Procurement Asks.
We Already Have It.
This page is for the person who writes the PO. Every document your vendor onboarding requires is ready before the first call ends, and the logistics of a multi-office program are our job, not yours.
Everything Your Vendor
Onboarding Requires.
W-9
Current and on file. Sent the same day it is requested, every time.
Certificate of Insurance
Issued naming your organization as certificate holder. A certificate meeting your required limits is available on request.
MSA & SOW
We sign your master service agreement or provide our own templates. Statements of work spell out scope, deliverables, and timeline before anything is booked.
Vendor Registration
We complete your vendor portal forms and supplier questionnaires. We work with Fortune 500 procurement processes regularly.
Payment Terms
Invoicing matched to your AP process. Net 30 standard. One invoice for multi-office engagements if that is how your team prefers it.
Site Access
Background checks and badging requirements accommodated where your facilities require them.
Licensing & Confidentiality
Usage rights, copyright, model releases, and NDA-friendly confidentiality are stated in the SOW.
Read the licensing and usage termsFirst Call to Approved Vendor:
Days, Not Weeks.
Intro Call
Scope, headcount, locations, timeline. By the end of the call you know the cost and we know your requirements.
Documents Packet
W-9, COI, and agreement templates delivered the same day. Nothing to chase.
SOW & Registration
Agreement signed, vendor portal completed, purchase order issued on your side.
Photo Day
On-site studio at your office. Five to ten minutes per person. Fast turnaround on proofs.
One Photographer.
Every Office. One Standard.
56% of our engagements involve more than one office, averaging 2.8 locations per project. The reliable way to keep a distributed team looking like one company is sending the same photographer to every site: same lighting, same direction, same retouching. Hiring a separate local photographer per city reintroduces the drift you were trying to fix. The data behind that is in our State of Corporate Headshots 2026 report.
For your side of the desk that means one vendor record, one invoice, and one point of contact. Here is how nationwide fly-in coverage works.
A Headshot Network Sends Six Photographers to Six Offices. We Send One.
National headshot platforms dispatch whichever local photographer is available in each city and stitch the results together. The mismatch shows up on your team page. This is what the difference looks like from your side of the desk.
- Who shows up
A headshot network
A different local photographer in each city, booked through a platform.
The Corporate Headshot Program
Henry, in every city, on every date.
- Lighting and backdrop
A headshot network
Whatever kit each photographer owns, matched in post if at all.
The Corporate Headshot Program
One kit, one lighting recipe, the same backdrop and distance at every site.
- Direction
A headshot network
A different coaching style at every stop, and expressions that drift.
The Corporate Headshot Program
The same coaching, so the Dallas set reads like the Chicago set.
- Retouching
A headshot network
Multiple editors, multiple profiles.
The Corporate Headshot Program
One retouching profile across the whole program.
- Paperwork
A headshot network
A contract, a COI, and an invoice per city.
The Corporate Headshot Program
One MSA, one COI, one invoice, one point of contact.
- New hires
A headshot network
A new stranger to re-book, and a set that may not match.
The Corporate Headshot Program
The same standard on the next visit or on a virtual session.
| A headshot network | The Corporate Headshot Program | |
|---|---|---|
| Who shows up | A different local photographer in each city, booked through a platform. | Henry, in every city, on every date. |
| Lighting and backdrop | Whatever kit each photographer owns, matched in post if at all. | One kit, one lighting recipe, the same backdrop and distance at every site. |
| Direction | A different coaching style at every stop, and expressions that drift. | The same coaching, so the Dallas set reads like the Chicago set. |
| Retouching | Multiple editors, multiple profiles. | One retouching profile across the whole program. |
| Paperwork | A contract, a COI, and an invoice per city. | One MSA, one COI, one invoice, one point of contact. |
| New hires | A new stranger to re-book, and a set that may not match. | The same standard on the next visit or on a virtual session. |
Henry photographs every session. Producers and production assistants join under his direction on larger days, so the schedule holds. The lighting recipe, the coaching, and the retouching stay identical at every site.
Set It Up Once.
Never Chase It Again.
The most common failure mode in corporate photography is the team page that goes stale between shoots. A standing program fixes it: recurring new-hire photo days on a monthly or quarterly cadence, a standing rate agreement so procurement is involved once, and scheduling we run ourselves with sign-up links per session.
New employees match the rest of the team from their first week, and nobody on your side has to manage a photographer. See the packaged programs for where most teams start.
Selected clients from 120+ organizations across 47 states
“I'm based in Oklahoma City and contacted Henry for a last minute headshot for one of our company's remote employees based in the area. He was very communicative and flexible. His promptness allowed me to be at ease with the time constraints. The project turned out incredibly well. Definitely book with him!”
Marc Adrian
Marketing Coordinator
What Procurement Teams Ask Us
What procurement documentation do you provide?
W-9, certificate of insurance (COI), vendor registration forms, MSA and SOW templates, and any other procurement documentation your organization requires. We work with Fortune 500 procurement processes regularly and can adapt to your standards.
Can you register in our vendor portal?
Yes. We complete vendor portal registrations and supplier questionnaires as part of onboarding, at no extra cost. Send the portal link and we handle the rest.
Do you sign our MSA or provide your own?
Either. Most enterprise clients prefer their own master service agreement, and we sign it after review. If you do not have one, we provide our own MSA and SOW templates as a starting point.
What are your payment terms?
Net 30 is standard. We invoice to match your AP process, including PO numbers, cost center codes, and consolidated invoicing for multi-office engagements.
How do you handle teams across multiple states?
One photographer travels to every office, so every location gets the same lighting, the same direction, and the same retouching. Travel is quoted up front, as its own line item.
How fast are proofs delivered?
Proofs come back fast. Final retouched files arrive within five business days. The industry median for proofs is nine days.
Can you run a standing new-hire headshot program?
Yes. We set up recurring photo days, monthly or quarterly, so new employees match the rest of the team page. Standing rate agreements keep procurement involvement to a one-time setup.
Get the Procurement Packet.
A one-page PDF written for procurement and AP: vendor documents, insurance, payment terms, and how multi-office scheduling works. Forward it to whoever signs off.
or call (314) 877-8877