Smart files are HoneyBook's interactive client documents. They combine invoices, contracts, scheduling, questionnaires, and more into one file. Clients can review, sign, pay, and respond — all in one place. This article covers all the ways to build a smart file and how to share it with clients.
Plan your smart file
Before you build, decide what the file needs to do. Smart files are flexible — they can handle a single task like collecting a signature, or your entire client onboarding flow (service selection, contract, and payment in one file). Ask yourself:
What do I need from the client? (signature, payment, answers, a booked session)
What does the client need from me? (pricing, next steps, terms)
Is this a one-time file, or something I'll reuse?
If you're not sure where to start, browse the Template gallery for a ready-made starting point. Filter by industry or file type, then customize it to fit your brand.
Add blocks to your file
Blocks are the building blocks of every smart file. Add any combination — you don't need to use all of them. Some common blocks are:
Text, Image, and Video — Share information and set the tone
Questions — Gather details from clients
Company info — Display your logo, contact information, and social links
Services — Let clients choose from a list of offerings
Contract — Collect signatures
Invoice & pay — Request payment
Scheduler — Let clients book a session
📚 Tip
Combine blocks strategically to reduce back-and-forth. For example, pair a services block with an invoice smart file so clients can select and pay in one step.
Create a smart file on the web
Choose where to start
You can start a smart file on the web from these places:
Starting point | Best for | Reusable? |
File templates page | Files you’ll share with multiple clients | ✅ Yes |
“Files” pages | Quick access from any “Files” pages | ✅ Yes |
Project workspace | Files built for one specific project | ❌ No |
Starting from File templates or any of the Files pages creates a reusable template you can bring into any project and customize per client. Starting from a project workspace creates a one-off file tied to a specific project.
From the “File templates” page
From the navigation menu, select Templates > File templates
You can then:
Select Create new > the type of smart file template you want to create, or Custom to start from scratch
Edit an existing template
Select a template from the Template gallery
When ready to use for a client, select in the top-right corner of the smart file builder Update template (if applicable) > Use template
In the top-left corner, you can select Save to a project to choose an existing project, or create a new one
From any of the “Files” pages
From the navigation menu, select Files > any of the subpages
Select Create file > the type of smart file you want to create
Choose:
Use a template: Use one of your templates to start your file
Start from a recent file: Use one of the files you recently sent as a starting point
+ Start from blank
Import a PDF (only if you selected Contract): Upload a PDF and convert it into a usable file
In the top-left corner of the smart file builder, you can select Save to a project to choose an existing project, or create a new one
From a project workspace
From the navigation menu, select Projects
Find and open the project
Select Create file > the type of smart file you want to create, or Custom Smart file to start from scratch
Choose:
Use a template: Use one of your templates to start your file
Start from a recent file: Use one of the files you recently sent as a starting point
+ Start from blank
Import a PDF (only if you selected Contract): Upload a PDF and convert it into a usable file
Create a smart file in the mobile app
You can create and share smart files from the HoneyBook mobile app. Note that in the mobile app, you can only add:
Layouts
Text
Images
Contracts
Invoices
Dividers
Timelines
To include other blocks like a scheduler or services, start from a web-created template or draft.
Start or edit a smart file
Select
Add a block > Smart file. Alternative, you can:Select Projects from the bottom navigation to open a project, or create a new one
Select Create file
Choose a template, select + Start from blank smart file, or select a recently shared file from the Recent tab
If you want to customize your blocks:
Add a block: Select
Add a block, then choose what to addNote that the mobile app doesn't support the full range of action blocks available on the web
Edit a block's settings: Select the block once, then adjust the background color or top and bottom margins
Edit a text block: Select the text block twice
Delete a block: Select the block >
Delete (trash icon)Rearrange a block: Select the block >
Move (reorder icon)
Elevate your file with branding
A polished file builds trust and makes a strong impression. These quick wins take less than 5 minutes each:
Apply your company theme: Set your theme in Company settings beforehand, then apply it to any file. This updates your colors, fonts, and branding across the whole file instantly.
Use a custom font: Match the font you use on your website, emails, and social channels to keep your brand consistent
Add background images: Add a background image to one or more pages for a professional, polished look. Adjust the opacity so it doesn't interfere with your content.
Customize button text: Every page has a button clients use to move forward. Edit the text to match your brand voice and set clear expectations, for example, "Review your quote" instead of "Next.”
Add a company info block: Include your logo, contact details, and social links — especially on invoices, contracts, and service pages
Add a thank-you page: Add a final page to close the experience on a warm note. Use it to confirm next steps or express appreciation after payment.
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!