If you’re ready to finally set up workflows in HoneyBook + start booking clients on autopilot, this post is for you.
Want to read the PDF version of this post? Grab your Better Workflows Guide here!
You know that feeling when all the cool kids are raving about their fave tool and you can’t wait to get started? And after listening to all of the benefits (and the 20% off for joining), you decide to jump right in.
But after spending hours trying to figure out what to set up first, you’re ready to ‘throw in the tile’. 😭
Well, today you’ll know exactly what to do first before you start creating your workflows so you can streamline and automate your client experience.
This post contains affiliate links, this means I receive a commission (at no extra cost to you) if you make a purchase using one of my links. Thanks for your support!
Watch this video here (don’t forget to like and share): https://youtu.be/XFQ4lzx4Mss
Let’s start with the basics.
What’s HoneyBook and what’s it used for?
HoneyBook is an all-in-one client management tool that helps freelancers and consultants book clients faster and manage projects right in your dashboard.
This means you can:
- Answer all inquiries and communicate with leads and clients here
- Easily schedule sessions with new leads
- Send your branded proposal, contract, and invoice altogether so they can quickly sign and pay online
- Create lead capture forms and questionnaires
- Manage clients from onboarding to offboarding (and automate follow-ups)
- Use the client portal to upload and download all the files
- Connect with Quickbooks, G Suite, and Zapier
- Use their mobile app for Apple or Android to handle your biz on the go
Plus, HoneyBook has a time-tracking tool, a nice-looking user interface, and a drag and drop builder to help you create your templates just the way you like them, so your client experience is consistent for every project.
Imagine having all of your files (emails, proposals, contracts, invoices) together in one spot. When a qualified lead is ready to work with you, all you have to do is tap a few buttons, add their info, and press send. 🤯
And if it’s automated, that’s even way less work for you. That’s the goal with this post!
To get started, you’ll need a HoneyBook account of course. Then round up all your business info and materials to add your files/templates, including your brand assets.
No worries if you don’t have much. HoneyBook has a template library to help get you started. All you have to do is add your info where it’s needed.
Tip: If you don’t plan on deleting the templates from HoneyBook, add your initials at the beginning of your templates. (Ex. MG – Welcome Email for [service]). This will make it easier to sort through all the templates.
What kind of templates you’ll create:
- Invoices – where you set up to accept payments, list your services and prices, payment schedule
- Contracts – legally binding documents, set terms and conditions, easily reviewed and signed by both parties
- Proposals – a combination of an invoice and contract, list packages, services, payment schedule, and contract
- Questionnaires – get client info for homework or feedback
- Brochures – clients can view all packages and services, description of services, and price estimates
Tip: This is a lot of work to get done. I recommend taking one day to set up steps 1-9 then the second day to set up workflows.
1. Set up an account
Log in to the dashboard. Tap profile on the top right corner (last icon).
- My account – fill in your personal info
- Company settings – fill in business info
- Company brand: Brand elements (brand logo, colors, stock photos), email signature, about your company, social media accounts, business address
- Client portal – Create and share URL to clients, preview and customize login screen
- Integrations – Connect email account (ex. business email from G Suite), QuickBooks, Facebook and Instagram, and Zapier, Facebook Leads Ads, add HoneyBook Chrome extension for Gmail, connect Calendly
- Bank details – bank account info, add existing business owners
- Set up Scheduler – Where you can create and schedule sessions so leads/clients can book you.
Add Packages to your brochures, invoices, and proposals.
- Create and edit packages – add the title of package and amount
- Add services and amounts under each package. Tap and enter quantity, unit, price, and tax. The total will be generated from there.
3. Contact forms
Customize forms with colors and fonts, add to your website or send the direct link to new leads.
- Change title of form on top menu
- Options menu below
- Design – change colors and fonts
- Settings – thank you message or link to another page after the form is filled out, assign Project Type (packages created)
- Contact forms – view all forms or create a new one
- Changes are automatically saved but don’t forget to publish and embed on your website or create a Direct Link. (For WP users, use the HTML block.)
Create new invoice to get paid, obvs.
- Invoice tab – edit the title of the invoice from the top menu – tap Add New Item, type item name to search for packages, add a discount (optional)
- Payment plan tab – create a payment schedule for an invoice, create scheduled or recurring payments, tap to change amounts and due dates (custom, project, fixed date, or midway)
Create or edit template contracts. You can format it and add custom fields, like the client’s name, address, etc.
Create or edit template proposals. You can also edit payment plans and contracts from here.
- Proposal tab – add new items (packages)
- Payment plan tab – choose templates or add another payment
- Contract tab – choose template and edit from there
Questionnaires can be used for feedback, testimonials, or client homework.
- To edit, tap each section to make change to your forms
- Remove or add new section or question (text areas, checkboxes, or dropdowns)
Creating email templates saves time and mental space so you don’t repeat yourself or try to remember what to say.
Brochures can be used as a pricing guide, quote, or mood board. Think of this as a pricing guide or welcome packet.
- Each tab will take you to each section of your brochure
- You can add testimonials, packages, and a call to action
- Tap to edit a section or add a new section (content, questions, services)
Tip: To impress leads and clients, add some extra elements like header graphics for each section (you can create this in Canva).
Not sure what to add to your intro, welcome, or goodbye packets? Check out Essential CX Toolbox below.
Tired of being stuck on how to set up Dubsado or HoneyBook?
Want to know the right things to say to new leads and clients?
Ready to focus on connecting with your audience knowing everything is running smoothly in the backend?
Get instant access to done-for-you templates to help you improve your client experience!
Now it’s time to create your workflows to automate all the things. Here’s an overview of triggers to use for your workflows:
- After activating the Workflow
- Before a Project date
- After a Project date
- Before a Project end date
- After a Project end date
- After the previous Workflow step is complete
- After a Contract is signed
- After a Questionnaire is submitted
- After Invoice is paid in full
- After first payment is made
- After Project is moved to “Completed” stage
- After Brochure is submitted
What kind of workflows to create?
Here’s a list of 3 workflows for each service:
- New lead / Inquiry workflow (contact lead, schedule discovery call)
- Onboarding workflow (after a client is booked)
- Offboarding / Follow-up workflow (request for referrals, testimonials, case studies)
Watch how to set up your workflows here – https://youtu.be/XFQ4lzx4Mss?t=674
Build your workflow
This is where all things come together here!
- Create task – select an action, add a task, for how many minutes, hours, days, weeks, then select a trigger
- Send questionnaire – select a template, add a reminder, how many minutes, hours, days, weeks, then select a trigger, and if you want to manually or automatically approve before sending
- Send email – select email template, how many minutes, hours, days, weeks, then select a trigger, select manual or automated approval
- Send brochure – select brochure template, email template, in how many minutes, hours, days, weeks, then select a trigger, choose manual or automated approval
After you’re done with your workflows, don’t forget to:
- Customize your pipeline: Go to your Projects page and customize the pipeline. Add stages to your funnel.
- Attach a Workflow to your Contact form: Go to Contact Forms, under Automate Workflow via Contact, select your Workflow
- Attach a Workflow to a Project: Pick a project from the Projects Page, on the right sidebar, tap to pick a Workflow and Apply
There are some other things + pages you should check out in HoneyBook, like bookkeeping, contacts, and the library. But for now, focus on setting up your workflows so you can start accepting clients.
Want to PDF version of this post, grab your free Workflows Planner + Onboarding Checklist! You’ll get the full list of to-dos, plus learn how to create a process plan and tips on what to do after you get a new client.
And don’t forget to pin this if you found this post helpful!
Still need one-on-one support? Check out VIP Tech Day to see if you’re the perfect fit.