Business-First Creatives: Client Experience & Systems for Service Providers

Hosted by Colie James

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318

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Jun 2026

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About the show

Business-First Creatives is a podcast for photographers and creative service providers who want to build a profitable, sustainable business without drowning in admin work, client experience chaos, or systems that let you down. This show delivers clear, actionable conversations around marketing, CRM workflows, client communication, Dubsado and Honeybook automation, Airtable systems, and workflow strategies, giving photographers and creative entrepreneurs the systems that scale, operational clarity, and strategic, human-first client experiences they need to build streamlined, referral-worthy business operations that don't require working 24/7. If you're tired of babysitting your inbox, chasing down contracts, or watching your workflows break the moment you look away, this show will help you move beyond "figuring it out as you go" and toward a creative business that brings you joy and a paycheck. This podcast provides answers to questions like: How do I automate my client journey without losing the personal touch? What CRM workflows do photographers and creative businesses need? How can I use Dubsado or Honeybook to streamline my client experience? What systems do photographers need to save time and deliver exceptional client experiences? How do I reduce admin time in my creative service business? Why do my workflows keep letting me down (and how do I fix them)? How can I build a profitable creative business that brings me joy and a paycheck? What's the best way to communicate with clients throughout their journey? How do I create systems that work even when I'm not babysitting them? How can I map my client journey to convert more inquiries into bookings? Hosted by Colie James, a Dubsado Certified Specialist, Honeybook Educator, and Workflow and Automations Guru with 10+ years helping creatives systemize their businesses—this show delivers practical, no-BS guidance for photographers and creative entrepreneurs who are ready to streamline their client journey, automate their operations, and make money from their craft. If you're done dropping balls and ready to build a business-first creative operation with systems that scale, you're in the right place. Find out more about Systems in Session ➡️ https://coliejames.com/systems-in-session

Listen to episodes

60 recent

June 16, 20269 min

How to Use Early Access to Book Your Fall Photography Calendar

Before you announce your fall calendar to the world, there's one group of people who should hear from you first — and most photographers skip right past them on the way to the public launch.In this episode, I'm sharing the strategy I recommend to every photographer releasing their fall schedule: give your past clients early access before anyone else gets a look. I'll walk you through how long to keep the window open, what to offer instead of a discount, how to handle the booking process whether you use a scheduler or book manually, and how to identify exactly who should be on this list using the segmentation framework from episode 238.Plus — I'm connecting this to the bigger picture. Early access might fill 30-40% of your calendar. What happens when you're deep in fall, your queue is full, and new inquiries are still coming in for those last spots? I've got something for that too.Read the full strategy at coliejames.com/earlyaccess.

June 11, 202645 min

How this Wedding Photographer Plans to Save 180 Hours a Year With Better Systems with Jordan Craig

What if the biggest thing holding your business back wasn't marketing, pricing, or lead generation, but the fact that everything lived inside your head? In this episode, I sit down with Jordan Craig, a wedding photographer who joined Systems in Session after years of managing inquiries, contracts, invoices, reminders, and client communication manually. Together, we unpack what happened when he moved from a patchwork process of Gmail, reminders, QuickBooks, and memory-based workflows into a streamlined Dubsado system designed to support both his business and his life.Jordan shares what surprised him most about the experience, how automation improved his client experience instead of making it feel robotic, and why he believes he'll gain back more than 180 hours every year because of the systems we built together.Find It Quickly00:24 - Meet Jordan01:32 - The Chaos Before Dubsado03:38 - Five Minute Proposals07:15 - Email Like You Mean It13:39 - Centralized CRM Wins17:14 - Offboarding Reviews Blogging18:54 - Automation Balance21:08 - Next Services To Automate24:33 - Timing Inquiries And 60 Days30:17 - Favorite Parts And GPTsMentioned in this EpisodeSystems in Session: coliejames.com/systemsEmail Like You Mean It: coliejames.com/email-like-you-mean-itConnect with the GuestWebsite: jordancraigmedia.comInstagram: instagram.com/jordancraigmedia

June 9, 202618 min

Session vs Pixieset vs a Full CRM: What Photographers Actually Need

Is Session or Pixieset enough for your photography business? With CRM prices going up, more photographers are asking whether they really need a full CRM — or if they can get by with the tools they're already paying for. In this episode, I'm taking an honest look at both Session and Pixieset Studio Manager: what they actually do well, where they fall short, and the one thing neither of them can give you — control over your client's timeline.I'll share stories from two photographers who moved out of Pixieset into Dubsado, including one who went from 90 minutes to five minutes on the proposal phase alone. And I'll tell you exactly who Session is actually right for — because the answer might surprise you.If you've been wondering whether a full CRM is still worth it, this episode is for you.Links mentioned:Session vs full CRM comparison → [coming soon]Follow-up emails episode → coliejames.com/follow-up-emails-example/Jordan's episode → coliejames.com/dubsado-for-wedding-photographers-jordan-craig/Best CRM for Photographers → coliejames.com/best-crm-for-photographersSystems in Session → coliejames.com/systems

June 4, 202655 min

How Dubsado Grew to 30,000 Users Without Venture Capital with CEO Becca Berg

What happens when the mistake of a missed photo shoot turns into one of the most beloved CRMs for creative entrepreneurs? In this episode, I sat down with Dubsado co-founder and CEO Becca Berg to talk through building a SaaS company from scratch with her husband Jake, scaling to 30,000+ users, and why staying self-funded has shaped every decision they’ve made over the last decade.We talked about the real beginnings of Dubsado, the growing pains behind CRM development, why certain features take time, and what’s actually coming inside Dubsado 3.0. Becca also opened up about one of the hardest moments in Dubsado history and how trusting her gut changed the way she leads the company today.If you’ve ever wondered what goes on behind the scenes of the CRM so many creatives rely on every day, this episode is for you.Find It Quickly00:38 - Meet Becca03:50 - Dubsado's Origin Story08:10 - Building the First CRM10:13 - Customization as the Edge12:02 - First Customers and Milestones17:46 - Growing the Team22:42 - Why Stay Self Funded25:20 - Why Features Take Time29:25 - Scheduling Feedback to Release31:24 - New Form Builder Vision34:10 - Subscriptions and Checkout36:53 - Beyond Project Based Work42:25 - Hard Lessons and Payments Crisis45:24 - Stripe Migration and Sub Accounts48:53 - Dubsado 3.0 Sunset TimelineConnect with BeccaWebsite: Dubsado.comInstagram: instagram.com/dubsadoInstagram: instagram.com/beccaliz_Threads: threads.com/@beccaliz_

June 2, 202612 min

4 Years, 100K Downloads & What's Coming Next

May was rough, no solos were recorded, but June is a new month!In this episode I am giving you 5 updates, 4 business and 1 personal, to get these solo episodes back on track 👏🏽Links Mentioned:coliejames.com/sales to join my FREE training on June 18th at Noon MT/2pm ET where I will walk you through eliminating the sales calls you hate and/or don't have time forcoliejames.com/experience to see the new version of Email Like You Mean Itcoliejames.com/waitlist to grab the two bonuses available for Systems in Session Q3Dubsado Workflow Series (6 of the 14 blog posts I wrote in May)SEO & Grow Sprint with Brittany Herzberg

May 21, 202647 min

Retention Marketing Strategies That Keep Clients Coming Back with Zoë Dew

What if the easiest sales you’ll ever make are from people who already know, trust, and love your work? In this episode, I’m joined by Zoë Dew to wrap up my sales series with one of the most overlooked strategies in business: retention.We’re diving deep into why so many service providers leave money on the table after delivering a service, and how building intentional relationships with past clients can completely change the way you market and sell. We talk about the power of one-to-one outreach, why follow-up is your responsibility as a business owner, and how to stop chasing cold leads when warm opportunities already exist inside your business ecosystem.Find It Quickly03:59 - Why Past Clients Matter06:41 - Stop Being Passive11:19 - Make Outreach a System13:44 - Follow Up Like a Pro15:52 - Broadcast vs One to One23:08 - What Retention Really Means25:28 - Check Ins Build Trust36:53 - Warm Beats Cold Leads43:13 - Beyond Paying Clients45:31 - Where to Find ZoeMentioned in this Episode:Episode 266: Stop Chasing Vanity Metrics: The 4 Habits That Actually Grow Your Business with Zoë DewConnect with ZoëWebsite: zoedew.comInstagram: instagram.com/zoerdew

May 19, 202637 min

3 Quick Adjustments to Optimize Your Google Business Profile for Photographers with Lydia Fine

Have you claimed your Google Business Profile (previously Google My Business)? If not, you might be missing out on free visibility in your local area. As a photographer, that could mean fewer clients finding you.In this episode, I’m joined by Lydia Fine, local SEO expert and photographer, to walk us through the current landscape of Google Business Profiles, what’s changed, and exactly what you need to do to make yours work harder for you. Whether you run a studio, do in‑home shoots, or travel for sessions, this episode breaks down the window into local search that many creatives ignore.Find It Quickly00:27 - Meet Lydia Fine02:24 - Importance of Google Business Profiles for Local SEO04:01 - Verification and Privacy Concerns08:00 - Optimizing Your Google Business Profile12:55 - Leveraging Google Business Profile Services17:29 - SEO Strategies and Google Business Profiles20:22 - The Importance of Google My Business21:27 - Adding Photos and Videos to Your Profile24:12 - Managing Reviews and Updating Content25:26 - Exploring Bing Places and SEO Strategies27:16 - Asking for Reviews: Best Practices31:07 - Prominence and Local SEO TipsMentioned in this EpisodeGoogle Business ProfileConnect with LydiaWebsite: apolloandivy.comGrab the Guide: apolloandivy.com/quickfixInstagram: instagram.com/lydia_apolloandivy

May 14, 202641 min

From Burnt Out to Bougie: Building a Life-First Wedding Photography Business with Alora Rachelle

If you've ever booked 50 weddings and wondered where all the money went, this episode is for you. Alora Rachelle joins me to talk wedding photography pricing strategy — specifically why the middle tier is shrinking, how to structure packages that are profitable at every level, and what it actually takes to confidently charge more.We also cover outsourcing your editing without losing your creative identity, giving feedback that gets you the results you need, and using slow season to build the systems that make your busy season sustainable.What You'll Learn in This EpisodeWhy the middle pricing tier for wedding photographers is shrinking — and what that means for where you should be positioning your packages right nowHow to structure a three-package system where every single tier is profitable, not just the middle optionThe mindset shift that makes it possible to send a proposal with a number that genuinely scares youWhy your systems and your pricing are more connected than you think — and how a messy client experience erodes perceived value no matter what you chargeWhat the three-year mark in a photography business usually signals, and why it's the perfect time to think seriously about outsourcingHow Alora went from emotional resistance to a five-star client experience by outsourcing her editing — and why it takes more than one try to get it rightWhy slow season is for systems (not just catching up), and how to use that time to actually build the business you wantHow to balance capacity, happiness, and the real numbers so you can build a business that brings you a paycheck and your life backConnect with AloraWebsite: alorarachelle.comInstagram: instagram/alora.rachelleMasterclass: The 10k Wedding Formula

May 12, 202648 min

Sales Stamina: How to Talk About Your Offers Without Feeling Pushy with Ceels Lockley

What if the reason your offers aren’t selling has nothing to do with your pricing, your audience size, or your content quality—and everything to do with how often you’re willing to talk about them?In this episode, I’m joined by the incredible Ceels Lockley to unpack the idea of sales stamina: the ability to consistently talk about your offers without spiraling into fear, awkwardness, or “I’m annoying everyone” energy. We dive into why repetition matters, how to stop treating sales like a dirty word, and what actually happens when you give your offers the spotlight they deserve.Ceels shares the philosophy behind her program, Sales Parade (now evolving into Parade on Tour), and explains why selling isn’t about posting “buy now” every five minutes. Instead, it’s about creating momentum, warming your audience up over time, and building trust through repeated exposure.Find It Quickly:00:40 - Meet Ceels02:05 - Why Sales Matters03:57 - The 52 Times Muscle07:53 - Tease Tempt Turn14:14 - Selling Multiple Offers18:21 - Parade Your Freebies24:51 - Parade On Tour Community29:14 - Sales Is Not Optional33:18 - Nurture Leads And Lurkers38:29 - Pick Your Channels42:09 - Start With Your Sales PageConnect with Ceels:Website: ceelslockley.coInstagram: instagram.com/ceels.lockleyThreads: threads.com/@its.ceels LinkedIn: linkedin.com/in/ceelsSales Parade / Parade on Tour: ceelslockley.co/parade

May 7, 202645 min

Launching Isn't Just for Courses: Here's How It Transforms Service-Based Businesses with Kelsey McCormick

If you've ever thought that launching only works for digital courses with fake urgency and overly complicated sales tactics, this episode will shift your mindset. Kelsey McCormick of Coming Up Roses joins us to completely reframe what launching actually means, especially for service providers.Kelsey breaks down why launching isn’t about pressure or hype, but instead about clarity, trust, and giving your offers the attention they deserve. We dive into what it really means to move from passive selling to proactive selling, why your audience might be full of “lurkers,” and how a strategic warmup can completely transform your results.Find It Quickly:00:24 - Meet Kelsey01:53 - Why Launching Matters Now05:30 - Trust Selling and Visibility08:15 - Productize Your Expertise13:51 - Warmup Bridge to Sales16:08 - How Long to Warm Up20:08 - Waitlists and Audience Heat21:07 - Incentives Without Discounts24:51 - Bonuses and Alignment28:22 - Internal Urgency Messaging32:04 - Launch Frequency Sweet Spot34:45 - Messy Action and Learning39:16 - Postmortems and Data ReviewConnect with Kelsey:Website: cominguproses.coInstagram: instagram.com/cominguproses.coThe Warmup Waitlist Week: cominguproses.co/products/wwwLaunch Your Own Way: cominguproses.co/products/lyow