We know that when it comes to migrating into a new system, there can be a learning curve. That's why we're here to help guide you as much as we can!

While you begin to translate your process into HoneyBook, keep in mind that the tools we offer may be more flexible and customizable than tools you use today, which means there's likely room to alter your process slightly. As you set up your account, you can also refine your process to make things smoother, quicker, and generally easier for you and your clients.

In this article, we'll review the questions you'll want to ask yourself in order to map out each unique step in your process, the equivalent tool(s) in HoneyBook, and detailed instructions on how to translate those interactions into HoneyBook's suite of tools.

In this article, we'll review solutions for:


This article references smart files, our newest file experience. If you still have legacy files in your account, you may see something a little different! Smart files are still in beta, but they’re coming soon and offering more power and customization than ever. Join the waitlist to get access ASAP!


Mapping your business process

In order to build out your process in HoneyBook, you first need to understand what your process is! We call this "process mapping": essentially, creating a map of your different clientflows or client interactions. You'll simply think through what happens first with each client, what happens next, and so on, until a project is complete.

Keep in mind that different types of clients might have different clientflows or steps in your process, so depending on how many different types of clients you work with, you may map out several different client journeys.

Two HoneyBook tools to be aware of while mapping out your clientflows:

  • Smart files: these allow you to create files with any combination of text, images, videos, questions, service selection, invoicing, payments, and contracts

  • Automations: this tool can help to automatically send, or automatically set reminders to send, smart files or email templates in your process; or, set internal tasks for completion at different times throughout your process

HoneyBook Tip: Pay special attention to areas in your business where you can combine steps to further streamline your process with HoneyBook.


Sourcing leads through various channels

All of the HoneyBook tools below will add your leads to HoneyBook as a new project, so you can have one place to track your communication and client actions (payments, scheduling, contracts, service selections, etc.).

Source/Action
(your current process)

HoneyBook Tool
(our solution for your process)

How to in HoneyBook

Purchasing on website

Contact Form + Automations

  1. Customize your contact form.

  2. Add the contact form to your website.

  3. Create a smart file template that contains an invoice and service selection.

  4. Set up an automation to send that smart file template when the contact form is submitted.

Book a call button on website

Scheduling Link

  1. Set up a session type using the scheduling tool.

  2. Copy the link and add to your website. You can redirect to the link using hyperlinked text or a button, if your website supports that.

Contact me button on website

Direct Link

  1. Customize your contact form.

  2. Copy the direct link and add it to your website. You can redirect to the link using hyperlinked text or a button, if your website supports that.

Form to complete on website

Embed Contact Form

  1. Customize your contact form.

  2. Add the contact form to your website.

Instagram

Direct Link

  1. Customize your contact form.

  2. Copy the direct link and add it to your Instagram bio.

Facebook

Direct Link

  1. Customize your contact form.

  2. Copy the direct link and add it to your bio or redirect buttons.

Text

Direct Link

  1. Customize your contact form.

  2. Copy the direct link and save it on your phone (ie. in your notes) so you can reply to text inquiries with the link.

Email

Chrome Extension or Manual Add

If you're a Gmail and Chrome user, download the Chrome Extension to create a new project in HoneyBook right from your inbox. Or, you can manually add them.

Call

Manual Add

While on the phone with your inquiry, open HoneyBook so you can manually add the project and client details based on your conversation.

Third party lead management program

Chrome Extension or Manual Add

If you're a Gmail and Chrome user, download the Chrome Extension to create a new project in HoneyBook right from your inbox. If the lead comes in using a different method or with missing information (ie email address), you will want to manually create a project instead.


Responding to inquiries

This is where HoneyBook templates and automations will start to come into play.

The first step in efficiently communicating with your clients is making sure your templates are already set up to reflect those different actions, so you're rarely doing things on the fly or from scratch. Then, with automations, you can trigger those messages and smart files to send at the perfect time, without lifting a finger.

Source/Action
(your current process)

HoneyBook Tool
(our solution for your process)

How to in HoneyBook

Book a call with the client

Scheduling

If you're already using a scheduling tool, replace it with HoneyBook's scheduler. Set up a session type, copy the link and share it with the client however you would today (text the link, email it, redirect them there after submitting the contact form, etc.).

Check availability

Calendar + Company Settings

Connect your Google Calendar to HoneyBook so all your events pull into HoneyBook, and vice versa. Plus, you can adjust your preferences tab so HoneyBook notifies you when projects have conflicting dates. Then, set up two different email templates: one for replying to move forward when you are available, and one for replying when you aren't.

Share pricing/services

Smart file

Build a smart file template that contains service selection. Set up an email template to accompany this file. Share this file and email with your inquiries, or certain types of inquiries, automatically (after they submit a contact form) or manually inside the project workspace.

Send invoice

Smart file

Build a smart file that contains an invoice. Set up an email template to accompany this file. Share this file and email with your inquiries, or certain types of inquiries, automatically (after they submit a contact form) or manually inside the project workspace.

Send quote

Smart file

Create a smart file that contains service selection and update the settings to "view only". Add any additional actions or info your quotes typically contain (ie. scope of work, a welcome video, etc.). Set up an email template to accompany this file. Share this file and email with your inquiries, or certain types of inquiries, automatically (after they submit a contact form) or manually inside the project workspace.

Gather more info electronically

Smart file

Create a smart file that contains questions. Set up an email template to accompany this file. Share this file and email with your inquiries, or certain types of inquiries, automatically (after they submit a contact form) or manually inside the project workspace.

Set expectations/Send welcome documentation

Smart file

Build a smart file that contains text, images, or even video to welcome your client and set proper expectations. Set up an email template to accompany this file. Share this file and email with your inquiries, or certain types of inquiries, automatically (after they submit a contact form) or manually inside the project workspace.

Send terms/scope of work documentation

Smart file

Build a smart file that contains a contract, or multiple pages of logistics, so your client can fill in appropriate fields, review your terms, and ultimately sign off. Set up an email template to accompany this file. Share this file and email with your inquiries inside the project workspace.


Recreating & refining booking processes

This is where the magic of smart files really starts to shine, allowing you to combine as many steps of your process as you'd like into one. Depending on how involved you'd like to be, you can build your smart files to contain just one, or all of your steps, in a single file.

As you build out your booking process in HoneyBook, the most important question to ask yourself is: where can you combine steps?

Can contract and invoice be combined? Can service selection, contract, and invoice be combined? Can onboarding materials, service selection, contract, and invoice be combined? See how far you can take smart files in helping you streamline your clientflows!

If you reach a point of resistance or where it doesn't make sense to continue to combine steps, you've likely reached the end of one flow and the start of another.

Source/Action
(your current process)

HoneyBook Tool
(our solution for your process)

How to in HoneyBook

Invoice + Contract after client approves initial quote

Smart file

Create a smart file that contains service selection and update the block settings to "view only". Then create a smart file that contains an invoice, and possibly a contract, to share after the client has reviewed. Now adjust the file settings of the service selection file to automatically populate your invoice after client approval using the invoice file template you just created. Or, combine all these actions into one smart file with service selection set to view only, invoice review, contract, and payment.

Hands-off booking

(self-service client checkout)

Smart file

Create a smart file that contains a service selection page, an invoice page, and a contract page. Choose the services you'd like your client to select from and adjust any necessary settings (ie select one, multiple, or view only). Your clients selected services will pull into the invoice and contract automatically. Adjust the invoice for any additional items the client is paying for, plus the payment schedule amounts and due dates.

Signature + Invoice with custom payment schedule

Smart file

Create a smart file that contains an invoice & pay block. Adjust the invoice for what the client is receiving and adjust the payment schedule due dates and amounts as needed. Then add a contract block.

Signature + Invoice with recurring payments

Smart file

Create a smart file that contains an invoice & pay block. Be sure to select "recurring payment" from the invoice options. Adjust the invoice for what the client is receiving and adjust the payment schedule as needed (daily, weekly, monthly, yearly, etc) with or without an end date. Then add a contract block.

Signature + Invoice to collect retainer, then recurring payment schedule

Smart file

Create a smart file that contains an invoice & pay block. Be sure to select "recurring payment" from the invoice options. Adjust the invoice for what the client is receiving and adjust the payment schedule as needed, only accounting for the first payment due. Then add a contract block. Once the first payment has been made and contract signed, edit the smart file to adjust the amount of the invoice and the recurring schedule to whatever it needs to be on your recurring basis. Publish and send!

Billing based on logged time

Time tracker + Smart file

Log time inside of the project workspace (either manually or by using the stop watch feature on mobile). Click "Create Invoice" within the time tracker when you're ready to create the invoice and bill the client.

Sending a PDF Invoice to accounts payable team for approval

Smart file + Download PDF

Once you've created a smart file that contains an invoice and pay block (inside of a project), you'll be able to open it to download at any time. Simply attach the PDF to an email and send off the appropriate party. You can even do this through an additional, private, workspace within the same project. Once approved, you can proceed with sending the smart file electronically as normal in the original workspace.

Schedule + pay for meeting/call

Scheduling + Smart file

There are a few options for accomplishing this:
1. Scheduling link shared with client outside of HoneyBook (ie social media, website, text, etc.), then manually send an invoice smart file.
2. Automatically or manually share a smart file that contains an invoice and redirect to the scheduling link upon completion.
3. Automatically or manually share a smart file that hyperlinks to the scheduling link inside of it, along with an invoice.

Invoice based on completion of work

Smart file

Create a smart file that contains an invoice & pay block. Adjust the invoice for what the client is receiving. In the payment schedule, select the "milestone" due date from the dropdown. You can have several milestones if needed! Then, send your smart file to your client. Once the work has been completed, go into the sent smart file and click "request payment". Repeat this process for any additional milestone payments.

Continue the process for mapping out your different clientflows until all iterations are represented in your HoneyBook templates.

Now you'll never have to create things from scratch and your clients will get a consistent experience with you time and time again!

Want to learn more?

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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