10 Must-Have Tech Tools That Keep My Photography Business Thriving
One of my highest priorities as a business owner is providing an incredible experience for you, from the moment you inquire about my offers until the moment your final gallery is delivered (and beyond).
If there’s one thing I learned early on in my entrepreneurship journey, it’s this: a well-run backend creates a better client experience.
The right tech tools don’t just help me stay organized. They free up my time and energy so I can focus on what matters most: creating, storytelling, and delivering a magickal experience for you.
Over the years, I have refined my tech stack to be as seamless and efficient as possible. I’ve spent nearly two decades dialing in my digital support team: testing, tweaking, and eliminating tools that didn’t serve me.
If you’re anything like me, you want fewer subscriptions, not more. Every tool on this list has been chosen because it’s a powerhouse for its purpose.
Here are the 10 essential tools that keep my business running smoothly, everything from client management to content creation.
1. HoneyBook – The Ultimate Client Experience Upgrade
How I Use It: Inquiry management, contracts, invoices, automated workflows
I added HoneyBook to my tech arsenal in November 2023, and it has been the BIGGEST gamechanger for my business so far.
✔ Elevates the client experience: onboarding, contracts, and payments feel high-end and seamless.
✔ Saves me time & increases my income: a more organized backend means better workflows and higher efficiency.
✔ Always improving: they consistently add new tools and updates to refine the experience.
📌 Want to see why I swear by HoneyBook? Use my link to get 30% off!
2. QuickBooks – The Finance & Tax Lifesaver
How I Use It: Expense tracking, mileage, tax deductions
I use QuickBooks Self-Employed to:
✔ Track income & expenses automatically.
✔ Log mileage for tax deductions.
✔ Avoid IRS penalties with easy tax prep.
🔹 Bonus: My accountant LOVES me for using QuickBooks, and because it integrates with HoneyBook, tracking client payments is even easier.
3: Pic-Time: The Gallery Platform That Changed Everything
How I Use It: Delivering client galleries, print sales, album design
The first software I invested in to upgrade my client-facing experience was Pic-Time, and every year, I love it more.
✔ Gorgeous, high-end online galleries that feel professional and elevated.
✔ Easy print sales & album design: clients can order keepsakes effortlessly.
✔ Now with video hosting: another reason I love Pic-Time!
📌 Try Pic-Time free for one month with my link.
4: Flodesk: Email Marketing, But Make It Beautiful
How I Use It: Email newsletters, promotions, client communication
My love for Flodesk keeps growing, and for good reason.
✔ Beautiful, easy-to-create emails: no design skills required.
✔ Automated workflows & sequences: helping me nurture my audience.
✔ Higher open rates than other platforms I’ve used.
📌 Want to see Flodesk in action? Subscribe to my email list & grab your free guide to High-Impact Brand video!
🔗 You can also read all about Why I Switched from Mailchimp to Flodesk
5. Canva – The Go-To for Design & Marketing
How I Use It: Social media graphics, client guides, Pinterest pins
I’m not a designer, but Canva makes me feel like one.
✔ Easy-to-use templates: for social media, email graphics, and brand documents.
✔ Consistent branding: helps me maintain a cohesive visual presence.
✔ Saves time & money: no need to hire a designer for every small task.
📌 Pro Tip: Using Canva’s Brand Kit feature keeps my brand colors, fonts, and logos organized, making polished visuals effortless.
6. Dropbox + CrashPlan – Where I Store & Backup Everything
How I Use It: Storing client photos, videos, and business files
I never risk losing client files. I follow a two-backup rule:
✔ Dropbox: for easy access and cloud storage.
✔ CrashPlan: for an additional backup layer, ensuring files are never lost.
📌 Always keep at least TWO backups of client work. Your future self will thank you!
7. Adobe Creative Suite – The Powerhouse for Photo + Video Editing
How I Use It: Photo editing, retouching, color grading, video editing
✔ Lightroom & Photoshop: the gold standard for photo editing and retouching.
✔ Premiere Pro: my go-to for cinematic video storytelling.
📌 Your session investment includes my editing expertise: this is where the magick gets dialed in.
8. ClickUp – The Ultimate Business HQ
How I Use It: Task management, content planning, project tracking
ClickUp helps me:
✔ Stay on top of projects and deadlines
✔ Plan and track content creation
✔ Manage client workflows effortlessly
📌 If you love lists, workflows, and efficiency, ClickUp is a gamechanger. Save 10% when you sign up with my link.
9. G Suite – The Backbone of My Business
How I Use It: Professional email, document storage, collaboration
✔ Professional email (monica@monicajustesen.com instead of a Gmail address)
✔ Google Drive for cloud storage and client files
✔ Google Calendar to keep all my shoots, meetings, and travel organized
📌 Pro Tip: If you're using a free Gmail account for your business, switching to a custom domain email instantly boosts your credibility.
10: 1Password – Keeping Everything Secure
How I Use It: Secure password storage, business security
✔ Stores and manages all my passwords securely
✔ Generates strong, unique passwords
✔ Stores additional sensitive information (passport info, etc.)
📌 Online security is non-negotiable. 1Password gives you the peace of mind that your digital vault is the last thing you need to worry about.
Why These Tools Matter
The right tech stack isn’t just about efficiency. It’s a non-negotiable when it comes to creating a better experience for my clients.
From top-down, my tech stack is designed to support me so that I can deliver the absolute best for you.
What Tech Tools Do You Love?
Are you a fan of any of the same tools I use? Have a go-to software I haven’t tried yet? I’d love to hear about it!
💬 DM me on Instagram @monicajustesen, and let’s chat about all things tech!
