Wedding Photography Bookings and Payments in Nepal

Wedding photography in Nepal is a business of dates. A family fixes an auspicious day months ahead, and a photographer who accepts it commits a team, equipment and reputation. Misunderstandings usually come from money and expectations, not from the camera. This guide covers how to handle wedding bookings and payments clearly. It is about record keeping, not legal advice, so for contract wording or tax questions speak to a lawyer or the Inland Revenue Department.

Dates and the busy season

Families choose wedding days according to the calendar and the priest's advice, so many events cluster on a few popular dates. You may have to decline a booking because your teams are full. Keep your calendar in BS and AD, mark each team's availability and put a hold on a date for a short, stated period while the family decides. A hold that never expires blocks revenue.

What to put in a booking agreement

A simple written agreement avoids most disputes. It need not be long. Include:

• Names and contact numbers of the family and the studio
• Event dates, times and venues
• The package, with numbers of photographers, videographers and hours
• Deliverables: edited photos, albums, videos and delivery period
• Total price, advance and the schedule of remaining payments
• What happens if the date is changed or cancelled
• Extra charges for travel, extra hours or additional coverage

Ask for a signature or at least a written confirmation by message. For anything with legal weight, such as a refund rule, have a lawyer review your template once.

Staged payments

Most families pay in parts: an advance at booking, a second payment closer to the event and the balance at delivery. Agree this schedule in advance and write each amount and date on the receipt. Record each payment against the job. If the client pays by QR or bank transfer, note the reference, as it saves time if a payment is questioned.

Handling changes

Weddings change. Guests increase, a ceremony is added or timing shifts. Record each change as an addition to the booking with its price, and ask the family to confirm it by message. If you do not, the final bill will feel like a surprise. Software that lets you add lines to a job and shows the revised total makes this simple.

Travel, stay and outstation events

A wedding in another district means travel and accommodation for the team. Decide who pays for what and write it down. Track actual costs against the job. Many studios discover that their outstation jobs earn far less than the quote suggested because the costs were never recorded.

VAT and invoices

Whether VAT applies to your studio depends on your registration and turnover, and the IRD or your accountant can tell you. If you are registered, your invoice should show VAT, which is 13% for most taxable services, and your PAN or VAT number. Number your invoices in sequence, keep copies and record corrections as credit notes instead of rewriting.

Cancellations and postponements

Dates move in Nepal for many reasons: a family bereavement, a change in the astrologer's advice or a sudden clash with a relative's event. Decide your policy before it happens. Will the advance carry over to a new date? Is a part of it kept to cover blocked days? What if the new date is already taken? Write the answer in the agreement and apply it consistently. A calm, written policy keeps relations good even in a difficult conversation. If the sums are large or the terms complex, ask a lawyer to check the wording once.

Delivery promises

Delivery promises

Be realistic when you promise a delivery period. A full wedding can mean thousands of photos and hours of video to cull and edit. Tell the family when they can expect the first preview, the edited photos and the album. A short preview within a few days builds trust. Record each promised date in the job so you can see when you are at risk.

Digital rights, usage and privacy

Many studios like to use wedding pictures in their portfolio or on social media. Ask the family for permission in writing at booking and note any request to keep certain images private. The same applies to pre-wedding shoots and portraits of children. Record the answer on the job so every editor and marketer on your team knows. Agree also how long you will keep the original files and what the family should do to keep their own copy safe. This is good practice for trust and reputation. For anything beyond that, such as copyright terms in a contract, ask a lawyer.

Records that protect you

Record	Why keep it
Signed or confirmed booking	Proof of scope and price
Payment receipts	Proof of amounts and dates
Change confirmations	Support for extra charges
Delivery slip	Proof of what was handed over
Copy of final files	Safety if a drive is lost or the client asks later

The photo studio software from WebsNP stores bookings, changes, payments and delivery stages together. If you coordinate more than photography, see our event and wedding management software as well. Message us on WhatsApp to see a wedding job from enquiry to delivery in a demo.

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