Growing Your Business, Lesson 2: Projects & Files to Get You Booked
Section 3: Creating & sending Proposals
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.
And even better: if you know how to create an Invoice and a Contract (which you now should, after making it through Lesson 1, Section 3 on creating these file Templates!), then you know how to create a Proposal! All the core elements will be the same, with a few extra settings to review before you send.
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.
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.
HoneyBook Tip: This is why it’s helpful to have Templates built out in advance! You can quickly apply them to Projects at this stage, then make any changes that might apply to this particular Project/client without the need to recreate the majority of file.
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 (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 (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 Lesson 1.3!
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 with the Add Signature button, or remove certain 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. Learn more about payment options here.
- 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.
15. 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!
Once your client receives their Proposal, they’ll be able to open the file from any device to add their signature and make a payment. You’ll learn more about your clients’ experience with Proposals (and other files!) in Section 5 of this lesson!
In the next section, Your Clients' HoneyBook Experience, we’ll review what your client will see on their side of HoneyBook: the Client Portal!
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!