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Sample automation
From “we’re in” to booked, without copying a single detail.
A sample workflow for wedding photographers and videographers. When a couple pays a retainer online, the booking is recorded, the date is blocked and every later reminder is scheduled.
Built for
Photographers, videographers and studios
Trigger
An online retainer payment
Tools
n8n · Stripe or PayMongo · Sheets · Calendar · Gmail
Status
Sample build by ARKIELLO, not client work
The problem
Ten small jobs after every booking.
Every new booking brings a run of small jobs. Record the payment. Block the date. Send the welcome email and the planning questionnaire. Remember the balance is due a month before the wedding. Months later, remember to ask for a review once the gallery is delivered.
None of these jobs is hard, but each one is easy to forget in the middle of wedding season. Online payments, like the Pay Online page in our Shuttersteve redesign, are the natural starting point. The payment itself can trigger everything that follows.
See it run
Press play on the workflow.
This is a simulation with made-up sample details. In a real setup each step runs in your own accounts.
Simulation with sample data · nothing is sent
Trigger: a couple pays a wedding retainer on the studio’s Pay Online page for a wedding on 18 September 2027.
- Stripe or PayMongoPayment confirmed
- Google SheetsBooking recorded
- Google CalendarWedding date blocked
- GmailWelcome email sent
- Balance reminderScheduled before the due date
- Review requestScheduled after gallery delivery
One payment, and the booking is recorded, the date is blocked and the next eight months of reminders are in place.
How it works
Each step, in plain language.
1. Start from the payment
Stripe or PayMongo tells n8n the moment a payment succeeds. Card details stay with the payment provider and never pass through the workflow.
2. Record the booking
The couple, date, amount and balance are added to the bookings sheet or studio-management tool, ready for your accountant or your own records.
3. Block the date
The wedding goes into the studio calendar, so the same date is never offered twice.
4. Welcome the couple
An approved welcome email arrives with the planning questionnaire, so the relationship starts with a clear next step.
5. Remind about the balance
A friendly reminder goes out before the balance is due, with the link to pay online. Your team can pause it with one change in the sheet.
6. Ask for a review
When the gallery is marked Delivered, a polite review request is scheduled, so it arrives while the couple is still excited about their photos.
What stays human
Automated where it helps. Personal where it matters.
We commit to
- Recording payments and balances
- Blocking booked dates
- Welcome emails and balance reminders from approved templates
- Timing the review request
We won’t
- Chase a couple more than the agreed reminder
- Handle refunds or contract changes automatically
- Post or reply to reviews on your behalf
This is a demonstration built by ARKIELLO to show what is possible. It is not a client project; the Shuttersteve case is mentioned only for its Pay Online page. Your version would use your own payment, calendar and email accounts.
Other samples
More workflows to explore.
Your version
Tell us the task you repeat every day.
Describe how it is done today and which tools you use. We will map the steps and tell you what can run on its own before anything is built.