How Do I Track Time and Bill Accurately as a Photographer?

Jul 27

If you’ve ever looked back at a session and thought, “Why did I just spend six hours on this and barely charge enough to cover coffee?” — you’re not alone.

Tracking time and billing accurately isn’t just about money — it’s about respecting your own work, setting boundaries, and building a sustainable creative career.

1. Know What Counts as Billable Time

Photography isn’t just clicking a shutter. Break down your workflow to track the real effort you’re putting in:

Prep time: emails, planning, location scouting, gear prep
Shoot time: actual time on-site (plus travel)
Post-processing: culling, editing, retouching, exporting
Delivery/Admin: gallery setup, uploading files, sending invoices, follow-ups

Even if you’re not billing hourly, knowing how long these take helps you price smarter.

2. Use Simple Time-Tracking Tools

Apps like Toggl, Harvest, or even your phone’s timer can help you get a feel for how long tasks really take. You don’t need to clock every second — but you do need visibility.

Pro tip: Batch-editing or culling? Set a timer to see how many photos you get through in 30 minutes. It’ll give you a benchmark for future sessions.

3. Decide: Hourly, Flat Rate, or Hybrid?

Here’s the breakdown:

Flat Rate: Best for standard sessions like mini sessions, portraits, or events with clear deliverables.
Hourly: Great for unpredictable or custom work like product shoots or branding campaigns.
Hybrid: Set a base flat fee with an hourly buffer for things like extra retouching or extended shoot time.

There’s no right answer — just be honest with your process and make sure your pricing reflects your effort.

4. Set Clear Expectations Up Front

You’ll avoid confusion (and protect your time) by outlining:

What’s included in your package (number of photos, editing time, delivery method)
How many rounds of edits are included
What constitutes an “extra” (extra outfit changes, travel, etc.)

When the client knows what they’re paying for, they’re more likely to value it.

5. Track Non-Billables to Catch the Gaps

Even if you’re not charging for them, tracking time spent on marketing, social media, editing personal work, or learning helps you see where your time goes. It can highlight burnout risks or reveal tasks you may want to outsource in the future.

6. Use What You Learn to Adjust Your Rates

Once you’ve tracked a few sessions, review them:

Are you spending more time than you thought on certain steps?
Are your “easy” edits actually taking 4 hours?
Do your packages reflect your real workload?

Your pricing should evolve as your process and experience grow. You’re not just charging for photos—you’re charging for your time, skill, and creative energy.

Building a photography business that lasts means treating your time like the limited resource it is. Tracking it isn’t about perfection—it’s about awareness.

And the more aware you are, the more confidently you can build the life and business you actually want.