeks before each event
- A named person, not a ticket queue
- Monthly billing, cancel any time
- Over 35 active bookings? Ask us.
Free for 2 weeks on your current bookings. No card, no contract.
Start the free trialFor context: most photography CRMs that send scheduled reminders cost under $60 a month, some have free plans, and they're cheaper than us. We add a person who watches who has gone quiet and keeps the tracker. A full-time offshore assistant costs about $500–1,400 a month, plus the time it takes you to train and check them. A coordinator in the US or UK costs about $16–30 an hour.
What we don't do: take, hold or chase payments by phone, or touch your Stripe, PayPal or bank account. We don't give legal, tax or accounting advice, change your terms or late fees, hold back galleries, cancel bookings or sign for you. We're not a collection agency.
Questions
FAQ
Who are you?
{{BRAND}} is run by {{FIRST_NAME}} in Dhaka, Bangladesh. The work runs on email and shared sheets, so the time difference doesn't matter: we queue reminders to arrive at about 9:00 in your couples' morning.
What access do you need?
As little as possible: edit access to one sheet (or we keep the sheet and send it to you), your booking list, and the links to your contract, questionnaire and payment page. To send from your own address, you create a separate mailbox or alias for us on your domain, such as bookings@yourstudio.com, which you can switch off any time. Otherwise we send from our desk address in your studio's name, with replies coming to you. We never need passwords to your main inbox, your CRM, Stripe, PayPal or your bank.
Is my data safe?
Your clients' names, emails and event dates are used only to chase your paperwork. They're kept in our Google Workspace account with 2-step login, and seen only by the person working on your account. They're never shared or sold, and are deleted within 7 days if you leave. We only record that a questionnaire came back, not what's in it, so answers about guests, diet or health stay with you. We don't want phone numbers, ID or bank details. You stay in charge of your clients' data and we only act on your instructions. If you're in the UK or EU, we'll sign a data processing agreement, and elsewhere a short processing addendum on request. We're happy to sign your NDA. Ask for our one-page data promise.
Is this software or people?
People, with good tools. Software helps us sort your bookings, work out the dates and draft messages. A person checks every date and every message before it goes, and reads every reply.
How do you contact my clients?
By email, to both partners, from your address or ours, in the wording you've approved. We start friendly and stay polite. Anything firmer about an overdue balance waits until you tell us it's still unpaid and approve the message. After one firmer reminder we stop, and the balance is back with you. We don't phone or text your clients: if a couple stays silent, we tell you, and you decide whether to reach out yourself.
What don't you do?
We never take, hold or chase payments by phone, and clients pay you directly, by your own Stripe link, PayPal, Zelle, Interac e-Transfer or bank transfer. We never receive or move money. We don't give legal, tax or accounting advice, interpret your contract, change your due dates or late fees, hold back galleries, cancel bookings or sign for you. We're not a collection agency and don't add fees, threaten or hand accounts to anyone. We send written reminders about your own invoices, in your name.
What if a couple still doesn't answer?
Then you hear early, with the facts: what we asked, when, and to whom. Some couples go quiet whatever you send, and a reminder can't fix that. What we can do is make sure you're not the last to know, and that you get to decide what happens next while there's still time.
I already pay for HoneyBook, Dubsado or Studio Ninja. Does this replace it?
No. Keep your CRM for contracts, questionnaires and invoices. We work beside it, using the same forms and payment links, and we do the follow-through. If your CRM's reminders already get everything back on time, you don't need us, and we'll say so.
What happens after the free trial?
Pick a plan or stop. Either way the tracker and every date in it are yours.
How do I pay?
A monthly invoice that you can pay by bank transfer (US ACH or UK bank transfer) or by card.
Free 2-week trial
Start with your current bookings
Tell us roughly how many bookings are active and where you keep them. {{FIRST_NAME}} will reply within one working day with a short setup list. We aim to start chasing within 3 working days of getting your bookings and terms.
Prefer email? {{EMAIL}}