You know you need a professional platform for client photo delivery. You have read reviews, compared pricing tables, and watched demo videos. But you are still paralyzed by choice: do you need e-commerce? Is unlimited storage worth the premium? Should you prioritize simplicity or features?

This is not a technical problem—it is a decision framework problem. Most photographers approach platform selection backward: they look at features first, then try to figure out if those features matter for their workflow. The right approach is the opposite: define your workflow, identify must-have features, then find platforms that match your needs.

This guide provides a complete decision framework for choosing a photo hosting platform. By the end, you will know exactly which features you need, which platforms meet those needs, and how to avoid expensive mistakes.

Decision Framework: Start with Your Workflow

Before looking at any platform, answer these five questions about your photography business:

The Five Essential Questions:

1. What do I primarily deliver?

Complete shoots (weddings, events, portraits)
Proofing galleries for client selection
Individual images for sale (prints, downloads)
Commercial work for businesses

2. How many clients do I serve per month?

Just starting (1-3 clients/month)
Growing business (4-10 clients/month)
Established studio (10+ clients/month)

3. What is my average delivery size?

Small sessions (20-50 images)
Standard shoots (100-300 images)
Large deliveries (300+ images)

4. Do I sell products beyond digital delivery?

No—I deliver finished digital images only
Yes—I sell prints, albums, or other products
Planned—I want to add product sales soon

5. What is my comfort level with technology?

Low—I want the simplest possible tool
Medium—I can learn features if they add value
High—I enjoy customization and advanced features

Your answers to these questions reveal which features matter for your specific workflow. Let us break down each consideration:

Calculating Storage Needs

Storage is the most misunderstood factor in platform selection. Here is how to calculate what you actually need:

Step 1: Determine Average File Size

Export 10 images exactly as you would deliver them to clients. Check the file sizes. Most web-optimized JPEGs are 3-8MB per image. High-resolution exports can be 10-15MB.

Step 2: Calculate Per-Delivery Storage

Example Calculations:

Portrait Session: 30 images × 5MB = 150MB per delivery
Standard Wedding: 500 images × 6MB = 3GB per delivery
Large Event: 800 images × 5MB = 4GB per delivery

Step 3: Factor in Gallery Retention

How long do you keep galleries active? Common retention periods:

1 month: Encourages quick downloads, minimizes storage
3 months: Balances client convenience with storage costs
6-12 months: Premium service, requires more storage
Forever: Permanent client access, highest storage needs

Step 4: Calculate Total Storage Required

Formula:

Storage Needed = (Deliveries per Month) × (GB per Delivery) × (Retention Months)

Example:

4 weddings/month × 3GB/wedding × 3 months retention = 36GB needed
Add 20% buffer for variations: ~45GB recommended

Feature Requirements Checklist

Use this checklist to identify which features are must-haves versus nice-to-haves for your workflow:

Essential Features (Must-Have)

Password Protection: Secure client galleries with custom passwords
Bulk Upload: Upload entire shoots at once, not image-by-image
Bulk Download: Clients download entire galleries in one click
Mobile-Responsive: Clients view galleries on phones and tablets
No Client Accounts: Clients access galleries without signing up

Professional Features (Important)

Custom Watermarks: Add your logo to proofs or brand protection
Gallery Organization: Collections, albums, folders for navigation
Download Tracking: See when clients access and download photos
Expiration Dates: Auto-expire galleries to manage storage
Custom Branding: Remove platform branding, add your logo

Advanced Features (Conditional)

E-commerce: Only if you sell prints or digital downloads
Client Selection: Only if you proof before final delivery
Print Lab Integration: Only if you fulfill print orders
Contracts/Questionnaires: Only if you need business management
White-Label Domain: Only if brand presence is critical

Budget Considerations

Platform costs range from free to $50+/month. Here is how to think about pricing:

Budget Tier: Free - $10/month

Best for: New photographers, hobbyists, budget-conscious professionals

Platforms: SendPhoto ($8/mo), Zenfolio Starter ($5/mo), Passgallery ($7/mo). These provide core delivery features without advanced business tools.

Mid-Tier: $10-20/month

Best for: Established photographers, those needing e-commerce

Platforms: Pixieset Pro ($16/mo), ShootProof ($10-25/mo), SmugMug ($9-16/mo). Add e-commerce, client selection, and advanced customization.

Premium: $20+/month

Best for: Studios, high-volume businesses, commercial photographers

Platforms: CloudSpot ($19-49/mo), PhotoShelter ($15-49/mo), SmugMug Pro ($31/mo). Include studio management, asset organization, and enterprise features.

Platform Types Explained

Understanding platform categories helps narrow your options:

Delivery-Only Platforms

Focus: Simple, professional photo delivery without extra features. Examples: SendPhoto, Passgallery. Best for: Photographers who just want to deliver finished images quickly and professionally without managing e-commerce or complex workflows.

E-Commerce Platforms

Focus: Gallery delivery plus selling prints and digital downloads. Examples: Pixieset, ShootProof, Pic-Time. Best for: Photographers who monetize individual images through print sales or digital downloads.

All-in-One Portfolio + Delivery

Focus: Portfolio website builder with client gallery features. Examples: SmugMug, Zenfolio, Format. Best for: Photographers wanting a public portfolio and private client delivery in one platform.

Studio Management Platforms

Focus: Comprehensive business management beyond galleries. Examples: CloudSpot, Studio Ninja. Best for: Studios needing CRM, invoicing, contracts, scheduling, and client management alongside delivery.

Decision Tree: Find Your Platform

Follow this decision tree to narrow your options:

START: Do you sell prints or digital downloads?

YES → You need e-commerce. Consider: Pixieset, ShootProof, Pic-Time
NO → Continue to next question

Do you need a portfolio website too?

YES → Consider: SmugMug, Zenfolio, Format
NO → Continue to next question

Do you need studio management (CRM, contracts, scheduling)?

YES → Consider: CloudSpot, Studio Ninja
NO → Continue to next question

What is your priority: simplicity or customization?

SIMPLICITY → SendPhoto—minimal setup, professional delivery
CUSTOMIZATION → Pixieset—deep branding control and features

Common Mistakes to Avoid

Mistake 1: Choosing Based on Features You Will Never Use

Many photographers pay for platforms with 50 features but only use 5. Resist the temptation to pick the platform with the longest feature list. Choose the platform that does what you actually need exceptionally well.

Mistake 2: Under-Budgeting Storage

Choosing a 20GB plan when you need 50GB creates constant stress about storage limits. Budget generously—storage overage fees from running out mid-month cost more than upgrading upfront.

Mistake 3: Ignoring Client Experience

The platform you find easy to use might confuse clients. Test the client-facing experience: send a gallery to a non-photographer friend and watch them try to view and download photos. If they struggle, choose a different platform.

Mistake 4: Not Testing Before Committing

Never choose a platform without testing it with real client deliveries. Most platforms offer free trials—use them. Upload a full shoot, create a gallery, and go through the complete delivery workflow before paying annually.

Mistake 5: Falling for "Unlimited" Marketing

"Unlimited storage" often comes with fine print: reduced image quality, slow upload speeds, or restrictions on file types. Read terms carefully—sometimes limited storage with full quality beats "unlimited" with compromises.

Platform Migration Guide

If you are switching from one platform to another, follow this process to minimize disruption:

Phase 1: Overlap Period (1-2 months)

Sign up for new platform while maintaining old subscription
Deliver next 2-3 clients through new platform
Gather feedback from clients about new delivery experience
Keep old platform active for existing client gallery access

Phase 2: Full Migration

Update website and marketing materials with new gallery links
Notify clients about platform change (if applicable)
Archive or download critical galleries from old platform
Cancel old platform subscription after gallery retention period ends

Phase 3: Re-evaluate After 3 Months

After 3 months with the new platform, assess: Are clients happier? Are you saving time? Is the platform meeting your needs? If not, you caught the issue early enough to switch again before investing years.

Calculating Platform ROI

Platform costs should be measured against time saved and revenue generated:

ROI Calculation Example:

Platform Cost:

$15/month = $180/year

Time Saved:

Old method: 2 hours/delivery (manual uploads, client support)
New platform: 30 minutes/delivery (bulk upload, no support emails)
Time saved: 1.5 hours/delivery
Monthly deliveries: 6
Total time saved: 9 hours/month = 108 hours/year

Value of Time Saved:

108 hours × $50/hour = $5,400/year value

ROI: $5,400 value for $180 cost = 30x return

Final Decision Checklist

Before committing to a platform, verify you can answer "yes" to these questions:

✓I have tested this platform with a real client delivery
✓The storage plan fits my calculated needs plus 20% buffer
✓Clients found the download process intuitive
✓The platform includes my must-have features
✓The monthly cost fits my business budget
✓I feel confident explaining this platform to clients

Conclusion

Choosing a photo hosting platform is not about finding the "best" platform—it is about finding the right platform for your specific workflow, budget, and client expectations. Define your needs first, test your top choices with real deliveries, and choose the platform that makes both you and your clients happiest.

Remember: you can always switch platforms if your needs change. What matters most is choosing something professional that works for your current business stage, then evolving as you grow.

Ready to try a platform built for simplicity and professional delivery? Start with SendPhoto's free 5GB plan and experience how easy client delivery should be.