5 Essential Software Tools for Running Your Videography Business
Welcome to the Videography University blog! If you have ambitions of turning your passion for videography into a six-figure income and a full-time career, you’re in the right place. Today, I'm sharing five essential software tools that can transform how you operate the business side of your videography company. While these tools won’t cover production or editing, they are crucial for keeping your business organized, efficient, and professional.
1. QuickBooks Self-Employed
When I first started my videography business, managing finances was a struggle. I was trying to handle my accounting manually, which led to a nightmare come tax season. That all changed when I discovered QuickBooks Self-Employed. This software is a game-changer for bookkeeping and tax management.
It automatically categorizes your expenses, connects to your business checking account and credit card, and makes invoicing a breeze. Plus, it has a built-in mileage tracker that logs your business trips and helps you claim valuable tax deductions. Trust me, after my first year of manually tracking expenses, QuickBooks Self-Employed felt like a lifesaver.
Quick Tip: Stick with the Self-Employed version when you’re starting out. The more advanced versions can be overwhelming and unnecessary for new businesses.
2. Canva Pro
Designing professional visuals is a must for pitching projects, creating marketing materials, or even drafting simple invoices. That’s where Canva comes in. I’ve used both the free and Pro versions, and while the free option is powerful, Canva Pro offers even more features, like transparent PNG exports and access to a wider range of graphic elements.
I rely on Canva for client presentations and creating polished, eye-catching materials. Its drag-and-drop design tools are easy to use, and you can access your projects from any device. This flexibility is a huge plus for busy videographers constantly on the move.
Pro Tip: If you’re just getting started, the free version is perfectly sufficient. Upgrade only if you need those extra design elements.
3. Calendly
Scheduling meetings with clients can be a nightmare of back-and-forth emails. Calendly solves this by allowing you to set your availability and send clients a link to book a meeting that works for them. It syncs with your calendar and even sends meeting details like Zoom links or location info.
You can create different types of meetings—say, a 30-minute free consultation or a longer pitch presentation—with unique links for each. It’s a major time-saver, but be mindful not to overuse it. Sometimes, sending a few specific time options manually is more effective for your prospects.
Bonus Tip: I’ll share a hack at the end of this post on how you can get Calendly for free!
4. Google Suite
Google Suite has been essential in running my videography business. Gmail handles all email communication, while Google Docs and Google Sheets help keep projects organized.
I use Google Docs for taking meeting notes and pre-production planning, like writing out shot lists and timelines. The best part? You can access and edit these documents from anywhere. Google Sheets, on the other hand, is fantastic for tracking projects. I use it extensively for managing my real estate videography and photography jobs.
Why It’s Great: You can use these tools for free, but there are paid options for more advanced features if needed.
5. HoneyBook
HoneyBook is a comprehensive CRM designed with creatives in mind. It’s especially useful for managing contracts, sending recurring invoices, and streamlining client communication. Originally created for wedding photographers and videographers, HoneyBook has grown into a versatile tool for all business owners.
Three key features I love:
Contracts: Clients can easily sign contracts electronically.
Recurring Invoices: Perfect for clients on retainer or monthly projects.
Client Communication: Keep all email threads and project details organized in one place.
Get 25% off: You can get 25% off your plan by using my link here!
Bonus Tip: Save Money with HoneyBook
If you decide to use HoneyBook, you’ll get access to Calendly for free, as it integrates seamlessly within the platform. This means you don’t need a separate Calendly subscription, giving you two powerful tools for the price of one.
Final Thoughts
These five software tools—QuickBooks Self-Employed, Canva Pro, Calendly, Google Suite, and HoneyBook—have made a significant impact on how I run my videography business. But be careful not to fall into the trap of signing up for too many subscriptions. Keep a running list of your expenses, and evaluate whether a tool is truly necessary before adding it to your monthly costs.
If you’re ready to dive deeper into building a six-figure videography business, I’m offering a free copy of my book, Film to Freedom, where I share even more strategies and insights. Click here to get your free copy!
Good luck with your projects, and I’ll see you next time!
- Grant Burks