A client portal for photographers and videographers, from signed booking to final delivery

Shoots go well. The paperwork around them is what goes wrong: a date held with no deposit, a release nobody signed, a client who wants “just 50 more edits”, and a final balance that arrives three weeks after the gallery does. CloveDesk gives each client a private workspace for the quote, the signed agreement, the releases, the files and the invoice. Your client opens a link. No account, no app.

No credit card required

Here is how a typical booking runs.

1. Quote. Send a package quote that lists what is included: hours, edited images, delivery date, usage.
2. Agreement. Your terms are added automatically, so cancellation, rescheduling and usage rights are in writing every time.
3. Signature. The client signs from their phone. You both receive a signed PDF with an audit trail.
4. Deposit. Send a deposit invoice to hold the date.
5. Shoot day. Record the costs of the day against the job.
6. Delivery. Share the finished files, then get a short delivery acceptance signed.
7. Final invoice. Invoice the balance, and chase it if it goes quiet.

“Is the 14th still free?” is not a booking. Send a quote, get it signed, and send a deposit invoice before you block the calendar. Put your cancellation and rescheduling policy in your default terms once, and it appears on every quote. When a client cancels two days before, you have their signature on the policy.

Model releases, location releases, a licence for commercial use. Upload your own release as a PDF and send it for signature, and the client signs on their phone before the shoot starts. The signed copy is saved in the client’s workspace. Months later, when someone asks “who signed the release for the café shoot?”, you can find it in a minute.

Upload final images, edited video or a highlight reel to the client’s workspace. Use labels to sort them on your side, such as “Selects”, “Final” or “Social cuts”. Nothing reaches the client until you share it, and when you do, they open the link, view and download. For storage and file size, see the plans on the pricing panel.

When the client has the files, send a one-line delivery acceptance, such as “Final images received and approved”, for signature. It’s a simple way to confirm that the job is done before you send the final invoice, and it settles the “I never got those files” argument.

Convert the approved quote into an invoice, or create a separate invoice for the balance. If the client goes quiet after the gallery is delivered, which is when it usually happens, send a manual reminder or let CloveDesk chase the late invoice automatically.

Travel, an assistant, rented gear, location fees, music licences for a video edit, printing. Record each one against the job in the currency you paid in. Your expense report converts everything into your reporting currency, so you can see the real margin on each shoot, not just what you invoiced.

Add your logo, colors and business details. Quotes, emails and the portal your client sees all carry your brand.

It is not a gallery, a proofing tool or a booking calendar. Clients can view, download and sign what you share. They can’t pick favorites, leave comments on images or pay inside CloveDesk. You mark invoices paid yourself. If you deliver very large video files, keep using your usual delivery tool for the files themselves, and use CloveDesk for the agreement, the sign-off and the invoice.

If your system today is a booking calendar, a folder of PDFs and a long email thread per client, you can switch in an afternoon. Create a workspace for each upcoming booking, upload the quote and any signed agreement, and start from the next shoot. You don’t need to move your history.

How do I secure a date with a deposit?
Send the quote, get it signed, and send a deposit invoice. Mark it paid when the money arrives. Clients can’t pay inside CloveDesk yet.

Can clients sign model and location releases?
Yes. Upload your own release as a PDF and send it for signature. They can sign on a phone before the shoot.

Can I send my own contract?
Yes. Upload any PDF, or use your quote and default terms.

How do I stop clients asking for unlimited edits?
Put your included edits and revision limits in the quote and default terms. For extra work, send a new quote and get it signed first.

Can clients choose favorite images inside the portal?
No. Selection and proofing happen in your gallery tool or by email. CloveDesk handles the paperwork around it.

Can I deliver large video files?
Storage limits depend on the plan, so check the pricing panel. For very large files, many videographers keep their usual delivery tool and use CloveDesk for the contract, the sign-off and the invoice.

Can I track expenses per shoot?
Yes. Record expenses against the job, in any currency.

Does the client need an account?
No. They open a secure link sent to their email.