Clients and contracts

Clients and contracts is your client register inside Welepix. Contact details, contracts, notes and everything that happened with a client's galleries, all in one place. No more digging through old emails for a phone number or through folders for a contract.

Client register

  • Client card: name, email, phone, company, address and your notes.
  • Search by name, email or phone number.
  • "Awaiting signature" and "With unsigned contracts" filters show at a glance who still hasn't signed.
  • Quick start. If your galleries already have client emails, you can create clients from them with one click.

Linked to your galleries

When creating a new gallery, pick an existing client or create a new one on the spot. You can also link a gallery to a client later, from the client's card. That way every shoot with the same client, for example a wedding, a christening and a family session, is shown together.

Client history

The client card shows everything that happened with that client, newest first:

  • galleries created and shared;
  • selections submitted and photos downloaded;
  • emails sent and reviews left;
  • a contract being prepared, sent, opened and signed;
  • your own notes, for example "Agreed on the deposit, call a week before".

The history fills itself in from your existing gallery data, so you'll see it for clients you worked with before, too.

Contracts

  • Templates. Write a contract once and reuse it for every client. You can start from our ready-made photography services contract.
  • A proper editor: headings, lists, bold text, alignment and images. Add your logo from your settings with one click.
  • Details filled in for you. The client's name and contacts, your business details, the shoot title and date are added automatically.
  • Lithuanian or English. Choose the language for each contract. Your client sees the signing page, gets the emails and the PDF in that language.
  • Your own contract as a PDF. Already have a contract? Just upload the PDF and send it for signing.

A sample contract that protects the photographer

The sample is based on real situations photographers run into and on Lithuanian law. It already covers the points that most often lead to disputes:

  • a non-refundable deposit that reserves the date;
  • final photos are delivered only after full payment;
  • creative freedom: style, selection and editing are your call, and RAW files aren't handed over;
  • a deadline for comments on the photos and a limit on liability;
  • copyright stays with you, and the client marks in the contract whether you may use the photos in your portfolio.

You're free to change the sample. For important jobs, we recommend having a lawyer review your contract.

Signing online

  1. Click "Get it ready for signing" and your client gets an email with a link. You can also copy the link and send it any way you like, for example in a message. It's valid for 30 days.
  2. The client reads the contract, types their name and confirms they agree.
  3. A one-time code arrives in their inbox. Once they enter it, the contract is signed.
  4. You get an email that the contract is signed, and your client can download the signed PDF right away.

A sent contract can't be edited. If something needs fixing, withdraw the link, make the changes and send it again.

The emailed code confirms that the contract was signed by the person you sent it to, not just anyone who got hold of the link. The signed PDF includes the name, the confirmed email address, the time and the IP address. If you uploaded your own PDF, we don't change it. A separate signing certificate is created next to it instead.

This is a simple electronic signature, not a qualified one. It's suitable for everyday service contracts, and your client is clearly told so when signing.

Checking that a PDF hasn't been changed

We keep a checksum for every signed PDF. If a dispute ever comes up, upload the PDF your client has and you'll see right away whether it matches the signed one or has been changed.

Security

  • Encrypted separately for every photographer. Client details, notes and contracts are stored encrypted, with a separate key for each account.
  • Data is stored in the European Union.
  • If you delete your account, client data and contracts can no longer be recovered.

How to turn it on

  1. Open Settings → Integrations.
  2. On the Clients and contracts card, tick "Turn on clients and contracts".
  3. A Clients section appears in the menu.

Turning it off doesn't delete anything, the section is simply hidden.