Projects can change quickly, which is why smart files help you keep clients updated. When you edit a sent file, you must notify your client via email so they can approve the changes, and in some cases, re-sign the contract before taking further action on the file.
This article outlines the specific situations where you need to inform a client about file changes and any required actions.
Service block changes
The table below outlines when you'll need to update the client of changes you make to a services block, broken down by the file's status.
File status | Client must be notified of and approve changes | Client must resign contract (if file contains one) |
No service selections made | No | No |
Client made service selections. Changes are made to services the client didn't select | No | No |
Edits are made to services the client selected | Yes | No |
Edits are made to services the client selected, a contract was signed, and the contract contains a services recap | Yes | Yes |
Client made service selections and a payment was made | Cannot edit service block | Cannot edit service block |
📣 Note
You'll always be required to notify your client when the selected multiple services, then you changed the services block to single selection or view only. The service selections will also get reset.
Contract block changes
The table below outlines when you'll need to update the client of changes you make to a contract block, broken down by the file's status.
File status | Client must be notified of and approve changes | Client must resign contract |
Contract is not signed | No | No |
Contract is signed | Yes | Yes |
Invoice block changes
The table below outlines when you'll need to update the client of changes you make to an invoice block, broken down by the file's status.
File status | Client must be notified of and approve changes | Client must resign contract (if file contains one) |
No payment is made and no services are selected | No | No |
Services were selected and they were edited in the invoice block | Yes | No |
Client made a payment | Yes | No |
Client signed a contract, but the contract doesn't include payment or service recaps | Yes | No |
Client signed contract and the contract contains a payment recap | Yes | Yes |
Client signed contract and the contract contains a services recap | Yes | Yes |
📣 Note
If automatic payments are turned on for a file and edits are made to the invoice, autopay will be canceled. The client can turn autopay back on when making the next payment in the payment schedule (and after approving changes).
Your client's experience with edited smart files
You’ve edited a sent smart file and may be wondering what your client will see when they open it. Here’s what you need to know:
Change doesn't require notifications or action
You can choose to email the client about the updates, but it’s not necessary. They will see the changes the next time they open the smart file, and no action is required from them, though we recommend informing them via email.
Change requires client approval
You must email the client. When they open the file, they’ll see a banner prompting them to review and approve the changes. After clicking Approve revisions, they can take any further actions.
Change requires client approval and contract re-signing
You must also email the client. Upon opening the file, they’ll see a banner to review and approve the changes, then be prompted to re-sign the contract. After clicking Approve revisions and re-sign, they can proceed with other actions on the file.
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!