Workflow example · photography
Workflow Example: Sales Call to Photography Proposal
A 25-minute scoping call with an engaged couple covered venue, timeline, hours of coverage, second shooter, album options, and payment structure. This workflow example shows exactly how those commercial terms move from the transcript into a traced proposal, a contract clause, and a payment milestone without re-entry.
Call to proposal: the full trace
[03:45] Client: "The ceremony is at the chapel on Bahnhofstrasse and then we move to the restaurant for the reception. We need someone from about noon until midnight." [03:58] Photographer: "So 12 hours of coverage. That is a full day. Will there be a gap between the ceremony and the reception or is it continuous?" [04:08] Client: "There is about an hour gap while guests travel to the restaurant. We would love some couple portraits during that time." [04:15] Photographer: "Perfect, that is actually ideal for portraits. Now, do you want a second shooter? With 80 guests and two locations I would recommend it." [04:25] Client: "Yes, definitely. What does the package look like with a second shooter?" [04:30] Photographer: "Full day, two photographers, edited gallery of around 500 images, and an online viewing portal. That comes to 4,200. If you want a 30-page album on top, that is another 900." [04:48] Client: "Let us go with the album too. And how does payment work?" [04:52] Photographer: "50 percent to reserve the date, the other 50 percent two weeks before the wedding."
| Term | Value | Evidence |
|---|---|---|
| Event type | Wedding · ceremony + reception | "ceremony is at the chapel" and "move to the restaurant for the reception" [03:45] |
| Coverage hours | 12 hours · noon to midnight | "from about noon until midnight" [03:45] |
| Locations | 2 · chapel on Bahnhofstrasse + restaurant | "chapel on Bahnhofstrasse" and "the restaurant" [03:45] |
| Second shooter | Yes · included | "Yes, definitely" [04:25] |
| Guest count | 80 guests | "80 guests and two locations" [04:15] |
| Deliverables | 500 edited images · online viewing portal · 30-page album | "edited gallery of around 500 images, and an online viewing portal" [04:30], "30-page album" [04:30] |
| Package price | CHF 5,100 (CHF 4,200 base + CHF 900 album) | "That comes to 4,200" [04:30] and "another 900" [04:30] |
| Payment split | 50% deposit to reserve · 50% two weeks before wedding | "50 percent to reserve the date, the other 50 percent two weeks before" [04:52] |
Wedding Photography Package · Full day, 2 photographers Base package (12h, 500 edited images, online portal): CHF 4,200 30-page album: CHF 900 Total: CHF 5,100
The Photographer shall provide wedding photography services for 12 continuous hours across two locations with a second shooter. Deliverables include approximately 500 edited images delivered via an online viewing portal and one 30-page printed album. Total fee is CHF 5,100.
Milestone 1: CHF 2,550 (50%) due upon booking to reserve the date. Milestone 2: CHF 2,550 (50%) due two weeks before the wedding date. Payment is collected through the client review link after each milestone.
How does the transcript become a proposal?
The photographer imports the call recording from their meeting tool. The AI reads the transcript and extracts every commercial term: event type, coverage hours, locations, team size, deliverables, pricing, and payment structure. Each extracted term carries a reference to the timestamp where it was discussed. The proposal is generated from these terms, with every line traceable to the conversation. The photographer reviews the output, adjusts if needed, and sends.
- Terms are extracted, not invented. Every value links back to the call.
- Package totals and milestone splits are calculated in code, not by the language model.
- The photographer reviews before sending. The AI does not send proposals.
What does the client see?
The couple receives a single link. The page shows the proposal with the package breakdown, deliverables, timeline, and total. If anything looks wrong, they can request changes inline. After approval, the page moves to electronic signature. After signing, the deposit milestone is activated from the same terms. The couple never sees the raw transcript or the extraction step.
- One link for review, changes, signature, and payment.
- Change requests are visible to both sides before the contract is signed.
- Payment milestones match the split agreed on the call.
Why does a wedding proposal need a contract clause?
Wedding photography is a date-locked service. If the photographer does not show up, the moment is lost. The contract clause derived from the call locks in coverage hours, deliverables, team size, and the cancellation terms. Both sides know exactly what was agreed because the clause traces back to the same conversation. The photographer does not need to draft a separate contract or copy terms into a template.
- Date-locked services carry higher stakes than reschedulable projects.
- The contract clause and the proposal share the same source of truth.
- No separate contract template to maintain or keep in sync.
How does the deposit secure the date?
The 50% deposit milestone is created automatically from the payment terms discussed on the call. When the couple pays through the link, the date is confirmed. The remaining 50% milestone is set to two weeks before the wedding, matching the terms from the conversation. If the couple cancels, the contract clause governs the refund terms.
- The deposit milestone is live as soon as the contract is signed.
- The second milestone triggers automatically at the agreed interval.
- Cancellation terms are in the contract, not a separate document.
FAQ
What if the couple wants to add an engagement shoot after the call?
The photographer adds it in the editor before sending the proposal. The added line will not have a transcript reference, which makes it clear it was a manual addition. The total and contract clause update to reflect the new scope.
Can the photographer send a proposal without a contract?
Yes. The contract clause is optional. Some photographers prefer to use their own contract template and only use InkDraft for the proposal and payment side. The workflow still extracts terms and builds the proposal from the call.
What happens if the wedding is postponed?
The photographer updates the proposal with the new date. The payment milestones adjust accordingly. If the contract was already signed, both parties see the amendment and can re-sign with the updated terms.
Try it with one real call
Use one call recording or transcript. See extracted terms traced back to the conversation, with the proposal ready to review and send.
Start with one call