Track the Dang Thing: Why Photographers Need to Treat Data Like Gold
Look, I get it. You’re a creative. You’d rather shoot golden hour magic than stare at a spreadsheet. You didn’t sign up for this gig to do math — you signed up to capture moments, tell stories, and maybe edit out a rogue booger or two.
But hear me out: tracking your performance isn’t optional.
If you want to grow — like, really grow — you need to know what’s working, what’s flopping, and what needs a gentle shove in the right direction. And no, your gut instinct doesn’t count as a growth metric. Trust me, I tried that. Turns out “I think I’m doing pretty good” is not a reliable Key Performance Indicator (KPI).
So What Do I Track? Everything That Matters.
Here’s what I keep on my trusty spreadsheet — the one that helps me know if I’m thriving, barely surviving, or just chasing my tail:
Customer Name – Obvious. Don’t forget the people who pay you.
Status (Repeat or Initial) – First-timers or loyal fans? Both matter, but tracking which is which shows you how you’re building loyalty.
Contact Date – When they first reached out. Spoiler alert: it’s rarely the same day they book.
Contact Source – Facebook? Website? Random referral from Aunt Carla? Knowing where your people come from helps you double down where it counts.
Shoot Location – Helps you plan, price, and know what’s hot (or what you never want to do again).
Session Date (in minutes) – Not just the date — the length of the session. This keeps pricing, workload, and editing expectations in check.
Price – Because money.
Payment Method – Venmo, cash, carrier pigeon… keep it all straight.
Day of Payment – Are people paying at booking or three weeks later with a promise and a prayer? Good to know.
Tease Date – When you drop those sneak peeks. People care. You should, too.
Delivery Date – When you delivered the full gallery. Staying timely = happy clients = better referrals.
And I also track contacts — people who reached out but maybe didn’t book yet. Because those are potential bookings, not ghosts.
If you’re extra nerdy savvy, you can also throw this data into Microsoft Power Bi and visualize your data in any way imaginable. It’s an awesome data visualization tool — Albeit a bit intimidating at the onset. But once you learn Dax (The Power Bi language), you’ll have a keen understanding of the ins and outs of your business — Not just exposure, shutter speed, ISO, and composition.
Why Bother?
Well, let me hit you with some numbers:
We’ve grown 227% from 2024 to 2025. That’s not a typo. It’s not luck, either. It’s because I track the dang thing.
When you see the data, you can:
Know what seasons are busiest
Understand how long your clients take to book
Plan pricing changes with confidence
Measure growth in real time
Quit relying on feelings and start trusting facts
But Spreadsheets Are Boring…
Sure. So is going broke.
This isn’t just about being organized — it’s about building a business that lasts. One that grows. One that doesn’t leave you wondering if your DMs are dry because of the algorithm or because people just aren’t finding you.
Track it. Know it. Grow it.
If you’re serious about photography — if it’s more than just a hobby or a “side hustle” — then you need to treat it like a business. That means knowing your numbers, not guessing.
So make the spreadsheet. Or a Google Sheet. Or a fancy CRM. Doesn’t matter how — just start.
Because “I think I’m doing alright” is cute,
but “I’ve grown 227% this year” is better.