Automatic Price Sync Between Proposal and Contract in Separate Smart Files

Can you define what’s in your proposal by chance? I just want to make sure I understand. HoneyBook’s use of “proposal” is a file that has a contract and invoice together. 

Hey @Diana - The Finer Points ,

My use of the proposal is a smart file that only includes a service overview (the tailored service I chose for the client), a timeline of completion and a CTA to submit the proposal so that they will then be emailed a contract. Once completed, I send the invoice/pay smart file. 

okay gotcha. 

So in your proposal - open that template up and click on the SETTINGS GEAR in the upper right corner. Scroll to the bottom to “Service Block Settings”. If you choose your invoice/contract template THERE and save, it will connect whatever services were chosen from the proposal to the invoice. 

Your invoice/contract need to be in the same file to talk to each other. So highly suggest that because the smart fields and autofills are a huge timesaver. 

@Diana - The Finer Points That’s a great tip, thank you! Unfortunately, I do have to keep my contract/invoice separate due to my process in my workflow:

1. Client views the brochure and schedules a consult.
2. After the consult, I send the proposal.
3. Once submitted, I send the contract with filming dates/location TBA.
4. After the contract is signed, I send the invoice.
5. Post-deposit, the client schedules a kickoff meeting.
6. Key details are finalized, and I send an updated contract for re-signature.

That's where the snag in my process happens. I initially included the service, contract, and invoice in one proposal smart file. However, since I don't have all key contract details until after the kickoff meeting, I need to amend the contract later. Unfortunately, amending the contract in the proposal smart file resends the entire file, including the invoice and payment portal. This would definitely confuse the client, as HoneyBook doesn’t allow sending just the updated contract alone.

SO… I will experiment a bit with your advice and find what will work best for me. I appreciate it!

Also, I do not see the option your are talking about

in your proposal, are you using a service block to display your services? Or just text? 

What if you did steps 3, 4, and 5 as one file? Then for step 6, duplicate the file already sent and delete the first few pages so you only send the contract again, but revised. Just a thought. 

Yes I am using a service block, here is a link to the template: https://deanrussellproductionsllc.hbportal.co/template-preview/66aead34f14d7b0025f76854

I can definitely try that! Let me experiment a bit on my end and see how that would fit into my process, I really appreciate your help! 

I can’t see the link to your account unless you’re my client. But appreciate it. If you’re using a service block, that setting should appear in the settings gear. I’d have support look at it to be sure. 

anytime!

Well this is a bummer, it looks like you cannot duplicate the already sent smart file and then delete pages. To be honest, I really only have two choices (unless I missed something):

1. Keep all onboarding smart files (proposal, contract, invoice/pay) separate and manually update their information 
2. Pancake the onboarding smart files into one big smart file, and when the contract amendment comes up, just inform the client that they will have to go through the proposal again. 

Man, it really is a bummer that in a smart file, if you just change the information on one page, it makes the client go through the entire smart file again to approve the change, instead of them just getting emailed the one page/having the smart file just automatically direct them to the page that changed. 

For example, if a contract on page 5 was changed and the client needs to resign to approve, the smart file should direct the client automatically to page 5! Not make them go through every page again! 

What do you think would be the best option?

It really is a bummer since I do video production, there is so much info that gets discussed in the kickoff, and some of that info is critical to have in a contract (such as agreed upon filming dates, locations, etc.). I could have that information be something the client filles out in a questionnaire before starting, but tbh, these are very high level and critical things to discuss in a kickoff meeting in person. 

Honeybook, please fix this issue! It seems very minor, and with this issue persisting, it literally breaks my use of smart files!

I did also think of another idea, that potentially there could be 2 contracts:

1. Main Scope of Work Contract: This will include all the general terms, scope of services, payment terms, and other relevant clauses except for the finalized filming details.

2. Addendum Contract: This will specifically cover the finalized details regarding the filming date, location, start time, and end time, which will be determined after the kickoff meeting.

This might be the best approach, considering that the scope of work contract has some details in it about payment schedules based on the signing of the main contract!

OH. I like your second idea. It’s still three files

Proposal connected to your Invoice/initial contract. (2 files)

then the addendum. 

Because… I *think* (i’m not a lawyer), they have to re-sign and because the scope has been changed. And most documents are linked to previous pages etc. So they want to give your client a chance to review the invioce in case pricing changes etc. Which is why they go through the full document again. 

It looks like this approach works for me very well (yay)!

Here is my updated process: 

1. Client views the brochure and schedules a consult.
2. After the consult, I send the proposal which includes services page, contract, invoice/pay.
3. Post-deposit, the client schedules a kickoff meeting.
4. Key details are finalized, and I send an addendum contract confirming filming dates.

So I guess my question is, based on your comment, do you feel that making the services part of the proposal separate? And then once the services proposal is submitted, have it connected to a contract/invoice sent afterwards? If so, why is that a preferred process? 

No I prefer it all in one document, but was suggesting alternatives to help you with the workflow you outlined above. This latest one looks great to me and it seems to work well for you, that’s all that matters! 

@Diana - The Finer Points you’re amazing, I really appreciate your help. If there is a way I can leave you a review internally with HB or a public facing one I would be more than happy to provide :)

oh my gosh. that’s incredibly kind of you to offer. Thank you! Happy this worked out

 HoneyBook Pros Page (click leave a review) or on Google.