My Favorite Photography Tools & Software for Streamlined Workflows (and How You Can Save Too)
My Favorite Photography Tools & Software for Streamlined Workflows (and How You Can Save Too)
Running a photography business is more than just clicking the shutter. Between editing, organizing, client communication, and social media, photographers wear about a hundred hats at once. After ten years of running Sara Pope Photography, I’ve tested just about every tool out there — and these are the ones I can’t live without.
Whether you’re a brand-new photographer or a seasoned pro looking to streamline your workflow, here’s a look inside the exact tools I use every single day (and yes, I’ve included links that will save you money if you decide to try them out).
1. Client Management: 17Hats
If you’ve ever felt overwhelmed keeping track of contracts, invoices, and client emails — same.
17Hats completely changed how I run my business. It handles everything from inquiries to booking to automated workflows and payments.
I’ve been using it since the very beginning of my photography career, and I can’t imagine going back. You can get 50% off your first year using my link and code: 17Hats Referral Link — use code zffcrfvsvp at checkout.
2. Email Marketing & Newsletters: Flodesk
Flodesk makes email marketing feel pretty — and painless.
I use it to send newsletters, prep guides, and special client announcements that actually match my brand. The drag-and-drop design tools make it easy, and the Canva integration is a total bonus.
Try it here: Flodesk.
3. Proofing & Gallery Delivery: ShootProof
I’ve tried a lot of gallery platforms, but ShootProof is still my favorite for its client experience and reliability. My clients love how easy it is to view, select, and purchase images — and I love that it integrates beautifully with my workflows.
Check it out: ShootProof.
4. Editing Tools: From Cull to Polish
Here’s my exact editing flow:
Photo Mechanic → for lightning-fast culling
Adobe Bridge & ACR → for exposure and color corrections
Evoto → for skin retouching (especially newborn skin — it’s a lifesaver)
Photoshop → for the final polish and composites
If you haven’t tried Evoto yet, I highly recommend it — it saves hours on detailed retouching while keeping skin looking natural. You can get a bonus with my code WFZMDPSX39 when you make your first purchase.
5. Social Media & Design: Canva Pro
Canva Pro is where I create almost everything — from session guides to Instagram carousels and seasonal promo graphics. If you’ve ever seen one of my polished posts or email layouts… yep, it probably started in Canva.
It’s easy to stay consistent with your fonts, colors, and templates — which keeps your brand recognizable everywhere clients find you.
6. Video Creation: CapCut
I’m not a natural video editor (honestly, I used to dread it), but CapCut has made it surprisingly fun. I use it for Reels, behind-the-scenes clips, and even short studio promos.
It’s intuitive, quick, and beginner-friendly — perfect if you want to start posting more video content without spending all day figuring it out.
7. Gear I Trust Daily
Canon 5D Mark III or IV paired with either my 24–70mm L Series or 85mm L Series lens
Expodisc for accurate color reads
Samsung Galaxy S24 Ultra for BTS footage
Ray-Ban Meta Glasses for hands-free recording (absolute game-changer!)
PAX Storage System for studio organization — because chaos and creativity don’t mix
If you’re curious about the Ray-Ban Meta glasses, you can find them here: Ray-Ban Meta Affiliate Link.
Final Thoughts
These tools have saved me countless hours, reduced stress, and helped me deliver a smoother experience to my clients. None of this is sponsored — these are genuinely the tools I’ve built my business around for years.
If you’re a photographer trying to simplify your systems, boost your productivity, or add a few creative upgrades, these are a great place to start.
And if you try any of them, feel free to message me on Instagram — I love chatting with other photographers about what’s working for them!
