Create Your Professional Photographer Invoice Template Word for Facilities

Photographer invoice template word for Facilities

hey photographer welcome back to part two in our honeybook Series where I'm walking you through what I would do if I was starting with honeybook today today we're talking about packages pricing invoices contracts all that Nitty Gritty stuff that we really need to operate our business and how to set that up in honeybook and so the first thing we're going to do is set up our packages so if you have any type of different packages for your photography business this is for you and hopefully you do so first we're gonna go to packages and if you forgot how to get there we're gonna so from our home screen we're gonna go tools my templates and then you scroll down to packages so this is where you're literally plugging in the different services that you provide um and so again honeybook has templates you can start from like wedding package mini session all that stuff but I'm going to create an example package with you just for uh tutorial's sake so again you always want to title your um files so we're gonna put test senior collection one for this example and then obviously it's gonna Auto populate here and then you can do two of one of two things I prefer just to like type out the description of the collection just in this area here so you could say like three outfits um two locations then maybe online uh gallery of digital images to download or however you want to say and then obviously you can put quantity a unit here if if this was a reoccurring item but um then you can put your price here and if tax is applicable if um then you could click here and then kind of you can set that up to how much the tax would actually be um so this is the number one way and then usually I just delete this because I like to keep it really clean but if you want you can kind of like if you would prefer to keep this clear and then you can kind of say like professional retouching for one and then you can put oops let's it likes me to do it all at one time okay and then two hours of two hours of shooting and two locations so you can drop it down and keep these at zero so that the price stays the same so and then you can do individual images if you would like it really broken out you can do that but I like to keep my invoices really concise like I said so I prefer it the first way where I just add the whole package description in that first little box there so again this is how I like to do my collections the title and then just a breakdown of everything that's in the collection and then of course the price so you'll want to set this up for every different collection that you offer for each genre you offer and I know it takes a little bit of a time but in the end it's going to save you so much time later so what this allows us to do is create invoices very quickly so if we go to invoices so I would create an invoice for your most popular collections that you send over again and again and again you're always going to title your invoices so it just keeps you organized test senior collection one to keep everything cohesive and here's that header image that's going to always populate you can always change this um let's pick another one just for sake and you can drag this down to wherever you want for the header image and then boom it's there um okay and so this makes it just a beautiful way to send an invoice so in this item this is where we're going to create that or select the package we just created so let's we can just type in test boom see already has it there and then it auto populates all of it in it puts in all the description the price everything in there and so if you have multiple collections that you're sending for some reason you can do that but I just love how fast it populates in there and then if you scroll down it has a payment schedule so if you do offer payment plans this is great if you have a three month you just add another payment and then it'll break down automatically on the price and how much would be due and then you can change when you want that done by clicking on this uh on this win column so you click that you can do a pawn receipt so immediately as the invoice is sent a custom date so where you can kind of choose which state you want to do there's also you know smart dates so once you put in the project date which we'll go over next time it'll automatically send it when you tell it to so like let's say one month before their session it'll send it then so it's pretty cool if you only want it do with one payment you just simply delete these payments let's say you just want to always have it on the project date and boom there's your invoice all ready to go so now let's talk contracts so again honeybook has a lot of examples or wants to start with if you need just if you don't already have a contract and you just need something to start with so they have a lot of General contracts here that you can definitely work with but hopefully you already have a contract in your photography business that you can kind of just plug and play into here let's do an example first let me show you what it looks like so again you're going to always title which contract it is and then again here's that header image and you can change it to whatever you want um let's just do a new one and then again you can like move the crop and then save so boom there it auto populates or it puts the image there just so you know if you want them to separate that way and then at the top I love it because you can put all the smart Fields you want so most contracts obviously you're going to have the client's name at least some kind of contact information and maybe the date and again if you remember from the email section that there's lots of smart fields that honeybook does which is great so let's just say you wanted to add it the project date and then we would insert a smart field here options that's what we want okay um and then the field name so if you click on this you can put any of these it has a whole bunch of stuff from Project location date venue if you're a wedding photographer and what I love about this it has like first client full name second client full name so again if you're working with a couple or for me as a senior photographer I often have the parent and the senior on the contract so I can do you know one for the parent one for the senior which is really nice um it has a whole list of what you might need and so you can just pick one so we're going to say project date and then you can also choose down here if they can edit it like if it auto populates the wrong thing and you want them to be able to edit it on their end must fill or you can't edit so I would probably say candidate and save field and so then you can see that they a project date would kind of populate in there so once you have all the smart dates in there then you plug in your contract in there all the verbiage that you have and anything in here that you can automatically put a smart field in I would just to help ease with um just filling it out and I'm going to show you what it looks like on the client's end because the signature is automatically added so you don't have to worry about adding that and so let's say that we are all done we got our verbiage we got our little smart fields in we're good to go and you see again it says all changes save so we can go back and there is our contract and so now that you put in your packages and your invoices and your contracts now it makes any proposals really easy and if your photographer you're probably going to send a lot of proposals so what a proposal is is it's combining both the contract and the um invoice or at least the session retainer however you set up your photography business into one so it just makes it a lot easier for the client and for you to get paid and also for have everything sign so um again let's go ahead and create a new proposal just what you can see what this looks like let's go test proposed senior collection one can't type when I'm talking one okay so you title it and now there's the three different sections The Proposal the payment plan the contract so let's fill out the first one this is where we're going to plug in that package that we created boom there it is it'll fill in all the description the price Etc it's even cool you can add a discount if they'd already paid like the retainer and this is like the remaining balance you can do that here payment schedule you can definitely edit anything in here again if you want only one payment just confirm and then when you want to do and then down here is the contract and once you put in multiple contracts and you just need to choose a different one you come up to here to templates and then choose whichever contract you want and then whoops add it to there so and then you'll hit save but again it's all ready to go and that's your first proposal if we're gonna use a proposal or actually send one so you have a potential client they raise their hand they said yes I want to work with you and you want to send them the contract and the invoice you can say use template there's another way to do this I can show you later and we're going to do an existing project so I just did a test project to myself create file and then again you're going to be able to review everything that you created add client so that's going to be me for now and again it'll have the invoice section here and the payment schedule and then the contract that you want to use and then you'll hit um you can hit client view so this is what the what will look like for the client they've got the item the payment schedule you can go to the contract so you can see the the fields if it's highlighted it says four highlighted Fields need to be file before signing and so it'll show you which is cool it has little tabs here of what they need to do in order to fill up the contract for you and then they have the signature here as well and then they can go on to pay once they do all that so we're going to exit out a client View and let's say it all it looks good to go so we're going to next we're going to review emails so this is the email that they'll get um with the attached uh invoice and or the attached proposal excuse me and so again if you put in your templates this is where things get magical here because I can go templates here and then put in the template that I need or whatever I'm sending so again I'm just going to choose a test one and then it's going to Auto populate everything for me and again if you have the smart Fields it'll make your life so much easier and then you simply just hit send and then it'll tell you when the file was successfully sent and then it'll be in the project details which we'll go over this project details in the next video but I hope you guys can see how like if if you take the time to do all these templates when you start getting in your busy season and you have multiple clients you're working with how much faster this is going to make your life so if you can just put a little extra work on the front end it's going to make your life so much easier please feel free to comment below any questions you have about this section specifically again next time we're going to go over project details and then your scheduler and then I think you'll be ready to hit the races basically and again if you haven't heard if you want eight months for only eight dollars there is a link in my description box below where you can get that which is pretty amazing where you almost get an entire year worth of a full software for only eight bucks so hope to see you guys in the next one bye [Music]