Core Workflows

Enquiry

Use Enquiry to record new customer interest before quotation or booking. An enquiry captures the customer, lead source, event requirement, package interest, estimated budget, preferred follow-up time, deliverables, and internal notes.

Creating A New Enquiry

Open Enquiry > New.
Select the Enquiry Date.
Select an existing customer from the Customer dropdown, or press the plus button to add a new customer.
Review the Running Enquiry modal if it appears. This shows active enquiries for the selected customer so duplicate enquiries can be avoided.
Select the enquiry Source, such as Online, Advertisement, SMS, Whatsapp, Friend, Relative, Old Customer, Facebook, Instagram, Google, or Youtube.
Select the Enquiry Type, such as On Call, On Email, On Whatapp, On Website, On Branch, or Other.
Enter Enquiry Reference if the lead came through a specific person, campaign, platform, or reference.
Select Event Type and Package if known.
Enter the Main Event / Shoot Date, Location Type, Studio, and Location.
For outstation or multi-location work, review Traveling and Stay details when those fields are shown.
Add deliverable expectations for Photo, Photo Book, Video, and More Offering.
Enter Budget, I will Book, Preferred time to call, Additional Preferences / Description, and internal Note.
If session or event details are required, set Session / Event Status to Required and add event rows.
Press Submit.

Important Fields

Field	Purpose
`Customer`	Links the enquiry to an existing or newly created customer.
`Source`	Tracks where the lead came from for marketing and reporting.
`Enquiry Type`	Records how the customer contacted the studio.
`Event Type`	Defines the type of shoot or event requirement.
`Package`	Applies package-based deliverables and planning details when available.
`Main Event / Shoot Date`	Helps plan quotation, availability, and follow-up priority.
`Location Type`	Identifies Studio, Local, Outstation, or Multiple Cities work.
`Budget`	Captures the customer's expected spend.
`I will Book`	Indicates urgency, such as booking soon or only checking price.
`Preferred time to call`	Helps the team schedule follow-up communication.
`Note`	Internal note for staff reference.

Deliverables

Use the deliverable fields to record what the customer expects:

Photo: No, Photo Syncing, Photo Editing, Photo Syncing and Editing, or Photo Editing and Printing.
No. Of Photos: Expected photo quantity.
Photo Book: No, Photo Book Design, Photo Book Printing, or Photo Book Designing and Printing.
Photo Book Pages: Expected album/page count.
Video: No, Video Syncing, Video Editing, or Video Syncing and Editing.
Video Time in Minutes: Expected video duration.
More Offering: Additional options such as Reels or Slideshow.

Session / Event Details

Set Session / Event Status to Required when the enquiry needs detailed event planning. Each event row can capture:

Sr. No.
Start Date Time and End Date Time.
Time Duration.
Function name.
Location.
Traditional Photographer No.
Candid Photographer No.
Videographer No.
Cine No.
Drone No.
Manager/Assistant No.
Extras Crew No.
Remark.

Use Add Event when the enquiry has multiple functions, sessions, ceremonies, or shoot slots.

Enquiry List

Open Enquiry list to review saved enquiries. The list shows:

Enquiry No.
Date.
Full Name.
Mobile No.
Event Type.
Shoot Date.
Enquiry Status.
Quotation Status.
Booking Status.
View option.

Use the summary cards to filter enquiries by Enquiry, Follow Up, Converted, Completed, Closed, or Total.

Filters

Use the filter button on the enquiry list to narrow results by:

Event.
Enquiry Status.
Source.
Enquiry Type.
Customer Nature.
Quotation Status.
Booking Status.

Common follow-up filters include Todays Follow Up, Due Follow Ups, and Upcoming Follow Ups.

Enquiry View

Open an enquiry from the list using View. The enquiry view lets you:

Search by Enquiry No.
Review customer and enquiry details.
Enable editing with the edit button.
Update enquiry details when allowed.
Create a quotation using Create Quotation.
Convert the enquiry to booking when the work is confirmed.

Communication And Follow-Up

Use the Enquiry Communication section to record customer interactions. Capture:

Communication Date and Time.
Communication Type: Call, SMS, Email, Whatsapp, Branch Visit, or Client Visit.
Customer Nature: Hot, Warm, or Cold.
Communication Remark.
Enquiry Status: Follow Up, Closed, or Converted.
Whether next communication is required.
Next Communication Date and Time.
Reason for failed communication.
Enquiry Status Remark when closing or converting.

Use this history to understand what was discussed, when to follow up next, and why an enquiry was closed or converted.

Good Practices

Always check running enquiries before saving a new enquiry for the same customer.
Enter the main shoot/event date even if other details are still tentative.
Use Additional Preferences / Description for customer-facing requirements and Note for internal staff notes.
Keep follow-up dates accurate so due and upcoming follow-up filters remain useful.
Create quotation only after the customer requirement and package details are clear.
Convert to booking only after the customer confirms the work.

Quotation / Estimate

Use Quotation > New to create an estimate from enquiry or customer details. Add package, product, pricing, and terms, then save. Use the print modal to preview, print, or share the quotation.

Booking

Use Booking > New to convert confirmed work into a booking. Select or add the customer, enter booking details, event dates, package/product information, and payment terms. In booking view, use the step buttons to collect advance receipt, assign team, mark shoot completed, record backup location, assign jobs, collect final receipt, print booking details, upload files, and share booking details.

For detailed instructions about the booking workflow popups, open Booking Modals. For status and step tracking details, see How Booking Tracking Is Shown.

How Booking Status Is Tracked

The software tracks booking progress in two ways: one main booking status and separate workflow statuses for each major booking step.

Main booking status: Shows the overall state of the booking, such as Pending, Confirm, Ready, Delivered, Completed, or Cancelled.
Assign Team Status: Shows whether shoot/event team assignment is Pending, Completed, Not Required, or Cancelled.
Shoot Status: Shows whether the shoot is Pending, Completed, or Cancelled.
Backup Status: Shows whether event data backup is Pending, Completed, or Cancelled.
Job Assign Status: Shows whether production job assignment is Pending, Completed, or Cancelled.

In Booking > View, these statuses are shown as the booking workflow step bar:

Enquiry > Booking > Advance > Assign Team > Shoot > Backup > Job Assign > Ready > Fully Paid > Delivery > Review

When a step is finished, the system marks that step with a checked indicator. If a step is not needed, such as team assignment for a package without crew, the step is marked as not required. If the booking is cancelled, the booking and related workflow statuses are marked cancelled.

The booking list also shows status badges in separate columns, including Booking Status, Assign Shoot, Shoot Status, Assign Job, and Receipt Status. Use the filters at the top of the booking list to find bookings by overall status, team assignment status, shoot status, job assignment status, receipt status, or delayed/upcoming shoot date.

Typical booking status flow:

Pending: Booking has been created but is not fully confirmed.
Confirm: Booking is confirmed after the required booking/payment condition is met.
Assign Team Completed: Team members have been assigned from the Assign Team modal.
Shoot Completed: Shoot completion details and remarks have been saved.
Backup Completed: Event data backup location has been saved.
Assign Job Completed: Production jobs have been assigned.
Ready: Assigned jobs are completed and the booking is ready for delivery.
Delivered: Delivery job is completed.
Cancelled: Booking is cancelled and related workflow statuses are also cancelled.

Invoice / Sale

Use Invoice > New to create a sale invoice. Select customer and products, review totals, save, then use the invoice modal to print or share. Use the receipt modal from a sale view to record customer payment.

Purchase

Use Purchase > New to create purchase entries from vendors. Add vendor or product from the plus buttons if needed. Use the purchase invoice modal to preview or share the purchase invoice. From purchase view, use the payment modal to record vendor payment.

Task, Shoot, and Job Tracking

Use Task for general work management. Create tasks with subject, dates, priority, related record, and assigned employee. Use task status to move work to In Progress or Completed. Use transfer modals to move task, shoot, or job responsibility from one employee to another.

Note Management

Use Note to create, view, edit, search, and delete general reference notes. Note entries serve as quick administrative reminders or records.

Accounts

Use Account to manage cash and bank ledgers, receipts, payments, contra transfers, employee transactions, and expenses. Always verify account, date, amount, transaction mode, and note before submitting an account entry.