Let me tell you right now—if your editing workflow feels like a tornado flinging JPEGs and deadlines around your desktop like confetti, you are NOT alone. I’ve been there. Hell, I lived there. For a long time, my system was basically, "Accept the job. Name the folder after the person. Hope for the best." And honestly? It kind of worked. But it sure as hell didn’t allow for growth. Or peace. Or anything remotely resembling structure.

If you’re still running your business like a scrappy little editing goblin just trying to keep up, I get it. And I’m not here to shame you—I’m here to walk you through how to make it better, without losing your mind (or your clients).

Let’s Back Up: My Old "System"

Okay, calling it a system is generous. It was more like… vibes.

Someone would message me about editing. I’d take the job, give them a rough timeline, and boom—we’re in business. I’d label the folder with their name, and since I only took on one job at a time, I didn’t really need anything else. No spreadsheets. No fancy tools. Just grit, caffeine, and a Photoshop file open at all times.

It worked. Until it didn’t.

I couldn’t scale. I couldn’t plan ahead. I couldn’t even sneeze without throwing off the whole week. One job late meant everything else got delayed. And because the work I did was often high-touch—think face swaps, background merges, and other sorcery—I couldn’t juggle multiple clients at once.

So yeah. It was fine. But it wasn’t thriving.

What I’d Do Now (If I Were Rebuilding From Scratch)

Now that I’ve seen the other side—and trust me, it’s organized and peaceful over there—here’s how I’d build a streamlined, client-loving workflow that actually functions like a business.

Step 1: A Booking Calendar

Let your clients book into your schedule instead of winging it every time someone messages you. Imagine a world where you know exactly what’s coming next week. Yeah. Dreamy.

• Clients can request a spot based on your availability

• You confirm or adjust if needed

• Everyone knows what’s happening when

Step 2: Automation for the Win

Once a job is confirmed:

• Client gets an email confirming the date

• Automated message explains how to send files (via WeTransfer)

• Estimated return time is stated clearly

They send files. You get files. Nobody is confused.

Step 3: File Organization That Doesn’t Suck

When I get the files, they go into:

Client Name > Date > Originals Client Name > Date > Edits

Boom. Clean. Easy to find. No more searching for that one image from three weeks ago called “finalfinal_really_final2.psd.”

Step 4: ShootProof for Approvals

I upload finished images to a gallery where clients can:

• Preview

• Request changes

• Approve final edits

Only after approval do they get the download code—because mama didn’t raise a fool. That code stays locked up until the invoice is paid. Period.

Step 5: Payments with Boundaries

• First-time clients? 50% deposit.

• Final payment before delivery.

• Once trust is built, deposit may not be needed, but I still don’t deliver without payment.

It’s not personal—it’s business. And if you’re afraid of enforcing payment terms, let this be your permission slip to get brave.

What Photographers and Editors Get Wrong

Listen, I love y’all—but we need to talk.

1. Ghosting is Not a Business Strategy

I’ve seen it from both sides. Photographers disappear when they don’t like the edits. Editors disappear when they’re overwhelmed. It’s messy and unprofessional and it doesn’t help anyone.

If something’s wrong? Speak up. If you're behind? Be honest. Nine times out of ten, people are chill if you just tell them.

2. No Clear Communication

Don’t assume your editor knows what you want. They’re not inside your head. (Trust me, it’s crowded in there.) Send examples, give feedback, and don’t be vague.

3. No Budget for Editing

Whew. This one stings.

Photographers need help but don’t plan for it. They want miracles for $5. And listen, I am the miracle worker, but I also have bills. If you want high-quality editing, it needs to be part of your pricing structure. Period.

Editors can’t survive on exposure and good vibes.

For the "But I’m Just Not Organized" Folks

First of all, stop it.

Where you focus, energy flows. If you keep telling yourself you’re a mess, guess what? You’ll keep being a mess. You’re not bad at organization. You’re just out of practice.

Getting organized isn’t about being Type-A and labeling your sock drawer. It’s about finding a system that works for your brain.

Start with a calendar. Or a whiteboard. Or a Google doc. You don’t need ten apps and seventeen folders. You just need one place to track what’s due and when.

Tools I Use or Would Use

Here’s what’s in my imaginary dream setup (some of which I already use):

• Booking: I don't have a go to, hit me up with your suggestions! 

• File Transfers: WeTransfer, dropbox, or google drive

• Proofing & Client Preview: ShootProof

• Invoices: Could be PayPal, Stripe, or built into your proofing software. I use Stripe but it can be your favorite platform.

• Automation? Maybe Zapier. Maybe a VA. Maybe magic.

Client portals that do all the things may exist, but I haven’t found the perfect one yet. If I do, best believe I’ll tell you.

Final Thoughts: You Deserve a System That Supports You

You don’t have to become some productivity robot with a color-coded Trello board (unless you’re into that). You just need something that keeps your brain from melting when you’re juggling five clients, three edits, and a fridge full of nothing but LaCroix.

Structure doesn’t kill creativity. It protects it.

So if you’re still winging your workflow—cool. No shame. But also? Let’s level that up.

Start small. Build a system. Set boundaries. And if it doesn’t work? Tweak it.

Your peace (and your paycheck) will thank you.