Simplify Billing with Our Makeup Artist Invoice Template for Teams

Makeup artist invoice template for teams

hey everybody welcome welcome welcome to the how to use substanto as a makeup artist webinar my name is shaharlee blake and i will be your presenter for this webinar so let's talk about what you're going to learn here this webinar is going to show you how to set up easy workflow templates as a makeup artist which will allow you to have more time to do other things in your business like actually do makeup or create content all while the communication between you and your client is effortless professional and seamless let's talk a little bit about me for a second so again my name is shahari blake i am a professional makeup artist based in the washington dc metro area i specialize in bridal beauty and film and tv work um a fun fact about me is that i am a military member and in the air force so i'm a part-time makeup artist what i'm showing you here today how to use easy templates and workflows in your business is extremely helpful to me in my business because it allows me to nurture my clients from the time they inquire and they become leads to um being booked and paid clients nurturing them all the way up to their appointment and then through their off-boarding process so let's get into it i'm gonna switch screens here [Music] okay so here are a few workflows that i have created for my business um as you can see i have the client consultation inquiry so that someone somebody first reaches out to me and they express interest in working with me for an event wedding photo shoot what have you here's another workflow it's called the everyday slay one-on-one masterclass and this is a online virtual makeup course with a client a simple booking pipeline this is just for everyday client and then the big one a luxury bridal workflow so you can use whatever services you offer in your business as a makeup artist to create workflows and your workflow will just be the process that you use um especially as it pertains to like your email communication or prompting your system in dubsado to either create an invoice send a proposal send an email send a reminder whatever the case may be so that's basically what your workflow is the one that i want to focus on is this one the luxury bridal workflow because for bridal clients um it's such a momentous occasion in their lives and it's normally a high ticket item so you really want to make sure that you are very much nurturing that bridal client from the moment she expresses interest in you you know to learning what her needs are to setting the expectation for your bridal services and then you know taking them through from inquiry to sending the proposal to the bridal trial to the reminder before the big day to the off-boarding after the big day so that's why we're gonna focus on it okay so this is what the workflow looks like um what we can do is we'll click view and then here you can see all of the workflows i've completed and this is who we're going to focus on for this uh presentation nancy's wedding so let's go over to nancy's project here nancy's wedding okay so this is what nancy's client profile looks like we have the date the time set we've named it what we're going to do is go up to picking a workflow for nancy okay so i've already applied the luxury bridal workflow for nancy and here you can see where you know if she was a different client i could choose from what i've already created okay so as you can see from choosing whichever workflow you want for your particular client then you can go in and edit you can move mark completed just depending on where you're at in your onboarding process with your client for the sake of this webinar we'll start from the beginning so this is what a normal luxury bridal workflow client looks for me looks like for me excuse me so when i think about it i want to start to when somebody initially inquires right and then take them through that step so nancy has inquired she's reached out to me so the first step in this workflow is going to send an appointment scheduler which is the bridal inquiry consultation that's what the scheduler is named to the client immediately after she's filled out that inquiry form so in workflows you can pick the action let's actually look back at that so you can see sun form create to do sun contract primary invoice create an invoice activate portal deactivate a port pause the workflow like there's several options that you can customize to whatever step or stage you are at in the workflow you are creating so for this particular one we're on send appointment scheduler because again she's already sent in her inquiry form the next step is the when so you can choose relative or fixed let's look at fixed so fixed is going to be finite definite time and date relative is going to be dependent upon an action being completed so you can choose you know the number of days i think you also can choose hours weeks years and then you choose whatever the prompt will be after the workflow started before project end date whichever one applies for this one is going to be after all previous actions are completed so that will start immediately okay this requires approval on my part that's just my selection and then the action would be to send the email and apply it directly to the portal why i want to do both is that everything is going to be housed in the portal so they will be able to go back and check to see you know what we spoke about previously or check their invoice or whatever the case may be all right let's move on so for this particular one i'm going to use the scheduler feature of dubsado that's going to allow her to go in and schedule our consultation so my consultation is gonna be done on the phone excuse me and this is where i learn more about her what her wedding day is going to be like what she envisions what she would like the specifics the logistics and then also i get to kind of tell her more about me and what my beauty services are going to look like for her and kind of manage some expectations on both sides so you can see where you have your email body and it says their client first name this is why i like it because everything is going to be automated once you put the client's information in in your address book and you apply it to their profile once you have set up these things which may take a little bit of time up front but once it's done it's done and all you might need to do is a little bit of fine-tuning you do not have to come back in to type out a whole email again or to put in their name so it'll automatically apply her name dear nancy thank you so much for considering my brand names to harley blake beauty for your wedding day i absolutely would love to take care of you and your bridal party for a wedding day and i'm excited to learn more about your wedding day details please take a few minutes to fill out the bridal questionnaire which will be linked here so i don't have to go and plug that in i tell her how my pricing works where packages start at and if she's unable to find a time because remember i'm sending her a scheduling link that i'll do my best to find an additional time that works best for both of us all right so that's the first step so the next thing is we'll actually have that phone consultation that she's scheduled at the whatever time she picks so you want to make sure that your calendar within dubsado which my calendar is linked to my google calendar um you want to make sure that you know your times and availability are precisely what your times and availability are you want to make sure that they coincide so next once we have that inquiry consultation done we decide we want to move forward the system is going to send the bridal beauty experience package proposal right so let's go in and see what that looks like so now again choose the action i'm going to send that form the package proposal is a form again i'm a relative plural so the reason i choose relative because it's dependent upon the client right when they do a action it prompts the workflow to take the following action okay so the scheduler to watch is the bridal inquiry consultation we've already had that so this is telling her i've completed your bridal package proposal for review and selection please let me know if you have any questions this is the package proposal linked so let's click that to see what that looks like so you get an idea of how this is gonna flow okay so you should be seeing the proposal right now so this is what it'll look like in her client portal so you'll see my header and then this is just kind of like welcome in her telling her um what to expect again nurturing setting those expectations how i diligently maintain their look all of that good stuff and then if you look right here rest assured that your look will be sexy sophisticated and not overly done so that you still look like yourself but with that pop so your hubby is dying to see so that's something you can also do in your proposals like kind of adding in those tidbits from your consultation conversation to reinforce um what they want but let's get down to the good part the actual proposal so you can also do this in dubsado or you will do this in dubsado if this is what step you want to take in the workflow but you know here i've created like two custom proposal packages for her and it includes what's included so you know price what is to be expected it describes what that experience is like and then the client can go in and select whether they want to do the daimle diamond excuse me bridal experience or the platinum bridal experience so they can select that and then once they select that this one is already selected once she selects that that then triggers the system to create an invoice so another thing that i don't have to physically go in and do right so it gives me like i said time or more time to do other things in my business so all of this is happening automatically without me um you know more tidbits you can add if there's anything you know that they need further any more customization options what have you okay so let's say that nancy has selected the dyno bridal experience so let's go back to the workflow screen all right so she would have gotten that or this email rather let's click out of that gotten that email and choose whichever uh package she wanted she chose the bridal the diamond bridal experience so that triggers the system to now create an invoice an email will be sent to me automatically to let me know which one she sent and then we'll move on to the next step so let's take a step back for a second what if she doesn't choose from the first email so the next step in my work list is kind of like a fail safe right so it says send the bridal beauty experience package proposal which was the same step if the proposal was not completed in seven days so you know if it's not needed what i like about these work lists is that you can remove a step that is not needed for a particular client it just depends on who and what you're dealing with right but you know she did choose it so then it will automatically go to activating the portal immediately after the form the bridal beauty experience package proposal was completed so that is done and that opens up to where they can see everything so we'll go to the next step where it says send email so this is the name of the email the basic client send contract and invoice so if you're wondering like where all these emails come from i have already created um let's see some templates over here let's move my face up so you can see what i'm talking about okay so i've already created some canned emails so that is how i'm able to pull these into my workflows another thing i don't have to do all right so let's see what that email will look like let me move my face again all right so the action send the email relative when i want it to happen the amount of days or weeks hours years whatever and i want it to happen after she's picked the package proposal so you see the subject line your contract and invoices included or your contract on invoice from harley like beauty it'll say hi nancy i'm excited to work with you and glamio for your wedding day the client portal is where you'll find your contract invoice documents and all our correspondence in one place so nancy will have no need to go back digging through her gmail to find when i said this was or what she said or whatever the case may be or to find the link to her contract it's all in one place i include the link to the portal and her password in there she can go in and pay her retainer and sign her contract all righty so once she does that um the next step will be triggered in the workflow where it's send appointment scheduler bridal trial that's the name of the particular schedule i want sent one day after the contract is signed by the client so we're going to click in there see what that looks like so that's the action i want the appointment scheduler set relative one day after the contract is signed sometimes i go in there and i force the action let me click out of here to show you what that actually looks like excuse me so this is what i mean force now so if it's already done sometimes if i have time i'll go in there and i'll just click force now and it'll happen before that one day lapse of um time from when she actually signs the contract and pays the retainer so that's also another like option and flexibility that these workflows give to you let's go back into the bridal draw okay so the scheduler is another feature of dubsado so i am using everything for what it's worth in dubsado within my workflows why because i want to completely automate this for me and for my clients so there is no like gap in between communications or actions because sometimes you may find like you've paid and you sign your contract and then what nothing so this is what i mean by these workflows have allowed me to completely like like hold my client's hand and walk them through the onboarding process of working with me booking a service with me and it nurtures them because it basically details what to expect um every step of the way okay getting back to it so send the appointment scheduler relatively i want it to be one day after the contract is signed like i said i may go and enforce it now um the reason i have require approval before completing this action is because i want to make sure that um it's after the contract is signed by the client and the retainer is received so the retainer for me is 50 so whatever the total balance is is received i don't have that option to do like and something so that is why i wait until that and press the approval the thing about that is that i will get an email once one action is done i can verify that the retainer has been paid which i also get an email from dubsado whenever somebody has paid so that will let me know that i am okay to press approve all right so it'll send the email and apply once those two things are done this is the scheduler template that i want to send i have a few individual ones so it's bridal trial and then you can see what i was talking about before about having a canned response if i had a canned response actually this is a canned response here so it'll choose whichever one you want this is the subject line that the client will see your next steps for your bridal service and then here we go into leading them again you know building whatever it is you know however it is you you want your clients to feel to sound like you you just have it in here dear nancy congratulations your retainer has been received and your contract is signed thank you now we need to so here i am nurturing guiding them leading her through the next steps schedule your bridal trial which is telling her right here use this link which will be the scheduler link for the bridal trial to schedule her trial then two collaborate on your look send me pics of your dress and any inspo pics that you have three if you'd like to break up the remainder of your balance into smaller payments use the bridal payment installment form and i'll apply your selected plan to your invoice and payment schedule here's your current schedule so here i'm giving her the option which thank you dubsador for giving me the option to give clients customized payment plans um so giving her the option if she wants to break up the remainder of her balance or not and then also informing her what her current plan looks like and what the current total is on the invoice see what i'm saying about just completely seamless and effortless like letting people know exactly where they're at and what is needed okay as always if you have any questions please feel free to let me know thank you again for choosing me to share such a special day with you and for you i look forward to working together if you do not see a time that works for you let me know and i'll try my best to find a time boom that's the nurturing aspect and i have not had to go in and physically do this every time i've gotten a bridal client all right so excuse me so she has went in saw that booked her bridal trial based upon the scheduler um i'm gonna show you something but i'll go back to it let's just finish this first so the next step in my template is so i've gotten the inquiry had the consultation um sent out the package proposal she picked now the contract and invoice was sent signed retainer received bridal trial booked now i want to create a to do for myself so the client isn't going to get any of that this is just the next step for me in my business how i think or how i want the process to go for them so i want to create a work list with any tasks that need to be completed before their wedding so let's look at it so that's another cool thing that you have in your workflow options is you can create something for you it doesn't even affect the client um the client doesn't need to do anything it's strictly for you assign the user i'm the only user in my business in my desato um platform if you have you know multiple users like a virtual assistant or a personal assistant you can apply it to different people as well so that's another cool thing about these workflows um the time is relative i want to do it about a month before um i could lower it to let's say we could write it in 14 days so two weeks before the project start date and it all of these are completely up to you when you want your to-do list or whatever it is your next step is right you have a lot of options so this is what the reminder looks like for me create any tasks that need to be completed before the client's wedding day and then i have like a couple of prompts in here to get the balls turning um if there's anything in particular for this client that i need to do like i definitely want to go out and buy more of xyz i'll put that in there um just a basic to-do list is write out a thank you card create the touch-up bags and pack kit um yeah so that's it for that and then the next step which is going to be send an email so this is the particular email name that i want to send um so the action is send the email when 14 days before the project start date it does not require any approval because it's going to be automatic the subject line is saying we're two weeks out and then it goes into hey nancy i can't believe we're only two weeks away from your wedding day and i can't wait here are the details so now i'm reminding her um of what i have down to be what is going to happen where it's going to happen when the specifics the logistics um the date the time the location the address and then i also go into you know i know preparing a wedding can be a bit overwhelm overwhelming so i'm here to help and i give some tips um and that speaks to the nurturing part to set the expectation and you know clients may have questions um about you know what do i need to do what do i need to wear is there anything i need to bring and i answer all of those for her before she even has to ask so before the appointment i give a couple of tips drink lots of water if you like to tan apply sunless tanner spray tan you know do that two days before any skin procedures like facials peels treatments etc should be done now when the email comes out at least two weeks before your appointment you know things to avoid and then date of things that you need to you know remember to do before and lastly staying with relax and have fun so i've had a lot of client feedback saying you know that was really helpful so this is very important and has been a major win in my work list for clients okay so that was the check-in pre-event one email if there's anything back and back and forth between the client there um that email helps to prompt anything or any additional questions that the client may have or if something has changed with the location address or time that email will serve as a reminder for that bridal client now this is what i was talking about with the off-boarding process of it why these workflows have been super helpful to me and very extremely important in my business um the end so you know you have this bridal client and you've been emailing them back and forth getting them ready working up towards the wedding day because a lot of times vital clients will book you like months if not a year in advance so that is why this workflow is important because it is automated and you don't have to think about it or like write something down on your calendar to remind you the system is going to get it done for you based on the information that you have already set but you have a client that booked months in advance you get to the wedding day and then that's it no the last step i do in my off-boarding process is to send the bridal client review and within that email it's a form that will be in their portal relatively i want it to be sent seven days after their wedding when everything kind of calms down and they might still be on honeymoon or whatever the case may be will have it send the email and apply it to their portal so it'll be there waiting for them really and truly the template says it's a bridal client review but it's a thank you to them so i go in and i tell them you know it was such a pleasure to be a part of their big day i really hope that my services exceeded their expectation and they felt beautiful and loved and then i go into asking hey if my services did exceed your expectations or in the off chance that it didn't would you be willing to leave a review of your experience because i always want to improve on my services and on myself so that will be right here the link to that form would be right here where you see this form form link at um and you can go in and let's see let's go right here you can go in and provide um a smart feel so anything that you have already loaded into a particular project will be you know whatever you want and that is the smart link that you can pick for whatever it is you're trying to say if you're trying to send an invoice reminder or the inverse remainder these things will be linked so with that this is where i found form link so finding those items would be in the smart feel tab so it'll show up there the bridal client review form will show up and then it says also if you know of anyone that is interested and here's where i act like you know if you know anybody that's interested send them my way and then i end it with i hope to do this again soon with you and that is the off-boarding process so it is quite a few steps but it honestly has worked super well for me and just um taking the client from being interested and providing them that information without me having to go in every single time like wait around for an email and then actually go in and write basically the same thing that i would say over and over again it's already housed in one place so that workflow is paused i'm going to make it active if for some instance you needed to add an action to your workflow you can do it right here so you might have um like how this is just um i don't want to say a generic but a set workflow say for instance there are some other steps that is needed for this client in particular i can go in and you know add whatever it is i need to do for that client based on these action prompts and building something specifically for nancy um another thing that i want to show you so like for the proposal and for the review and those type of forms that uh corresponded with the workflow you would have to go into your forms tab in the clients portal and see it already is there for you so based on the workflow whatever the workflow dictates if there is a form that is tied to it it will automatically be added to that client's profile so whenever you reach to that step in the workflow where the proposal is needed it automatically sends when that step of the workflow is completed when you reach to the end of this particular workflow where the questionnaire the bridal client review is needed when it reaches to when the workflow reaches to that step at the end it will automatically send so another way that this part of my business is automated that i don't need to physically go in and do stuff um and then if i need to view it i'll show you guys what it looks like so it's just fairly simple again hi nancy already automated i didn't have to go in and type nancy because i've already made that um automated in the system i asked how the experience was to leave for review if there's anything that i could have done better and then asking for referrals um you can copy it you can open you can send it again you can go in and edit it right in there if there's something you want to um ad on the fly but that's basically how it is workflows there's a bit of a lag on my end okay so yeah was it i can show you how if um what a simple booking inquiry looks like a little bit shorter activate portal immediately send out that same contract an invoice a follow-up two days after if they never responded and then once they you know sign the contract pay the retainer on the invoice it'll send out a appointment confirmation one hour after the installment was paid the invoice installment was paid again i like to create to-do list to remind me if there's anything that i need to do for that particular client and then going forward um i'll send the appointment reminder um one day before the appointment is to start for that client and again off-boarding very important don't forget this step in your workflow sending a thank you you don't always have to ask for a review it could just be a thank you i believe if i were to apply this to her click let's look so i do ask for a review but the most important part of the off-boarding process is to thank them for considering you and choosing you for that service another thing here that i want to show you is that you can have two workflows running at the same time these workflows don't make sense to be running at the same time but you can totally have completely separate things like a booking workflow running at the same time as an onboarding workflow it's just whatever is going to work for you in your business that is what you can have running for you um this has been super helpful for me as a makeup artist actually i had just been complimented in a last appointment how much my client enjoyed it so much because she didn't know what to wear for the appointment so that um this email is the one that she enjoyed a lot and appreciated the reminder of you know the when the where the who the what and the night before what you're supposed to do the day of what you're supposed to do so that is how um i set up my workflows as a makeup artist that's how it's been very helpful for me in my business as a makeup artist and it's definitely allowed me to um show up for my clients without actually having to go through um like i said physically emailing and adding this and adding that because it does become time consuming especially when you are fielding different client inquiries or you have multiple clients back to back to back so i hope this was helpful i hope you guys learned something and you enjoy the rest of your day again this was the how to use dubsado as a makeup artist webinar i am your host shaharlee blake here's the information you can find me at have a good one