A WhatsApp AI agent for your photography studio: what it does and where it stops

Start with what customers ask. Clients ask about package prices, availability for a date, delivery timelines, and when their photos will be ready. An agent answers all of that from your own information. Then give it the work photographers repeat every day:

1. Inquiry gets instant response + portfolio link — Bot responds to every inquiry with portfolio link, packages, and availability — even at midnight.
2. Booking confirmed with pre-shoot questionnaire — Booking confirmation + WhatsApp questionnaire for shoot details, special moments to capture, family list.
3. Gallery delivered with personal highlight reel message — Gallery link sent with a personal note about their favourite captures — not just a link.
4. Referral request at peak happiness (gallery day) — On gallery delivery day: "Would you share our name with friends planning their special moments?"

The agent runs these on WhatsApp in the customer's language, day and night, and writes what it did back to the contact record so staff see the full history.

1. Packages — coverage, deliverables, prices, add-ons.
2. Availability — booked dates, travel days.
3. Sample galleries tagged by shoot type and setting.
4. Policies — advance, balance, rescheduling, cancellation, delivery timelines, usage rights.
5. Preparation guides — what to wear, what to bring for each shoot type.

An AI agent is only as accurate as what you give it. On Reputoo it answers from your knowledge base — pages crawled from your website, documents and price lists you upload, and policies you write down — rather than from general knowledge. Two rules keep it right:

• If it is not in the knowledge base, the agent says it will check and hands over, rather than guessing.
• Prices, timings and policies live in one place. Update the source and the agent's answers change with it.

It also needs to see the records your photography studio already keeps — what to connect: A booking calendar and a gallery-delivery tool; the booking date drives reminders.

"Maternity shoot in December, outdoors, we love soft golden-hour light, my husband and our dog will join" — the agent turns that into a brief, suggests matching packages and samples, and books a call. The photographer starts the call with ideas, not questions.

These are the moments customers remember, and they are worth a human:

• Instagram DM inquiries sit unanswered for hours. Client messages "do you cover destination weddings?" at 9 PM. You reply next morning. They booked someone who replied at 10 PM.
• Gallery delivery via Google Drive feels impersonal. "Here's the link" on WhatsApp. No context, no highlight, no emotion. The client doesn't feel the magic of the delivery.
• Referrals not formally requested at the right time. Bride is GLOWING over the photos. You send a Google Drive link. Never ask for a referral. She would have given you 3.

The agent can open each of these conversations and collect the details; a person should close anything involving a complaint, an exception to policy, or money that has not been agreed. Handover goes to the shared inbox with the full conversation attached.

The same agent that answers on WhatsApp can answer your photography studio's phone line as Vajra, Reputoo's voice agent, so a customer who calls gets the same answers as one who messages. It speaks 36 languages and switches to the caller's.

The agent answers delivery status from the tracker, sends preview and gallery links when ready, and passes album changes to the designer.

The agent sends advance and balance links, confirms payments and sends receipts. It never asks for card numbers, PINs or OTPs.

The agent replies in the client's language across 36 languages.

Warm and creative, like your brand. Clients are booking someone to capture important moments; the conversation should feel personal.

1. Load packages, calendar, tagged galleries and policies.
2. Start with enquiries during shoot days.
3. Add delivery tracking once it is kept up to date.
4. Review conversations weekly.

The agent sends preparation guides for each shoot type and answers questions about outfits, props and timing from what your studio wrote.

For pre-wedding and outdoor shoots, the agent shares the locations you recommend with samples and any permit notes, and books a call to decide.

The agent explains the rescheduling policy, offers available dates, and sends forecast-based decision reminders before outdoor shoots.

Clients ask for raw files or old galleries. The agent explains your policy — what is included, how long backups are kept — and passes exceptions to the photographer.

For product and corporate shoots, the agent collects the brief — products, quantity, style, usage — and passes it to the photographer for a quote, with usage rights handled in the contract.

The agent sells shoot vouchers, delivers them to forward, and books the recipient when they get in touch.

A season of conversations shows which shoot types and locations clients want and what makes them hesitate — useful for packages and pricing.

The agent asks the due date, suggests the window your photographer recommends, and pencils in a tentative booking to confirm after birth.

After delivery, the agent handles album and print orders — sizes, prices, payment and delivery tracking.

Clients ask whether their photos will appear online. The agent explains what they agreed at booking and records any change they request, passing it to the photographer.

Creative ideas, custom quotes and complaints go to the photographer with the brief and references. The agent tells the client when to expect a reply — often after a shoot day ends.

The agent answers when-will-my-photos-arrive from the booking's delivery timeline, sends the gallery link when it is ready, and reminds clients to download before the link expires.

The agent gathers what a quote needs — dates, city and venues, number of functions, guest count, video or not — checks the dates against the calendar, shares matching packages, and sends a portfolio in the style the couple mentions. The photographer receives a complete brief instead of a bare hello.

When a couple asks for something outside your packages, such as extra days or a second location, the agent notes it in the brief rather than inventing a price.

For festive and seasonal mini-sessions, the agent shows open slots, takes the family's size and preferred time, sends the payment link, confirms on payment and releases unpaid holds after the time you set. It sends the location, parking note and outfit guide the day before.

After the gallery is delivered, the agent asks how the client felt about the photos and shares your review link. Anyone unhappy is routed to the photographer before anything else.

During wedding season the photographer is shooting most days. The agent keeps enquiries, reminders and delivery questions moving, and batches everything that needs the photographer into one summary they can read in the evening.

Give the agent your package sheets, price list, rescheduling and cancellation policy, preparation guides, delivery timelines and the locations you recommend. Connect the calendar and payment links. Then read its conversations daily for the first week and correct anything it answered poorly; most gaps close within days.

For team headshots, the agent collects the headcount, office address and preferred dates, shares your rate, passes the request to the photographer, and once confirmed sends each employee a time slot and preparation note.

The agent does not invent prices, promise dates it cannot see in the calendar, share one client's photos or details with another, or offer refunds and discounts on its own. When a question falls outside what your studio gave it, it says so and passes the conversation to the photographer with the context attached.

Group shoots bring coordination questions: how many people, whether grandparents or pets will join, colour-coordinated outfits. The agent answers from your guides and records the details for the photographer, so the day runs smoothly.

Clients arrive from Instagram posts, your website and wedding directories. The agent greets each one, asks which shoot they want, and runs the same enquiry flow, noting where they came from so you can see which channels bring real bookings rather than just likes.

Clients share reference photos, Pinterest boards, venue pictures and outfit options. The agent acknowledges them, asks what they like about each, and attaches them to the brief so the photographer sees the ideas together before the planning call.

A date is not held until the advance is paid. The agent explains this clearly, sends the payment link, holds the date for the time you set, and releases it if the advance does not arrive — telling the couple before it does.