The short answer
A winning photography quotation lists the client and every event day, the team on each day, the exact deliverables (photos, album, film, teaser, drone if you offer it), delivery timelines, the price, the advance and payment schedule, and your terms. The easiest way to send one is Picsora Studio CRM: it builds a branded quotation PDF from your own rate card in 6 designs and 12 colour themes, and sends it to the client on WhatsApp.
Why the quotation format decides the booking
Couples usually compare three or four studios. Most of them look similar on Instagram, so the quotation becomes the first real look at how you work. A quote that is clear, day-wise and well designed tells the family you are organised. A plain WhatsApp text with one total number makes them call back with ten questions, and often they call the next studio instead. A clear format also protects you. When the deliverables, timelines and payment schedule are written down, there are fewer arguments later about how many photos, which functions or when the album was promised.
The photography quotation format: a template you can copy
Use these blocks, in this order, for any wedding or event quotation. The right column shows example wording only.
| Block | What to include | Example wording |
|---|---|---|
| Header | Studio name, logo, contact, quotation number, date, valid-until date | Quotation QUO-0142, valid for 15 days |
| Client | Couple or client name, phone, city, venue(s) | Riya and Karan, Surat, two venues |
| Event days and functions | Each day with date, function and approx. hours | Day 1: haldi + mehendi; Day 2: sangeet; Day 3: wedding + reception |
| Team per day | Who shoots each day: photographers, cinematographers, drone if offered | Day 3: 2 photographers, 2 cinematographers |
| Deliverables | Edited photos, album (size, pages), highlight film, full film, teaser, online gallery | 1 album, 40 sheets; 4-6 min highlight film |
| Timelines | When each deliverable is delivered | Teaser in 7 days; album in 8 weeks (example) |
| Price | Package price, add-ons, discounts, total | Total ₹1,85,000 (example) |
| Advance and schedule | Advance to block the date, instalments, balance | 30% to book, 40% before Day 1, 30% on delivery (example) |
| Terms | Travel, extra hours, raw data, cancellation, album changes | Outstation travel and stay by client |
Names, numbers and rupee amounts above are examples only. Replace them with your own.
Event days, functions and team per day
Indian weddings are multi-day events, so never quote one lump sum for "the wedding". List every day and function separately: haldi, mehendi, sangeet, wedding, reception, and any pre-wedding shoot. Then show who is covering each day. The family can see that the sangeet has a cinematographer and the haldi does not, and they can ask to add one before they sign. Day-wise quotes also make your own planning easier, because once the quote is approved the same days become your booking and crew plan. For a destination wedding, add travel days and say clearly who pays for travel and stay.
Deliverables and timelines: be specific
Vague deliverables cause most post-wedding disputes. Write numbers and formats, not adjectives.
- Edited photos: an approximate count or range per day, and the format they are delivered in
- Album: number of albums, size, sheets, and how many photos the couple can pick
- Films: highlight film length, full-length film, teaser or reel, and the delivery format
- Drone: only if you offer it, and only where venue rules allow it
- Online gallery: how guests and family will get their photos, and for how long
- Timelines: teaser, edited photos, album and film each with their own date
Price, advance and payment schedule
Show the package price, any add-ons and the final total in one place. Then show exactly when each payment is due. A clear schedule gets you the advance faster, because the client knows what they are paying for and when the next amount is due.
| Payment | When | Amount (example) |
|---|---|---|
| Advance to block the date | On accepting the quotation | ₹55,500 (30%) |
| Second instalment | Before the first function | ₹74,000 (40%) |
| Balance | On delivery of the album and film | ₹55,500 (30%) |
| Total | ₹1,85,000 |
Example only. Use your own package price and the schedule that suits your studio. For GST on your invoices, check with your CA.
Terms worth writing down
Keep terms short and in plain language. These are the points studios most often wish they had written down:
- Outstation travel, stay and food for the team
- Charges for extra hours beyond the quoted coverage
- Whether raw files are included, and at what cost if not
- How many rounds of album changes are included
- What happens to the advance if the date is cancelled or moved
- How long the online gallery stays live
How Picsora Studio CRM builds and sends the quotation
In Studio CRM you set up your rate card once: your packages, per-day coverage and add-ons. After that, every quotation takes minutes.
- Open the lead from your pipeline (Instagram, WhatsApp, website or referral enquiry)
- Add the event days and functions, then pick packages and add-ons from your rate card
- Choose one of 6 quotation designs and one of 12 colour themes, with your logo
- Send the branded PDF to the client on WhatsApp
- When they say yes, one click turns the quote into a booking with the same days, so nothing is retyped
Which plan you need
The free plan of Studio CRM covers 5 leads, 5 quotations and 5 bookings, so you can try the whole flow with real clients. Pro at ₹7,999/yr removes every limit and includes 5,000 WhatsApp message credits. Elite at ₹11,999/yr adds your own WhatsApp number, fully custom quotation templates and a custom subdomain. See pricing for the full list, and read the quotation designs guide to pick a look. If you are still working out your numbers, start with how to price wedding photography packages.
Send your next quotation from Picsora
Take the template above, put your real packages into a rate card, and send your next enquiry a proper branded quotation instead of a text message. You can do it today on the free trial, and once the booking is confirmed, the same record carries on to GST invoices and payment reminders.
Quick answers
What should a wedding photography quotation include?
It should include the client details, every event day and function, the team on each day, the deliverables with numbers, delivery timelines, the price, the advance and payment schedule, and your terms. Picsora Studio CRM builds all of this into a branded PDF from your rate card.
How do I make a photography quotation PDF?
You can design one in a word processor, but it is slow to edit for every client. In Picsora Studio CRM you pick packages from your rate card, choose one of 6 designs and 12 colour themes, and the quotation PDF is ready to send on WhatsApp.
Should a photography quotation show the price per day?
Show coverage and team per day so the client sees what each function gets, and show one clear total with the payment schedule. Picsora Studio CRM keeps the event days in the quote and carries them into the booking when the client accepts.
Can I send a photography quotation on WhatsApp?
Yes. Picsora Studio CRM sends the branded quotation PDF to the client on WhatsApp. CRM Pro includes 5,000 WhatsApp message credits, and CRM Elite lets you send from your own WhatsApp number.
