ShotSync vs spreadsheets and WhatsApp
Your studio, out of the group chat.
Excel for bookings, WhatsApp for crew, PDFs for quotes and Drive links for galleries. It works, until the busiest week of the season. Here is the same work in one app.
- No more “who is free on the 12th?”
- Clashes caught before the day
- One place for every job, person and photo
14 days free. No card needed.
Before
Sample studio| Date | Event | Photographer | Venue | |
|---|---|---|---|---|
| 2 | 12/12 | Baraat Kapoor | Rohan | Rambagh |
| 3 | 12/12 | Engagement Desai | Rohan ?? | Jai Mahal |
| 4 | 12/12 | Pheras Kapoor | Priya, Kabir | Rambagh |
With ShotSync
Saturday 12 December
Before and after
The same week, done two ways.
01
Booking the crew
Instead of asking the group and waiting for thumbs up, each ceremony has seats. Invite the people who are free; their yes or no fills the seat.
Spreadsheet + WhatsApp
Crew · Dec weddings
- Who is free on 12th evening? Jaipur
- PriyaMe 👍
- ArjunWhich 12th? Nov or Dec?
- Dec. Need drone also
- KabirCan do till 9 only
With ShotSync
Sample studioPheras · Kapoor–Iyer
- RM
- PN
- AR
02
Catching double bookings
A spreadsheet will happily put Rohan in two places at once. ShotSync flags the clash, time off and travel time the moment you book.
Spreadsheet + WhatsApp
| Date | Event | Photographer | Time | |
|---|---|---|---|---|
| 2 | 12/12 | Baraat Kapoor | Rohan, Kabir | 5–7:30pm |
| 3 | 12/12 | Engagement Desai | Rohan | 6–9pm |
| 4 | 12/12 | Pheras Kapoor | Priya, Kabir | 8:30pm |
| 5 | 13/12 | Reception Kapoor | TBD | 7:30pm |
With ShotSync
Sample studio03
From rate card to signed proposal
No more editing a PDF for every enquiry and asking “did you see it?”. Send packages in ₹ with GST as one link, see who opened it, and let reminders do the chasing.
Spreadsheet + WhatsApp
Ananya Kapoor
- Sharing our rate card 📄 Wedding_Packages_2026_final_v3.pdf
- Hi, did you get a chance to see?
- AnanyaWill check with family and tell
- Gentle reminder 🙏
With ShotSync
Sample studio- Enquiries42
- Proposal sent2457%
- Opened1979%
- Signed947%
04
Knowing where the gear is
The notebook says the drone is on the shelf. ShotSync knows it went for repair, blocks it from bookings and shows what is free for Saturday.
Spreadsheet + WhatsApp
| Item | With | Out | Back | |
|---|---|---|---|---|
| 2 | Sony FX3 | Kabir | 8/12 | |
| 3 | DJI drone | shelf? | ||
| 4 | 85mm f/1.4 | Priya | 10/12 | 11/12 |
| 5 | Godox x2 |
With ShotSync
Sample studio- Out9
- Free16
- In repair1
- of 26 items
05
Favourites without photo numbers
“Please send the numbers of the photos you like” becomes hearts in the couple’s gallery, a “Send selections” button and an album they approve spread by spread.
Spreadsheet + WhatsApp
Ananya Kapoor
- Drive link: drive.google.com/…/Kapoor_Wedding_ALL
- AnanyaSelected: 23, 45, 46, 102, 118, 130…
- AnanyaSorry, 46 not 45. And mummy wants 210
With ShotSync
Sample studio- Upload (done)
- Culled (done)
- Editing (done)
- 4Favourites (current)
- 5Album
Side by side
What changes when you switch.
| What you need | Spreadsheet + WhatsApp | ShotSync |
|---|---|---|
| Every ceremony with its own time, venue and crew | Spreadsheet + WhatsAppOne row per job | ShotSyncBuilt in |
| Crew invites with a yes or no | Spreadsheet + WhatsAppGroup chat | ShotSyncBuilt in |
| Double-booking and time-off warnings | Spreadsheet + WhatsAppYou spot it | ShotSyncAutomatic |
| Proposals in ₹ with GST, signed online | Spreadsheet + WhatsAppPDF by hand | ShotSyncBuilt in |
| Follow-ups when a proposal is not opened | Spreadsheet + WhatsAppIf you remember | ShotSyncAutomatic |
| Gear booked on jobs, scanned out and in | Spreadsheet + WhatsAppNotebook | ShotSyncQR labels |
| Call sheets that work offline | Spreadsheet + WhatsAppForwarded messages | ShotSyncOn every phone |
| Client favourites and album approval | Spreadsheet + WhatsAppNumbers in a chat | ShotSyncIn the client app |
| Each person sees only their part | Spreadsheet + WhatsAppEveryone sees all | ShotSyncBy role |
| A record of every change | Spreadsheet + WhatsAppNo | ShotSyncActivity log |
Questions
- Can I keep using WhatsApp with my clients?
- Yes. ShotSync does not replace your chats with couples. It sends reminders and gives you one-tap WhatsApp nudges, while the bookings, crew and deadlines live in one place instead of in the chat history.
- How do I move my bookings out of Excel?
- Start with the jobs coming up: add each one with its sessions, venues and crew. Most studios begin with the next month and add older work only if they need it.
- Do my photographers need a computer?
- No. Photographers, editors and clients use the phone app. Owners and managers can use the web console and the app.
- Is a spreadsheet not good enough for a small studio?
- It works until two people edit it at once, a crew member misses a message, or someone is booked twice. ShotSync catches clashes for you and gives each person only the part they need.
- What does it cost?
- Every studio gets a 14-day free trial with no card. After that you pick a plan by team size, priced in ₹ plus GST; see the pricing page for current plans.
- Who can see our data?
- Only your studio. Each person sees what their role allows, freelancers see only the jobs they are on, and every change is logged.
Leave the group chat for the jokes.
Move next month’s jobs into ShotSync, invite your crew and see the difference in one busy week. 14 days free, no card needed.