You do not need to use every Workspace feature. Choose a workflow that reflects the size of the job, the people involved and the information you genuinely need to retain.
Start with the smallest useful workflow
For a straightforward job, you might use:
Contact → Project → Contract → Invoice → Gallery → Delivery
For a larger or recurring relationship, you might use:
Form → Lead → Contact and Client → Project → Contract → Invoice → Gallery → Album or other products, where applicable → Delivery
Both approaches are valid. Use a contract where the job requires one. Consistency matters more than adding unnecessary stages.
Add templates before automation
A reusable template can save time without removing your oversight. Begin with repeated documents or checklists, then add automation only when the trigger and outcome are predictable.
- Use a form to capture consistent enquiry information.
- Use project workflows for repeatable internal tasks.
- Use System Emails for supported notifications and operational messages, including download-ready, order-confirmation and invoice-related emails.
- Use Gallery Sales Workflows for behaviour and date-based gallery communication.
Keep payment records current
Online payments recorded through a connected payment service can update Workspace automatically. Record cash, bank transfer and other external payments against the correct invoice so its status remains useful.
Review overdue work rather than relying only on an automated reminder. A corrected, disputed or cancelled invoice may need a different response.
Use reporting with context
Workspace records can help you review sales, payments and tax collected. The quality of those reports depends on consistent pricing, invoice and payment records. Reconcile Workspace with your payment provider and accounting records rather than treating one dashboard as the complete financial record.
Improve one friction point at a time
Notice where work is missed, repeated or delayed. Improve that point, use the revised process for several real jobs, and only then add another layer.
