StudioIvo User Guide

Overview

StudioIvo is a CRM built specifically for photography studios. It covers the full booking workflow from first inquiry through to final gallery delivery, without the bloat of tools that were not made for photographers.

The core workflow looks like this:

1. Capture a lead. Log an inquiry with the client's details, shoot type, and budget.
2. Send a quote. Build a branded quote with your packages and pricing. The client accepts online.
3. Send a contract. Issue the contract for e-signature. The client signs online.
4. Invoice and collect. Send a deposit invoice, then a final invoice when the job is done.
5. Deliver the gallery. Upload finished files and share a private download link with the client.

Everything is organised by project. A project is created automatically when a client accepts a quote that was created from a lead. It holds the client, contracts, invoices, and gallery all in one place.

Dashboard

The Dashboard gives you a financial and pipeline overview at a glance.

Stat cards

The four cards across the top show: Open leads (all non-lost, non-archived leads), Active projects (all projects not yet complete or cancelled), Outstanding (total invoiced but unpaid), and Active galleries (galleries currently in their delivery window). Each card is a shortcut to the relevant section.

Revenue

The revenue card shows Total paid (all time), This month (paid invoices in the current calendar month), and Outstanding (invoiced but not yet paid, with an overdue count if any are past their due date). Below the numbers is a bar chart of monthly revenue for the past 12 months. Hover any bar to see the exact total.

Current projects

The lower-left card shows your five most recent non-complete projects ordered by shoot date. Each row shows the project title, client name, shoot date, and current status badge. Click any row to open the project.

Open leads

The lower-right card shows the five most recently created leads that are not lost, with the client name, shoot type, shoot date, and status badge. Click any row to go to the Leads page.

Leads

Leads are incoming inquiries from potential clients. Every booking starts as a lead.

Creating a lead

Click + New Lead at the top of the Leads page. Fill in the client's name, email, phone, shoot type, shoot date, and budget. You can also add notes at this stage. If the client already exists in your studio, select them from the existing client list instead of creating a new one.

Lead statuses

Each lead has one of three statuses:

• inquiry the default status when a lead is created
• quoted set automatically when you create a quote from this lead
• lost the lead did not convert; set manually or automatically when a client declines a quote

Sending a quote from a lead

Click Create Quote on the lead card in the pipeline. This creates a quote linked to that lead, sets the lead status to quoted automatically, and takes you straight to the quote editor to add your line items.

Lost leads

If a client does not proceed, click Mark lost on the lead card. If a client declines a quote on the portal, the lead is moved to lost automatically. Lost leads are hidden from the active pipeline but can be viewed by switching to the Lost view.

Archiving

Leads that are no longer relevant can be archived. Archived leads are hidden from all views by default but are never deleted.

Quotes

Quotes let you present your packages and pricing to a client in a branded, professional format. The client receives a link to view and accept (or decline) online with no login required.

Creating a quote

Quotes are created from two places: from the Leads page by clicking Create Quote on a lead card (recommended for new inquiries), or from inside a Project under the Quotes tab (for re-quoting existing clients). You can also create a quote from the Quotes page directly, but you must select both a client and a project first.

Each quote has one or more line items. Each line item has a description, quantity, and unit price. The total is calculated automatically. Click Add line to add a blank item, or click Saved items to insert a pre-built item from your saved list (see Settings > Saved Items).

Below the line items there is a Deposit required field. Enter an amount here if you want to show the client how much they need to pay upfront. The deposit is displayed on the client's quote portal page below the total. When you click Create invoice on an accepted quote, the deposit amount is carried forward and pre-fills the invoice deposit field automatically.

Sending the quote

Once you have added your line items, click Send quote. StudioIvo automatically emails the client their unique quote link and access code. The email appears in the client's inbox as sent by your studio name, from noreply@studioivo.com, with your address as Reply-To so any reply lands in your inbox. The link is also copied to your clipboard as a backup.

If the client does not have an email address on file, the button still marks the quote as sent and copies the link to your clipboard so you can share it manually.

Quote statuses

• draft not yet sent
• sent client has been emailed the quote link
• viewed client has opened the portal page
• accepted client clicked Accept on the quote portal
• declined client clicked Decline

What happens when a client accepts

The quote is marked accepted and the client sees a confirmation message.

You receive a single Quote accepted notification. If the quote came from a lead, StudioIvo automatically creates a project, links the quote to it, archives the lead, and the notification links directly to that project with a prompt to send the contract. If the quote was already on a project, the notification links to that project instead.

Click the notification to open the project, then go to the Contracts tab to create and send the contract.

What happens when a client declines

The quote is marked declined. If the quote was linked to a lead, the lead is automatically moved to lost. You can send a revised quote or follow up directly.

Contracts

Contracts protect both you and your client. StudioIvo lets you send contracts for digital e-signature with no third-party signing service required.

Contract templates

Before creating your first contract, set up templates in Settings > Templates. Give each template a name and paste in your contract body text. You can have multiple templates for different shoot types (e.g. weddings, portraits, commercial).

Creating a contract

Go to Contracts and click + New Contract, or open a project and use the Contract tab. Select a client and project, choose a template to pre-fill the body, then customise it if needed. Both a client and a project are required before you can create a contract.

Sending the contract

Once created, click Send. StudioIvo automatically emails the client their signing link and access code. The email appears in the client's inbox as sent by your studio name, from noreply@studioivo.com, with your address as Reply-To. You can also copy the signing link manually using the link icon that appears once the contract has been sent.

How clients sign

On the contract portal page, the client reads the contract, types their full name into the signature field, and clicks Sign and Agree. The contract is immediately marked as signed and everything is linked to the project automatically.

Contract statuses

• draft created but not yet shared with the client
• sent client has been emailed the signing link, awaiting signature
• signed client has signed; the contract is locked and recorded
• void manually voided; no longer valid

Viewing a signed contract

Click Preview on any contract to see the print-ready view including the signature block, client name, and signing timestamp. You can print or save it as a PDF from there.

Projects

A project is the central hub for a confirmed booking. It is created automatically when a client accepts a quote that was sent from a lead. It links everything together: the client, contracts, invoices, and gallery.

Project overview

Each project shows the client name and contact details, shoot type and date, total value with amount paid and outstanding balance, and all linked contracts, invoices, and gallery.

Tabs inside a project

Projects have six tabs: Overview (key stats and client info), Contract (create and manage the project contract), Quotes (view quotes linked to this project or create new ones), Invoice (create and track invoices), Gallery (upload and deliver the finished gallery), and Planning (internal shoot planning notes, visible only to you and your team).

Planning tab

The Planning tab is a private space for internal notes about the shoot. Use it to record shot lists, location details, equipment reminders, timing notes, or anything else you want to keep organised for the day. Notes are never visible to clients.

Click Add note to create a new entry. Each note has an optional title and a free-text body. Notes are listed in reverse order with the most recently updated at the top. You can edit or delete any note using the icons on the right.

The two most recent planning notes also appear as a preview at the bottom of the Overview tab so you can see them at a glance without switching tabs. Click View all in the preview to jump straight to the Planning tab.

Project statuses

• tentative interest confirmed but not fully locked in
• confirmed booking confirmed, contract signed
• shooting shoot day is today or in progress
• editing shoot done, editing in progress
• delivered gallery has been sent to the client
• complete fully delivered and paid
• cancelled booking cancelled

Client portal

Each project has a unique client portal where the client can see their contract, invoice, and gallery in one place. Find the portal link and password in the project's Overview tab under the Portal section. Share both the link and the password with your client.

Invoices

You can create multiple invoices per project, typically a deposit invoice upfront and a final invoice after the shoot. Each invoice is standalone with its own line items, due date, and payment status.

Creating an invoice

Open a project and go to the Invoice tab, then click + New Invoice. You can also create invoices from the top-level Invoices page by selecting a client and project first.

When creating an invoice you have three ways to add line items:

• Import from quote — if the project already has a quote, select it from the "Import from quote" dropdown at the top of the form. The line items and total are copied across automatically.
• Saved items — click Saved items next to the line item editor to insert any pre-built item from your saved list (see Settings > Saved Items). The description, quantity, and price are pre-filled and can be adjusted.
• Manual — click Add item to add a blank line and type the description, quantity, and unit price.

Set a deposit / retainer amount if you collect part of the fee upfront, and a due date so the invoice can be flagged as overdue automatically if it is not paid in time.

Sending to the client

Click Send. StudioIvo automatically emails the client their invoice link and access code. The email appears in the client's inbox as sent by your studio name, from noreply@studioivo.com, with your address as Reply-To so replies land in your inbox. You can also copy the invoice link and password manually using the icons that appear once the invoice has been sent.

Recording a deposit payment

When you receive a deposit, open the invoice and click Deposit in. This only appears while the invoice is in sent status.

• If you set a deposit amount when creating the invoice, StudioIvo asks you to confirm that specific amount.
• If no deposit amount was set, a prompt appears where you enter the amount you actually received.

After confirming, the invoice moves to partial status and the outstanding balance is updated automatically across the project and Dashboard.

Marking as fully paid

When the full balance is received, click Paid. StudioIvo asks for confirmation, then marks the invoice as paid, records the payment date, and updates your revenue stats on the Dashboard. The Paid button is available from sent, partial, and overdue statuses.

Invoice statuses

• draft created but not yet sent to the client
• sent client has been emailed the invoice link
• partial deposit received; remaining balance still outstanding
• paid full payment received and confirmed
• overdue due date has passed and the invoice is not yet fully paid — set automatically by StudioIvo

Editing an invoice

Open an invoice and click Edit to change the line items, project, deposit amount, or due date. Editing is available on any invoice that has not yet been marked as paid. The total is recalculated automatically when you save.

Archiving

Invoices you no longer need to see in the active list can be archived using the archive icon. Archived invoices are hidden from the default view but are never deleted. Use the Archived filter to find them and restore them if needed.

PDF preview

Click the printer icon inside any invoice to open a print-ready PDF preview. This shows the invoice with your studio details, line items, total, deposit, due date, and bank transfer instructions. You can save it as a PDF from your browser's print dialog.

Payment methods

StudioIvo shows your bank transfer details on the invoice portal page so clients know how to pay. Set these up in Settings > Payments.

Galleries

Galleries are StudioIvo's delivery system. Upload your finished files, then give the client a private link to download everything within a 30-day window.

Creating a gallery

Go to Galleries and click + New Gallery, or open a project and use the Gallery tab. Give the gallery a title and link it to the relevant project.

Uploading files

Click Upload files inside the gallery. You can select multiple files at once. Supported types include JPEG, PNG, TIFF, HEIC, WebP, MP4, MOV, AVI, ZIP, and PDF. Each studio has a 10 GB total storage limit across all galleries.

Sending to the client

Once files are uploaded, click Deliver gallery. This starts the 30-day download window. Copy the client link and password shown on screen and send both to your client. They open the link, enter the password, and can download the files with no account needed.

Renewing a gallery

If a client needs more time, open the gallery and click Renew +30 days. This extends the window by 30 days and is available once per gallery while the gallery is still active.

Deleting files

Individual files can be removed from a gallery at any time using the delete icon in the file list. Deleting a file frees up the storage it used.

Storage limit

Your studio has 10 GB of total gallery storage. You can monitor usage in Settings > Subscription. If you are approaching the limit, delete files from old delivered galleries to free up space.

Clients

StudioIvo maintains a client directory that is built automatically as you create leads and projects.

Viewing clients

The Clients page lists everyone who has inquired or booked with your studio. Each client record shows their contact details and a history of all associated leads and projects.

Editing client details

Open a client record and click Edit to update their name, email, or phone number. Changes apply across all linked leads and projects.

Clients from the lead capture form

When someone submits your lead capture form, a client record is created automatically using the email address they provide. If a client with that email already exists in your studio, the record is updated rather than duplicated.

Client Portal

The client portal is a set of public-facing pages your clients access via unique links with no account or login required. There are four distinct portal types: quotes, contracts, invoices, and galleries.

Automatic emails

For quotes, contracts, and invoices, StudioIvo emails the client automatically when you use the send button. The email includes the portal link and access code, with your email address as Reply-To so the client can reply directly to you. You do not need to copy and paste anything.

• Quote: click Send quote in the quote editor. The client is emailed instantly.
• Contract: click Send on the contract. The client is emailed the signing link instantly.
• Invoice: click Mark as sent on the invoice. The client is emailed the invoice link instantly.

Passwords

Every portal page is protected by a 6-character access code that StudioIvo generates automatically (for example AX7P2Q). For quotes, contracts, and invoices the access code is included in the automatic email. For galleries and the project portal you share the link and password manually. Here is where to find each one:

• Quote: included in the automatic email. Also visible via the link icon after sending.
• Contract: included in the automatic email. Also visible via the lock icon after marking as sent.
• Invoice: included in the automatic email. Also visible via the lock icon after marking as sent.
• Gallery: open the gallery and click Deliver gallery. Both the link and password are displayed on screen. Copy and send them to your client manually.
• Project portal: open the project and scroll to the Portal section in the Overview tab. The link and password are listed there. Copy and share them manually.

Quote portal

The client enters their password and sees your quote with all line items and the total. They can click Accept or Decline. You are notified instantly when they do either.

Contract portal

The client enters their password and sees the full contract text. They type their name into the signature field and click Sign and Agree. The contract is immediately recorded as signed.

Invoice portal

The client enters their password and sees the invoice breakdown along with your bank transfer details (if you have set them up in Settings). Payment is collected outside the app; you mark it as paid manually inside StudioIvo.

Gallery portal

The client enters their password and sees all the files you have uploaded. They can download files individually or all at once. The page shows how many days remain in their 30-day download window.

Calendar

The Calendar gives you a unified view of everything happening across your studio: shoot dates, invoice due dates, and lead follow-ups, all in one place.

Opening the Calendar

Click Calendar in the sidebar. The calendar opens in month view by default. Switch between Month, Week, and Agenda views using the toolbar at the top.

What appears on the calendar

• Blue (Shoots): every project with a shoot date set
• Amber (Invoices due): unpaid invoices with a due date
• Purple (Follow-ups): leads with a follow-up date set

Rescheduling by drag and drop

In month or week view, you can drag any event to a different day to reschedule it. The change saves immediately to the project, invoice, or lead with no separate save step needed. The new date reflects everywhere in the app instantly.

Clicking an event

Click any event to navigate to the related record. Shoot events go to the project detail page; invoice events go to the invoices list; follow-up events go to the leads list.

Follow-up dates

Lead follow-up dates appear on the calendar in purple. You can drag a follow-up event to a different day to reschedule it, which updates the lead record immediately. Once a lead is converted or marked as lost, its follow-up event disappears from the calendar automatically.

Notifications

Once you subscribe to your calendar link (see below), your shoots, invoice due dates, and follow-ups appear as regular events in your phone or computer's calendar app. You can set alerts on any event, for example "1 day before shoot" or "morning of the shoot", and you will get a native notification on your iPhone, iPad, Mac, Android, or Windows PC exactly like any other appointment.

Getting your calendar link

1. Open StudioIvo and click Settings in the sidebar
2. Click the Calendar tab
3. Click Copy link

Your calendar link is now in your clipboard. Follow the steps for your device below.

iPhone or iPad

1. Open the Settings app on your iPhone or iPad (the grey cog icon, not StudioIvo)
2. Scroll down and tap Calendar
3. Tap Accounts
4. Tap Add Account
5. Tap Other (at the bottom of the list)
6. Tap Add Subscribed Calendar
7. Paste your calendar link into the Server field and tap Next
8. Tap Save

Your StudioIvo calendar will now appear in the Calendar app on your iPhone and iPad. Events refresh roughly every hour automatically.

Mac (Apple Calendar)

1. Open the Calendar app on your Mac
2. In the menu bar click File then New Calendar Subscription
3. Paste your calendar link and click Subscribe
4. In the options that appear, set Auto-refresh to Every Hour
5. Click OK

The calendar appears in your sidebar under "Other". If your Mac is signed into iCloud, it automatically syncs to your iPhone and iPad too. You do not need to add it separately on those devices.

Google Calendar (desktop browser)

1. Go to calendar.google.com in your browser
2. In the left sidebar, find Other calendars and click the + button next to it
3. Click From URL
4. Paste your calendar link and click Add calendar

Your StudioIvo events will appear in Google Calendar and sync to any Android phone linked to that Google account. Note: Google caches ICS feeds and typically refreshes every 12 to 24 hours, so changes may take some time to appear.

Android (via Google Calendar)

Follow the Google Calendar steps above on your desktop browser. Once added, it syncs automatically to the Google Calendar app on your Android phone with no extra steps needed on the phone itself.

Outlook (Windows or Mac)

1. Open Outlook
2. Go to your Calendar view
3. Click Add calendar (or Open Calendar depending on your version)
4. Choose From internet or Subscribe from web
5. Paste your calendar link and click OK

Lead Capture

The lead capture form is a branded, public-facing form you can share with potential clients or embed directly on your website. When someone fills it in, they are automatically added to your Leads and you receive an email notification. No manual data entry required.

How it works

Each studio has a unique lead capture URL. Potential clients open the link, fill in their details (name, email, phone, shoot type, shoot date, budget, and a message), and hit Send inquiry. StudioIvo creates a client record and a lead instantly.

Getting your lead capture link

1. Open StudioIvo and click Settings in the sidebar
2. Click the Lead Capture tab
3. Click Copy link to copy your shareable URL

Share the link anywhere: in your email signature, on social media, in a WhatsApp message, or as a button on your portfolio website.

Embedding on your website

In the Lead Capture tab, click Copy embed to copy the iframe code. Paste it into your website's HTML wherever you want the form to appear. The form is fully responsive and automatically uses your studio's brand colour.

Example embed code:

<iframe src="https://app.studioivo.com/inquiry/YOUR_TOKEN" width="100%" height="700" frameborder="0" style="border:none;border-radius:12px;"></iframe>

Customising the form

In Settings > Lead Capture you can toggle the form on or off, write an introduction message shown at the top of the form, and set a thank-you message shown to the client after submission. Click Save settings after any changes.

What the client sees

The form shows your studio name and uses your primary colour. Fields include name, email, phone, shoot type, event date, approximate budget, and a free-text message. Name and email are required; all other fields are optional.

What happens after submission

1. A client is created (or updated if the email already exists in your studio)
2. A lead is created with status inquiry
3. You receive an email notification with all the inquiry details and a link directly to the lead in StudioIvo
4. The client sees your thank-you message on screen

Notifications

The bell icon in the top-right corner of the app shows real-time notifications for all meaningful events across your studio. A blue badge displays the number of unread items.

What triggers a notification

Notifications are created automatically for the following events: a new inquiry submitted via your lead capture form; a client accepting or declining a quote; a project created automatically when a client accepts a quote from a lead; a contract signed by a client; an invoice becoming overdue once its due date passes; a client starting to download gallery files; a team member accepting an invitation to join your studio; and calendar reminders — three days before a shoot and on the shoot day itself.

Reading notifications

Click the bell to open the notification panel. Unread items are highlighted with a blue tint and a blue dot. Click any notification to mark it as read and jump directly to the relevant record (lead, quote, project, etc.). Click Mark all read to clear all unread items at once.

Email notifications

In addition to the bell, StudioIvo sends email notifications to your studio's owner address for the following events:

• New inquiry — sent immediately when someone submits your lead capture form, with all the client details included.
• Quote accepted — sent when a client accepts a quote, with a link to the project to send the contract.
• Contract signed — sent when a client signs a contract, with the signer's name and a link to the project.

All notification emails are sent from noreply@studioivo.com with "StudioIvo" as the sender name.

Shoot reminders

StudioIvo automatically creates an upcoming shoot reminder three days before any confirmed project's event date, and a shoot day notification on the day itself. These fire once per project so you will not receive duplicate reminders.

Invoice overdue

Each morning, StudioIvo checks for invoices whose due date has passed and marks them overdue. A notification is created the first time an invoice becomes overdue — not every day — so you get one clear alert per invoice.

Settings

Settings is split into ten tabs: Studio, Currency & Tax, Payments, Lead Capture, Calendar, Templates, Saved Items, Team, Subscription, and Export Data.

Studio

Set your studio name, website, business address, and tax or company registration number. This information appears on contracts, invoices, and client portal pages.

The Your account section at the bottom of this tab shows your name, email, role, and membership date. To change your password, enter a new password (minimum 8 characters), confirm it, and click Update password.

Currency & Tax

Choose your default currency and number format. Set a tax name (e.g. VAT or GST) and rate if applicable. When a rate is set it is applied to all quotes and invoices automatically.

Payments

Enter your bank account details (account name, IBAN, BIC/SWIFT, and payment instructions). These are shown to clients on the invoice portal page so they know exactly how to pay you.

Lead Capture

Configure your public lead capture form. Toggle it on or off, set an introduction message and a thank-you message, copy the shareable link, or copy the embed code to paste into your website. Every submission creates a client and a lead in your pipeline automatically.

Calendar

Copy your personal ICS feed link and subscribe to it in Apple Calendar, Google Calendar, Outlook, or any CalDAV app. Quick-start instructions for every platform are shown directly on this tab. Your shoots, invoice due dates, and lead follow-ups all appear as native calendar events with full notification support.

Templates

Create and manage your contract templates. Each template has a name and a body. When creating a contract you choose a template to pre-fill the text, then edit it as needed.

Saved Items

Build a library of reusable line items you use on quotes regularly, such as packages, add-ons, or fixed-price services. Each saved item has a name, an optional description, a default quantity, and a unit price. When creating a quote, click Saved items in the Line items section to insert any saved item as an editable line. The values are pre-filled but you can adjust them before saving.

Team

Invite colleagues to your studio. Team members can access all leads, projects, contracts, invoices, and galleries. Only the studio owner can change billing settings or invite and remove members.

Subscription

View your current plan, billing interval (monthly or yearly), and renewal date. The storage usage bar shows how much of your 10 GB gallery storage is in use. Upgrade, switch billing interval, or cancel from here.

Export Data

Available to studio owners only. Toggle on the items you want to export (Clients, Projects, Quotes, Invoices, Contracts) and click Download export. If you select a single item you get one CSV file; if you select multiple items they are bundled into a single zip file. File names include the date of export so you can keep track of snapshots over time. This is useful for sharing with your accountant, migrating to another tool, or keeping an offline backup. Team members with the Member role cannot access this tab.

Billing

Free trial

All new studios start with a 14-day free trial. No credit card is required to start. During the trial you have full access to every feature.

Plans and pricing

StudioIvo has one plan, StudioIvo Pro, with access to everything. You choose monthly or yearly billing:

• Monthly: €7.99 per month
• Yearly: billed once annually at €76.68, equivalent to €6.39 per month (saves 20%)

Subscribing

At the end of your trial, or at any time from Settings > Subscription, click Upgrade to Pro. A secure payment form powered by SumUp will appear inside the app to collect your card details.

Before your subscription starts, SumUp places a €1.00 verification charge on your card and refunds it instantly. This confirms the card is valid and stores it securely for recurring billing. You are not charged the €1.00 — the refund is immediate.

Immediately after the verification your first subscription charge (€7.99 or €76.68 depending on your chosen interval) is processed automatically. A PDF invoice is emailed to you after each successful charge.

Failed payments and retries

If a charge fails, your account is locked immediately and you will see a Payment failed screen when you open the app. StudioIvo retries the charge automatically using your stored card once on day 3. If that retry also fails, your subscription is suspended on day 7.

To restore access straight away, click Update payment method on the screen shown when you log in. You will be taken through the SumUp card verification again with a new card. Once the new card is verified, your account unlocks immediately.

Cancelling

You can cancel at any time from Settings > Subscription. You will retain access until the end of the current billing period. Your data is not deleted when you cancel.

What happens after trial ends without subscribing

If your trial ends without a subscription, your account enters a read-only state. Your data is preserved and you can still log in and view everything, but you will not be able to create new leads, send quotes, or upload files until you subscribe.