As a photographer, you’re constantly juggling between client shoots, editing, and managing your gear. The last thing you want to do is spend hours sorting through receipts or tracking expenses. When I first helped a photographer organize their books, they were overwhelmed with invoices, travel costs, and expenses for new gear. Bookkeeping software changed the game by automating many of these tasks, helping them stay focused on their creative work instead of their finances.
Whether you’re managing a full-fledged photography business or freelancing, the right bookkeeping software can help you track income, expenses, and even taxes while saving you time. Here are the best bookkeeping software options for photographers.
Best Bookkeeping Software for Photographers
1. FreshBooks
Why It’s Perfect for Photographers
- Client Invoicing: FreshBooks is built around easy invoicing, making it perfect for photographers who need to bill clients for shoots, editing services, or licensing fees. It even supports recurring invoices for ongoing projects.
- Expense Tracking: Track all your photography-related expenses, including equipment purchases, travel costs, and editing software subscriptions.
- Project Management: You can use FreshBooks to organize projects, track time, and set budgets, which is ideal for managing client shoots and photography sessions.
- Mobile App: With the FreshBooks mobile app, you can log expenses, send invoices, and check your finances on the go—perfect for photographers who are always out on location.
Pros
- User-friendly and designed for freelancers and small businesses.
- Easily handles client management, invoicing, and expenses.
- Great for tracking project-related time and expenses, especially for large shoots.
Cons
- Limited inventory management for photographers who sell physical prints or products.
- Requires third-party integration for more advanced features.
Best For: Freelance photographers and small photography studios looking for an easy, intuitive solution to manage clients, track expenses, and invoice.
2. QuickBooks Online
Why It’s a Powerhouse for Photographers
- Advanced Expense Tracking: QuickBooks Online automatically categorizes photography-related expenses and helps you track costs like gear purchases, editing software, and travel expenses for shoots.
- Income Tracking: Easily manage and track income from clients, including payments for photoshoots, event photography, or digital product sales.
- Mileage Tracking: For photographers who travel for shoots, QuickBooks has a built-in mileage tracker, which helps you claim tax deductions for work-related travel.
- Inventory Management: If you sell physical products like photo prints or albums, QuickBooks offers inventory tracking, helping you keep track of product costs and stock levels.
Pros
- Robust reporting and financial tracking.
- Integrates with a variety of tools like PayPal, Stripe, and even CRM software for photographers.
- Includes advanced features like tax planning, mileage tracking, and inventory management.
Cons
- Higher cost compared to other software (starting at $25/month).
- The interface can be overwhelming for those new to bookkeeping.
Best For: Photographers with larger businesses or studios, or those who need advanced tracking for expenses, taxes, and product inventory.
3. HoneyBook
Why It’s Tailored for Creative Professionals
- Client Management: HoneyBook isn’t just bookkeeping software—it’s a complete client management system. You can manage client relationships, send proposals, contracts, and invoices all in one place.
- Invoicing & Payments: Automate invoicing and payments, allowing you to easily send professional-looking invoices for photography sessions, events, or products.
- Project Management: Track the progress of shoots, communicate with clients, and organize everything from contracts to payments within the app.
- Automation: HoneyBook lets you set up workflows to automatically send follow-up emails, invoices, or reminders to clients.
Pros
- Built specifically for creatives, including photographers.
- Combines project management, client communication, and bookkeeping.
- Helps with managing contracts, payments, and project milestones.
Cons
- Less focused on detailed expense tracking and inventory management compared to QuickBooks.
- Not as strong for tax preparation and financial reporting.
Best For: Photographers who need an all-in-one client and project management tool, along with basic bookkeeping and invoicing.
4. Wave
Why It’s a Great Free Option for Photographers
- Free Bookkeeping: Wave offers a completely free bookkeeping solution, which is perfect for photographers on a budget or just starting out.
- Expense & Income Tracking: Track all your photography expenses, from equipment purchases to editing software. You can connect your bank account to automatically import and categorize transactions.
- Invoicing: Wave includes a free invoicing feature, allowing you to create and send professional invoices to clients.
- Mobile App: Log receipts and check your finances on the go, which is perfect for when you’re on a shoot or meeting clients.
Pros
- Completely free with no monthly subscription fees.
- Simple, user-friendly interface.
- Great for small photography businesses and freelancers just getting started.
Cons
- No inventory tracking for photographers who sell physical products.
- Limited customer support compared to paid options like QuickBooks or FreshBooks.
Best For: Photographers who need basic bookkeeping, invoicing, and expense tracking without the cost of a subscription.
5. Xero
Why It’s a Strong Option for Photographers
- Expense Tracking: Xero offers strong expense management, making it easy to track costs for equipment, travel, and client meetings.
- Multi-Currency Support: If you work with international clients or travel abroad for photography assignments, Xero handles multi-currency transactions seamlessly.
- Project Tracking: You can track income and expenses by project, making it easier to see which shoots or clients are the most profitable.
- Integrations: Xero integrates with a wide range of third-party apps, including payment processors and photography-specific tools.
Pros
- Affordable pricing (starting at $13/month).
- Strong for managing projects and tracking expenses by client or event.
- Multi-currency support for international photographers.
Cons
- Requires third-party apps for full client management and invoicing.
- The learning curve can be steep for beginners.
Best For: Photographers managing multiple projects, international clients, or those needing advanced financial reporting and tracking.
6. Zoho Books
Why It’s Ideal for Budget-Conscious Photographers
- Affordable: Zoho Books is one of the most affordable paid bookkeeping solutions, with a variety of pricing tiers that make it accessible for photographers of all levels.
- Invoicing & Estimates: Create detailed invoices and estimates for clients, whether you’re billing for a photoshoot, prints, or digital files.
- Expense Tracking: Track all your expenses, from photography equipment to travel costs, and categorize them for easy tax preparation.
- Client Portal: Zoho Books includes a client portal where clients can view invoices, estimates, and make payments directly, improving the client experience.
Pros
- Very affordable pricing with a free plan available.
- Strong invoicing and expense tracking features.
- User-friendly interface and easy setup.
Cons
- Fewer integrations with photography-specific tools.
- Limited inventory management features compared to QuickBooks or Xero.
Best For: Budget-conscious photographers or those looking for a simple solution to manage invoicing, estimates, and expenses.
How to Choose the Right Bookkeeping Software for Your Photography Business
Here are some key factors to consider when selecting bookkeeping software for your photography business:
- Invoicing & Client Management: Photography often involves custom jobs, so you’ll want software that makes it easy to create and send invoices, track payments, and manage client relationships.
- Expense Tracking: Choose a tool that helps you easily categorize and track photography-related expenses like equipment, travel, software, and subscriptions.
- Project Management: Look for software that lets you track expenses by project or client, especially if you juggle multiple photography shoots at once.
- Integration: If you use third-party payment processors like PayPal or Square, ensure the software can integrate to save time on manual entries.
- Ease of Use: Photographers are busy, so pick software that’s user-friendly and doesn’t require a ton of setup or learning.
Conclusion: FreshBooks is the Top Choice
For most photographers, FreshBooks offers the best balance of ease of use, powerful invoicing, and expense tracking. Its user-friendly interface and mobile app make it easy to manage your photography business from anywhere, while features like time tracking and project management ensure that you’re staying on top of client work and finances.
If you need more advanced tracking and inventory management, QuickBooks Online is a strong contender, especially for photographers managing larger studios or selling physical products like prints. For those on a budget, Wave is a fantastic free option that covers all the basic bookkeeping needs.
Whether you’re just starting out or running a growing photography studio, these bookkeeping tools will help you manage your business efficiently and stay focused on your craft.