HoneyBook 101, Lesson 5: Sending Files & Managing Payments
Section 1: Creating & sending Proposals
Lesson 5: Sending Files & Managing Payments
- Section 1: Creating & sending Proposals
- Section 2: Accepting payments in (and out of!) HoneyBook
- Section 3: Managing payment changes & refunds
Time for Lesson 5—the final lesson! And this is the (extra) fun part. Now that your account is set up and you've created your first Project through which to communicate with your client, it's time to start communicating! We'll finish this course by learning how to send the files that get you booked and paid, and what happens once those payments come in.
Ready? Lesson 5, Section 1 begins below!
As we know, Proposals are your all-in-one file for booking a client. Instead of needing to send two separate files—an Invoice and a Contract—just send one! It streamlines the work for both you and your client. They can review, pay, and sign from one document.
Remember: if you've already created Proposal Templates, using the foundations we learned in Lesson 3, you can always work off of those when sending a Proposal to your client! However, we'll walk through the full creation process in this lesson, just to review.
To create and send a Proposal:
1. Find or create the Project that requires a Proposal, since, as we know, Proposals (like all files) need to be associated with an existing Project.
- Find a Project: search via the search icon in the top left corner of your Home page, or select the Projects tab to review your full list of Projects.
- Create a Project, per the instructions in Lesson 4, Section 3!
2. Once in the Project's workspace, click the New File button.
3. Select Proposal from the file menu.
4. Choose to start with a blank Proposal, a recently used Proposal, or a Proposal Template.
5. Now, you can customize your file header—here's how to edit the file name, background image, and more.
6. In the Items and Scheduled Payment sections, you'll create the Invoice portion of your Proposal. In the Items section, click Add New Item to choose some services. You can:
- Select a Package Template, if you've created some (if not, check out Lesson 3, Section 2!)
- Choose a recently used Item
- Add a brand new Item by typing in an Item name, then clicking the Add (+) button (this will also add these items to your Item Bank, for easy selection in the future!)
7. Edit the details for each Item or Package by clicking on the field you'd like to update: name, quantity, price, tax rate, etc.
HoneyBook Tip: You can also rearrange the order of Items: the 6-dot Icon that appears on the left side of the Item indicates a drag-and-drop!
8. In the Schedule Payments section, customize your payment amounts and due dates.
To edit the Amount field: click on the dollar amounts to edit the values. You can choose from:
- Custom amount: the dollar value of your choice
- Percentage: allow the platform to automatically calculate dollar amounts based on your percentages
- Divide equally: the total Invoice amount, divided equally across all payments
To edit the When field: click on the dates to edit the values. You can choose due dates from the following list of options:
- Upon Receipt: payment due on the date the invoice is sent
- The Project date: whenever your Project start date is set for
- A Custom date: select a fixed due date on the calendar
- Mid project date: halfway between the day the invoice is sent and the Project date
- A Smart date: due date is based on a variable such as specific number of days, weeks, or months before a Project date, after a Project date, or after the Invoice has been sent
- A Milestone date: manually request payment once a project milestone is completed (e.g. completion of a deliverable).
To add or remove payments from the schedule if necessary:
- Add: Click Add Another Payment at the bottom of the section
- Remove: hover over a payment and select the Trash Can Icon on the right.
9. Now, head to the Contract section, where you can customize your service agreement. Enter the full text of your Contract in the text box below the header. Feel free to take advantage of the text formatting options—customize to represent your brand!
- HoneyBook Tip: HoneyBook Contracts are legally binding, so make sure to clearly include all relevant service information here.
10. Click the Field Options button in the format tool bar to add fields that automatically pull in Project details such as your client's info, event specifics, relevant dates, and more—choose any fields that currently exist in your HoneyBook Projects.
Learn more about adding Contract Fields in the full video at the end of this section.
11. Use the other add buttons in the format tool bar to insert:
- A header
- A payment schedule, auto-populating from your Proposal
- Your Package List
PLEASE NOTE: Contract signature lines will be automatically added to the bottom of the Contract—one for the Project owner (either you, or the teammate that created the Project), and one for the first participant added. For Projects with multiple participants, you can choose to have all parties sign, or remove participants with the trash can icon. A signatory MUST be added as a Project participant in order to sign a Contract.
12. Click the file drawer tab on the left to edit payment options and other settings for this individual file. You can choose to:
- Allow Gratuity: toggle this on to allow your clients to add a tip to their payments.
- Enable Payment By: choose whether your clients can pay by credit card, bank transfer, or either. Most members leave both options on, so their clients can decide. We'll learn more about payment options in the next section!
- Set to Auto-Pay: set up auto-pay to automatically charge your client on the appropriate due dates. Your client will need to agree to this before auto-pay takes effect.
When your client receives the file and proceeds to the payment options, they'll now be able to make their payment using whatever settings you saved.
13. Click the Client View button in the top right corner to preview what your client will see, or just click Next: Review Email to proceed.
14. Review your email subject line and body, and make any edits you'd like. Learn more about editing your emails here.
14. Click Send! HoneyBook will send the email and Proposal right to your client.
PLEASE NOTE: If you've added multiple participants to your Project but you only need to send the Proposal to one (or a certain subset of the participants), you can create a related Workspace within your Project to do so!
- Field Name will show as placeholder text if no value is assigned in the Project.
- Field Value can be entered for fields that are more static (like your business information), but you'll likely want to leave it blank; this will prompt you or your client to enter specific Project info before sending or signing the file.
- You can select whether your client Can Edit (has the option to update), Must Fill (is required to update), or Can't Edit the field.
Wahoo! Now, you’ve sent a Proposal and you’re on your way to getting booked. In the next section, Accepting Payments In (and out of!) HoneyBook, we’ll review what happens when payments are made through HoneyBook, as well as how to manage any payments that don’t come in through the platform.
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!