Growing Your Business, Lesson 1: Setting Up for Business Growth
Section 3: Get booked fast with Invoice, Contract, & Proposal Templates

Now that you have some of your account foundations in place, it's time to start on Templates for your all-important "bookable files": Invoices, Contracts, and Proposals! These are the files that confirm your Project by getting legally binding signatures and/or payments—and having Templates ready to roll for common Contract language and payment schedules makes the booking process a breeze.

In this section, we'll review:

Remember, all your Templates are all housed in the same place, which you can access by clicking the Tools tab in your top navigation bar, then selecting Templates. 

From there, you can select the type of Template you’d like to view or create!

Invoice Templates

An Invoice is a list of services and prices, as well as a payment schedule. When your client receives an Invoice, they'll be able to review the line items and seamlessly make their payment online.

When you create an Invoice Template, not only can you save groups of items or services that might commonly be sold together, but you’ll have your choice of dynamic fields to use in your payment schedule. So even if you apply this Template to a Project in the future and then add $2000 worth of services for that individual client, your payment amounts in the schedule can automatically recalculate! 

Or maybe you always need your first payment due a week after the invoice is sent, and the final payment due on the Project date? Those dates can automatically fill in for you, too—so you don’t have to go through and adjust the schedule on every Invoice that you send.

From within your Invoice Templates section:

1.  You can work off of an example Template provided, or start from scratch by clicking the tab on the left side of the screen to open the File Drawer, then clicking Add Template.

2.  Name your Template by clicking the title in the top left corner.

HoneyBook Tip: Naming your Templates makes it easy to find what you’re looking for in the future!

3.  Now, you can customize your file header—here's how to edit the file name, background image, and more.

4.  In the Items section, click Add New Item to choose some services. You can:

  • Select a Package Template, if you've created some (as we reviewed in Lesson 1.1!)

  • Choose a recently used Item

  • Add a brand new Item by typing in an Item name, then clicking the Add (+) button

5.  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!

6.  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:

  • 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.

And that's your Invoice! Remember, all changes will save automatically.

Contract Templates

Contracts through HoneyBook are legally binding documents that allow you to specify the nitty gritty service information of your project, and they require your client to review and sign the file—which they can do right through our platform—before the project can proceed.

Another file type that offers dynamic fields, Contracts allow you to insert Contract Fields, which you can use to either automatically pull in details like client information, Project details, etc.; or, which you can use to request information from a client (maybe you need them to initial a section to confirm that they’ve read it, for example).

From within your Contract Templates section:

1.  You can work off of the example Template provided—a great place to start, if you don't already have Contracts to work off of—or start from scratch by clicking the tab on the left side of the screen to open the File Drawer, then clicking Add Template.

2.  Name your Template by clicking the title in the top left corner.

HoneyBook Tip: Naming your Templates makes it easy to find what you’re looking for in the future!

3.  Customize your file header.

4.  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.

PLEASE NOTE: Unfortunately, at the moment, your existing Contracts cannot be uploaded directly into HoneyBook—your Contract language will need to be copied and pasted into these Templates, per these instructions, in order to use them moving forward.

5.  Click the Field Options button in the format tool bar to add a Contract Field! These are the fields that can 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 video below!

  • 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.

6.  Use the other add buttons in the format tool bar to insert: 

  • A header

  • A payment schedule, auto-populating from your Project

  • Your Package List

PLEASE NOTE: When creating Contract Templates, you will not see an option to add signature lines. Don't worry—when you apply the Template to a Project, the platform will automatically add signature lines for all participants and for you.

All changes will save automatically!

Want more information on setting up Contract Fields? Check out this video!

Proposal Templates

Proposals are your one-stop shop for booking a client. Instead of getting caught in a tornado of oh-so-many different files, sending a Proposal—a file that combines an Invoice and a Contract—expedites your booking process and allows your client to quickly review, pay, and sign. All from one document.

Best part? If you know how to create Invoice and Contract Templates, you know how to create a Proposal Template! It’s just two files in one. 

Head to your Proposal Template section, then follow the above instructions for creating an Invoice Template and creating a Contract Template.

In the next section, Uploading Your Branding & Assets, we’ll go over how to import relevant brand collateral, to ensure that all communication going out of the platform looks like your company and aligns with your brand!

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!

Did this answer your question?