kumu STUDIO Photography Business Management Software by Kevin Kubota
Enter every goodie you sell and kumu STUDIO will help you build a profitable price for it. See your most, or least, profitable products at a glance. Do you REALLY know what that product costs you? kumu shows you. Keep track of all the little client details that make you look like a memory magician. Impress your customers, wow your friends. kumu STUDIO helps you categorize clients for targeted marketing or email lists. Every job and invoice is linked and easily accessible. Jobs are the heart of your workflow. With kumu STUDIO, you can track every stage and detail about your jobs and it integrates with Kevin Kubota’s Lightroom Lightspeed Workflow™ system beautifully. Connect your Lightroom catalogs to each job so you never have to dig and search again. kumu wants you to get paid! Track every payment and easily send out kindly reminders when invoices are overdue. kumu STUDIO creates reports for your sales and sales tax collected so you always know how you’re doing.
Enter every goodie you sell and kumu STUDIO will help you build a profitable price for it. See your most, or least, profitable products at a glance. Do you REALLY know what that product costs you? kumu shows you.
Keep track of all the little client details that make you look like a memory magician. Impress your customers, wow your friends. kumu STUDIO helps you categorize clients for targeted marketing or email lists. Every job and invoice is linked and easily accessible.
Jobs are the heart of your workflow. With kumu STUDIO, you can track every stage and detail about your jobs and it integrates with Kevin Kubota’s Lightroom Lightspeed Workflow™ system beautifully. Connect your Lightroom catalogs to each job so you never have to dig and search again.
kumu wants you to get paid! Track every payment and easily send out kindly reminders when invoices are overdue. kumu STUDIO creates reports for your sales and sales tax collected so you always know how you’re doing.
To register kumu with a license, click on the “Register kumu” button found on the Home section or the Company Setup section. Alternatively, you can go to the Kwickies menu and select “Register my kumu.” Enter your license code and the email address used to place your order, then click “OK. “
2. Open the folder, drag and drop the kumu STUDIO data file onto the kumu application. You will only need to do this the first time you launch the program to connect kumu to its database. In the future, you can just double-click on the kumu application to open it.
*Mac User Tip: If you are unable to open the program because an unidentified developer issue, go to > System Preferences > Security & Privacy > General and unlock the options, select Anywhere, and then drop the data file onto the application file. Once you open kumu for the first time via drag and drop you can come back to your system preferences and choose whatever preferences you would like. If you set them back to limited, you will need to right-click on kumu when opening it in the future and select “Open” from the drop down menu.
4. If you have a previous version of kumu STUDIO, before adding information into kumu, it is important that you first import your information from the prior kumu version. To do so, please click on the Kwickies menu, select “Update from previous kumu,” and follow the instructions.
Please note, you can demo kumu STUDIO for 15 days with full access to all of its tools, but you must purchase and register it to continue to use it beyond the demo period.
kumu STUDIO is a standalone desktop application available for mac or pc. Kumu is a database, so it is recommended to store it on a cloud base server, such as Dropbox to protect it in the case of a computer or server crashing. Storing it on a cloud also allows the ability to access the file from more than one computer. kumu purchases come with a license code allowing you to register kumu on up to two computers. Please note, you cannot access and update kumu on two different computers simultaneously.
Once kumu is installed, you are ready to set it up for your business. The Company Setup is where you enter all of your company details, add your logo for invoices, enter invoice terms, select settings, and customize your list options for your job types, payment types, shipping methods, etc.
There are many dropdown lists throughout kumu STUDIO. These lists are prepopulated with default standard options. If you would like customize the options and/or add new ones, you can edit them in the Company Setup. For example you can edit the Job Types, Contact Types, Payment Methods, etc.
When upgrading to a newer version of kumu STUDIO, be sure not to enter any information into the new version until you have imported your data from the previous version as that data will overwrite everything in the new version when upgrading. To upgrade, first close your previous version of kumu, and then go to the Kwickies menu found in the main menu and select “Update from previous kumu” and follow the steps.
The current version of kumu STUDIO is United States based. It may be used internationally, but it may not support necessary features to account for international phone numbers, addresses, currency, taxes, etc. We will have international versions of kumu available this fall.
We are in the process of creating a system to transfer your KIT E-Studio data into kumu STUDIO and will let you know as soon as that is available. Until then, you can start entering new data into kumu, and referencing old data in KIT E-Stu. For a seamless transition once the the transfer option is available, it is very important to find your last job number in KIT E-Stu and to set the job number in kumu Company Setup to the subsequent number.
Upon purchase of kumu STUDIO, you will receive your license code via email. Please click on the “Register kumu” button found on kumu Home or Company Setup, and enter your license code and email used to place your order. You are able to use the license code to register two computers. For example, if you save kumu on Dropbox and then open it from your Dropbox folder on your work computer and register it, you are able to open kumu from your Dropbox folder on your home computer and register it there as well. Please note, it can only be open on one computer at a time though.
To create a product, go to Products and click on “New Product.” Name the product and choose, or create, a new category for it. Decide on your hourly rate for general production time, and for creative time. Generally these will be different rates. Give an honest estimation of the time required to produce this product. Don’t forget to include things like: phone calls, wrapping, mounting, packaging, going to the post office, finding the disk, replacing the disk, etc. List every hard cost of this product. This might include packaging, print prices, shipping, framing, etc. Decide on your Cost of Sales (COS). The suggested maximum is 30%. This means the costs for the item would be 30% of the retail price. The lower COS, the greater profit. Enter the actual Retail Price you are selling the item for. Once you enter the actual price, the actual COS% will be shown. A warning will appear if you are below your recommended target price that is based on your COS%.
Once you have entered your products, you can sort them by category, COGS, COS%, MSRP, Retail, Actual COS%, and by which ones priced okay.
You can create a package in the products section, the same way you create a single product. A package is a product and not a collection of products considering a package with eight images is not the same as buying those eight images separately. Production time, admin time, packaging, etc. might be the same for those eight images, thus the only difference would be the number of prints that make up the product.
You can begin adding contacts to kumu STUDIO by going to Contacts and clicking “New Contact.” Enter all of the details you have for them, select what type(s) of contact they are, and add a client photo in case you forget what they look like!
There are many contact fields available for you to store your prospects’, clients’, vendors’, friends’, and families’ information. It is important to gather as much information as you can do have a detailed and most useful database.
A few features explained further…
Primary: Primary is used to flag the primary contact information. For example if it is for a person of a company. This information will be displayed on the invoice.
Family Members: In the Even more section you are able to add people associated with the contact.
Important Dates: In the Even more section you can enter Birthdays and wedding anniversary date so that you can reach out to that contact during these events.
Notes: Add any more details and information you have about the client that does not have a specific field for it.
Mark: The mark checkbox option gives the ability to flag a contact for future reference.
Photo: Adding a photo personalizes the contact details.
Types: Use contact types to categorize the contact. You can use this information
Correspondences: Use the correspondence section to track the details of all interactions you have had with the customer.
There are two options to export your contact details. The first option is to go to the contact list and then go to the File menu and select “Export Records…,” enter a name for the file, choose the file type,, click “Save,” move the fields you would like to export, and click “Export.” This method only exports the fields shown in list view. If you would like to export all contact details, go to an individual contact record, and then go to the File menu, select “Export Records…,” and complete the export process.
kumu STUDIO does not have an integrated email marketing system, however, using the Contact Types feature tagging your contacts with categories, you can export your contacts and market towards specific groups. You can also export your contacts, and sort your spreadsheets based on important dates such as Birthdays and anniversaries directing your marketing campaigns towards upcoming events.
Once you have created a contact, you can do a job for them. From a detailed view of a contact, click “New Job.” A contact can have multiple jobs associated with them and each job will have its own distinct job number. A job number will be automatically assigend based on sequential job numbers and selected job type. Complete all of the details related to the job, add an image if you choose to, and map it if needed. It is recommended to click on the “Copy Info” button next to the job number, create a folder for the job, and paste the copied information as the folder name. You can attach the job related Lightroom catalog, or any file or folder of your choice, by clicking on the “Choose…” button next to link catalog. Another handy tool to follow for the job is the workflow checklist, to access it, click on the related button and review all the checklist items. Be sure to check them off as they are completed to assist you in completing the job related tasks.
Please note, the job number sequence will start with the number 1. If you would prefer another number to start with, you can go to Company Setup and set it to the number of your choice.
On a job details page, there is an “Online Links” section. This section allows you to add up to five website links related to the job, along with the password to access them. You are able to select a type related to the link. The default website list has been prepopulated with some standard options, if you would like to customize this list, you may do so in Company Setup.
kumu STUDIO has a workflow checklist feature attached to each job. This checklist allows you to manage the status of the tasks related the job. To access this feature, go to a job and click on the “Workflow Checklist” button.
Once you have created a job for a contact, you can create an invoice for that job. One job can have more than one invoice. For example if you had a wedding shoot, that would be the job, and you could create seperate invoices for the bride and the bride’s mother. The contact the job would be attached to is the bride and would show up as the contact on all invoices, but you can set the bride’s mother on her invoice as the invoicee. Complete all of the necessary information for each invoice. You can add products to it from the products you pre-created in kumu, or you can add on-th-fly items if needed. Use the item note field to enter in the image number, desired tweaks, or other related information. Printing notes can be reminders for you to fix something before sending to the lab or printing. Both printing and internal notes will not be displayed on the invoice. You are able to print the invoice and/or from the print option, save as a PDF and email the invoice. You can record payments made toward the invoice and track payments, shipping, etc.
You can find a tool to convert your vCards to a csv file here: http://www.unc.edu/vtoc/. Then go to your Kwickies menu and select “Import from Mac Contacts.csv.” A video tutorial is coming soon.
If at any time you want to search for a product, contact, job, or invoice, go to the corresponding list view, click on the Find-O-Matic magnifying glass, and type in a search term.
If you need to delete a record, go to the Records menu, found in the main menu, and select “Delete Record…”
At this time, kumu STUDIO does not have an integrated calendar feature.
kumu STUDIO is not a POS and does not accept credit card payments. You will need to use a separate payment gateway to process payments.
kumu STUDIO is not integrated with QuickBooks. You can run simple reports from kumu to extract invoice data that may provide information needed to manually update your finance records.