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. 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 features.
PLEASE NOTE: This article references automations and the Scheduler tool, features available with unlimited use for Essentials and Premium plan members. Learn more about the features included in each plan here.
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 clientflow. You'll simply think through what happens first with each client, what happens next, and so on, until a project is complete.
HoneyBook Tip: Pay special attention to areas in your business where you can combine steps to further streamline your process with HoneyBook.
Keep in mind that different types of clients might have different experiences, 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 clientflow:
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
Learn more about how to think about, map, and streamline your clientflow here.
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.).
How to in HoneyBook
Purchasing on website
Contact Form + Automations
Book a call button on website
Contact me button on website
Form to complete on website
Embed Contact Form
Chrome Extension or 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
Responding to inquiries
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.
How to in HoneyBook
Book a call with the client
If you're already using a scheduling tool, replace it with HoneyBook's Scheduler. Set up a session type, then create and share a smart file that includes the Scheduler! Or, include 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.).
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.
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 (i.e., 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
Set expectations/Send welcome documentation
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
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.
How to in HoneyBook
Invoice + Contract after client approves initial quote
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.
(self-service client checkout)
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 (i.e., 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
Signature + Invoice with recurring payments
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
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
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
Scheduler + Smart file
There are a few options for accomplishing this:
Invoice based on completion of work
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!
🚀 Get expert guidance: HoneyBook Pros can map your existing process (or design a brand new one!) into HoneyBook and get you set up for success.
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!