We know that cancellations are a bummer, but we're here to help. (And if your client chooses to reschedule instead, here at the steps you'll want to take).
Step 1: Issue any refunds, if necessary
Depending on the contract you and your client signed, they may be entitled to a partial or full refund. Review your contract language, and if necessary, proceed with the required refunds.
If any payments have come in outside of HoneyBook that you manually marked as paid in the system, you can also mark those payments as refunded after issuing the refund via the original payment method. This will just help you keep track of all cash in and out in HoneyBook.
Step 2: Send a cancellation amendment
If your client had already signed a contract prior to canceling, you'll likely want to send a cancellation amendment. This amendment will terminate all agreed upon obligations between both parties, addressing the Project changes as well as what's expected to happen with any fees/retainers that have already been paid or that are outstanding. To help out, HoneyBook has added a suggested Cancellation Amendment to your Contract Templates section.*
Remember, if a client wants to reschedule a Project instead, here's what you'll want to do.
In HoneyBook, sending a cancellation amendment follows the same steps you would have taken when you sent your original contract. The amendment will simply be sent as a new contract file.
To send, simply select the appropriate Cancellation Template when creating your new file (you can use HoneyBook's suggested Template*, or create your own), and update the relevant Project information. You can also start from blank and copy/paste your new language into the text editor before sending.
Since the newly-sent amendment should cover all the Project changes, you should not need to edit, delete, or expire the original contract.
*Don't see the Cancellation Amendment in your account yet? Make sure to add it via the HoneyBook COVID-19 Toolkit. Here's how:
1. From your HoneyBook home page, select COVID-19 Toolkit from the Tools menu.
2. In the COVID-19 Template Assets section, you'll see the option to add Contract Clauses & Amendments. Click the plus button.
3. Head back to your Templates section, and select Contracts from the menu on the left to find the Templates you added!
PLEASE NOTE: All businesses, Projects, clients, and situations are different. Please always check with a lawyer to confirm the best procedure for the specific situations you encounter.
Step 3: Archive the Project
You can delete the Project entirely if you'd rather — and if no payments have been made already — but that will remove all traces of the Project from your HoneyBook account. To make sure you always have a paper trail, we recommend archiving the Project versus deleting entirely.
Archiving simply involves moving the Project to the archived Pipeline stage, and selecting the reason for archive. Completing the archive will:
Stop clients from receiving any HoneyBook's automated messages, payment reminders, or any other communication from your HoneyBook account
Stop any automated or recurring payments you'd previously set up
Expire all files within the Project (you'll still be able to access them, but no further action can be taken by you or your clients)
Remove the Project from the active stages of your Project Pipeline
PLEASE NOTE: No Project, file, payment, or client information will be deleted upon archive. Outstanding payment information will be removed from your Bookkeeping section, but any paid payments will still be tracked in both Bookkeeping and Reports. All archived Projects can be found in the Archived stage of your Pipeline, and you can un-archive the Project at any time, simply by locating the Project and moving it to any active Pipeline stage.
Want to learn more?
Still have questions? Feel free to send us a message by clicking the Question Mark icon on any HoneyBook page. Our team is always happy to help!