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Photography Studio Management System in Excel: Packages, Bookings, Date Clash Check, Delivery Tracking and Dashboard

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Shahrukh Studio in Pune shoots weddings, pre-wedding, birthdays, maternity and product photos with three photographers. Twice a photographer was booked for two jobs on one day, and clients called asking where their photos were. This page builds a 7-sheet Excel system: packages and add-ons are priced once, every booking works out its total, balance and delivery due date, and a clash check warns before a date is double-booked.

What you'll learn on this page

  • Keep packages with price and delivery days, and add-on prices
  • Price a booking with albums, extra photographers and a discount
  • Add GST and collect payments with SUMIFS
  • Work out the delivery due date and the status
  • Flag a photographer booked twice on one date with COUNTIFS
  • Report bookings and revenue per photographer and package
  • Print a quotation and confirmation

Download the template: photography-studio-management-system-template.xlsx: a 7-sheet system with example data and real formulas (Read me, Setup, Bookings, Payments, Report, Quotation, Dashboard). Yellow cells are inputs you can type over; green cells hold formulas; blue rows are headers and totals. Replace the example data with your own and every report and the dashboard recalculate.

Made-up data: every name, amount, business and date on this page is made up for practice. Cities are used only to make the examples feel real.

1. The business story

Shahrukh Studio, Pune, as of 17 October 2026 (made-up data). Album ₹8,000; extra photographer ₹7,000 a day; GST 18% (an input; confirm with your accountant).

Question Where the system answers it
Is anyone double-booked? Clash?: Zoya has two shoots on 25 October
Which delivery is late? PS-006, Amir Sayyed's maternity shoot, due 12 October
What is coming up? 5 upcoming shoots, including two weddings on 22 November
What does Salman Shaikh's wedding cost? Quotation PS-008: ₹83,000 + GST ₹14,940 = ₹97,940, ₹40,000 paid

12 bookings bring ₹4,48,500 before GST; ₹2,16,850 is still to collect.

Setup Packages: price, delivery days Album, extra photographer GST Photographers Entry Bookings: package, shoot date, photographer Payments Calculations Taxable, GST, total Paid, balance Delivery due, status Clash check Outputs Quotation Photographer report KPI cards Charts

Figure 1. Setup holds packages and add-ons; Bookings and Payments are the entry sheets; Report, Quotation and Dashboard read from them.

2. Build it sheet by sheet

Step 1. Setup: packages and add-ons

  1. B4 GST, B5 album price (₹8,000), B6 extra photographer per day (₹7,000).
  2. Packages in A9:C13 with price and delivery days; photographers in E9:E11.

Step 2. Bookings: price and payments

  1. A5 ="PS-"&TEXT(ROW()-4,"000"). Type client, package, shoot date and photographer from drop-downs, albums, extra photographers and any discount.
  2. J5 taxable: =XLOOKUP(D5,Setup!$A$9:$A$13,Setup!$B$9:$B$13,0)+G5*Setup!$B$5+H5*Setup!$B$6-I5.
  3. K5 GST, L5 total, M5 paid with SUMIFS from Payments and N5 balance.

Step 3. Bookings: delivery status and clashes

  1. O5 delivery due =E5+XLOOKUP(D5,Setup!$A$9:$A$13,Setup!$C$9:$C$13,0).
  2. Q5: =IF(E5>Setup!$B$3,"Upcoming",IF(P5<>"","Delivered",IF(O5<Setup!$B$3,"Overdue","Editing"))).
  3. R5 clash check: =IF(COUNTIFS($F$5:$F$500,F5,$E$5:$E$500,E5)>1,"Clash","") (COUNTIFS). Check it before you confirm a date.
Bookings: totals, balance, delivery due date, status and clash check

Figure 2. Bookings: totals, balance, delivery due date, status and clash check

Step 4. Report and Quotation

  1. Report per photographer: bookings, upcoming, editing or overdue, and revenue; rows 11 to 15 per package.
  2. Quotation: type a booking ID in B4; rows 6 to 16 bring package, date, add-ons, totals and balance. Set the print area.
Report: bookings, upcoming, editing and revenue per photographer and per package

Figure 3. Report: bookings, upcoming, editing and revenue per photographer and per package

Step 5. Dashboard

  1. KPI cards: bookings, upcoming shoots, revenue before GST, balance, delivery overdue and date clashes.
  2. Charts: revenue by package and work by photographer.
Studio dashboard: bookings, upcoming shoots, revenue, balance, overdue and clashes

Figure 4. Studio dashboard: bookings, upcoming shoots, revenue, balance, overdue and clashes

Ravindra Bagale's Tip

Look at the Clash? column before saying yes on the phone. A double booking costs a client and your name.

3. Formulas used

Cell Formula What it does
Bookings!A5 ="PS-"&TEXT(ROW()-4,"000") Booking ID
Bookings!J5 =XLOOKUP(D5,Setup!$A$9:$A$13,Setup!$B$9:$B$13,0)+G5*Setup!$B$5+H5*Setup!$B$6-I5 Taxable value
Bookings!K5 =ROUND(J5*Setup!$B$4,0) GST
Bookings!L5 =J5+K5 Total
Bookings!M5 =SUMIFS(Payments!$C$5:$C$2000,Payments!$B$5:$B$2000,A5) Paid so far
Bookings!N5 =L5-M5 Balance
Bookings!O5 =E5+XLOOKUP(D5,Setup!$A$9:$A$13,Setup!$C$9:$C$13,0) Delivery due date
Bookings!Q5 =IF(E5>Setup!$B$3,"Upcoming",IF(P5<>"","Delivered",IF(O5<Setup!$B$3,"Overdue","Editing"))) Booking status
Bookings!R5 =IF(COUNTIFS($F$5:$F$500,F5,$E$5:$E$500,E5)>1,"Clash","") Date clash check
Report!B5 =COUNTIF(Bookings!$F$5:$F$500,A5) Bookings per photographer
Report!E5 =SUMIFS(Bookings!$J$5:$J$500,Bookings!$F$5:$F$500,A5) Revenue per photographer
Quotation!B6 =XLOOKUP($B$4,Bookings!$A$5:$A$500,Bookings!$C$5:$C$500,"Not found") Client on the quotation
Dashboard!F5 =COUNTIF(Bookings!$R$5:$R$500,"Clash") Number of clashing bookings

Every formula above is written in the template, so you can click a cell and see it in the formula bar. All values on this page were recalculated in LibreOffice with zero errors.

4. Common mistakes

  1. Checking clashes by memory. COUNTIFS on photographer and date finds every double booking instantly.
  2. Delivery days from the booking date. Editing starts after the shoot. Count from the shoot date.
  3. Albums priced inside the package. Keep add-ons separate so a client can add or drop an album.
  4. Delivered date not typed. Without it the job shows Overdue. Type it the day the client gets the photos.
  5. Discount after GST. Subtract the discount from the taxable value, then work out GST.

Ravindra Bagale's Tip

Share a few edited photos within a week of a wedding. Clients wait more happily for the full album.

5. More real examples

Example 1: Video production. Add an Edit days column per package and track the first cut and final cut separately.

Example 2: School and office ID photos. Price per person: count × rate, with a delivery date per lot no.

Example 3: Equipment rental. Rent cameras and lenses by the day with a return-date status like the delivery status.

Quick revision cards

Quick revision

Each card shows formulas from this page, each with an example and its answer from the template. Scan the QR code on a card to open this lesson. All names and numbers are made up for practice.

Revision card 1 for Photography Studio Management System in Excel: Total: =J5+K5 gives ₹97,940; Booking ID: ="PS-"&TEXT(ROW()-4,"000") gives PS-001; GST: =ROUND(J5*Setup!$B$4,0) gives ₹14,940. Includes an example data table.
Card 1 of 2: Photography Studio Management System in Excel · Download PNG
Revision card 2 for Photography Studio Management System in Excel: Balance: =L5-M5 gives ₹9,940; Paid so far: =SUMIFS(Payments!$C$5:$C$2000,Payments!$B$5:$B$2000,A5) gives ₹88,000; Bookings per photographer: =COUNTIF(Bookings!$F$5:$F$500,A5) gives 3. Includes an example data table.
Card 2 of 2: Photography Studio Management System in Excel · Download PNG

More cards: Ravi Sir's Cards.

6. Frequently asked questions

How do I check double bookings in Excel?

=IF(COUNTIFS(photographer_col,F5,date_col,E5)>1,"Clash","").

How do I work out a delivery due date?

Shoot date + delivery days of the package, looked up with XLOOKUP.

What GST applies to photography?

Photography services are generally taxed at 18%. Keep it as an input and confirm with your accountant.

How do I show which edits are late?

After the shoot, no delivered date and due date before today means Overdue.

How do I price add-ons?

Package price + albums × album price + extra photographers × day rate − discount.

7. Quick quiz

Ten questions on this page. Sign in to save your score.

Loading practice tasks...

  1. Total parcels (Easy): Add up Parcels in D2:D11. (sheet "Data")
  2. Average cost (Easy): Average of E2:E11, rounded to 2 decimals. (sheet "Data")
  3. Rows in Royal Mail (Easy): How many rows have Carrier "Royal Mail"? (sheet "Data")
  4. Largest parcels (Easy): The largest value in D2:D11. (sheet "Data")
  5. Days taken (Easy): C2 minus B2. (sheet "Dates")
  6. Start year (Easy): Year of B3. (sheet "Dates")
  7. Due month (Easy): Month number of C3. (sheet "Dates")
  8. Earliest start (Easy): Earliest date in B2:B9 (as a date number). (sheet "Dates")
  9. Parcels for Royal Mail (Medium): Total of D2:D11 where B is "Royal Mail". (sheet "Data")
  10. Royal Mail in Manchester (Medium): Total of D2:D11 where B is "Royal Mail" and C is "Manchester". (sheet "Data")
  11. Working days (Medium): Working days from B2 to C2. (sheet "Dates")
  12. Weekday of due (Medium): Weekday number of C4 (Sunday = 1). (sheet "Dates")

See all practice tasks in the Task Hub →