Help & FAQ — Shootbase

Getting started

What is Shootbase?: Shootbase is a white-label booking and business management platform for real estate photographers and videographers. You run client bookings, team scheduling, payments, and invoicing from one place — branded as your own company.
How long does setup take?: Most companies are up and running in under 30 minutes. The onboarding wizard walks you through adding your logo, team members, packages, and booking link. You can share your branded booking page with clients as soon as you have one package live.
Do I need a credit card to start?: No. The Free plan needs no card — sign up and start taking bookings right away. You only add a card if and when you upgrade to Pro.
What happens if I hit the booking limit on Free?: Free includes 10 bookings per month. When you reach it, new bookings pause until the start of the next month, or you can upgrade to Pro any time for unlimited bookings. Cancelled bookings don't count, and your existing bookings are never affected.

How much does Shootbase cost?: There are two plans. Free ($0): up to 10 bookings a month, unlimited team members, Google Calendar sync and automated booking emails. Pro (A$99/month): unlimited bookings plus full white-label branding, Stripe Connect for client payments, Xero invoicing, Notion sync and priority support.
Is there a free plan?: Yes — the Free plan is free forever and needs no credit card. Start taking bookings right away and upgrade to Pro whenever you need unlimited bookings, your own branding, client payments and integrations.
Do you offer annual billing?: Not yet. Monthly is the only option for now. If annual would be useful for you, let us know via the contact form.
How do I cancel?: Go to Account → Billing → Manage billing → Cancel. Your plan stays active until the end of the billing period, after which the admin dashboard locks. Your data is retained for 30 days in case you want to reactivate.
Are there transaction fees?: Shootbase takes no transaction fees. When clients pay via Stripe, you pay Stripe's standard processing fee directly to Stripe. Xero invoicing is included with no extra fee from us.

How do clients book with me?: Share your booking link (e.g. shootbase.io/your-company/book) on your website, in emails, or on social media. Clients select their address, pick a package, choose a team member, pick a date and time, and confirm — all from one flow.
Can I block out times when my team isn't available?: Yes. Each team member has their own working hours and you can block specific dates or time ranges via Admin → Availability. If Google Calendar is connected, the booking flow also respects real-time busy/free status.
How does travel pricing work?: You define travel zones by distance from your origin address (e.g. 0–10km free, 10–25km $40, 25–50km $80). The booking flow calculates the distance from your origin to the shoot address using Google Maps and adds the matching surcharge automatically.
Can clients reschedule or cancel themselves?: Yes. Every confirmation email includes reschedule and cancel links that are active up to the cutoff you set in Admin → Settings (default 24 hours before the shoot).

Do you support Google Calendar?: Yes. Each team member connects their own Google Calendar so shoots appear on their own calendar automatically, and the booking flow respects their existing busy times. Connect via Admin → Team → edit team member → Connect Google Calendar.
How does Stripe work?: Connect your own Stripe account via Stripe Connect. Client payments go straight to your Stripe account, minus Stripe's processing fee. Shootbase never touches the money.
How does Xero invoicing work?: Connect your Xero organisation via Admin → Integrations. You configure invoice timing (at booking, after shoot, end of month, or manual), account codes per line item type, and line item labels. Invoices fire automatically on the schedule you set. Stripe-paid bookings are marked as paid in Xero automatically.
Can I sync bookings to Notion?: Yes. Connect your Notion workspace, pick a database, and every booking becomes a page. You control which fields sync and whether cancellations or reschedules update the page.

Where is my data stored?: Your workspace data is stored in a secure Postgres database hosted in Singapore (AWS ap-southeast-1) via Supabase. All traffic is encrypted in transit (TLS) and at rest.
Can I export my data?: Yes. Admin → Account → Download export gives you a full JSON file with your bookings, team, packages, clients, and settings. Tokens and encrypted secrets are stripped for safety.
How do I delete my account?: Admin → Account → Delete account. We'll confirm the request within 2 business days and delete your workspace data within 30 days, as required under the Australian Privacy Act.

Send us a message — we reply to every email personally, usually within one business day.