Have you booked that first discovery call with a potential client and then almost immediately completely freaked out because nothing is organized or ready to bring on a client?! I’ve been there!
No matter what stage you’re at in your business, it’s so important to have a streamlined and client user friendly process in place to wow your clients. You want to make it so easy for them to work with you.
HoneyBook is a business management tool that allows you to onboard clients so easily from start to finish in one place. You’re able to send intake forms, scope of work proposals, contracts, invoices and more- all within HoneyBook.
I made the switch to HoneyBook a little over a month ago, and I am so glad I did! I don’t have time to fluff, overcomplicated or overwhelming things when it comes to my Virtual Assistant Business. HoneyBook eliminates all of that and gives me confidence that my clients will have a positive experience. Client experience is everything to me.
I wanted to share how I got started with HoneyBook so you can get organized, get some time back and ultimately grow your business without the overwhelm!
Step 1: Organize your leads in one place
The first place to start is managing all new inquiries in HoneyBook. I get inquiries from so many different places, and I was spending way too much time asking the same questions over and over, and looking back to find their info later.
Plus, there are three easy ways to automatically add new inquiries into HoneyBook.
First, I recommend adding the HoneyBook contact form to your website. You can customize the questions so you get all the information you need upfront, and new submissions are automatically added to HoneyBook for you. Yes, please?!
You can also add your direct link to your bio on social media! This allows you to share your form without any embedding necessary and is a great way to get the info you need from folks who slide into your DM’s. This is perfect for newer VAs who don’t have and don’t need a website quite yet!
For those inquiries coming through email, check out HoneyBook’s Chrome Extension. With this installed, you can automatically add new inquiries to HoneyBook without leaving your Gmail inbox! It’s my favorite!
Once new inquiries have been added, the project pipeline is your best friend! This is a dashboard that gives you a bird’s eye view of where all your projects currently stand – from first inquiry to project completion. I live on this dashboard so I am always up to date on where all my projects are in my process. You can also customize it so it makes the most sense for your business.
Step 2: Follow up quickly!
Time is always of the essence! It’s super important to me that new inquiries get followed up with quickly, but I always want my replies to feel personal. That’s why having templates set up in HoneyBook is so perfect.
Send an email: The faster you respond, the more likely you are to book that client. What’s great is it’s super easy to add your personalized email templates into HoneyBook, so you don’t have to write the same intro over and over. This is a great way to make sure all new inquiries get the info they need quickly.
Schedule a discovery call: Meeting face-to-face on Zoom with a new potential client is a great opportunity to build a relationship and establish if there’s a mutual fit. HoneyBook’s scheduling tool saves me so much back and forth! All I do is pre-set my availability and pop in my custom meeting link to my email template. My potential clients select a time that works for them and get confirmation and reminders automatically.
Send a questionnaire: Need to get some more details before moving forward? You can use questionnaire templates to make sure your clients answer all the important questions that you need answers to. That way you can make sure they’re a good fit quickly.
Send a brochure: Brochures are a wonderful way to present yourself and your services to potential clients. When a potential client receives a brochure, they’ll be able to select a package or list of services that they’re interested in. This allows you to showcase your services and makes it so easy for your potential clients to work with you!
Bonus (that will save you hours!):
With all the things you have on your to-do list for every client and project, every bit of automation can help. HoneyBook workflows have allowed me to automate the steps I want while still giving me complete control where I need it.
Workflows allow me to automate my first replies to inquiries, automatically send next steps when a client makes a payment, and send a questionnaire asking for feedback when a project is complete.
Automating these steps in my process gives me so much peace of mind and has freed up an incredible amount of mental space so I can focus on moving my projects forward.
Step 3: Book your client
So you’ve added your client into HoneyBook and you’ve followed up with them appropriately. You’ll probably find (as I did), that this speedy yet personalized and professional communication sets you apart, and it doesn’t stop there!
I always follow up a discovery call with my scope of work proposal and contract within 24 hours. HoneyBook makes it so easy to send everything over and for me to book that client right away.
Invoices are super easy to create as well and HoneyBook is a payment processor, so there is no need to connect to a third party like Stripe or PayPal. My payments go directly into my bank account.