Retainer and contract management

Step-by-Step Breakdown

Detailed explanation of each automated stage in the workflow.

1. 1

   Trigger

   Client booking inquiry received

   A potential client submits a photography session request with project details, preferred dates, and contact information. This automatically initiates the contract and retainer management process.

   Tave Studio Manager
2. 2

   Action

   Generate custom contract package

   System creates personalized contract documents based on session type, location, and client requirements. Contract includes pricing, deliverables, and terms specific to the photography package.

   Tave Studio Manager
3. 3

   Action

   Send contract and retainer invoice

   Automated email sends the contract for e-signature along with retainer invoice (typically 25-50% of total cost). Client receives secure links for document signing and payment processing.

   Tave Studio ManagerDocuSign
4. 4

   Decision

   Check contract and payment status

   System monitors whether client has signed contract and paid retainer within specified timeframe (usually 7 days). Workflow branches based on completion status.

   Tave Studio ManagerStripe
5. 5

   Action

   Send automated follow-up reminders

   If contract/payment incomplete, system sends personalized reminder emails at 3-day and 6-day intervals. Final reminder includes deadline notice and potential booking cancellation warning.

   Tave Studio Manager
6. 6

   Action

   Confirm session and update calendar

   Upon contract signature and retainer payment, system automatically confirms the photography session, blocks calendar dates, and triggers client welcome sequence with session preparation details.

   Tave Studio ManagerGoogle Calendar
7. 7

   Output

   Generate booking confirmation package

   System creates comprehensive confirmation package including signed contract, payment receipt, session timeline, location details, and preparation checklist for both client and photographer.

   Tave Studio Manager