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Automatically create a draft invoice from your client's service selections
Automatically create a draft invoice from your client's service selections

How to automatically create a draft invoice after a client selects services

Updated over 2 months ago

Smart files contain a number of helpful automations–one being the ability to automatically pull a client’s service selections into an invoice. There are two ways to set up this connection.

Situation

How to set up

What your client will experience

I want clients to select services and pay all in one setting

Include a services block and an invoice & pay block all in the same smart file. Learn how here.

Your client will access one file, in which their selections will funnel directly into the invoice page of the same file. They’ll be prompted to pay right away.

I want to glance over my client's selections before sending a payment request

Use two smart files: one, where clients will select services; and another, that will be automatically saved as a draft file containing an invoice with the client’s selections.

Learn how to set this up below.

Your client will select services in the first file. Once you send the second, they'll then be prompted to pay.

The second option is great if you require a manual review step in your process, and it’s what we’ll cover in this article. With this automation in place, you can review the draft invoice, make any adjustments, and send it out for payment.

📚 Tip

If you're familiar with HoneyBook's legacy files, this article covers the smart files equivalent of creating draft proposals from clients' service selections.

  1. First, you’ll need to set up a smart file that allows for service selection

    1. Within any smart file, make sure that a services block is added to it

    2. If you want to allow for this automation whenever you send a smart file with services, make sure that you’re working in your templates

      1. A template’s settings will apply every time the template is used in a project, but you can always adjust the settings on a one-off basis when you’re working on the template in a project

  2. Click the block container of the services (the outline of the boxes that hold the services)

    1. This will display the services settings in the right sidebar

  3. Under the services settings, make sure that the service selection is set to Select one or Select multiple

  4. Under the services settings, make sure that Selection is required is toggled ON

  5. Next, click the gear icon from the top bar to open the smart file's settings

  6. Scroll to the service block settings section and toggle the button ON

  7. Under the drop-down, select the template that you would like to be saved as a draft after a client submits service selections from the file you're working on

    1. If you choose a template that already contains an invoice block, the clients’ selections will be added to any existing invoice items in the drafted version

    2. If the template does not already contain an invoice block, we’ll add one for you with the chosen services

    3. If you'd like your clients to sign & pay all at once, make sure that the template you select contains a contract

      1. If you're familiar with HoneyBook's legacy files, this will set up the equivalent of creating draft proposals from clients' service selections

  8. Click Save & Exit

Once you share the services smart file with a client and they submit selections, you’ll see a new draft smart file in the client progress area of the file, as well as in the Files tab of the client’s project. Then, you can review the draft, make any necessary changes, and send the new file when you’re ready for the client to make 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!

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