Hello - I have been digging and digging to try to figure something out. I’m a family and couples photographer in a tourist destination and people come to me looking for availability the week they’ll be in town.
I set up a lead form with a scheduler and payment so folks can “book now” - find their date, and book it with my set retainer.
Then, I want to send them a file for:
- services (add on’s - extra time, extra people, extra photos, locations out of my coverage zone)
- have them review and sign the contract (that has been adapted based on the service add on selections)
- and review the invoice
I’ve got the services and contract working great. The invoice is where I’m having issues because the retainer has already been paid.
At first, I marked the retainer as paid in the invoice before I sent it - but then learned they cannot select any add ons if I do it this way.
So then, I left it as unpaid and am now finding myself refunding duplicative payments (from multiple clients). In my email that I sent, I bolded and highlighted that they did not have to pay again and once they signed the contract I’d be able to mark it as paid… but it’s happened too many times that it’s now a pattern and a flaw in my system.
Is there a better way I should be tackling this?! Would love any advice.
Thanks!!
