Create a Social Media Invoice Template for Businesses that Stands Out

Social media invoice template for businesses

hello everyone what's up and welcome back to my channel i posted a video not too long ago kind of introducing you to honeybook which is my new crm tool and sharing kind of why i chose to use it and some of the key benefits or features of honeybook but today i thought it would go a little bit further and go into exactly what features i'd recommend setting up specifically for a social media manager so i'm using a sort of mock test account for this social media management workflow just because my own honeybook account i primarily use for my coaching business so let me know in the comments if you'd like to see that as well i'm happy to do a second video just about my coaching workflows but for now we will get into the social media management workflows in honeybook and of course if you want to try out honeybook definitely check out the description box i still have that one dollar per month for the first eight months deal going on so if you click the link and sign up through my link you'll be able to try out honeybook for eight months for eight dollars which is just such a crazy deal so definitely check that out so anyway let's hop in once you go ahead and set up all of your company info connect your bank info all of that good stuff the first thing that i'd recommend setting up is your contact forms and your scheduling forms so you'll do that by going into tools let's show scheduling first so basically by setting these up you're allowing people to get into your honey book funnel or tool essentially a lot of us do discovery calls so this is a great thing to use you just click on create create my first session you would call it a discovery session choose your time zone choose the duration of the session and then i really like this field here when can it be scheduled because i personally only allow meetings to be scheduled on a rolling window meaning that people can only schedule meetings so far out i don't want somebody to be able to choose a discovery session that's six months away a year away because nine times out of ten they're going to have forgotten about me or moved on to somebody else and also i just don't know what my life is going to be like in three months six months nine months you know what i mean so i usually do i think mine is set to one month i want to say it might even be two weeks or three weeks but i'll do one month for the purpose of this training and then you can add some instructions in here too so you can say looking forward to meeting you kind of explain what they need to come prepared with on a discovery call give them a little brief of what you're going to talk about whatever it is that you want to do and then choose the invite reminders which i love about this tool because both myself and the prospect if you want and i do i choose also send to me and they get an email ahead of the meeting which is a good reminder and just really helps cut down on no shows i think i like to do one hour i think is what i have it then you'll go over to your availability so this is where you will fill in your calendar and you'll choose what days and times you're available for these meetings and of course you can have different availability for different meetings i certainly do so like for my client calls i have one calendar that's way more open and then for my discovery calls i really only take those a couple days a week so like monday i don't like to work um or you know do meetings on mondays so i'll remove availabilities on those days and i'll just keep tuesdays and thursdays for the sake of this and then i also like these settings here buffers minimum notice and custom increments basically i always put a buffer on for about 15 minutes just so i don't have back-to-back meetings minimum notice so i do keep this as well i think mine is set to three or four days meaning that people can't book a meeting for tomorrow which i think is just fair for everybody involved if i don't have a meeting on my calendar tomorrow i'm gonna make a plan to run an errand or something so that's really helpful and then custom increments this is how the meeting will appear on the scheduling form and you'll see that in a second so i leave that as default you confirm uh you choose what your confirmation page is gonna say so again this is great because you could do this as complex as you wanted if you wanted to link out to some pdf or intake form or you know booking link or something like that you could totally do that i think i just keep it pretty standard thanks for scheduling here's the details send confirmation email and then you can choose if you want to allow rescheduling and cancellations i generally do allow cancellations but not rescheduling just because i feel like leaving that option open encourages people to use it is what i found save and finish oh session type oh yeah sorry this is at the top at the beginning you gotta choose if this is gonna be a phone call an in-person meeting video or other so mine would be video and then you can choose zoom and then okay i can't do it because this is my test account like i said but basically you can sign in with your zoom account link your zoom and it will generate a link for you it is it is fire save and finish and there we go then if we copy this link this is the link that you can send out when people come in inquire on your website when they send you emails when you are doing cold emails whatever you need to do you can send this link out and just look at how much more professional this looks than going back and forth and saying uh what are you doing tuesday at five okay are you free like it's it's so annoying i've been there so many times they can just self-select times they go through this process and they're good to go they get the calendar invite and all of that so i love that now another one that i recommend setting up is forms so if you go into tools lead capture contact form this is another great thing i'm just going to leave it pretty default i don't want to take up the whole time sharing a form i'm sure you guys know how to create a form but it's pretty similar to i'm sure what you have on your website already so you can ask their name their email their phone number uh project date is it really as relevant for a social media manager nor is address what type of project are you looking for so you can choose different drop down items you can customize this if you want to say social media management social media strategy social media engagement content creation whatever it is ads i always like to keep how did i hear about us because it shows up in your reporting which is super valuable when you're planning for the future so you can know what types of marketing to continue investing in and then you can have like a little text field and basically i'll just show you the preview of course this one isn't super customized but this is what what it's going to look like and you can either link to this or you can actually embed it into your website which is just awesome but basically when people come in through this form they will automatically get put into honeybook and then you can choose to do different automations and workflows and things like that so if somebody sends you an inquiry you can set up a workflow to automatically send them a brochure or an email saying hey i'm gonna get back to you hey schedule a discovery call whatever you want to do or you can just leave it in your honeybook account for you to manually respond to it's fantastic okay so the next thing number two that i'd recommend setting up right away is your contracts that's super important so go to tools go to templates and then there are already some contracts if you click on that contracts button on the left side there's already some general contracts loaded into honeybook for you i know i get a lot of questions about contracts and i'm not a lawyer okay so i don't recommend taking contract advice from like random people on the internet who don't you know specialize in this stuff so i do recommend using a tool like this or buying a template or working with a lawyer to generate your own contract and what you can do then is you can load that lawyer you know attorney drafted contract into cure or you can use a template like this click on it and just customize it to your business a lot of honeybook stuff is usually pretty focused around photography and like the wedding industry so you'll want to tweak it a little bit read through this there's definitely probably going to be things in here that are not super relevant to you so you can delete those things all of these let's see these little guys with the stars those are form fields so you can also add new form fields by highlighting it and choosing the field options here and basically making that something that your client can customize when they get the contract so this is something i definitely recommend going through and setting up and catering to your needs number three packages this is huge so if you go over to tools templates and then packages again there are some pre-populated ones in honeybook that you can go through and adjust and tweak to your needs but i created this gold social media management package so we'll click on this and basically what you'll do is you'll name your package you can do a little description of the package here the price of the package and then you can break down which different services are included in the package as well and you can assign individual prices to each of those you know uh tasks or sub package i don't know package items whatever you want to call it or you don't have to you can just give a total package price as well so for this example i'm just showing a gold social media package has you know daily posts on instagram daily posts on facebook community management and 10 original pieces of content per month so that's just a sample there you could tweak that however you wanted to and then i also would recommend clicking on this little photo icon and you can upload photos um which i do recommend doing i didn't do for this example but just having some fun little you could choose like a phone picture or if it were content content that you've actually created and the reason that adding them into honeybook is such a phenomenal idea is because think of all the times i know i don't know about you maybe i was old school but i would literally have a note in my computer and in my phone that i would just copy and paste when someone would ask me what came in my packages and it was like very tedious very annoying it just made me have to like reinvent the wheel every time so now what you can do is you can just send out these packages really easily to people through what's called a brochure so you can actually create a new brochure and you basically get to make like a little magazine or like a mini proposal in itself so i don't know maybe you want text here first and then you want to add a block that has some images again we're going to like choose these images then you can click on services and that's where you can add in your package here so you basically make this little fancy pdf brochure that you can just send out to people as opposed to like i said having to just send out that copy and paste document fourth thing i recommend getting set up right away is your invoices are your invoices click on invoices in the templates tab and you can create a new invoice they also have a template for you i think i created one latasha's invoice template so here we go i just have my different packages loaded into the invoice you know obviously not all clients would buy the same packages so once you actually go ahead and use these then you would tweak it ing to what the customer the client actually signed up for so you can easily just remove one of these things and then down here what i love about this well first of all up here you can add discounts so that's always good sometimes maybe you'll give a loyalty discount if it's an existing client or a referral credit or something like that so that's always good and then you can also break up the payments by schedule which i love so my standard what i usually do it just it does depend on the package of course but if it's like monthly social media management they're going to be paying at the beginning of the month for the following month so it would just be one payment monthly but let's just say this was like a web design package or content creation package or something like that usually what i'll then do is i will do one payment on signing you know on contract signing date and then one payment midway through the project and how you adjust that is we'll just click on these little trash cans here and this will make it you know one big payment when they sign if you add another payment then you can choose you can just click on these and choose midway you can choose upon receipt you can choose project date milestone whatever you want to do so i love that and you can break it up into as many payments as you want to next thing that you'd probably want to fill in here is a questionnaire so if you click on questionnaire again there are some templates in here created by honeybook so definitely recommend clicking through those like this one is a new client um questionnaire which actually haven't looked at and this is actually pretty awesome i should probably like use some of this but basically you know it's asking your full name where to reach them uh how they prefer to chat what services they're interested in blah blah blah so i have in my social media management toolbox if you've purchased that i have a sample of my questionnaire questions so if you took that you could easily just create your own questions based off of that and just copy and paste those questions into here to create your own questionnaire but of course it's going to be different based on the service that you're offering if you're a social media manager you're going to want to know their social handles the person in charge of managing social or their main point of contact their hex codes and brand guides you would probably want to know that target audience ad spend that they're spending you know all of those different questions so you can just easily create a form here the last thing in the template section that i would recommend setting up right away is email templates so this is kind of where it can get a little overwhelming but what i recommend doing i love whiteboarding i love doing like whiteboarding to brainstorm and to break down some of my processes and i want you to write out you know even looking through your old emails with previous clients what different touch points do i have with this you know regularly do i repeat often with multiple clients basically so if you go over to emails you can create you can even copy and paste from your old emails those standard emails that you send out so many times and templatize them so that that way when you have to go and send them out all you're doing is changing you know a couple of things here and there to customize it so for example you might do inquiry and brochure here's one that honeybook already has loaded in so this is a you know an email that you would send out if somebody sent through a contact form on your website and you would say hey thanks so much for reaching out blah blah blah here is my template or my brochure which is what i showed you earlier and you can link that in here brochure here's the default thanks for your interest here's a list of the packages that i offer so go through like i said and see what exactly your workflow is for me it's usually hey thanks for reaching out schedule a discovery call i pretty much do a discovery call with all of my new clients even if they feel like they know what they need right away i usually do a discovery call just to kind of get on the same page about things and then it's a follow-up after the discovery call with the proposal or with the brochure basically is what that would be or it could be a pdf proposal if you prefer to do that as well and then it would be some type of like here's the invoice here is the contract you know go through all of those different steps and build out an email for each of those so then when you're having to repeat that step over and over again it's it's not you know it's done it's like clockwork it's done for you so last thing i want to talk about is workflows this is where it all kind of comes together now i will say you can use these things without having it as a part of a workflow but the magic really does happen in the workflow so if you go up here to tools and then workflows you'll see i have some test ones set up already but let's set one up together so we'll click on create workflow and then we'll start building it out based on these different like triggers essentially so you can create tasks for yourself that are just kind of internal so you can say okay when a client sends out a questionnaire i need to send out their welcome kit so that's something that i have for myself because i send out physical welcome kits so i need to remember to do that when they submit their questionnaire which asks for their mailing address things like that you can also choose to send a questionnaire when something happens send an email or send a brochure so let's just click on sun brochure for the sake of this so we'll choose the action is send brochure we'll choose the we'll do the untitled one that i just made and then basically what you'll want to do is you will send that brochure along with an email template that you have so you kind of marry those things that you've created together so um brochure default again this is why it's so important to have these things customized but basically there is that and then you can choose to send it automatically or if you want to approve it before sending i personally am like always i don't know i get really anxious about that so i always choose approved before sending just so i can make sure and like sometimes it might be somebody that i've already talked to in real life or whatever so it might be redundant or weird to send them something so i like to choose approve before sending and then you can just click on save and then that way whenever somebody comes in through that contact form it will automatically send them that brochure once they enter that workflow and you can even choose if it's a little weird sometimes it can feel very unnatural to send out that brochure like the second they submit so maybe you want to choose like 30 minutes or 40 minutes whatever after they've done it just so it feels a little bit more authentic you could do questionnaires so this is a really good one because i like to set up a questionnaire right after a contract is signed so i think i can after yes after actually i'll do after invoices paid in full so you can send that questionnaire through to really start to get the ball rolling for your client right away without any lag time and then you can also add different things so your workflows can be as long as you need them to be so you could choose send an email after previous step is complete so after they submit that questionnaire you can send them an email saying thank you so much here's the next steps or receive your questionnaire i'll be in touch in a couple days if i have any questions so again you can build this out as long as you need to and it just seriously saves so much time you don't have to think about sending out emails and finding documents and you know it's just all kind of packaged together really neat and tidy for you all right so i hope that this little honeybook walkthrough was helpful i think it is a fantastic tool for social media managers but not just for social media managers like i said i primarily use it for my coaching business so it's great for that great for photographers graphic designers really any type of service providers for the most part i highly recommend it i it's honestly changed the game for me so i hope that this was helpful for you if it was leave me a thumbs up if you don't mind and comment down below and of course if you want to try out honeybook for just one dollar a month for the first eight months this link should be good until the end of january and then after that i still think i have a pretty good coupon for you but this is one that you don't want to miss so definitely click on the link down below to try it out and i will see you in my next video thanks for watching