{"id":1419,"date":"2015-12-23T14:29:37","date_gmt":"2015-12-23T14:29:37","guid":{"rendered":"http:\/\/www.onlineinvoices.com\/blog\/?p=1419"},"modified":"2022-05-18T13:31:20","modified_gmt":"2022-05-18T13:31:20","slug":"online-accounting-and-billing-for-photography-business","status":"publish","type":"post","link":"https:\/\/www.onlineinvoices.com\/blog\/2015\/12\/23\/online-accounting-and-billing-for-photography-business\/","title":{"rendered":"Online Accounting and Billing for Photography Business"},"content":{"rendered":"<p>In order to run his business successfully, a skilled photographer with an active photography business will have to deal with many clients,\u00a0manage his equipment,\u00a0software and other business tools, upgrading them to\u00a0follow the rapid changes in new\u00a0technologies. Most of\u00a0\u00a0any photographer&#8217;s time is taken up at\u00a0photo sessions, reviewing the photos and editing before delivering the outcome to his clients. This often leaves him (or her) with almost no time to manage accounting data &#8211; the key to business survival.<\/p>\n<p>Using the\u00a0&#8216;old way&#8217; of doing financial and accounting tasks, invoicing clients will leave the business operator with\u00a0almost no time, but with OnlineInvoices&#8217;s <a href=\"http:\/\/www.onlineinvoices.com\" target=\"_blank\" rel=\"noopener\">Online Invoicing and accounting system<\/a>\u00a0\u00a0invoicing and the associated\u00a0accounting processes will be done in\u00a0 few minutes. OnlineInvoices is specifically targeted to meet the needs of small business &#8211; especially the skilled technician and artist.<\/p>\n<p>To start managing your accounting tasks <a href=\"https:\/\/www.onlineinvoices.com\/register\" target=\"_blank\" rel=\"noopener\">register for a free account <\/a>on OnlineInvoices <a href=\"http:\/\/www.onlineinvoices.com\" target=\"_blank\" rel=\"noopener\">Billing and Accounting Software<\/a>,\u00a0or if you are in a hurry use our free <a href=\"http:\/\/create.onlineinvoices.com\/templates\/photography-invoice-template\" target=\"_blank\" rel=\"noreferrer noopener\">Photography Invoice Template<\/a>.<\/p>\n<p>In this tutorial we will highlight:<\/p>\n<ul>\n<li>How\u00a0 you can use OnlineInvoices to add new clients.<\/li>\n<li>Add your services.<\/li>\n<li>Add your business expenses and track them.<\/li>\n<li>Send quotes for\u00a0your services to your clients.<\/li>\n<li>Create invoices and invoice your clients for the services you provide.<\/li>\n<li>Receive online payments for your invoices straight to your favourite payment gateway.<\/li>\n<li>Add staff members to help you manage your business.<\/li>\n<li>Track your time (and your staff&#8217;s time) if your are charging your clients \u00a0hourly\u00a0rates.<\/li>\n<li>Create advanced reports to track how your business is going and your profit or loss over certain time periods.<\/li>\n<\/ul>\n<p>First you will need an account with OnlineInvoices. <a href=\"https:\/\/www.onlineinvoices.com\/users\/login\" target=\"_blank\" rel=\"noopener\">Login <\/a>to your account or <a href=\"https:\/\/www.onlineinvoices.com\/register\" target=\"_blank\" rel=\"noopener\">Register <\/a>for a free account now.<\/p>\n<h2>Adding New Clients To Your System<\/h2>\n<ol>\n<li>From the&#8221;<strong>Clients<\/strong>&#8221; menu choose &#8220;A<strong>dd\u00a0 New Client<\/strong>&#8220;.<\/li>\n<li>Add the new client&#8217;s details: Please Note: the only required fields are (client business name, client number and client \u00a0email address if you choose the &#8220;Send Via Email&#8221; invoicing method).<\/li>\n<li>Complete the\u00a0<strong>&#8220;Client Details&#8221; <\/strong>field: check this for more info <a href=\"http:\/\/www.onlineinvoices.com\/blog\/2015\/04\/14\/how-to-add-new-clients-in-online-invoices\/\">How to Add New Clients in Online Invoices<\/a>.<\/li>\n<li>Click on the\u00a0<strong>Save<\/strong>\u00a0button to save the new client.<\/li>\n<\/ol>\n<p>After\u00a0 you complete adding your clients you can start listing the services that you provide.<\/p>\n<h2>Adding Your Services and Products Details<\/h2>\n<ol>\n<li>From the&#8221;<strong>products<\/strong>&#8221; menu choose &#8220;<strong>Create product<\/strong>&#8220;.<\/li>\n<li>Add\u00a0 your product or your service details \u00a0&#8211; check this for more info <a href=\"http:\/\/www.onlineinvoices.com\/blog\/2015\/05\/03\/how-to-add-new-products-in-online-invoices\/\">How to add new products in Online Invoices.<\/a><a href=\"http:\/\/www.onlineinvoices.com\/blog\/wp-content\/uploads\/2015\/12\/products-for-php-business.png\" rel=\"lightbox[1419]\"><img loading=\"lazy\" class=\"aligncenter size-full wp-image-1425\" src=\"http:\/\/www.onlineinvoices.com\/blog\/wp-content\/uploads\/2015\/12\/products-for-php-business.png\" alt=\"products for php business\" width=\"944\" height=\"639\" srcset=\"https:\/\/www.onlineinvoices.com\/blog\/wp-content\/uploads\/2015\/12\/products-for-php-business.png 944w, https:\/\/www.onlineinvoices.com\/blog\/wp-content\/uploads\/2015\/12\/products-for-php-business-300x203.png 300w\" sizes=\"(max-width: 944px) 100vw, 944px\" \/><\/a><\/li>\n<li>Click on the\u00a0<strong>Submit\u00a0<\/strong>button to save the new product.<\/li>\n<\/ol>\n<h2>Recording the Business Expenses<\/h2>\n<p>OnlineInvoices also works as\u00a0<a href=\"http:\/\/www.onlineinvoices.com\" target=\"_blank\" rel=\"noopener\">online expenses tracking software<\/a>.\u00a0 To create or add new expenses to your OnlineInvoices system:<\/p>\n<ol>\n<li>From the &#8220;<strong>Finance<\/strong>&#8221; menu choose &#8220;<strong>Add Expenses<\/strong>&#8220;.<\/li>\n<li>Add\u00a0the detail of the expense &#8211; check this link for more info <a href=\"http:\/\/www.onlineinvoices.com\/blog\/2015\/11\/16\/creating-expenses-in-online-invoices\/\">Tracking Expenses in Online Invoices<\/a>.<\/li>\n<li>Click &#8220;<strong>Submit<\/strong>&#8221; to save the new expense.<\/li>\n<\/ol>\n<p>Once\u00a0your Business expenses are in place, you can review and track where the money goes. \u00a0You can also start sending quotes for your various services to clients.<\/p>\n<h2>Quote your Cleaning Service and send it to your client<\/h2>\n<ol>\n<li>From the &#8220;<strong>Invoices&#8221; <\/strong>menu choose <strong>&#8220;Estimates&#8221;<\/strong>.<\/li>\n<li>Click the &#8220;<strong>New Estimate<\/strong>&#8221; button.<\/li>\n<li>To get in-depth info about creating estimates visit:\u00a0<a href=\"http:\/\/www.onlineinvoices.com\/blog\/2015\/06\/24\/creating-estimates-in-the-online-invoices-system\/\">Creating Estimates in the Online Invoices System <\/a>.<\/li>\n<li>After filling out the estimate with your service info click the &#8220;<strong>Save &amp; Send Email<\/strong>&#8221; button.<\/li>\n<li>Your client will receive the estimate to his email and will have the power to accept the estimate and add notes to the estimate.<\/li>\n<li>\u00a0When your client gets the estimate and accepts it you will receive an email \u00a0notifying you of\u00a0the update.<\/li>\n<li>When opening the quote\/estimate\u00a0it will be marked as accepted, click the &#8220;Convert to invoice&#8221; to generate an invoice based on this estimate.<a href=\"http:\/\/www.onlineinvoices.com\/blog\/wp-content\/uploads\/2015\/12\/conver-to-invoice.png\" rel=\"lightbox[1419]\"><img loading=\"lazy\" class=\"aligncenter size-full wp-image-1394\" src=\"http:\/\/www.onlineinvoices.com\/blog\/wp-content\/uploads\/2015\/12\/conver-to-invoice.png\" alt=\"conver to invoice\" width=\"956\" height=\"235\" srcset=\"https:\/\/www.onlineinvoices.com\/blog\/wp-content\/uploads\/2015\/12\/conver-to-invoice.png 956w, https:\/\/www.onlineinvoices.com\/blog\/wp-content\/uploads\/2015\/12\/conver-to-invoice-300x74.png 300w\" sizes=\"(max-width: 956px) 100vw, 956px\" \/><\/a><\/li>\n<li>Once you generate the invoice you can edit it or add more fields. Check this link <a href=\"http:\/\/www.onlineinvoices.com\/blog\/2013\/08\/05\/create-your-first-invoice-with-online-invoices\/\">Create Your first invoice<\/a> to get in depth knowledge of creating invoices.<\/li>\n<li>To receive payments online for your invoice you will need to set up a payment gateway check these links and configure your gateway:\n<ol>\n<li><a href=\"http:\/\/www.onlineinvoices.com\/blog\/2015\/11\/30\/how-to-invoice-your-client-using-2checkout\/\">How to Invoice Your Client Using 2Checkout.<\/a><\/li>\n<li><a href=\"http:\/\/www.onlineinvoices.com\/blog\/2015\/11\/30\/how-to-invoice-your-clients-using-stripe\/\">How to Invoice Your Clients Using Stripe.<\/a><\/li>\n<li><a href=\"http:\/\/www.onlineinvoices.com\/blog\/2015\/11\/16\/how-to-invoice-your-client-using-authorize-net\/\">How to Invoice Your Client Using Authorize.net.<\/a><\/li>\n<li><a href=\"http:\/\/www.onlineinvoices.com\/blog\/2015\/11\/16\/how-to-invoice-your-clients-using-paypal\/\">How to Invoice Your Clients Using PayPal.<\/a><\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<h2>Add more staff to your system<\/h2>\n<ol>\n<li>From the &#8220;Staff&#8221; menu choose &#8220;Add Staff&#8221;.<\/li>\n<li>Add your staff details\n<ol>\n<li>Name<\/li>\n<li>Email address and a password the staff member will use to login to the system.<\/li>\n<li>Set a role for your staff member<\/li>\n<li>Tick the &#8220;<strong>Active<\/strong>&#8221; check box.<\/li>\n<\/ol>\n<\/li>\n<li>Click the &#8220;<strong>Save<\/strong>&#8221; button.<\/li>\n<\/ol>\n<h2>Set roles for your staff to operate\u00a0the system<\/h2>\n<p>According to each staff member&#8217;s role in your business, you can\u00a0 set roles so he can use the system to add info about clients, details of work done, or invoice your clients.<\/p>\n<p>To create a new role:<\/p>\n<ol>\n<li>From the &#8220;<strong>Staff<\/strong>&#8221; menu choose &#8220;<strong>Manage Staff Role<\/strong>&#8220;.<\/li>\n<li>The &#8220;<strong>Manage Staff Role<\/strong>&#8221; page lists all the available created roles.<\/li>\n<li>From the top right corner click &#8220;<strong>New Role<\/strong>&#8220;.<\/li>\n<li>The &#8220;<strong>New Roles<\/strong>&#8221; page will list all the available permissions that can be associated with the staff member as in this picture below.<a href=\"http:\/\/www.onlineinvoices.com\/blog\/wp-content\/uploads\/2015\/11\/All-Staff-roles.png\" rel=\"lightbox[1419]\"><img loading=\"lazy\" class=\"aligncenter size-full wp-image-1236\" src=\"http:\/\/www.onlineinvoices.com\/blog\/wp-content\/uploads\/2015\/11\/All-Staff-roles.png\" alt=\"All Staff roles\" width=\"842\" height=\"1895\" \/><\/a><\/li>\n<li>Add a name for the role.<\/li>\n<li>Tick the &#8220;<strong>Is Admin<\/strong>&#8221; if \u00a0you wish to give this staff member full permissions for the system.<\/li>\n<li>Start ticking the permissions that you wish to give to that role, but be careful as some roles need other roles from other sections so the staff work together smoothly. For example, before you give a person invoicing ability you should give them access to the products and clients and enable them to view invoices too.<\/li>\n<li>Click &#8220;<strong>Submit<\/strong>&#8221; to save the new role.<\/li>\n<\/ol>\n<p>If your photography business is hourly based and you charge your clients for hours worked in the photo sessions and editing\u00a0 you can use the time tracking function within the OnlineInvoices system and track your hours, and your staff members&#8217; hours too.<\/p>\n<h2>Track your time<\/h2>\n<p>Before you can start tracking your time you will need to create a <a href=\"http:\/\/www.onlineinvoices.com\/blog\/?p=1075\">project <\/a>and an <a href=\"http:\/\/www.onlineinvoices.com\/blog\/?p=1083\">activity.<\/a><\/p>\n<h2>Start tracking your time:<\/h2>\n<ol>\n<li>From the &#8220;<strong>Time Tracking<\/strong>&#8221; menu choose &#8220;<strong>Time Tracking<\/strong>&#8220;.<\/li>\n<li>Choose a day from the calendar.<\/li>\n<li>Click the &#8220;<strong>New Entry<\/strong>&#8221; button.<a href=\"http:\/\/www.onlineinvoices.com\/blog\/wp-content\/uploads\/2015\/12\/time-tracking-photograghy-business.png\" rel=\"lightbox[1419]\"><img loading=\"lazy\" class=\"aligncenter size-full wp-image-1426\" src=\"http:\/\/www.onlineinvoices.com\/blog\/wp-content\/uploads\/2015\/12\/time-tracking-photograghy-business.png\" alt=\"time tracking photograghy business\" width=\"581\" height=\"363\" srcset=\"https:\/\/www.onlineinvoices.com\/blog\/wp-content\/uploads\/2015\/12\/time-tracking-photograghy-business.png 581w, https:\/\/www.onlineinvoices.com\/blog\/wp-content\/uploads\/2015\/12\/time-tracking-photograghy-business-300x187.png 300w\" sizes=\"(max-width: 581px) 100vw, 581px\" \/><\/a><\/li>\n<li>Select a project and an activity, and add your time manually in the &#8220;<strong>Time field&#8221;<\/strong> or start the timer.<\/li>\n<li>Add any notes related to the task.<\/li>\n<li>Click the &#8220;<strong>Add<\/strong>&#8221; button.<\/li>\n<\/ol>\n<h2>Generate an invoice from the tracked time<\/h2>\n<h2>To create an invoice using the time-sheet:<\/h2>\n<ol>\n<li>From the &#8220;<strong>Time Tracking<\/strong>&#8221; menu choose &#8220;<strong>Generate Invoice<\/strong>&#8220;.<br \/>\n<a href=\"http:\/\/www.onlineinvoices.com\/blog\/wp-content\/uploads\/2015\/11\/Invoice-from-time-sheet.png\" rel=\"lightbox[1419]\"><img loading=\"lazy\" class=\"aligncenter size-full wp-image-1213\" src=\"http:\/\/www.onlineinvoices.com\/blog\/wp-content\/uploads\/2015\/11\/Invoice-from-time-sheet.png\" alt=\"Invoice from time-sheet\" width=\"853\" height=\"392\" srcset=\"https:\/\/www.onlineinvoices.com\/blog\/wp-content\/uploads\/2015\/11\/Invoice-from-time-sheet.png 853w, https:\/\/www.onlineinvoices.com\/blog\/wp-content\/uploads\/2015\/11\/Invoice-from-time-sheet-300x138.png 300w\" sizes=\"(max-width: 853px) 100vw, 853px\" \/><\/a><\/li>\n<li><strong>The Settings<\/strong>\n<ol>\n<li>List By : Choose to list by and show project, activity, staff member or Date.<\/li>\n<li>Format: Choose whether you need the items in details -every time period added in a separate row- or grouped by project, activity, staff or date range.<\/li>\n<li>Include in description : tick any check box you will need to add on the description field of the item on the invoice: Project, activity, staff or the date range.<\/li>\n<li>Choose a date range you want to invoice for. If left blank all unbilled hours for the project will be invoiced.<\/li>\n<li>Default Hourly Rate: Add the default hourly rate for the hours you will add into the invoices &#8211; \u00a0the rate can be added separately for each item in the invoice.<\/li>\n<li>Project: Choose a project you want to invoice for the time worked on it.<\/li>\n<li>Staff: Choose a certain staff member to invoice for the time he\/she added.<\/li>\n<li>Activity: Choose an activity you want to invoice for the time worked on it.<\/li>\n<li>Click \u201c<strong>Submit<\/strong>\u201d to generate the invoice; once you generate the invoice you can complete its data as for any normal invoice, like choosing a client or adding special fields, etc.<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<h2>Creating Profit and Loss Reports<\/h2>\n<p>What is a Profit &amp; Loss Report (P&amp;L) ?<\/p>\n<blockquote>\n<div class=\"_oDd\" data-hveid=\"26\"><span class=\"_Tgc\">The <b>profit and loss<\/b> statement\/report is a summary of the financial performance of a business over time (monthly, quarterly or annually is most common). It reflects the past performance of the business and is the <b>report<\/b> most often used by small business owners to track how their business is performing.<\/span><\/div>\n<\/blockquote>\n<div data-hveid=\"26\"><\/div>\n<div class=\"_oDd\" data-hveid=\"26\">To access the Profit and Loss report (P&amp;L):<\/div>\n<div class=\"_oDd\" data-hveid=\"26\">From the &#8220;<strong>Finance<\/strong>&#8221; menu choose &#8220;<strong>Profit &amp; Loss Report<\/strong>&#8220;.<\/div>\n<ol>\n<li class=\"_oDd\" data-hveid=\"26\"><strong>Choose a Period<\/strong>: Monthly, Quarterly (3 months) or Yearly.<\/li>\n<li class=\"_oDd\" data-hveid=\"26\"><strong>Income<\/strong>: Choose to include only paid invoices in the income or all invoices.<\/li>\n<li class=\"_oDd\" data-hveid=\"26\"><strong>Date Range<\/strong>: Choose a date range.<\/li>\n<li class=\"_oDd\" data-hveid=\"26\"><strong>Currency<\/strong>: Choose a currency.<\/li>\n<\/ol>\n<div class=\"_oDd\" data-hveid=\"26\">Click &#8220;<strong>Show Report&#8221; <\/strong>to generate the report<strong>.<\/strong><\/div>\n<div class=\"_oDd\" data-hveid=\"26\">\n<p>The \u00a0report generated will show your income (from invoices) and your expenses in a graph and a table &#8211; the last field is the profit (or loss)\u00a0for the selected time period.<\/p>\n<\/div>\n<div class=\"_oDd\" data-hveid=\"26\">\u00a0Once the report is generated you can Export it to CSV ,PDF or print it.<\/div>\n<div class=\"_oDd\" data-hveid=\"26\"><\/div>\n<h2 class=\"_oDd\" data-hveid=\"26\">Invoicing and Tax Reports<\/h2>\n<p>For any date range, you can generate reports related to taxes, payments or general invoice. With easy to use filter options, you can customize the results displayed by client, currency, status and many other options. See what you are up to, in seconds, any time.<\/p>\n<h3><span style=\"color: #3366ff;\"><span style=\"color: #000000;\">General<\/span><span style=\"color: #000000;\"> I<\/span><span style=\"color: #000000;\">nvoice<\/span><span style=\"color: #000000;\"> Report<\/span><br \/>\n<b> <\/b><\/span><\/h3>\n<ol>\n<li>From the &#8220;<strong>Invoice&#8221;<\/strong> menu choose &#8220;<b>General Invoice Report&#8221;<br \/>\n<\/b><\/li>\n<li><b>Group by <\/b>client, staff, invoice statues or time period.<\/li>\n<li>Choose certain client or all clients<\/li>\n<li><strong>Invoiced by:<\/strong> Choose a staff member to show all his created invoices.<\/li>\n<li><b>Choose status: <\/b>paid, partly paid, unpaid or overdue<\/li>\n<li>Choose a <b>date range.<\/b><\/li>\n<li>Choose the <b>currency<\/b> and then <b>click Show Report<br \/>\n<\/b><\/li>\n<\/ol>\n<p><strong>Note:<\/strong> You can print the report directly or export to CSV or PDF file with graphs and tables.<\/p>\n<h3><span style=\"color: #000000;\">Invoice Taxes Report<\/span><\/h3>\n<ol>\n<li>From the &#8220;<strong>Invoice&#8221; <\/strong>menu choose &#8220;<b>Invoice Taxes Report&#8221;.<\/b><\/li>\n<li>Choose <b>a tax.<\/b><\/li>\n<li><b>Choose revenue type: <\/b>Accrual or Cash<\/li>\n<li>Choose a <b>date range.<\/b><\/li>\n<li>Choose the <b>currency<\/b> and then <b>click Show Report<br \/>\n<\/b><\/li>\n<\/ol>\n<p><strong>Note:<\/strong> You can print the report directly or export to CSV or PDF file with graphs and tables.<\/p>\n<h3><span style=\"color: #000000;\">Invoice Payments Report<\/span><\/h3>\n<ol>\n<li>From the <strong>&#8220;Invoice&#8221;<\/strong>menu choose <b>&#8220;Invoice Payments Report&#8221;.<\/b><\/li>\n<li><b>Group by <\/b>client or time period<\/li>\n<li><strong>Invoiced by:<\/strong> Choose a staff member to show all his\/her created invoices.<\/li>\n<li><b>Choose <\/b>a specific client or all clients<\/li>\n<li>Choose a <b>date range.<\/b><\/li>\n<li>Choose a payment method or all methods.<\/li>\n<li>Choose the <b>currency<\/b> and then click <b>Update.<\/b><\/li>\n<\/ol>\n<p><strong>Note:<\/strong> You can print the report directly or export to CSV or PDF file with graphs and tables.<\/p>\n<p>Start managing your accounting tasks \u00a0&#8211;\u00a0<a href=\"https:\/\/www.onlineinvoices.com\/register\" target=\"_blank\" rel=\"noopener\">register for a free account <\/a>on OnlineInvoices <a href=\"http:\/\/www.onlineinvoices.com\" target=\"_blank\" rel=\"noopener\">Billing and Accounting Software<\/a> or if you are in a hurry use our free <a href=\"http:\/\/create.onlineinvoices.com\/templates\/photography-invoice-template\" target=\"_blank\" rel=\"noreferrer noopener\">Photography Invoice Template<\/a>.<\/p>\n<p><strong><a href=\"http:\/\/onlineinvoices.com\/contact\" target=\"_blank\" rel=\"noopener\">Contact us<\/a> if you have an issue or more questions.<\/strong><\/p>\n","protected":false},"excerpt":{"rendered":"<p>In order to run his business successfully, a skilled photographer with an active photography business will have to deal with many clients,\u00a0manage his equipment,\u00a0software and other business tools, upgrading them to\u00a0follow the rapid changes in new\u00a0technologies. Most of\u00a0\u00a0any photographer&#8217;s time is taken up at\u00a0photo sessions, reviewing the photos and editing before delivering the outcome to his clients. This often leaves him (or her) with almost no time to manage accounting data &#8211; the key to [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":[],"categories":[1],"tags":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v18.5.1 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Online Accounting and Billing for Photography Business - Online Billing Software<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.onlineinvoices.com\/blog\/2015\/12\/23\/online-accounting-and-billing-for-photography-business\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Online Accounting and Billing for Photography Business - Online Billing Software\" \/>\n<meta property=\"og:description\" content=\"In order to run his business successfully, a skilled photographer with an active photography business will have to deal with many clients,\u00a0manage his equipment,\u00a0software and other business tools, upgrading them to\u00a0follow the rapid changes in new\u00a0technologies. Most of\u00a0\u00a0any photographer&#8217;s time is taken up at\u00a0photo sessions, reviewing the photos and editing before delivering the outcome to his clients. 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