Once your smart file is ready, you can share it with clients in several ways — by email, direct link, or a view-only link. You can also test the file before it reaches your client, edit it after sharing, and control exactly who can access and interact with it.

Preview a smart file before sharing

Before sharing with a client, send a test to yourself to review the full client experience — layout, content, and flow — across every page.

📣 Note

You can test the invoice flow, but you can’t complete a test payment. Paying yourself is against HoneyBook's policy.

Open the smart file, then select Share
- In the mobile app: Select Share > Share via email
Adjust the test email copy, or choose a different email template
Select the Send dropdown > Send yourself a test > Got it
- In the mobile app: Select More options (ellipsis icon) > Send yourself a test smart file > Got it
The test email and smart file will arrive in your inbox. Look through every page to review, as nothing is saved or changed if you fill it out.
- If edits are needed, return to the smart file builder
- If everything looks good, share it with your client

Share a smart file

By email

Open the smart file, then select Share
- In the mobile app: Select Share > Share via email
In the “To” field, confirm or adjust recipients:
- To add a recipient, select Add recipients (plus icon) > the recipient
- To remove a recipient, select the X icon
  - In the mobile app: Select the recipient > Remove
To control who can view and interact with the file, select Manage file access (people icon). Turn access on or off per project participant, then select Done.
- In the mobile app: Select More options (ellipsis icon) > Manage file access
Compose your email — a button linking to the file is added automatically, for example, "View invoice.” You can edit the button text, but not its placement
Select Send
- On the web: Also, select Got it to confirm. You can also use the Send dropdown to schedule the email for a future date and time.
Clients receive the file directly in their inbox and can open and interact with it from any device

By direct link

Use a direct link to share the file through text, social media, or any channel outside email — or to make the file accessible to project participants without notifying them.

Open the smart file, then select Share > Copy link
- In the mobile app: Select Share > Share link
To control who can view and interact with the file, select Manage file access (people icon). Turn access on or off per project participant, then select Done.
- In the mobile app: Select More options (ellipsis icon) > Manage file access
Select Copy next to the link
- In the mobile app: Select the link to copy it
HoneyBook generates a link based on your client portal URL. The file status updates to “Sent,” but no email is sent.
- Only participants with access granted can open and interact with the file

Set a default email template for sharing on the web

Save time by setting a default email on the web that appears automatically whenever you share a specific file template — so you don't have to write a new message each time.

From the navigation menu, select Templates > File templates
Open the template
Select the three-dot menu icon > Edit email settings
Under “Select an email template,” choose a default email template from the dropdown
Optionally customize:
- Show your company logo: Turn on or off
- Edit button text: Enter the text that will appear on the link button
  - To change the button color, go to Company settings
Select Save
- When you share the corresponding file from a project, the default email template appears automatically. You can edit it before sharing or share it as-is.

📣 Note

If the file template is used in an automation and a different email is set for that automation step, the automation email takes precedence. However, the logo and button settings from the template level are retained.

Edit a file after sharing

You can edit a smart file at any time after sharing — even if the client has already taken action on it.

Find the project using the search bar, or select Projects in the navigation menu
Open the project workspace, then select the smart file > Edit file
Make your changes, then select Update & share
- In the mobile app: Select Publish
In the banner that automatically appears, select Draft an email (web) or Yes, I’ll draft an email (mobile app) if you’d like to notify project participants of the change
- If you choose to notify, adjust the email copy as needed, then select Send. Your changes go live immediately after publishing.
- In some cases — such as when a contract has already been signed — you’re required to notify your client of any changes. Learn when client notification is required.

📚 Tip

If you need to revert to a previous version of the file, you can view its version history.

Enable view-only file sharing on the web

View-only sharing lets recipients view a smart file without taking any actions, and without seeing other project files or details. This is useful for stakeholders who need visibility but shouldn't interact with the file.

📣 Note

View-only file access can only be enabled from HoneyBook on the web — not in the mobile app. This setting is available only on files within a project, not on templates.

Enable view-only access

Open the smart file, then select File settings (gear icon)
Under “Security and file access,” turn on Enable view-only access to this file
Select Save & exit
Share the file — the view-only link becomes available once the file is published

Manage the view-only link

Once view-only access is enabled and the file is published, you can:

Copy the view-only link to share it
Generate a new link — This invalidates the previous link
Turn off view-only access — This invalidates all existing view-only links

How view-only access works for each person

Project participants: Can copy and share the view-only link. To copy it, they can open the file, then select Link sharing (share icon) > Copy view-only link. They can still take actions on the file themselves — their experience is unchanged.
View-only recipients: Can view the file without taking any actions. They don’t need to be added to the project and won't see other project files or details.