Countersignature Photography Order Form Template Made Easy

Countersignature photography order form template

alright everyone in this much product review we are going to take a look at how 17 hats and using automation can help you maximize your efficiency in your business and you know with CRM and automation and workflows I know they sound like scary words but they're not they're easy and they can make your life easier when it comes to your business and another thing to consider is when you're thinking about automating tasks don't believe that it's going to make your business impersonal to it's not you're still engaging with your clients you're still working with your clients but it's like having a dedicated administrative assistant back at the office if you will helping ensure that those tasks are moving forward and that things are firing off when they should you know to get money to you quicker and who doesn't want their money quicker I mean that's kind of a no-brainer so what I want to do is just show you because we use 17 hats for our entire business so this is real workflow that we're using real automation that we're using but what I really want to do is drive into the quote process and how we're using automation there to keep the client experience moving forward and ensure that they are you know I'm not having to send them email after email reminding them hey you remember we want to book together please give me your money that's not what we want to do so from that perspective we'll talk about weddings right and this can apply to weddings it can family portrait it's really whatever part of your business and you can customize this to work anyway you want within your vision so what I'm showing you is just kind of how we use it right so the first thing you want to do when you're working with potential new client is going to want to enter their contact information into the system so here I'm just using a kind of a sample account this is Alyssa she's my kind of studio manager and handles all the stuff so we're just going to work with her on this ride so she's contacted me for a wedding and now what I want to do is it just could have happened over the phone this could happen be an email request this could have happened in a face-to-face meeting right so the bottom line is I want to automate what happens next by getting them a quote getting that contract sign and then of course the invoice that goes with it so first thing we want to do here is we're going to come to the contact and then we're to click add and where you are going to add a quote and so what you're going to see here is from this quote right this automated process what we're gonna do is we can control how long it is valid for right sometimes you're the quote you're putting out for people might expire or we need that sense of urgency but let's just say for you can leave it blank so there is no expiration date or this just for air pics of six then I want to apply make sure sales tax is being applied and then here we're going to add an invoice component okay of course we want to accept online payments that's up to you if you don't want to accept those payment here we're going to we're going to add a contract portion of this now this is where things get really really easy in my opinion so we're going to here for the contract is we've got templates that we've already preset up and so setting up a template for your wedding contracts super easy but now it's going to show up here and I'm just going to select wedding contract and what you're seeing is this entire thing is pre-populated well let's just say for argument's sake you never created a contract right in the system you would start here if you wanted to and then all you have to do is click this button down here that says save its template and then the next time you come in it's automatically there as a template so you can go in and pre create those templates so that they're there for you or you can do it in real time as you're making your first one so super easy and streamlined process this is interesting as well my signature so we can say no signature required sign upon creation or countersign after the client now if you think about it from a contract perspective the last thing you want to do is sign a contract and commit to something before they've signed it or before they've even paid you any money so what you want to do here is it's going to be countersigned after the client that's pre created in my template so that it's auto populated that way every time and then this becomes kind of their contract all the terms and conditions are listed here right that's not what this is about so it's right whatever your contract said ok so now right we've got the title contracted signature the template now I'm just going to hit right super easy so far and what we're doing is automating this task at this point okay now we want to give them a quote and so we have it we have a choice here down here to create a quote we can say standard quota item no choices for the client right so we're just sending it here's all it is so what if it's like a family session our high school senior session at the standard quote right it's just there's no options you're not choosing here's what our session fee is or here's what the entire you know shoot is going to cost you that big okay well from a wedding we want to give them the option to choose any right so that's what we're going to go with here so I'm just going to say choose any option and here we have created our own packages that are in the system so all you do here is you just go okay and I created some samples here package number one and what you're going to see here is everything is pre-populated okay quantity of 1 the price now for me i'm going to add my most expensive package first and i love this feature by the way make this item selected by default well why because I want them to select my top package by default so I'm putting my top package in first and then I'm going to hit save what you're going to see down here is that package is being built right down at the bottom right or for this quote so let's keep building it out so package one right now we're going to do package too and these are just generic names that I've created right you're going to add your black label collection your gold collection and these are going to be in the system right and allow you to just select that and add and you're seeing how easy this is right i'm talking through it but it's really really easy for you to do so now let's add this again right so now there's package too and i'm going to add my third package bear with me because then i'm going to show you something that's I think a really cool feature package three and just sample things that are included in it ok so now created my three packages but what if I want there to be some ad on items right I want to make more money with my client and let me add it and then it'll make a little bit more sense if you say choose any item here let's say extra hours of coverage so we want the client to be able to add extra hours of coverage to their day now apply this to your business this could be tie to you know Senor pant fortress sessions family portrait sessions they're adding more coverage or adding more prints however you decide to structure your business well for me and my wedding is about adding extra time but right four hours of coverage I want the client to be able to add more quantity so i'm going to say i'm going to give them the ability to add 125 hours of time at five hundred dollars per okay now i add that and that's showing up there for extra extra time on the wedding day you know what if i want to add you should say a bridal session now maybe some of our packages don't come with a bridal session so i want them to be able to add that well they're only gonna add one bridal session right they can't add five bridal session so there's no reason to have the quantity ok so now just in this simple step process we've created an invoice the contract now remember we had to create the contract the very first time as a template it's super easy I mean it's literally copying pasting your contract from today with some tweaks to it it's not this is not complicated and so what's going to happen here is now I like everything ok I'm going to save this so now I get to see everything and review it before it goes out to my clients alright so I like the way this looks I can obviously go back I can edit it and tweak it as needed well ok quotes are ready to send we're going to send that quote to the client and here once again everything is very simple I have the ability her emails already pre-populated but we created a template and we call it the wedding contract send that's going to populate the subject line populate the body and attach our pricing to this email obviously right I can come in here and just start typing and tweak this to customize it for the client hey guys had a great conversation with you I look forward to working with you right so it's not just so generic hey guys had a great time or no spell I'm talking to you about today can't wait to work the other ok so just things like that I can tweet this and now i'm going to send this to my client and the automation part of this begin now i go off i shoot and I do whatever else I got to do and I'm getting notifications on my phone women sign it all those things become very automated and I'm hoping you agree this is really really simple to do it's just changing the way you think about your business and not getting so overwhelmed by the word automation it's going to make you more efficient and it's going to help you get your money that much faster so we're gonna hit Send and we'll take a look at what happens next alright so now the quotes been sent to the client and what I do is I have a copy of the screenshot here copy of email here's what the client would receive on their end right and it's just like I did I customized that email hey guys had a great time talking to you about your day can't wait to work together review and accept the quote when they click on that right they can open up the pricing when they click on that that's going to take them to their quote and so this is just like we saw they can print that clothes they can make adjustments to it so like different packages if they want to pay me for multiple packages I'll go with that add an extra hour coverage let's add to everything is updating automatically now they can accept that quote okay here's where the automation part is coming in so now they've accepted the quote it's got to sign that contract so they just click and they see now the contract and you can go back and forth notice the invoice isn't there yet because they haven't signed the contract rights over here I'm just going to fill this in TBD right ceremony location reception location details right this is everything we need to do their wedding packages now this is our contract in terms of conditions here's a couple of things that are important they still can't move forward okay to signing this contract right it's grayed out and the reason is because they have to agree through their initials all right that the date in this particular one that's non-refundable deposits okay so we're going to put the initials they're very important that they initial also because we offer video production we're forcing them to acknowledge that video can take you know 10 to 12 months post wedding I have a lot of client too now we don't take 10 to 12 months but it's a buffer their case I'm a busy season something like that you'll have to apply to your own business but this is there really to cover our ass so to speak there's a lot of times clients they see their images they're their actual photography two weeks after their wedding and then they expect their video to be done in two weeks well we're not producing a 15 minute film for them in two weeks just not possible to go through all that video and edit it just works differently so there this forces them to acknowledge it and have a conversation about it alright so next all right they're going to sign this and they're going to hit sign the contract okay obviously they can't counter sign for me next they're going to view that invoice and now they can pay that invoice and I can get my money right so this part can be set up a multitude of ways as well we can set up a payment schedule for them right they can enter in their credit card they can pay the full amount they can select other but we can also select that the up deposit is due as their first payment and we can say thousand-dollar promise the deposit is the first amount due here right so these are the kind of things that make it really easy for you to get your money we can set up a payment schedule form reminders can go out for them making it really easy for you to get your money and get paid this is just one example of how we use automation within our business to make things much much easier on us and on our clients and this doesn't take away from the client experience in fact it makes it much more organized much more streamlined so give these guys a try seventeen.com just start playing around with it don't get overwhelmed with that there's a lot of help and how-to articles out there and it's just one of those things that this has changed the way we run our business it's allowed me to have that kind of big business feel without having to add all these resources on the back end and that's what most of us need we're small business owners we don't have we're not always organized as creative so anything we can do to help stay organized and keep our clients moving forward through the process is definitely going to be beneficial so hope you enjoy remember check them out 17 hats calm