B2B module: managing your business clients in Fotostudio

This module is activated in Modules (module "Companies (B2B)"), free of charge and with no subscription restriction: it is available to all Fotostudio users. As long as it isn't activated, nothing changes in your interface. It's designed for photographers who work with companies, agencies or institutions, in addition to (or instead of) their individual clients.

In short

The B2B module adds a new entity: the Company (not to be confused with your own business, managed under Settings > My company). A Company groups several contacts (sales rep, project manager, accountant...), centralizes all the documents concerning them, and gives your professional clients a dedicated client area, separate from their personal one.

Nothing that already exists is changed: a contact linked to a company remains a normal contact, with their usual sessions, invoices and estimates. Linking to a company is an extra layer on top.

1. Create a company record

Go to Contacts > Companies (visible once the module is activated) then click New company.

Fill in:

A company can also have:

• Several addresses (headquarters, billing address, branches, shoot location), each with a type and a "default" status.
• Several emails and phone numbers.
• Several brands/trade names linked, if the company operates under several commercial names.

A company can be archived (button in the ... menu) rather than deleted, to remove it from active lists without losing its history.

2. Link contacts to the company

From the company record, click Link to associate an existing contact.

For each linked contact, you can set:

• A free-text role (e.g. "project manager", "accountant", "assistant"), shown on the record.
• The designated payer: the contact used as the payment reference. They are also the one who receives invoices by default (rule described below).
• The primary contact: the company's "default" contact, used notably for the quick-view record and for sending a global email.

The same contact can be linked to several companies with different roles in each: there's no need to duplicate their record. They can also, at the same time, remain a full individual client: nothing prevents you, for instance, from creating a personal family session for them, completely independent of their companies. Linking to one or several companies is just an extra layer on their usual contact record, never an exclusive status change.

B2B / B2C filter: the contacts list offers a "Business clients (B2B)" / "Individuals (B2C)" filter once the module is activated. This filter is computed automatically (a contact is "B2B" if linked to at least one company): there's nothing to check manually on the contact record.

3. The company record: centralizing all activity

The company record aggregates everything concerning it into tabs:

A stats banner shows at a glance: number of sessions, total invoiced, amount collected and outstanding balance (always tax-included, to stay consistent with what the client actually pays).

Linking a session, estimate or invoice to the company

From the Create button on the company record, you can directly create a new session, estimate or invoice which will be automatically linked. You can also link an existing document to a company from its own record.

Document recipient

When an estimate, invoice or credit note is linked to a company, the recipient block (PDF, preview, client interface) automatically shows the company's details (legal name, tax identifier, billing address) rather than the individual contact's. This is the expected B2B behavior: the invoice is addressed to the company, not to the person who received it.

Sending emails still happens to the contact (it's always a person who receives your messages).

Copying other company members in one click

When you write an email from a session, estimate or invoice linked to a company, the "Other contacts in CC" selector shows a Company contacts group at the top of the list: you can tick the project manager, the accountant or any other linked member in one click, without having to search for them one by one among all your contacts.

4. Invoicing several sessions on a single invoice

This is one of the most requested B2B needs: a company that entrusts you with several assignments in a month wants a single grouped invoice, rather than one invoice per session.

From the company record, click Create > Invoice services. A window opens with two sections:

• Sessions: all the company's sessions with an outstanding balance.
• Estimates (no session): standalone estimates, not linked to a session, not yet invoiced.

Select the items to group and confirm: Fotostudio creates a single invoice, with one line per service. Each session concerned then shows, in its own Invoices tab, a "Grouped invoice" badge indicating the amount attributed to it (pro-rated in case of partial payment).

Important: the usual per-session stats and tracking (amount invoiced, paid, balance) remain correct even with a grouped invoice: the invoice amount is automatically allocated across each session concerned.

5. The company client area

Each contact linked to a company gets access, in addition to their usual personal client area, to a dedicated company client area that only groups the company's sessions, estimates, invoices, contracts and documents. There's no confusion between their personal history and their company's.

Accessing the company area

• From the contact record (admin interface): the "View client interface" button becomes a dropdown menu offering "My client area" (personal) and one entry per company the contact is linked to.
• From the company record: a "Client area" button opens the company area directly (uses the primary contact or the payer for authentication).
• From the client area itself: a space switcher (pills: "My client area" / each company's name) appears at the top of the page as soon as a contact is linked to at least one company, allowing them to navigate between their personal space and their company spaces.
• From an email: the {espace_entreprise} variable (insertable in your email templates) generates a button that links directly to the contact's company area.

The company area intentionally doesn't show purely B2C elements (loyalty, gift vouchers, relatives): it stays focused on professional activity.

Dedicated visual identity

You can define a specific visual identity (logo, colors), used only for the company client area, different from the one used for your individual clients. This is configured under Visual identities: check "Default identity for companies" on the identity of your choice (only one can be active at a time).

6. Internal company documents

Just like on a contact record, you can upload files directly to the company record (Documents tab): master agreement, bank details, administrative documents, etc.

For each file, you choose whether it is:

• Hidden (visible only to you, internal use)
• Shared on the company client area (visible to all linked contacts)

Supported formats are the same as for contacts: images, PDF, Word, Excel, PowerPoint (5 MB max per file).

7. Tax-excluded or tax-included prices in booking flows

If you work with both individuals and professionals, you may want to show your prices tax-excluded rather than tax-included in certain contexts: online booking, catalogs, mini-sessions, or when you let a client choose their price directly.

Default setting

Under Customization > Client area, "Price display" section, enable "Show prices tax-excluded (B2B)" so that all your booking flows show tax-excluded prices by default. This option doesn't appear if your company is VAT-exempt (in that case tax-excluded = tax-included, the question doesn't arise).

Adjusting per session type or catalog

You can override this setting for a specific session type (on its record) or a specific catalog (in its edit page), via a "Price display" menu with three options:

• Company default setting (inherits the global setting)
• Always tax-included
• Always tax-excluded

Automatic detection

If a contact already known (via their client area) is linked to a company, the prices they view are automatically shown tax-excluded, even if the global setting is tax-included. This is useful if you show tax-included prices to the general public but want your regular professional clients to see tax-excluded prices directly.

Important: this setting only changes the display. The cart, the total to pay and the amount actually invoiced always stay tax-included (gift vouchers too, they are never affected by this setting).

FAQ

Can a contact be both an individual client and linked to a company?
Yes. Linking to a company doesn't remove anything from their personal usage: they keep their own client area, their own sessions if needed, etc.

If I disable the B2B module, do I lose my companies and their links?
No, the data stays in the database. Only the interface that lets you manage and display them disappears while the module is deactivated.

Is the B2B module paid / restricted to certain plans?
No, it's free and available to all users, regardless of your subscription: just activate it under Modules.

Can I invoice a company directly, without going through a session?
Yes, via Create > New estimate / New invoice from the company record, or via grouped invoicing for standalone estimates.

Does the recipient of a grouped invoice see it appear in their client area?
Yes. The recipient chosen for a grouped invoice is always a contact linked to the company (the designated payer, or otherwise the primary contact): they therefore automatically have access to the company client area to view it.

Updated on: 03/07/2026