Client management software for wedding videographers

Four pipeline stages and three milestones

Every lead has one status: New (nobody has replied yet), Contacted (you have), Booked or Lost. Change it from the strip at the top of the couple's page, from their Profile tab, or straight from the Leads list without opening the row. Lost leads stay in your records, dimmed, and can be brought back.

Under the strip, three milestones light up on their own as real things happen: Proposal sent, Contract signed and Deposit paid. You cannot tick them by hand, which is the point. They show what actually happened, not what someone meant to do.

Hailo changes a status by itself in one case only: email a New lead from its Messages tab, and once your connected mailbox confirms the send, it becomes Contacted. A couple who pays through your booking link is turned into a client for you, with the wedding event and installment invoices made. Everything else is yours to set, or an automation's if you build one that does.

Client management software for videographers, one couple at a time

Click any lead and you land on the couple's page. The header shows their photo, names, wedding date and how far away it is. Below it, Messages holds every email between you, with delivery and open tracking on what you send from it, Booking builds the one link that carries proposal, contract, questionnaire and payment, Financials shows contract, paid, outstanding and next due, and Profile keeps the inquiry and every answer from your form.

A couple who started as a lead keeps this page after they book. Open them from the Clients list and you land back here, with a link to their client portal added to the header. When they sign the contract, a banner tells you, with a reminder to wait for the retainer before you countersign.

Know where they found you

Every lead has a source. Inquiry-form leads are marked Website and call-page leads Booked a call without you doing anything. For the couple who phoned, sent a DM or found you at a wedding fair, click New lead and pick from Referral, Past client, Vendor referral, Instagram, Facebook, TikTok, Google, The Knot, WeddingWire or Other.

That is lead source tracking without a spreadsheet or separate lead tracking software. The source shows on the Leads list and the search box matches on it, so over a season you can see which places send couples who actually book.

The New lead form opens from the Leads page, the dashboard, an empty day on the calendar (with that date filled in as the tentative wedding date) or ⌘K. Only a name is required.

Private notes, tags and a files tab

The activity rail down the right of every couple's page is your private log: calls, decisions, reminders. Notes you add there are copied into Couple Notes on the Profile tab and are never shown to the couple. The rail also records events like a couple opening their booking link or booking a call.

Tags are labels that automations put on a couple and read back; there is no tag control on the couple's page. One automation can tag a couple who received your pricing, and a later one can carry on only for couples with that tag. Tags work on booked couples too. Building those sequences is covered under client workflow automations.

The Files tab keeps scans, vendor PDFs and mood boards with the couple, and lists everything Hailo made for them: proposals, booking packages, questionnaires sent and, later, their delivery gallery.