Migrating to HB from another CRM and manually entering Invoices

Question

Hey Yall! I’m new to HoneyBook as of just a few days ago. I have downloaded my invoices from my previous CRM and was going to load the PDFs to each client. But I also was going to manually enter in their invoices (a ton of work I KNOW) BUT I was wanting to do this to keep track of all the work I’ve done with my clients. Esp my corporate and commercial ones. My previous CRM had a chart that showed me what I made each year so I was hoping by doing this Honeybook could do the same. After loading my 2 largest clients invoices I noticed that HB “2025 Bookings” is tallying those manually entered invoices even tho I put the correct dates and times of when they actually occurred. I contacted support and they said the only way to not have my 2025 Bookings be off is to delete the manual entries. That is a SUPER bummer. SO is all that data from my previous years in the other CRM just mute at this point? Is there no logical and efficient way to keep all that within the CRM?

I also had some hiccups with those commercial/corporate clients. After the initial contract at the beginning of each year I only send them invoices. It appears in HB I need to make a new project for each one if I want them to show up in my calendar. But even then it only says INQUIRY. It seems alike alot of headache and extra work. These clients will also be paying thru their own ACH or by check. Does any one have any work arounds/suggestions to help me acclimate to HB as easily as possible pls?

Cassie H of Premier Ops Spot · Answer

Hi ​@SouthernSweety, welcome to Honeybook!You’re noticing one of the benefits of Honeybook, which is just different than what you’re used to: their invoices, service guides, contracts, etc are all interactive (not PDF). Do you use a bookkeeping tool? A bookkeeping tool is really essential to viewing an accurate Profit & Loss for each client, organized by year. Many of them do provide visual charts. Quickbooks or Freshbooks are good ones to investigate, and Quickbooks integrates with Honeybook. You shouldn’t need a separate project for every single invoice.Based on your process, what I would do for your second question is…Create that project for each clientAt the beginning of the year, send a Smart File with the contract and first month’s InvoiceEnsure that invoice is a recurring invoice - in this way, it will send automatically every single month and you won’t have to think about it! They can pay by ACH through Honeybook if they’re willing to. If not, you’ll go in and manually accept their payment each time you receive it.For changing the INQUIRY part on the calendar, it should adjust once they’ve made that first payment or signed the contract.For the actual project dates, there are a few solutions depending on what you do and how you want it to show up on your calendar. You can either create separate sessions, OR you can extend the Project date to match their contract dates throughout the entire year. This is found on the DETAILS tab of their project. Just make sure that the Status is set to FREE, not BUSY, otherwise it will block your entire calendar off for the length of their contract.Hope this helps!

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