If you’re trying to choose between Studio Ninja vs Dubsado for your photography business, you’ve probably noticed both platforms have loyal fans. And honestly? They’re both excellent CRMs that can improve how your business runs when they’re set up well.
The real question isn’t which one is “better” – it’s which one is better for YOU – how you work, your capacity and the kind of business you’re building. Both have their strengths, and I’ve seen photographers thrive using either platform.
I specialise in Studio Ninja and have worked with hundreds of photographers using it, but I’ve also spent a lot of time researching Dubsado and speaking with photographers who use it day to day. So I can give you an honest comparison of what each does well, where they differ, and how to figure out which might be the better fit for your business and work style.
Studio Ninja vs Dubsado: The Quick Overview
Studio Ninja is built specifically for photographers. It’s streamlined, focused, and designed around the way photographer businesses run. It tends to feel intuitive once you get familiar with it, especially if you want something that quietly supports you rather than takes over your brain.
Dubsado is a powerful business management platform designed for a wide range of service-based businesses. It’s highly customisable and flexible, which is a big draw for people who love building detailed systems from the ground up.
Both platforms can do the essentials well – your contracts, invoices, questionnaires, and client communication. The differences come down to approach, learning curve, what features matter most to your workflow, and how much complexity you want to manage.
Pricing: Studio Ninja vs Dubsado
Let’s talk numbers, because I know pricing matters when you’re trying to keep costs reasonable.
Note: prices are in USD for comparability
Studio Ninja Pricing (at the time of publish)
- Starter plan: $16/month
- Pro plan: $27/month
- Master plan: $40/month
Free trial option: 7 days
Dubsado Pricing (at the time of publish)
- Starter plan: $35/month
- Premier plan: $55/month
Free trial option: 21 days
On pricing alone, Studio Ninja is generally the more affordable option. That said, pricing is only one part of the decision, and it’s worth looking at how each platform feels to use day to day, and how much time it takes to set up and maintain.
Ease of Use: Which is More Beginner-Friendly?
This is where I see the biggest difference in how photographers actually experience these platforms.
Studio Ninja generally feels easier to get started with. The layout makes sense and most people can find their way around without needing hours of tutorials.
Dubsado offers much more customisation, but with that flexibility comes a steeper learning curve. You can absolutely build a sophisticated system but it requires a more upfront time investment and decision-making.
Neither approach is wrong. The choice between Studio Ninja vs Dubsado often comes down to whether you prefer something that works well quickly, or something you can customise extensively over time. If you’re trying to picture what setup actually looks like inside Studio Ninja, this Studio Ninja setup checklist walks through the key pieces you’ll need in place before you start.
Features: What Can Each Platform Actually Do?
Both platforms cover the core needs of a photography business, but they approach things differently.
Studio Ninja Features:
- Client management and communication
- Contracts and e-signatures
- Invoicing and payments
- Questionnaires and forms
- Workflow automation (more limited than Dubsado)
- Gallery delivery integration
- Mobile app
Dubsado Features:
Everything Studio Ninja offers, plus:
- Advanced automation options
- Detailed project management
- Time and expense tracking
- Greater customisation for forms and contracts
- Advanced reporting
- Scheduler integration
More features can be useful. But more features also means more setup and more decisions. I often see photographers paying for tools they never fully use, while still feeling overwhelmed by their system.
Client Experience: How Do Your Clients See It?
Your clients don’t care what CRM you use – they care about how smooth and clear their experience with you is.
Studio Ninja creates a clean, simple client portal. Your clients can view their contracts, pay invoices, and complete questionnaires without any confusion.
Dubsado can create beautiful, highly customised client experiences, but you need to have the time and knowledge to set it up properly. Out of the box, it can feel a bit generic.
For most photographers, Studio Ninja wins here because it works well without needing heavy customisation.
Automation: Making Your Life Easier
Automation is where CRMs can genuinely reduce mental load, or accidentally add to it.
Studio Ninja’s automation feels more like gentle guidance. It’ll automatically send reminders, move clients through your workflow, and handle the repetitive stuff, though they’re more limited in scope compared to what Dubsado offers.
Dubsado’s automation is much more extensive – you can automate almost anything if you’re willing to build it. The range of automation possibilities is much broader than Studio Ninja, allowing for complex, multi-step workflows. This is powerful, but can also become overwhelming if you’re not clear on what you actually need.
Which Platform Suits Different Photography Businesses?
Studio Ninja tends to work best for photographers who want:
- One system that handles the essentials well
- Minimal setup time
- Less ongoing system maintenance
- A platform designed specifically for photographers
Dubsado may suit photographers who:
- Offer multiple services beyond photography (i.e. mentoring)
- Need complex workflows or advanced reporting
- Enjoy building and refining detailed systems
- Have the capacity to manage a steeper learning curve
It isn’t about skill or ambition, it’s about fit.
The Honest Truth About Studio Ninja vs Dubsado
After working with photographers using both platforms, here’s what I’ve learned:
Most photographers are happier with Studio Ninja. Not because it’s necessarily “better,” but because it’s built with photographers in mind. It supports admin without demanding constant attention and is a great all-rounder CRM.
Dubsado can be an excellent choice for the right person/business. It offers incredible flexibility and power to create exactly the system you envision. Like any sophisticated tool, it rewards the time you invest in learning and setting it up properly.
The photographers I see thriving are the ones using systems that match their personality, capacity and stage of business. Nobody is saying the system you pick now is the system you need to use forever.
My Recommendation
If you’re choosing between Studio Ninja vs Dubsado, I generally recommend starting with Studio Ninja, unless you have a specific reason you need Dubsado’s advanced features.
Studio Ninja gets you up and running faster, costs less over time, and tends to feel lighter day to day. You can always migrate later if your business grows in a direction that needs more complexity.
Plus, if the idea of setting up a CRM feels overwhelming, Studio Ninja is much more forgiving. It’s designed to work well even if your setup isn’t perfect.
Still Feeling Stuck?
Choosing a CRM is only the first step. The real difference comes from how well it’s set up to support your actual business and life.
If you’re leaning toward Studio Ninja but don’t want to spend weeks second-guessing your setup, that’s exactly what I help with. I specialise exclusively in Studio Ninja setups – I know the platform inside and out, and I can get it working perfectly for your business (and your real capacity) from day one.
If you’d like Studio Ninja to feel calm, organised and actually supportive from the start, you can explore my Studio Ninja Setup service here.
