livebooks blog

The rare, endangered Oryx are making a comeback in the desert near Dubai because, unlike most photographers, they've learned to master cash flow. ©Doug Menuez

Setting aside the technical skills, the perfect portfolio, the eye, the heart, and the soul that are all so important if you’re going to be a photographer, let’s focus on what you’ll need to be a financially independent photographer. That means setting up a well-organized small business operation that can support your creative endeavors. And the first thing to consider with a business — before the branding, marketing, or anything — is the money. Where will it come from, where will it go, and how much will you need at what times. Whether you’re thinking about launching your first business or already have one, the following information will help you stay solvent and sane.

First, make a plan
The most important thing to do when you’re creating (or updating) a business is to create a business plan. Even something simple will help, and you can find them all over the internet. Basically, you want to create a projection of your cash flow over your next five years. Where is the income coming from? What will your expenses be? How are these both likely to change over the years? Who is your competition?

I know it’s hard to make yourself sit down and do this; I didn’t when I first started and eventually things turned out ok — but I learned some hard lessons. When I finally made a plan, all my decisions were based on my defined goals. I could measure my progress and thereby gained tremendous control over my life and career. The following suggestions will ideally become part of your larger business plan, but they can also be helpful taken on their own.

What kind of business are you?
You’ll need to decide if you want to set up a sole proprietorship, a general (or C) corporation, an S corporation, or a limited liability corporation (LLC). To decide which is right for you, you’ll need to consult with a lawyer, and he’s probably going to want to see a business plan. If a lawyer isn’t an option, there is good information online and at the library, but also consider finding a business-savvy friend to lend their advice.

Yes, you need to learn bookkeeping
It’s best to handle bookkeeping yourself at first, so when you start to grow and hire a real bookkeeper you’ll understand what they are doing and can direct them. Google “bookkeeping” or find a simple text book. Buy Quickbooks or a similar software and read the manual — it’s a pretty good tutorial. Make a Chart of Accounts: a list of income and expense accounts allowing you to track monies flowing in and out. Expense accounts are divided by expenses required to do business, known as Cost of Good Sold, which include anything you spend on production, and Fixed Expenses, which include things that are regular overhead costs like studio rent, insurance, payroll and telephone.

Set up a file cabinet with folders for corresponding expense accounts to keep the paid bills. Once that’s done, create your first projected budget, which will include your best guesses on income and expenses. As you enter the actual expenses and income and review that information, you will really start to learn what small business is all about.

Make reports for Accounts Receivable and Accounts Payable, and set up alerts for when they are 30, 60, and 90 days old. It’s so important to establish a routine where you review your bills and reports on a regular basis so you know what is happening with your business every day. For instance, you should be checking your A/R to determine which are older than 30 days so you can follow up for collection. Never, ever be late on credit-reporting vendors like credit cards.

Make your computer work for you
You’ll also need software to help you run your business. I’ve always used a customized version of Filemaker that incorporates a number of subset databases such as a contact manager and an estimating and billing module. Usually the invoices are then entered by hand into our bookkeeping software, but there are some programs that have bookkeeping built in. And some bookkeeping software such as Quickbooks allow you to make invoices.

If you can find a very cheap standalone  program that does everything, great. Otherwise, I recommend keeping it simple with Quickbooks for invoicing and bill paying. Set aside a clear place for incoming bills (some people like an accordion folder), and schedule a time every two weeks where you enter all the bills into Quickbooks. I’ve been told I’m crazy for this, but I also created a spreadsheet in Excell where I can export my important data in a special format that allows me to analyze it more easily. Details on my blog. Once a month you will also need to reconcile your bank accounts. This is not as horrible as it sounds. I have found online banking to be pretty good now, and often bank systems will link directly to Quickbooks.

Where is the money?
Your biggest problem starting out will be cash flow. It’s important to get paid quickly for your first jobs, to pay your vendors quickly so you don’t damage your credit, and always pay yourself first. The temptation is to keep funneling cash back into the business, but if you don’t pull out money for yourself and your retirement from day one, you never will. Incorporate Paychex and put yourself on payroll. Make sure your paycheck includes enough for savings and auto-deduct to an IRA.

Because cash flow is hard at first, you should have enough saved up to cover your overhead, including projected taxes, savings, and marketing costs, for six months, or at least three if you are super-confident. On a regular basis, look at your bank balance and calculate if you’ll have enough to pay your vendors over the next two months — remember that “The check’s in the mail” is ALWAYS a lie. Try to set up accounts with your main vendors that allow you to pay up to 30 days out. If you are really tight, call your vendors and negotiate for more time. It’s better to stay in close contact with them about problems, with a note, a call, a bottle of wine…

Find a good accountant
Finally, you need an accountant who understands all the ins and outs of photography in case you get audited. It may seem unlikely, but I’ve been audited four times and it all went very well because I always report my income. I believe in paying my share to keep the system going, however imperfect. Taxes suck — get over it. It’s a sign you are making a living and that’s a good thing.

Loggerhead Shrike with Texas Horned Lizard Toad. ©Arthur Morris

Over the years there’s been more than a few bird photographers who have said, “Look at Artie, he’s getting 15 people on a tour at $999 a person — do the math. And he does three tours a row in New Mexico. I can do that too.” But with the exception of people who really enjoy being around people, they pretty much all failed. It comes back to the principle of hard work. I think the most important thing to make a successful workshop is to put your heart and soul into it and to give a damn.

Ask yourself, “Am I a people person?” “Do I want to work 17 hours a day?” “Do I want to put every ounce of effort I have into finding a good situation for these people?” I’ve seen other instructors who will go to a spot that’s traditionally good, and if it’s terrible, they stay in the same spot and waste the folks’ time. On a typical morning at Bosque del Apache National Wildlife Refuge, I often move the group up to five times in the first one-and-a-half hours. If you’re lazy, workshops are not for you. Likewise, if you don’t like people, you’re not all of a sudden going to become a people-person because you’re running a workshop.

American Alligator eating a Brown Pelican. ©Arthur Morris

I don’t know how the template for BIRDS AS ART Instructional Photo-Tours (IPTs) came to be, but they’re not much different now than when I ran the first workshop with one person. The formula came to me naturally: tell people what they will be doing, get up early and go photograph, help them in the field, and then review the images.

We still do an introduction on the first night. We show the students what we’re going to be photographing and talk about the various techniques that we will be using. The second evening we do critiques, and the third night we take a close look at composition. Each year we put more emphasis on the photography itself. We always find time for some Photoshop lessons. Many good photographers make their images look worse in Photoshop rather than better. That’s why we came up with the Digital Basics File, a PDF that we send by e-mail.

Originally we took as many as 15 people out, but now we’ve reduced the group size to 6-10 and raised the prices. It took me a long time to realize that if I take two groups for three days I have to do all the ground work twice. Now that I’ve started doing these longer trips there’s much less pressure with regards to the weather and the really great photo ops; I feel much more relaxed throughout the trip.

People always comment that I’m one of the few leaders who eats almost every meal with the students. Most of the big-name tour companies have professional leaders whose primary job is to open the door of the van. I have my laptop on and I’m teaching pretty much all the time except when we’re chewing. An IPT is pretty much total immersion.

Brown bear eating salmon in Katmai National Park. ©Arthur Morris

My mother will ask me, “Are you going to retire?” And I say, “Ma, I love what I do, I love every second of it.”  Even when I’m working 16-hours-a-day, I love it.  People often ask if I take a vacation without a camera and a big lens, and I just laugh. Why would anyone do that if they’re doing what they love?

I think that most folks who are starting out in photography, whether they come from another career or not, their goal is to not have to go back to their first career. There was one guy who worked for me early on, he was working for IBM and they were offering him a buyout. And I said, “I’d take it in a heartbeat. If you can make it on your own, even for a year, that’s one year you didn’t have to wear a tie and sit in a cubicle. And now, 15 years later, he’s taking people all over the world teaching photography.

You gotta be yourself. You can fool people for a little bit, but not for long. I’m opinionated, and I’m not humble. Some folks are going to be rubbed the wrong way by that. (My people skills have improved dramatically over the past decade and I try never to be arrogant.) I like to say that 80% of the people love me and 20% hate me — nobody is neutral about me. And many of the 20% have never even met me. You gotta love that. It’s commonplace for people to say, “Oh my god, you went on a tour with Artie Morris? He is arrogant and he will push you out of the way to get a picture, he doesn’t care if you learn anything.”  When someone asks, “Have you ever been on one of his trips?” the person always responds, “No, but that’s what I heard.”  I never take it personally.

Call me nuts: I am one of those rare folks who would rather be out photographing with a group than be out by myself.  I just love leading IPTs. (P.S. Most of my seven BBC Wildlife Photographer of the Year-honored images were created while teaching.)

There’s nothing more ego shattering than interviewing a photographer who is as old as my career is long and finding out that she has kicked my ass in a market place that I coveted for years. Shooting book covers for literary works is downright respectable in a bizarre, pseudo-erudite sort of way.

“Did you read Rolling’s Recalcitrant Ruminations of Ruskin?”

“Why no darling, but I did shoot the image for the cover of the hardback.”

“Oh, bravo. Glass of sherry?”

I tried to get into that publishing circle for years. To say that they didn’t give two shits about me is, to be honest, crediting myself with one shit too many. Which brings me to my guest, photographer Claire Rosen. She was recently contacted by the boutique global publishing firm Random House to shoot the cover (left) of Sarah Addison Allen’s book The Girl who Chased the Moon.

The folks at Random House were intrigued by Miss Rosen’s distinct style of photography when they came across it at one of her gallery openings. The assignment (I’m not joking): Read the book and pitch some ideas of how the cover should be shot. The folks at Random House chose one of the ideas and Claire was, (I promise, I’m not joking), free to go shoot it and send in the results.

That kind of paid creative freedom with a high-profile client is practically nonexistent in contemporary society. Not only do you get paid to do your creative thing, you can window shop at a Barnes and Noble on a date and feign surprise when you see your book cover. If I want to accidentally-on-purpose show off my book cover I have to start a fire in the café of the book store, convince my date that it’s safest in the photography section and then use my book to fan away the smoke. “You okay? Hey look at that!”

Gigs like Miss Rosen’s can become a wonderful source of work. In just a week since receiving her first assignment, she has landed another book cover. If you’re interested in doing this type of work, you need to keep one thing in mind: The people at publishing houses who are green-lighting covers aren’t looking for photographers. They are looking for covers.

I reached out to a senior art director at Little, Brown Books to find out what he’s looking for from photographers. He suggests going to the bookstore to find covers, illustrated or photographic, that are similar to your narrative style. Check the imprint names on the books’ spines and contact those publishers to get the name of their art director.

The best way to reach out art directors is by mailing a hard-copy promo with an example of your work. Email promos have become the bane of art directors, my contact said. The barrage of email promos from listing services has resulted in a backlash, and they are routinely deleted out of hand.

One phrase that stood out in my interview with the Little, Brown art director was “cover appropriate.” Take the time to do your research. If your work doesn’t look like any cover you’ve seen, then don’t send it to the publishers.

With all that in mind, take a day and hang out at the bookstore — you could find a whole new direction for your photography business. Just please pretend not to notice if you see a guy in the café torching a pile of coffee beans.

“Client’s remember these things and they’ll tell their friends.”