A Behind-the-Scenes Look at Honeybook SmartFiles for your Service Provider Business
Many times when clients come to me wanting help with their client experience, it's because they are doing everything manually: creating a proposal in Google docs, sending an invoice through Wave or Quickbooks, creating a contract inside Docusign, then sending a scheduling link in a separate email. Oftentimes clients don't even have a way to track which steps in the process each client has completed. This leads not only to overwhelm on the part of the service provider/business owner, but also to the new client feeling confused or overwhelmed right from the start.
It's a lot of work, and it's not effective.
This is where SmartFiles really shine! They make a seamless client experience in Honeybook a breeze.
Want to take a peek at the exact template I use in my business and adapt for all of our clients?! Check it out here.
A Seamless Client Experience in Honeybook
Honeybook's templates and automations are like pushing the EASY button on your client booking experience, and the SmartFiles are like the ignition that gets your process started. In this blog post I will walk through the different components of a SmartFile and their benefits. Scroll to the bottom for my tutorial video that gives you a BTS look at how beautiful and functional a SmartFile can be (or take a quick look here)!
What is a Honeybook SmartFile?
A SmartFile is a completely customizable, interactive document that you can send to clients when they're ready to book a service.
A SmartFile can include the following:
Welcome page with testimonials
Communication Expectations
Interactive Proposal
Service Add-ons
Invoice
Payment Page
Contract with e-signatures
Scheduling page
Next Steps
Questionnaire
You can create a SmartFile for many parts of your client booking and delivery process, but in this blog post and in my BTS tutorial video below, I'm going to focus on the Client Booking & Onboarding Process. If you don't already have your Client Booking Process mapped out, I highly recommend you do so! You can request my sample Booking process here.
The Template Gallery
If you don't want to start from scratch, you can explore Honeybook's Template Gallery. These templates, customizable to your unique needs, were created by service providers just like you who use Honeybook in their business. Then all you have to do is apply your Company Branding, swap in your own photos, icons, and services, and save the template as your own.
If you'd like to see my ALL IN ONE Client Booking template, you can get it here! My Onboarding Questionnaire & Scheduler is available as an Add-on as well.
What Makes a SmartFile "Smart"?
SmartFiles not only populate every page with your lead or client's contact information, but will also populate your invoice and contract with the services chosen on the Proposal page. (Watch the video for a sample!)
If you include a Scheduling page, you can also choose which scheduling session shows up here for clients to book with you. For example, most people start their new client experience with an Onboarding or Strategy session. Putting this booking page after your contract and payment page creates a streamlined experience for your client.
Navigating the Essential Components of your Client Experience in Honeybook
Other things I cover in my tutorial video below:
Offering Add-On services on your Proposal page - allow your clients to select additional services like a Books CleanUp, Strategy Session, Brand Kit, System Setup, and more.
Using AutoPay for Invoices - force your invoices to require Auto-pay, or let clients select it for themselves.
Adding multiple signatories to a contract - some clients require multiple signatories. Watch how you can add an additional people to a contract.
Two ways to send a SmartFile - see how you can send from inside a Project or from your template library.
Using Email templates to send a SmartFile - don't start from scratch every time! Use an email template to send your SmartFile.
Ready to dig in?!
Honeybook SmartFile Tutorial
Watch this video for a Behind the Scenes look at the beauty and functionality of a SmartFile:
Additional HoneyBook Support
If you're great at DIY, this video might be enough for you. However, as a business owner myself, I understand that you sometimes don't have time to do it yourself, even if you're capable!
That's why we offer a variety of Honeybook services for every budget and need:
Honeybook Done with You
Honeybook Done for You
Honeybook Done in a Day
Honeybook Consulting
Honeybook Invoice Features & Tutorial
One of the most common questions I see in Business facebook groups is "What do you use for invoices?!" There are lots of different strategies out there - some people use a Bookkeeping tool like Quickbooks. Others use simple payment links through Stripe. Still others use websites or All-in-Ones like their website to keep everything in one place.
I will always keep my invoicing in Honeybook, and here's why: it allows you to gatekeep access, and move clients seamlessly through the booking and onboarding process.
For example: for our Retainer packages, I don't want people to book their Onboarding call until AFTER they've paid and filled out our Onboarding Questionnaire.
With Honeybook SmartFiles, I can automate sending ONE Onboarding SmartFile with Questionnaire + Scheduler - but only AFTER they've paid their invoice!
I also have an automated email that sends them my W9 after their first payment. Pretty sweet if you ask me! Remember: our goal should always be to MAKE IT EASY - for you and for your client.
Can you add discounts to Invoices in Honeybook?
Yes!! You can add discounts either by a specific dollar amount OR a percentage of the overall total. Click here for more info.
Does Honeybook support Autopay?
YES! You can make Autopay optional, or require it, in the Invoice Settings.
Can Honeybook send recurring invoices?
Yes! There are two ways to do this.
The first is great if you are on retainer with a client, or are providing monthly coaching or recurring consulting sessions. Simply change the setting to "recurring", and then choose how many invoices you want to send. In this case, whatever services & price you put on your initial invoice will recur every single month. This will generate a brand new invoice each month. *Watch my video below to understand why you might want to use a standalone invoice for certain services if your clients will be on recurring invoices.
Example: Your client is paying you $350/month for ongoing bookkeeping support. On the Invoice page of your SmartFile, you'll have your Bookkeeping services & deliverables lsited for $350. Then adjust the settings to "recurring". Next, you'll choose the number of invoices to send out based on your contract - let's say 12 for the whole year. Now the invoices will be automatically sent to your client each month. Toggle on REQUIRE AUTOPAY to ensure they don't miss a payment!
The next way is to adjust the Payment Schedule. In this case, you'd put the entire cost on the invoice, then split it into payments. You have lots of options for when these payments are due:
Invoice Date - due the day the invoice is sent
Custom Date - due on a specific date you pick on the calendar
Smart Date - choose a date based on time and actions
Mid-Project Payment - due halfway between when first invoice is sent and Project End date
Project Date - Payment is due on Project Date (eg, date of event)
Milestone Payment - Sent and due when you complete a milestone (manually trigger)
This is great if you are working on a long-term project and offer payment plans - think Website Design, Email Marketing Setup, etc.
Watch this Honeybook Invoices tutorial video to learn more:
Honeybook Late Payment Fees Feature (*NEW!*)
Need more than Honeybook Support?
We've got you covered there, too. Our Comprehensive Support Packages provide you with a custom package that includes project setup, ongoing admin support, and strategic consulting with me. Book a free consult to learn more:
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