How to use an assumptive close in your sales process

Group shaking hands after an assumptive close

An assumptive close is a sales technique that presumes the client is ready to book with you. It works by focusing your pitch and your sales collateral around the client’s needs and allowing them to easily move forward with booking. 

Group shaking hands after an assumptive close

Over 50% of sales professionals report that their close rates were relatively stagnant in the last year. Especially if you run an independent business, you may be wondering how you can get those numbers higher.

The assumptive close is a sales technique that can help you convert more prospective clients who are almost ready to make a purchasing decision. Keep reading to learn how to use it to boost your close rate.

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What is an assumptive close?

The assumptive close is a sales tactic that uses specific phrasing, questioning, and action to close a sale. By understanding your ideal client, you’ll know when it’s appropriate to nudge them toward a sale, versus other clients who might need more nurturing. You can even incorporate an assumptive close into your sales pitch to smoothly lead the customer toward a purchase.

For example, when the client seems ready to purchase your services, your assumptive close could simply be sending a file that includes an interactive pricing guide, invoice, and contract. Your client will have everything they need to select the services they want and book with you. 

When to use an assumptive close

By understanding your leads and ideal clients, you’ll know when it’s appropriate to nudge them toward a sale, versus other clients who might need more nurturing. You can even incorporate an assumptive close into your sales pitch to smoothly lead the customer toward a purchase.

Once a potential customers indicates they’re ready to make a purchase, you then use a transition statement and start closing the sale. As long as they’ve shown interest in the sales conversation and are a good fit, they can be a successful sale using an assumptive close.

How does an assumptive close work?

To use an assumptive close, you need to understand your ideal clients and what they need to know to book with you. For instance, if you’re a business consultant, your clients might usually view testimonials and case studies before booking with you. 

With that information, you can be sure to frontload that information as soon as a prospect inquires with you. 

Instead of going back and forth with them, you can immediately send the information they need and let them know how to book with you. Some clients may need more information, but others can move forward and book on their own. 

If you’re in the middle of the selling process and the customers shows signs that they’re interested, you can start by using closing phrases. This helps lead them to converting quickly. For example, you can say things like “When you book with us, you’ll see a discount added to your invoice.” 

Using an assumptive close technique helps you close deals faster because it guides your leads toward converting without any friction. 

Pro tip

The assumptive close, like any technique, will work best if it fits your prospect’s personality. Since it instills a sense of urgency, it’s best for clients who are more likely to convert. Learn other closing techniques for clients who aren’t responsive to this one.

Benefits of using an assumptive close

Though it might feel like an approach that could irk potential clients, the assumptive close is one of the most effective sales conversion strategies. 

As long as you’re using this strategy with the right leads, it can have the following benefits: 

  • It increases revenue, helps you find more clients, and boosts your confidence as a salesperson
  • It harnesses observation of your client’s needs so you can give them accurate recommendations
  • It provides your clients with instant gratification since you can offer actions that allow immediate booking
  • It encourages client-first sales, focusing your efforts around their specific needs so you can recommend the perfect option for their pain points

How to use an assumptive close

When you gather information about your leads, do you send a questionnaire or schedule a discovery call? However you do, this is the point where you can determine if you can use an assumptive close. 

Say the client is an exact match with your ideal customer in terms of budget, timeline, and needs. In this case, you can assume that they’re highly likely to book with you. If so, you can move forward with any of the following options: 

  • Over the phone, let the client know exactly how they can book with you. Even if they haven’t given you an affirmative “yes” yet, laying out the next steps can move them forward. 
  • If you’re communicating via email, you can send an all-in-one booking file using a tool like HoneyBook. Let your clients select their services from a list of options, sign a contract, and pay an invoice within one file. 

If you aren’t used to this strategy, you might feel like you’re being aggressive. But, the prospect can always let you know if they aren’t ready or need more information first. It’s better to get the booking process started with a client who’s ready rather than risk them dropping out of your sales process

Ideally, your initial discussion with your prospect shows them how your service will perfectly solve their problem. Then, you can move forward and close the sale. If you’re not sure whether they’re ready yet, make sure you’ve met these conditions:

  • The prospect knows they’re the decision-maker
  • You’ve built trust with the prospect
  • The prospect clearly understands the features and benefits of your service
  • You’ve addressed all the client’s questions and objections so far
  • You’ve picked up on buying signals from your prospect
  • You’re at a point in the sales process where the close is the next logical step

A good assumptive close gives the prospect an “aha” moment when they realize they want to purchase.

What to say during an assumptive close

When you make an assumptive close, remember you’re not asking permission to make the sale. You have to presume that you’ve made the sale and are just settling the final details.

You can split this presumptive close into two parts. The first focuses on how your service helps your client. In this process, you usually affirm their decision to choose your service over other options. In the second part, you ask about the purchase. This can be straightforward, like asking how the client plans to pay (ACH transfer, credit card, etc.).

You can also ask assumptve closing questions to guide them to payment, like “What type of credit card will you be using?” or “Would you like to set up autopay?” These questions help get them in the mindset that they’re already in the booking process. 

Pro tip

Your close is strong if you know your service well enough to communicate how it will make potential clients’ lives easier. Make sure you’ve prepared to answer any questions they may have.

Two-part assumptive closes

In the two-part assumptive close, the first part reassures the client by reminding them why your service is perfect for them. In the second part, you harness this extra comfort, so they’re more agreeable toward the less comfortable subject of sealing the deal.

The best close is one you tailor for your client based on what you’ve learned about their needs. But here are some two-part assumptive close examples you can base yours on:

  • “I think you’ll love our fitness class. It focuses on low-impact workouts, so it’s perfect for your knees, and the trainer’s very hands-on, so they can always adjust your workload to your level. Would you rather sign up for the Sunday or the Tuesday class?”
  • “Swimming’s a great way to maintain flexibility, strength, and stamina. I’m glad you’re getting started with the hobby. Which swimming starter kit would you like to get?”

One-part assumptive closes

If you feel like your prospect is comfortable, your close can be the second part. The best one–part close is quick and simple—asking one clear, direct question about the purchase.

Some examples of one-part closes include:

  • What day is best for you to start your subscription?
  • Which tier would you like to sign up for?

Complete more sales

The assumptive close is one of the best techniques to help you hit your sales goals because it centers the sale around the client and their journey. Once they know how your service is perfect for them, it’s much easier to convince them to make a purchase without undercutting their position as the decision-maker.

HoneyBook’s clientflow management platform can help your independent business close more clients by creating interactive files containing multiple parts of your sales and booking process. During your assumptive close, you can send a file that contains your pricing guide or sales brochure, along with the online invoice and contract already populated, so the client can book immediately.

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What losing 14,000 followers in a month on Instagram taught Brock Johnson

What would you do if you lost 14,000 followers in one week? That is exactly what happened to Instagram growth coach Brock Johnson, and what he learned from that might surprise you. Brock is a seven-figure entrepreneur who has a passion for helping business owners grow their following and their businesses all on Instagram. 

In one year alone, Brock gained 400,000 followers. Instagram has been a tough platform to navigate these past few years, but Brock is here to give us the strategies that he used to see success on the platform, and how we can apply that to our own business.

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Transcript

Losing 14,000 Instagram followers in one week

Brock actually loses around 14,000 followers every month on Instagram, every single month. However, his follower growth is still a net positive. When he lost 14,000 in one week, he also gained a total of 17,000, making for a 3000 follower count growth. 

Creators should not feel personally tied to the number of people who unfollow them each week or month. There are several reasons why someone may unfollow you. 

Oftentimes, the followers you’re losing are deleted accounts—whether they were real to begin with or bots. When it’s the case of an Instagram bot, you should consider it a positive thing because fewer fake accounts will boost your engagement.

If someone unfollows you because your content doesn’t resonate with them, then it is unlikely that they would’ve purchased something from you anyway. This gives you the opportunity to focus on your active audience instead of losing sleep over someone who isn’t your target client.

How to get out of a rut on Instagram

For the past few years, Instagram has been a tricky platform to navigate. There have been so many changes to the app and it’s valid to feel discouraged when your content isn’t performing well.

Across the board, Instagram engagement has been lower in 2023. The average reel is getting 76% fewer views than it did in 2022. The reason is that more people are posting reels, so there’s more supply in 2023 than there was last year. The demand for content is also down because people are spending a little less time on Instagram this year than previous years.

Three ways to revive your account and reach new people again

If you feel like your views have dropped off, you are not alone. There are ways to revive your account, bring back your engagement, and get things trending in the right direction again. 

  1. Create better quality content
  2. Increase the quantity of your content
  3. Strategically improve your engagement 

The better quality content you publish, the more people will watch it and come back to it. Posting often is a proven way to grow faster on Instagram, so posting higher-quality content more often is a great way to revive your account.

There are several strategies you can use to increase your engagement, such as creating better hooks and call-to-actions, upgrading your video and sound quality, or improving your editing.

The best way to grow on Instagram is still by posting reels. However, in 2023 photos and carousels have made a massive comeback. A healthy and effective strategy should include reels, photos, and carousels. 

Test your Instagram content 

Brock loves to test his content to gather data and figure out what’s working and what isn’t. There are a few ways he does it:

  1. He posts the same content at the exact same time but changes the hook or call-to-action
  2. He posts content on TikTok and YouTube, where he has fewer followers, and sees how it performs before posting it to Instagram. If it doesn’t perform well, he fine-tunes it and posts it on the smaller platform again. Once it starts performing well, he takes it to his bigger audience on Instagram.

Finding inspiration for new content & repurposing old content

Brock shares around 150 posts across all of his social media channels every week. On Instagram, he posts on his feed three to four times a day. The way he is able to maintain such a high output is through repurposing his content.

Instead of trying to reinvent the wheel, Brock reshares his old content in a new way. The truth is that most people won’t remember the content you posted six months ago, and if they do it’s because they liked it and won’t mind seeing it again. You can freshen it up by changing the hook or rewriting the caption, but the overall message stays the same.

For new content, Brock looks to other top creators in his niche for inspiration. However, he still infuses it with his own creativity. If he notices that another creator is having success talking about AI, he can also talk about AI but put his own spin on it.

Using Manychat for DM automation and engagement

One of the best ways to increase conversion on Instagram in 2023 is through Manychat, an official Instagram partner that sends automated DM responses to Instagram comments. On average, Brock has seen a 46% sales and conversion increase when he uses Manychat. 

In his opinion, using Manychat is more effective than pointing people to a link in your bio or sharing a link on your story. The reason is that Manychat boosts engagement on your post instead of telling people to leave your post. 

Additionally, you can track potential customer activity through Manychat, but you can’t tell who’s clicked on a link in your bio. With Manychat, you can follow up with the people who commented on your post and you can see whether or not they clicked on the link in the DM.

Out of the people who clicked on the link, you can see who purchased and follow up with anyone who didn’t.

How to have a good mindset about Instagram

If you want to have a healthy mindset and feel encouraged to keep investing in Instagram, you need to detach your self-worth from the results. There are so many factors that are outside of your control on social media, so you cannot tie your worth or identity to how well your posts perform. Instead, look at your performance as data points to inform you in the future.

The biggest differentiator between businesses that succeed and the ones that fail

Brock believes that the biggest differentiator between businesses that succeed and the ones that fail comes down to consistency, not overthinking it, and learning as you go instead of trying to be perfect.

Important sections of the conversation:

  • [1:32] Losing 14,000 Instagram followers in one week
  • [4:58] How to get out of a rut on Instagram
  • [6:12] Three ways to revive your Instagram account
  • [8:35] Posting reels vs non-reel content
  • [10:53] Testing your Instagram content
  • [17:55] Finding inspiration for new content
  • [22:15] The benefits of using Manychat
  • [30:50] Maintaining a good mindset about Instagram
  • [35:07] The biggest differentiator between businesses that succeed and the ones that fail

Resources Mentioned

Connect with the guest

Episode Transcript

Akua Konadu
What would you do if you lost 14,000 followers in one week? Well, that is exactly what happened to Instagram growth coach Brock Johnson, and what he learned from that might surprise you. Brock is a seven figure entrepreneur who has a passion for helping business owners grow their following and their business all on Instagram. And in one year alone, Brock gained 400,000 followers. Now Instagram has been a tough platform to navigate these past few years. There’s no doubt about it. But Brock is gonna give us a scoop on the strategies that he used to see success on the platform, and how we can apply that to our own business. Hey, everyone, this is your host, a cook and audio and you’re listening to the independent business podcast, more people than ever are working for themselves and building profitable businesses in the process. So on this show, I get to sit down with some of the most influential authors, entrepreneurs and creators to break down the science of self made success so that you can achieve it too.

Akua Konadu
Hello, hello, Brock. How are we doing today?

Brock Johnson
I’m doing so good. So happy to be here. Yeah,

Akua Konadu
we’re, we’re happy to have you because I mean, I’ve just so so stoked for this conversation, because I feel like a lot of us have been in the trenches with Instagram and your content. I mean, it’s fire. And also to you, you do a lot of experimentation on your platform, and honestly, really just leading like the forefront of what’s working on Instagram and what’s not. So I’m just super excited for this conversation. So

Brock Johnson
yeah, yeah, I appreciate that. Thank you. I’m excited myself. Yeah,

Akua Konadu
absolutely. Okay, sweet. So let’s just hop into it. Because you lost 14,000 followers in one week on Instagram. And I was like, holy smokes, what, what led to that? And what did you learn from that? Yeah,

Brock Johnson
I lose about 14,000 followers a month, every single month. And I use that video, I think you got that from one of my reels. That’s a specific hook that I’m using. Because people are really drawn to the negatives, right. And in hooks, when you use these sorts of negative things like I lost this many followers or stop doing this on Instagram, those sorts of negative phrases, they really grabbed people’s attention. And so it is true. I lost 14,000 Something followers in one week on Instagram. But if you actually look at my stats for that week, I was still positive for the week. So 14,000 People unfollowed me, but maybe 17,000 People followed. So I was plus 3000, something like that for the week. But it’s very normal to lose followers like that happens every single day to every single person. It was funny. Earlier this week, I had someone messaged me, and they were like, Brock, I’m feeling really discouraged. Today, I woke up and five people unfollowed me overnight. And I was like, I had to hold back my laughter and I had to hold back, you know, like be thoughtful in my response. Because I was like, hey, for this person. That meant a lot to them that that mattered to them. But I was like, Hey, I lose 1000s of followers every single week, you got to just let it slide like water off a duck’s back. There’s so many reasons that people will unfollow. And oftentimes the reason that we’re losing followers isn’t even that people are unfollowing us but just that they’re deleting their Instagram accounts, or they were a spam like a robot to begin with. And Instagram deleted their account altogether. And so you might look at that as a lost follower. But I’m going to look at that as a great thing. Because that’s one less fake follower, that’s going to help your engagement rate improve a little bit. And if someone’s like, on the fence about unfollowing, you, or if something that you posted didn’t resonate with them, where they felt offended, and they unfollowed you or whatever, that person was pretty likely to never become a customer, right? Like, how often are we like, I’m about to unfollow, but actually, instead, I’m gonna buy something like, that doesn’t happen. So if someone does unfollow me, I have to just remind myself that, hey, I wasn’t right for them at this time. And I’m gonna continue to serve and pour into my audience of followers, who is still active and is still with me.

Akua Konadu
Absolutely. I love that mindset. Because it’s true. Like, yes, you have a very, very large platform. And for some business owners who have much smaller we do like we take that with stings a little bit more. But it is such a good reminder of to really focus on the current followers that you have the people that are rooting for you that are engaging with your content that are supporting your business. And just to not take it so personal. Because it’s true, we really don’t know the reason as to why they followed what matters is the people that are already here and are supporting you. So I like that. And I think again, it’s a really, really good mindset reminder. And so Instagram, all of a lot of people are struggling, it’s really tough platform to navigate these days. It’s constantly changing. There’s different algorithms on the platform, it’s really difficult for us to we kind of find ourselves in a cycle, right? We once you kind of hit a post that’s not doing well, then the next post doesn’t do well than the one after that, and you just feel like your confidence just go way down. So it’s this never ending cycle, like I mentioned, where you feel like almost like your accounts kind of dead. How can we revive that? What steps and strategies have you taken when you have found yourself in that rut to really revive our like to revive your own

Brock Johnson
account? Yeah, so this is a great question and I want to start by saying that for anyone who feels like, hey, my views are down, I’m posting terrible stuff. And it’s just like really rejecting and depressing. I hear you that I understand that’s valid. And also, I want to validate that feeling and saying that, statistically speaking, that is accurate. The average real has is getting in 2023 76.8% less views than it did in 2022. Like that’s massive, that’s more than cut in half the views. And basically, it boils down to a conversation of supply and demand, people are posting more reels in 2023, than they were in 2022. So there’s a lot more supply, right, there’s a lot more competition, so to speak a lot more content being shared on Instagram, that is true. And you couple that with the fact that demand is down. Because people are spending a little bit less time on Instagram this year than they were last year. It’s it’s pretty equal, but it’s a little bit less time this year than last year. Plain and simple. The math shows that you’re going to be getting less views, there is going to be that drop off, so you’re not alone. But with that being said, there are ways that you can revive your account, you can bring back your engagement, and you can kind of get things trending in the right direction. Really, though, there are plenty of strategies we can talk about, we can kind of go deep on some of these strategies, they boiled down to three things, there are three ways to reach new people and to you know, bring your account back so to speak, and revive your dead engagement, you can make better quality content. Because when you make better quality content, people are going to naturally engage with it more. And when people engage with it more, it will be shown to more people. Number two, you can make more content, which again, let’s go back to that conversation of supply and demand. If you are posting the same number of reels this year that you were a year ago, but on average, there are 30 to 90% more reels being shared, depending on the account size, that means that you are 30 to 90% less likely to get your reel seen than you were a year ago. So not only can you dial up the quality of your reels, or I should just say your content in general, you can also dial up the quantity and start sharing more, because it is statistically proven that the more you post on Instagram, the more you’re going to grow, because each one of those posts is an opportunity to reach new people. So you could improve the quality, increase the quantity, or you can use different strategic ways, different strategies to increase engagement. And that’s really where we can get into the nitty gritty of, you know, improving your hooks, or improving your calls to action, or improved editing in your reel removing like dead space and dead air. You know, you can get into little nitty gritty things like camera quality, upload quality, audio quality, there’s so many different little ways that we can look at to improve our engagement and improve the quality of our content. I think that ultimately, while it might not be our fault, that our views are down, I think it is within our jurisdiction, it’s within our means it’s it’s our responsibility as creators and business owners to bring them back up and to do everything we can to invest in ourselves and improve our content. So that ultimately it does reach more people.

Akua Konadu
Absolutely. And that’s a question I had that I’m really curious about because as you said, like supply and demand since reels now engagement has gone down since the over the past few years since last year especially. Do you see reels as being the number one thing on Instagram to grow? Or are you can we still expand more on post carousel posts? Or you know, just a simple static graphic stories? Or do you still see reels is that number one thing that people need to be doing to be able to grow?

Brock Johnson
I will say I would still put reels at number one, but it’s a very different number one than 2022. Again, to go back to the averages, the average real in 2022 was reaching about 20,000 people. And the average carousel was I believe, around 3000 Or I should say the average non real and when I say non real, I’m referring to photos and carousels. I’m not referring to stories. That’s a whole different conversation. The too long didn’t read version of that conversation is that stories don’t help you grow. I know I might have just blown people’s minds. But let’s go back to the conversation of growth. We got reels and we got non reels. Non reels, again are the photos and carousel. So in 2022 reels were about 20,000 and non reels were about three or 4000. This year, they’re very equal. reels are still a little bit ahead. I think the average reel is a little bit less than 5000 views and the average non reel is around 3000. So reels are still the number one way to reach more people and to reach even your existing followers and to grow new followers. But photos and carousels have made a massive comeback. They have been brought back in a major way. And so I’ve been saying recently that any Instagram strategy that doesn’t involve reels and non reels is in my opinion, an incomplete strategy. I think that no matter who you are, I don’t care if you’re a photographer or a videographer. I don’t care if you do like wedding makeup or if you do real estate, I think that a healthy Instagram account should have a mix of photos, carousels and reels.

Akua Konadu
I think that leads to some relief for some people, because again, it’s like everybody’s been like real Real Reels needing that to grow. And I think that was true at some point. But I think some people are just not as excited about reels or you know, at least providing some more balance to where like, I don’t feel like showing up today via video, but you’re still showing up in a capacity where you’re providing quality content, but also still feels really aligned and feel really good to you. Um, so one thing that I also saw, which I’m really interested to talk about is that you test some of your content, which you shared, that you test some of your content, to where you can get a better idea of how your posts are doing, like how it’s going to do before you actually post it. Can you share exactly how you’re doing that? Because I thought that was brilliant. And I know a lot of us aren’t are not doing that.

Brock Johnson
Well, thank you very much. I appreciate that. There’s a few different ways that I test my content. And I think that it’s our job as entrepreneurs, not to have all of the answers but rather to be always asking questions always trying to dig and research and figure out like what is working, and as someone whose job it is to figure it out the Instagram algorithm, I have to be constantly testing and seeing, seeing what’s working. So one way that I test on my Instagram account is oftentimes I will post the exact same thing at the exact same time. And I will just have a different call to action at the very end, or I will have a different hook at the very beginning. And that just constantly gives me feedback as to what is working for my audience. Now, I’m not going to do that with every single person not gonna do that every single time, because my audience would get annoyed with seeing that. But I do that from time to time to specifically test on Instagram. But the strategy that you were referring to in the beginning of his question is basically, I will take other platforms, so I’ll use tick tock or I’ll use YouTube shorts, or I’ll use the other platforms, which I call like, my might be tier platforms. Instagram is my 80 year platform. That’s where I have most of my growth, most of my sales most of my followers. So I’ll use those other platforms where I maybe have less followers or less engagement, and I will test out a post. Let’s say I made a new reel about you know how to use hashtags. I’ll post that on to my Tik Tok, and I’ll see how it performs. And if it performs well over on Tik Tok, that’s usually a good indication that it will also perform well on Instagram. But if it doesn’t perform well, I can change some things up, I can maybe post it again, but change the hook, I can post it again. But change my delivery, I can post it again, change the editing posted again, change the caption or the call to action at the end of the reel. And so that way, I’m able to kind of like fine tune it on a platform where I’m getting much less views and much less visibility. Before I share it to my main audience before I share it to the majority of my followers, so that when I am ready to share it, I’m like, Hey, I have a pretty good hunch that this is going to do all right.

Akua Konadu
I love that strategy so much. Because I feel like for a lot of us on Instagram, where we still struggle with perfectionism, we are still afraid of what people are going to think I mean, we all say it’s so easy for people to say like, I don’t care what people are gonna think or how this is gonna look or if this is cringe, but we do care naturally. We do care. And so I think it when you invest on a more lower tier B tier platform, it’s right like not much is at risk. I guess like you care less you care less like for me personally on Tik Tok. I love posting on there. I love just sharing random things, because I know most people don’t care versus Instagram or other platforms. So I think it’s a really great way for people to start getting comfortable, right to where you can try some things out, see if it doesn’t work. Okay, great, then you don’t have to post it on Instagram. But it’s but the thing is people are trying, I think right? I think a lot of us are super discouraged. Right now currently in terms of content. I’m trying to figure out how to navigate everything. But it’s like, this is a great way I think to start and really see what works, what doesn’t work again, experimenting with your content to see what feels good to you. And what also feels good to your audience to move forward. And so another thing that I thought was really interesting, as well of how that I love is that you have taken I feel like every opportunity in your business, like no matter if it’s related to your business or not to leverage it like on Instagram to grow your business, which I thought was really cool. And so you had I think one of your very first viral videos, you went viral, it had nothing to do with Instagram at all or your business. And we hear all the time with going viral that okay, yeah, you can go viral. But if it has nothing to do with your business, or you can’t leverage that to grow, but you did and you also had one of your students who did that they went viral had nothing to do with their business, essentially what they do, but they were able to leverage that to be able to invest more into their business or grow their business. So how did you do that? I was so curious to know about that. Yeah, I

Brock Johnson
think that the primary thing that we have to keep in mind here is that first of all going viral is very rare as it is yeah. But going viral. In a post or with a post that isn’t related to your niche or isn’t related to your business, it’s very risky. It’s very challenging to then like tie that back into your business, the only way that you really can is if it’s tangental. Or if it’s in some way related to your niche, like, let’s say that the ideal person or the average person who is viewing that video, they’re also then going to be like the average person who’s becoming a customer of yours. But I think the opposite end of that spectrum is pretty easy to understand. And that’s something that I’ve dealt with as well over on Tik Tok. So in my first videos that went viral on tick tock, were silly, goofy dancing locker room videos when I was a college football player. This was 2019 when it tic tock was first, like really taken off, it hadn’t even blown up yet. And I posted some like random dancing trends in the locker room and those blew up. But unfortunately, those blew up with the kind of people who want to watch Dancing videos, they were interested in dancing content, which no no problem with that. But the problem for me in my business was that I don’t teach people how to dance. I don’t have a dancing course I don’t have a dancing Academy. So there was no real way to turn the majority of those viewers into customers. And so something that I’ve recently done on on Tik Tok is actually I’ve completely started over so I had over 300,000 followers on Tiktok. But 99% of them didn’t care about Instagram, they didn’t care about building a business, they didn’t care about entrepreneurship is wanted to see me talk a few more times, and my shoulder pads, and so like they, they were never going to become customers. And so ultimately, I was fighting this like uphill battle tooth and nail, trying to show all these people like, Hey, I care about this thing that I’m selling, but they were like, We don’t care about that, we just just want to see you dance. And so I made the decision to start over on Tik Tok. But all of that to say, that’s why I usually recommend for people to when they’re sharing a reel or a Tic Toc, or really any content for that matter. It should relate to your niche, or at least it should be relatable like it should have the same ideal market or it should have the same intended audience as the intended audience for your offer your whatever it is that you’re selling or promoting. Yeah,

Akua Konadu
well, I think again, so you’re you just even proving the point to that like going viral doesn’t really mean anything. And it’s true. Like if you are looking to go viral, where it’s it’s luck in some senses, but also to making sure that it is related to your needs, because it is really difficult to try to convert people within that audience. But I thought that was really interesting, though. And in any sense. I was I had to ask that, because I’m so curious. But you know, another another question that I do have is, I think some business owners are really struggling to find new content ideas, or I guess, new innovative ways to really share their expertise. How are you finding it? Because you push out content a lot? Quite a bit throughout the week. And so how are you finding inspiration for new content ideas? How are you finding innovative ways to to share content? Where are you gaining your inspiration from?

Brock Johnson
Yeah, well, I’m really just, I’m a creative genius. And everything that I post is brand new, fresh, and no one’s ever thought of it before. So no, obviously, that’s absolutely the opposite of the truth. I’m not a creative genius, in my opinion, everything that is shared online, every podcast, every YouTube video, every real every tick tock, it is ultimately just a regurgitation of everything else we’ve ever consumed. It’s impossible to take all of the inspiration and take everything you’ve ever seen, from the time you were a baby watching cartoons, like all of that influences and in some way inspires or informs the content you’re creating today. So for me personally, my goal is never to necessarily come up with new content or come up with new ideas. Sure, every once in a while, maybe like 10%, or 5% of my content is something where it’s like, hey, you know, I was having a coaching call the other day, and I had this great quote, and I’ve never shared it before. So now I’m going to share it or I had this great aha moment for my client. And I’m going to now share that in a real because I think that might be a good aha moment that I haven’t shared before. But that’s, that’s the minority that’s like the very, very small five to 10% of my content. The vast majority of my content like 70 to 80% of it is a repost of something that I have posted before. So one of the ways that I am able to post so frequently, which is I post like three or four times per day to my feed on Instagram, I have something like 150 posts shared per week across all my different channels. The way I’m able to do that is I’m not trying to reinvent the wheel. I’m taking something that I shared like five months ago, and I’m either directly reposting it again, because I was like, hey, it did well in March. So I’m going to literally post it again, the most people don’t remember it, the very few who do remember it, they remember it because it was so good. They wouldn’t mind seeing it again. And so I’m going to share it again and it will likely do well again, or I’m taking that post from March a few months ago. And I’m like, Hey, I’m just gonna freshen this up a little bit. I might change the hook. I might swap out some words in the caption might make it a little bit you know, new, but it’s ultimately the same gift just being re gifted again. I am. And so the vast majority of my content is things I have posted in the past. But of course, that means that I had to have had new ideas at some point, right, I had to have had new content at some point in order to repost it now. So where does the new content come from it most likely, most of the time comes from other examples within my niche, other content that has been shared by other top creators, right? There are so many blogs and YouTube videos and creators who are in every niche that you can get ideas from them, you’re not going to copy them word for word, you’re not going to write down what they said, and then just say that in your own script, but you can very easily use someone else’s content and use it to inspire or inform your own content, I can look at another Instagram coach, and say, Hey, I noticed they’re talking a lot about AI recently, and it seems to be performing well for them. So maybe I’m gonna start talking about AI myself. And that way, I don’t have to rely on my own creativity 24/7. I

Akua Konadu
love that. And I think to even just to add on that, because that’s how I find content, right is by looking at people completely in my different industry, just to be able to get more ideas that are original or innovative. But I also love to, it’s a really great way to identify of like maybe if people aren’t talking about certain things, I think that’s kind of even for me how I personally did a storytelling strategist is because a lot of people were not talking about how effective storytelling can be in your part of your marketing strategy. And so I think it’s a really great way as well to identify certain places or gaps in your industry, that things that people aren’t necessarily talking about that you could talk about, that could bring another really fresh perspective to your niche. So I really, really love that I think it’s such a great reminder that there’s power in repurposing, I think we forget that all the time, especially when you see other creators that are pushing out content constantly, you’re assuming that, hey, they’re spending all of these days and times on Instagram on a platform, but it’s like you have a life too. So being able to take old content and repurpose it. And it’s still just as equally as effective as the first day that you posted it. So I absolutely love that. And so I want to talk about switching gears a little bit. Talking about Mani chat. I have seen it I’ve seen a lot of people using it. Can you share with us what many chat is? Yeah,

Brock Johnson
in its simplest definition, the simplest way to think about it is, it is a tool that allows you to automatically respond to comments and or direct messages on your Instagram. Plain and simple. That’s what it is. It is an official partner of Instagram, which means it’s officially approved by Instagram, you’re totally in the clear to use it. It’s used by over I think like a million business owners and creators on Instagram. And the reason I love it. And the reason I’ve been talking about it now for like almost two years, which is crazy to look back. It’s been two years now is that it is a massive game changer when it comes to sales and conversions. Because time is of the essence. And I know people might think well, Brock, you know, I don’t want an automated response. Because I want it to be organic, I want it to be me and also Brock, I only get a couple of messages when I like promote something or a couple of messages about sales. And so I’d rather handle those myself. And you can absolutely do that. But likely you have a life that you’re living and you’re not on Instagram 24/7. So you might respond to that message a couple hours later, you might get to that comment a few days later. And by that point, the person’s excitement and energy, their impulsivity that made them want to purchase in the first place, that has likely faded. And so your percentages of making that sale, your likelihood of converting that customer have significantly decreased. We’ve seen on average, like a 46% increase in sales and conversions when we’re using many chat for DM automation, rather than trying to like manually do it ourselves. And so like I’ve been shouting this from the rooftops for like yours, like everyone needs to get on this and get on it now. Because a few years from now, it’s going to be like past the wave, you know, like everyone wearing it, and it will be less effective. But like right now, it’s flippin hot. Like right now it’s it’s tick tock in March of 2020. It’s reals in August of 2020. Like It’s Hot, we need to get on it, we need to start using it now. And it’s also really simple to use. And so I know that was kind of a long answer to what is many chat, but in its simplest form automated responses on Instagram.

Akua Konadu
Yes. Which I love. Because I’ve seen you use it. I’ve seen friends use it and the engagement has gone through the roof. I mean, it’s such a great way I think to grow your email list. It’s such a great way to, again for sales to get leads clients. And so what essentially I have been seeing is people are making a post and they’re putting, you know, they’re providing value in the post, of course, and then they’re saying like, you know, comment, I don’t know, YouTube, or whatever the purpose of the post is they’re giving a key word. And when you typed that keyword, it automatically gives you a DM and I was like and I did that just to see what it was like I responded to a few people and I was like, Oh my gosh, I need to get on many chat. So how are you implementing it into your own business? Since you’ve already seen such a huge amount of sales increase in sales already. Yep.

Brock Johnson
So what you just described is basically what we now do 100% of the time in our business, I no longer share links on my story, I no longer tell people to click the link in my bio, it still is there. Sometimes I’ll put a link on my story, I like to call it my lazy links, like if I just want to be like, hey, go, you know, watch this YouTube video, I’ll just put up a link on my stories. But for the most part, the other 95% of the times, we are promoting things sharing links, within my Instagram account or within our business more broadly, we use dem automation. And the flow is essentially what you just described, where instead of asking people to go click the link in my bio, or go click the link on my stories, which let’s think about what happens when when I say that. Let’s say I make a feed post, I’m promoting some course. And I’m like, Hey, go click the link in my bio, I have no idea who clicked the link, I have no idea how to follow up with them. I can’t follow up with them. I can’t build a relationship, I can’t answer their questions. And that’s assuming they even clicked on the link, the majority of people aren’t going to click on it. And what you’ve essentially just done is told everyone who’s viewing the post, don’t engage with this post, don’t like this post, don’t comment, don’t save, don’t share, don’t engage with this post, leave this post and go somewhere else. That’s what you’re telling people. The Instagram algorithm is not a fan of that any algorithm is not a fan of that any social media where people are leaving your content, your content will be shown to less people. So now your content is getting shown to less people, it’s getting far less engagement, and you don’t know who’s clicking, you don’t you don’t know how to follow up, you don’t know who has problems, nothing. Instead, let’s use DM automation, you saw that you saw the exact same post, you had the same content, you receive the same value. But then at the end, instead of me saying, click the link in my bio, I’m saying comment the word link. And I will send it to you. Now step one, they don’t have to leave, they don’t have to like go to my profile and then find the link. Instead, they are now engaging with your posts, they’re commenting there, thus your post will be shown to more people, right? Because it’s getting engagement, it’s getting those comments is getting those responses. And then now you are having an instant automated DM response. What happens from there, they’re being tracked. So you know who clicked on the link, you know, who opened the message, you know, who got lost, and then you can manually follow up if you want. So you can have that automated link sent to them via direct message. And then let’s say you know, you only have four people who asked for the link, you can see the three people who clicked. And then if you see the only two people purchase, you can follow up with the one person who clicked but didn’t purchase and be like, Hey, I noticed that you had some difficulties there. I wanted to see if there were any questions you had, you could follow up with the person who didn’t click and say, Hey, I saw that you requested this link, but then you never ended up tapping on it. Was there any issue that you ran into, that I could help you out with? Now you’re able to do customer service, you’re able to organically and authentically engage with them. And you’re able to have that automated response to capture the energy and attention in the moment that’s happening. Your posts are reaching more people your engagement rate, your conversion rate, all of that is going up? I don’t see a negative to using DM automation.

Akua Konadu
Yeah, I don’t either. And I love because number one for stories, like for example, my story views have gone down lately. I mean, even especially if I put a link in the story, I’m sure there’s other people too, that are seeing other areas like their story views also going down. And this is stuff because you know, we have heard about how DM strategy can be in the DMS is such a key way to be able to get sales to get leads in your business. And so this is such an easier turnaround than having to go into your stories many chat is the perfect way to do that. And then also to your remote, you’re making it as easy as possible for people to be able to make a purchase or do whatever it is that you want them to do. I think sometimes we forget that it’s such a big ask when we’re asking people to purchase from us. And so really finding different ways to remove those barriers will make them more inclined to say yes, and many chat is literally the answer to that. So I flippin love it like, yeah,

Brock Johnson
you hit the nail on the head, right? Because if I’m asking you to click the link in my bio, you have to first of all, and I know I might say this and everyone listening might be like that’s easy, Brock, it might be easy, but no matter how easy it is, it’s still an extra step. People have to know how to get to your page, they have to know what the word Bio means. They have to then find the link in your bio, which is usually a really small little piece of text, a million different places they could get distracted before that. And then how many of us have a link tree in our bio, then we click on that link tree. And instead of being taken right to the landing page that they were ready for. They’re being shown like a smorgasbord menu of offers. It’s like well, now you got to figure out which one you were even looking for in the first place. So we have all of these barriers before they even get to the landing page. And then we wonder why our sales and conversions are low. It’s not that Instagram hates us. It’s that we’re using these strategies that are literally biting ourselves in the butt shooting ourselves in the foot.

Akua Konadu
Oh Oh my gosh, yes. So if you’re or if like Link trees down, because that’s what happened where I’ve been in the middle of a launch and link tree has gotten to where I’m like no. And like, Yes, I think, again, if you are not using many chat, if you’re listening, I want to encourage you to because I think it can be such a game changer for your business, it can also just make the sales process much more enjoyable. I feel like on Instagram, because that is something that I think a lot of us have just, we don’t necessarily enjoy it anymore. But I love how you said to like, Instagram doesn’t hate us. I think that is such a good mindset shift because we I think it’s so common, where it’s like, oh my gosh, the algorithm hates me or it’s like we can internalize a lot of the things that are happening in Instagram that is essentially just not, that’s really not in our control. So do you have any other mindset tips, too, that we can really just, uh, utilize as we’re creating content and just continue to invest in Instagram? Yeah,

Brock Johnson
I would say there’s a few things. Number one, we have to detach from the results. And I started talking about this a little bit earlier, when I was talking about looking at your posts as data points and just basically learning lessons to figure out what hooks are working, what content is my audience into nowadays, but really, like detaching your own worth, from the results that you are getting on social media, because they’re so fragile. They’re so futile, they change. They’re so variable so unpredictable. And honestly, they’re outside of your control. And so when you get your worth or even other things like your motivation, that’s another thing that I hear all the time is like Brock, how do you stay motivated, when your posts aren’t doing? Well? Well, I don’t get my motivation, as ever, as it stands currently, from the engagement or from the results, because that’s basing your internal motivation or your internal satisfaction or joy or worth off of an external factor that you cannot control. And so I wish there was an easy like, three step strategy that I could give you, like, you know, you know, use this font or try this little design, whatever to figure this out. But it’s this a much bigger conversation, right? Mindset is not, you know, three tips to get more views on your reels mindset is a much bigger, deeper conversation where this is going to take years of practice, this is going to be trial and error, this is not going to be an overnight solution. And even once you do reach the point where you’re like, Yeah, you know, I don’t, I don’t base my worth and my motivation and my, my creativity off of these external factors, you can get to that point. And I feel like I’m at that point now. But there are still days myself where I’m like, I’m looking at my real estate, I’m like, Hey, I’m supposed to be an Instagram Expert. And I’m getting this many views, hey, I’m supposed to be the guy teaching this stuff. And I got this, many likes that come on. And I have to remind myself still constantly that this is something that I can’t tie my worth to. And fortunately, I had a lot of practice, learning that from my background and my sports career, like learning that I can’t I play quarterback, so I can’t base my worth, as a football player, as a human being based off of how many touchdowns I throw, right, I can’t base my worth off of the final score at the end of the game, whether we won or lost. And also it took years of therapy to get to the point where it’s like, hey, for the most part, I can post something and whether it flops or whether it goes viral, I’m kind of the same guy. Today, tomorrow, I’m going to create the same content, I’m gonna show up and put in the work in the same way it took years of of therapy and practice and learning lessons to get to that point. It’s not easy to do. But it’s something that I think is necessary. If you want to have long term success on social media, you can have short term success and overnight viral growth. Like that’s possible. It’s unpredictable, but it’s possible. But if like you want to build an actual business, on social media, like you want to be around for more than just a season, you want to be around for a decade, you want to be around for a few years, you’re gonna have to embrace the suck and learn how to do those hard things like detaching yourself from those results.

Akua Konadu
I love that so much. There’s so many key things that you shared within that of, because number one, you’re showing the work because I mean, you have had such amazing growth and an amazing business, but you are showing that the nitty gritty of what it takes to get there. And I think especially on Instagram, when we see it’s we see everybody’s highlight reels we see all of okay, like we’re producing this really nice content, but you don’t know the work that it took to be able to produce that content. I think that’s something that we forget all the time. And so it’s just such an important thing of like, you are more than just an Instagram post, you were more than social media. And so your results are not a reflection of who you are and what it is that you bring to the table. And I love when you said that, when whatever niche that we’re in, we feel like we have to be the expert. So we feel like we always have to have the best engagement and that is just not like I feel like I hope that gives people permission still to post, right? Because we do like even my son I’ve been guilty of that where I’m like, I’m a storytelling strategist like Does that mean that I don’t know what I’m talking about? Are all of these different types of things? And that’s far from the truth, right? Like again, it’s we don’t have we don’t own the platform. And so what matters is that you keep showing up through the hard times even through the the slow growth and so just remembering that you’re planting your roots and growing something that is going to be so powerful and benefits so many other people so, so much goodness that you shared with him that and so the last question that we always love to close out with a is what do you think is the biggest differentiator between the businesses that succeed and the ones that fail? Yeah.

Brock Johnson
No one’s gonna like hearing my answer to this question. Because it’s, again, it’s not some magic strategy. It’s not some sexy insider tip. It’s not some like magic hack that you haven’t thought of before, or it’s not tucked away in chapter 14 of that book you just haven’t read yet. Everyone knows what it is. And I’m not some genius to say it. But the difference between the business owners who are successful, and the ones who aren’t Ultimately, it comes down to consistency, on Instagram on social media consistently showing up, it also comes down to not overthinking it, like stop trying to make perfect content, stop overthinking everything you post is this good enough? Most people aren’t even paying attention to you anyway. Well, I have this one hair out of place. Well, this filter isn’t right, while I made a typo, who cares? No one’s gonna notice the vast majority of your followers ain’t paying that much attention to you. They’re too busy worried about themselves in their own mistakes in their own imperfections. So the creators, the business owners who are successful are the ones who first and foremost, they’re willing to bet on themselves, they’re willing to rip off the band aid, they’re willing to make the jump, take the leap, whatever cliche expression you want to use here, they just get started, like they stop overthinking it, they have the superpower of under thinking it and just taking action. And then once they take that action, they just keep doing it. They keep showing up, they keep hammering, they keep putting in the work day after day. And they learn as they go, they have that 1% improvement. They’re constantly making little tweaks along the way. Like there’s all those little things that will add up over time. Sure. But ultimately, like 95% of people will fail because they just don’t stay consistent. They just give up they get rejected because of bad results or whatever. And so they just give up when ultimately the ones who are successful and seem like they’re overnight results, and seem like their overnight successes, you look back and those are the people who have actually been consistent for like last 14 years, the person who’s like writing the book about their 100 million dollar business. They’re actually they’ve been doing this for like 20 years, they didn’t just have like one viral Tiktok. They’ve been doing this they’ve been putting in the work. They were willing to bet on themselves. And ultimately, they were willing to just get started.

Akua Konadu
Oh my gosh, you took us to church with that answer. Okay, because that is the power of under they get I was like, oh, that’s me, I overthink. But it’s so true, right? Like the power and unlike under thinking like just because you are getting consumed by we were we are trying to be perfect. And all these different types of but no body cares. Nobody cares. Everybody else is trying to figure out their own stuff just as much as you are. So you might as well have fun while you’re doing it and enjoy the process. And one of our previous episodes with Tori Dunlap she had mentioned just because somebody had just because you first discovered somebody that doesn’t mean that other people haven’t, right, just because they were like just because you discovered them first, it doesn’t mean that they still weren’t doing what they’ve been doing. And so I think it just goes to show again to just to continuously be putting in the work people have been putting in this work for years before they got to this specific moment before you discovered them. And because we instantly will think they’ve been successful all this time. And that’s just not the case. And so that was so good. Such a good answer. And Brock, I have enjoyed this conversation so much. I feel inspired now and refreshed about Instagram where I know I’m gonna go back and look at my account. I hope if you’re listening to that you feel just as inspired because it’s still very possible to have growth on the app, it’s still very possible to be able to build the business that you’re looking for. So this was great. And thank you so much for coming on the show.

Brock Johnson
Well, thank you so much for having me. You are an awesome host and I really enjoyed being here. So thank you.

Akua Konadu
Thank you. And so where can people find you to connect with you?

Brock Johnson
The best place is myspace.com forward slash Brock. 11 John’s? No, I am on every platform. I am not on MySpace. I just missed the cut off born in 1997. But anyways, the best place to find me is on Instagram. Brock 11 Johnson is my handle Brock 11 Johnson is my handle on YouTube on Tik Tok on Twitter, or x, whatever we’re calling it now. That’s what I am on every platform. So if you search Brock 11 Johnson, shoot me a direct message and you will most likely get a response from me. Maybe my DM automation but probably me.

Akua Konadu
Yes, absolutely. And you know, please check out his content because it is so helpful. And thank you again, so much, Brock, and thank you everybody for listening. And until next time. That ends our episode of The Independent Business podcasts. Everything we’ve discussed today can be found at [email protected] Hedra website to access for show notes, relevant links and all the resources that you need to level up. And if you’ve enjoyed today’s episode, be sure to subscribe to the podcast to make sure you never miss our future content. Drop us a review and leave our guests some love on social and thank you again for listening.

Invoice vs. receipt: when to use each for your business

Man working on creating an invoice

Receipts and invoices are essential payment documents that record the goods and services you provide. But you issue a receipt after receiving a payment and an invoice before, which changes the information each needs to include and the way you can use each one.

Man working on creating an invoice

Maintaining a record of business transactions—purchases, returns, and exchanges—is necessary to keep finances in order, handle your business’s taxes, and monitor its performance. Clients also need transaction documentation for their financial records. This makes invoices and receipts a crucial part of your business.

These payment documents are similar, however, and it’s easy to confuse when you need to use each one. This guide will help you understand what sets apart invoices vs. receipts, like what each includes and how to use them.

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Fast, reliable payments

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What’s the difference between a receipt and an invoice?

A sales receipt is proof of payment, confirming the client received the goods or services they paid you for, or that your business collected its payment for the goods or services you sold the client. Though you don’t legally need a receipt for all transactions, clients generally want one after making any purchase, so it’s common practice for e-commerce businesses to always provide receipts.

Pro tip

Do not confuse receipts and bills. Bills are documents you give expecting an immediate payment, while you only give a receipt after the client pays you.

An invoice, on the other hand, is a document you send to the client after providing a good or service to request payment. It tells your client what they owe you for, how to pay you, and the date they need to pay by. As a result, invoices generally have more information than a receipt.

What needs to be included on a receipt?

A standard receipt should include:

  • Your business name, logo, and contact information
  • The date of sale
  • An itemized list of the services you sold
  • The price of each service you sold
  • Any discounts or coupons applied
  • The total amount paid, plus fees or sales tax

Though not necessary, some receipts also include:

  • Payment options
  • Terms of sale
  • Your return policy

The return policy in particular is a useful notice to the client, so they understand what conditions they should meet to qualify for a refund or exchange.

What needs to be included on an invoice?

An invoice both requests a payment and records a transaction, so it should tell the payer exactly what each charge is for and the expectations for compensation. Each invoice should include:

  • Your business name, logo, and contact information
  • Client name and contact information
  • Unique invoice number
  • Date you created the invoice
  • Date the payment is due and any other payment terms
  • Acceptable payment options
  • Detailed description of the services the payer bought, including price and quantity
  • Total amount owed, including taxes and fees

It’s common to generate invoice templates using software like the HoneyBook platform so you can fill out the necessary information to get your payment on time.

HoneyBook invoice
Example of a HoneyBook invoice

How can clients use receipts vs. invoices?

A receipt is a document that tells a client the goods or services they’ve paid for and received. They can store these for their records to track their cash flow. The receipt also includes identifiers —like date of purchase and order number—that they can provide If they have any trouble with a purchase, or if they need to show proof of ownership.

Since you issue an invoice before the client pays, however, it instead lets them know how much they owe for your goods or services and when to pay it. Clients can file invoices, like receipts, for proof of payment, but they’re also reminders of what they owe you. HoneyBook also sets up payment schedules and reminders to make sure clients pay you on time without any trouble. 

How can a business owner use receipts vs. invoices

Receipts and invoices share some common uses—namely recordkeeping and taxes. Both help you track your income over the year. The IRS recommends saving both receipts and invoices as support for the entries in your books and on your tax return. If you’ve issued them to receive payments, they fall under the category of gross receipts, showing the amounts and sources of your company’s income.

The way to use each one is a bit different, though. Receipts simply help track and show proof of your revenue, whereas, since invoices include an itemized list of offerings and their corresponding prices and sales taxes, you can use them to calculate the sales taxes you have to remit to the IRS.

Pro tip

After filing for income tax returns, the IRS says you should keep your documents for three years. Keep your records for six years if income wasn’t reported when it should have and it makes up more than 25% of the gross income on your return.

Receipts also show the client actually owns the good or service you offered, since you issue them after payment, so you can refer to them in the case of a return or exchange.

Contrarily, since you issue invoices before the client pays, they offer legal proof you’ve completed your part of the transaction if you need to take legal recourse. They can also indicate what goods or services make you the most money or sell the best, and when certain services have higher demand. 

Avoid the confusion between invoices and receipts

Receipts and invoices are necessary payment documents for your business but, as you can tell, there are key differences you need to get right each time to make sure they’re useful for you and your clients. But, because you need to issue one for each payment, even if you know the difference, it’s easy to mix up which one you need.

Let HoneyBook help you. It’s an all-in-one clientflow platform where you can manage your entire business in one place. The platform’s invoice templates combine any actions you need, like contract signing, payment processing, and scheduling. 

Within the HoneyBook platform, you can also capture leads, view all your client communication, automate workflows, and view your payment data. 

Sell your services in style

Create professional and branded invoices in minutes with HoneyBook. 

How to write an invoice email (templates and tips included)

Man writing an invoice email

Discover how to craft effective invoice email templates that ensure quicker payments and keep clients up-to-date with their account status. 

Man writing an invoice email

When sending online invoices, it isn’t always clear what to include. Do you keep it strictly formal or add a bit of your personality? What information needs to be there other than the invoice amount and due date? 

Even though it seems like such a simple step in every project, learning how to write an invoice email can help protect you from late payments and confusion. With the right email template and online payment software, you can make sure you’re making it easy for your clients to pay online seamlessly and quickly. 

Jump to:

What should an invoice email include?

In general, every invoice email template should include the following:

  • An email subject line with the invoice, due date, and product/service
  • A greeting with a salutation to personalize your interaction
  • Invoice details within the body of the email, including the invoice number, due date, service provided, payment terms, payment methods, and contact details
  • A conclusion that expresses appreciation for the opportunity to work with them now and in the future
  • A professional email signature with your name, title, and any contact information

Pro tip

Use HoneyBook’s invoice email templates to fast-track your payment process. Add the templates to your HoneyBook account and customize them in minutes to begin sending them to your clients. You can also use invoice templates to keep everything consistent and professional.

3 invoice email examples 

Using an effective template is more than just a routine step in the invoicing process. An effective invoice email template can decrease the occurrence of late or unpaid invoices and bolster the efficiency of your overall accounting process. Here are some email invoice templates to get you started on the right foot.

Initial invoice email

Copy/paste template:

Initial invoice email

Subject: Invoice [invoice number] for [Services provided] due [Due date]

Dear [Recipient Name],

I hope this email finds you well. Attached is Invoice #12345 for the services/products provided on [Date]. The total amount due is [amount] and is kindly requested by [Due Date].

You’re welcome to make your payment using [payment methods].

Should you have any questions or need further clarification about the invoice, please don’t hesitate to reach out to me at [your email] or [your phone number].

I greatly appreciate your business and look forward to our continued collaboration.

Kind regards, 

[Your Name] 

[Your Company Name]

Follow-up invoice email

Copy/paste template:

Follow-up invoice email

Subject: Reminder: Invoice [invoice number] from [Your Company Name] due on [Due Date]

Dear [Recipient Name],

I trust you’re doing well. I wanted to offer a friendly reminder regarding [invoice number], which was sent to you on [Date Sent]. The payment deadline is approaching on [Due Date], and the total outstanding amount is [amount due].

You can process your payment using [payment methods].

If you encounter any issues or have questions, please let me know how I can help.

Thanks in advance for ensuring this matter is settled promptly.

Best regards, 

[Your Name] 

[Your Company Name]

Past-due invoice email

Copy/paste template:

Past-due invoice email

Subject: Overdue Invoice [invoice number] from [Your Company Name]

Dear [Recipient Name],

I hope all is well. I’m reaching out to notify you that Invoice #12345, originally sent on [Date Sent], is now overdue. The total amount of [amount] was due on [Due Date].

If this has been an oversight, kindly process the payment at your earliest convenience. Remember, you can make your payment through [payment methods].

If there are any issues or concerns, please inform me. [Your Company Name] aims to ensure a clear and hassle-free payment process for all clients.

Thank you for attending to this matter promptly.

Regards, 

[Your Name] 

[Your Company Name]

Why use an invoice email template?

Using invoice email templates isn’t just about speed or simplicity—it’s about building consistency, professionalism, and a smooth invoicing process. Here’s a closer look:

  • Consistency and professionalism: An invoice email template provides every client with an easy-to-understand and professional-looking email. This consistency helps to build trust and credibility with your clients.
  • Efficiency and time-saving: Crafting a perfect email every time is tedious and time-consuming. With a ready-to-use template, all you need to do is fill in the specifics, and you can save hours in the long run.
  • Error minimization: The chances of missing out on essential details or making errors decrease significantly with templates. Once you’ve perfected your template, you can trust it to deliver the right information every time.

For example, if you’re a designer, using a designer invoice template will help streamline your invoicing process, and leave more room for you to do what you love – design – and focus on growing your business. HoneyBook provides a wide variety of industry specific invoice templates, for tutors, graphic designers, doulas, consultants, photographers, and so many more.

There are two ways you can use your email invoice templates. 

  • Manually: If you’re sending your invoices via regular email, craft a template in your drafts or notes. Whenever you need to send an invoice, copy the template, fill in the specific details, and you’re good to go. 
  • Through invoicing software: Most modern invoicing software comes with the option to customize your email template. Once set up, the software will automatically draft an email based on your template with the correct details every time you generate an invoice. Some software even allows for automated sending, making the process even more hands-off.
Invoice email template
Example of an invoice email template inside of HoneyBook

8 tips to keep in mind when sending your invoice via email

Whether you’re using email invoice templates or crafting a message from scratch, certain nuances can make all the difference. Here are some valuable tips to help you create an email invoice template that offers clarity and professionalism, fits your brand, and promotes action from your clients.

1. Prevent surprises with transparent pricing

Your pricing structure needs to be communicated upfront and with as much transparency as possible. Ideally, the pricing that’s in your invoice email should be the exact same as what your client already selected and agreed on. 

If there have been any changes made to your policies or pricing, or if there have been adjustments made to the project, you need to make that clear and give your clients ample time to understand the changes.

Even if you’ve already communicated what goes into your pricing, be sure to reiterate it in your invoice email as well. Your clients will especially appreciate an itemized breakdown of your packages or services.

CEO and founder of Winlt, Ouriel Lemmel, says, “Communicating your pricing transparently and noting differences in expectations in a timely manner will help to prevent uncomfortable issues. No one wants to feel surprised when receiving a note for payment from you. It should always be expected or you will decrease trust and loyalty in your working relationships.”

2. Prioritize the information in the email subject line

Include the most important information from your invoice in the subject line to be sure that your clients can find you easily and know what to expect upon opening. This might include the invoice due date, invoice number, or amount due.

A strong subject line lessens the possibility of clients skimming past you in their email scroll or not being able to identify what it is as soon as it appears in their inbox. Subject lines also help people vet scam emails, and clients are 29% more likely to open distinctly personalized emails.

3. Make sure your email is always on time

The timeliness of your email will impact your professionalism and communication. Your clients have expectations for the type of support they’re looking for from you, and adhering to those expectations will make them feel more energized to work with you and pay you on time.

Sending them an invoice just a few days before it’s due may leave a negative feeling. They may feel surprised, and you don’t want to run the risk of creating a poor client experience. Instead, your invoice email should be expected and punctual.

4. Use instinctual formatting

Clarity and conciseness are always appreciated when receiving an invoice. Your clients should be able to scan the content quickly and immediately grasp the essentials, such as:

  • How much they owe
  • The due date
  • How to make the payment

Using instinctual formatting plays a vital role in achieving this. Bullet points, bolded text, or highlighted sections can emphasize important information without burying it in lengthy paragraphs. While it’s vital to maintain professionalism, it’s equally important to avoid fluff or overly complex wording. Remember, the goal is to provide clients with a straightforward roadmap to completing their payments.

In addition, while adding a personal touch is nice for branding and overall personality, always prioritize the most essential information. Striking the right balance here can make the invoicing process feel both professional and personal for your clients.

5. Be polite yet firm

Sending your invoice is part of your client and brand experience, so you don’t want to lose your personality. However, invoicing is also one of the most important parts of your business, and it should be treated as such. 

Incorporate your personality in your greeting and signature to stay polite, but make sure your language is firm as you get into your invoice due date and payment terms. 

For some independent business owners (especially those who are just starting out), it may feel awkward to ask for payment. But just remember that your clients have ample time to agree to everything before they sign your online contract. If you’re communicating properly, the invoice should be no surprise. 

It’s also wise to mention your late payment terms within the invoice email so your clients understand that they need to pay on time and what the consequences are if they don’t. Reiterating your business terms isn’t rude; it’s professional, and your client will understand completely.

6. Don’t neglect personalization

Personalizing your content for your clients boosts engagement and satisfaction while making the process feel less transactional and cold. Your brand has a distinct voice that makes you stand out, as do the clients you’re working with.

Within your subject line or email intro, be sure to use the client’s name (spelled correctly). You can also start the email with a brief sentence about how you’re excited to work with them on their specific project. Even this little bit of personalization goes a long way to show that you care about their business beyond the payment they’re providing. 

7. Build in payment reminders

Unfortunately, late payments will sometimes happen. Being proactive about forgetful clients or unexpected events will save you time and money in the long run. Sometimes, clients forget about an email they’ve opened, or they’re struggling to manage their financial accounts. It’s also possible for emails to end up in the spam folder or get lost amidst all the others in their inbox.

To ensure you receive payment on time, send scheduled notifications to remind clients to pay leading up to their due date. Consider sending an invoice payment reminder one to two weeks before the payment is due. When you send the reminders, include the online invoice again and all the same information you included in your first email.

It’s also a good idea to consider enforcing past-due penalties to protect yourself, which you can include in your online contracts for clients to read before the first payment is due. If you decide to use past-due penalties, be sure to reiterate this to clients in the initial invoice email.

8. Use invoicing or accounting software to improve your invoicing process

It’s said so often because it’s true — time is money. It’s not just about getting things done but about getting them done smartly, quickly, and consistently. This is where invoicing software comes into play, offering a transformative solution for businesses of all sizes.

Invoicing software, like HoneyBook, is more than just a platform for creating bills. It’s an entire ecosystem designed to enhance your invoicing process. It eliminates the repetitive task of drafting emails for every client. 

With HoneyBook, you can save all your invoice email templates in one place. Whenever there’s a new client or project, you don’t have to start from scratch. Instead, the automation capabilities let you plug in each client’s specific information, making the process not only faster but also error-free. You can also choose from a vast selection, from a tutor invoice template to an interior design invoice template, and everything in between.

In addition, automation reduces the likelihood of missing out on sending crucial invoice emails, especially when juggling multiple clients. This consistent communication helps to maintain a steady cash flow and reinforces your professionalism.

HoneyBook invoice template
HoneyBook invoice template

Why small businesses need effective invoice emails

Writing an invoice email is just one part of learning how to send invoices that get you paid. Though it’s such a small step, an effective invoice process can get you paid faster, smooth out your cash flow, and improve your overall client satisfaction. 

And you don’t have to spend a ton of effort putting it all together! With HoneyBook, you can manage all of the payment tasks outlined above: use invoice templates that allow online payment, schedule payment reminders, automate due date reminders, collect payments, and more.  

Fast, reliable payments

90% of HoneyBook invoices are paid on time or early.

6 HoneyBook integrations you should be using

Woman on a virtual meeting using HoneyBook integrations

Did you know HoneyBook offers integrations with some of the most important tools for small businesses? Learn how to sync your QuickBooks, Zoom, email accounts and more.

Woman on a virtual meeting using HoneyBook integrations

The business landscape is becoming increasingly advanced. The incredible pace at which technology has transformed all types of businesses continues to evolve.  

For independent businesses in particular, there are so many ways to leverage technology to manage your business, helping you work more efficiently. 

HoneyBook’s all-in-one clientflow platform is leading the way for independent businesses in particular. The platform itself allows you to connect different steps of your clientflow using interactive files and automation. Beyond that, HoneyBook’s integrations enable you to leverage additional tools and work in the best way possible. 

Explore these six HoneyBook integrations to start enabling your business for more growth!

Jump to: 

1. QuickBooks

For many independent businesses, QuickBooks is the go-to platform for all accounting and financial management. While HoneyBook does offer invoicing, payment processing, and cash flow tracking, it doesn’t offer the full scope of accounting tools that QuickBooks has to offer. 

Especially if your revenue comes from many different places, QuickBooks can be your single source of truth for your business’s financial health. 

What’s great is that QuickBooks integrates with HoneyBook, so they can complement each other perfectly. If you have a HoneyBook Essentials or Premium plan, all you have to do is go to the Integrations section in your HoneyBook Company Settings. From there, just log into your QuickBooks account and adjust your settings to start pulling in your HoneyBook payment information. 

Once you have QuickBooks integrated with your HoneyBook account, you can view all your HoneyBook invoices and payments, including customer information, taxes, discounts, and gratuity. The integration also accounts for your transaction fees, and you can view them in your QuickBooks Expenses. 

2. Google (and more)

HoneyBook offers a seamless Google integration so you can sync your Gmail account and Google Calendar. Once you’ve synced your email, any file or message you send through HoneyBook will appear to your client as coming from your integrated email address.

Though Google is one of the most popular platforms for small business email and calendar management, HoneyBook also offers email integration with Outlook, iCloud, Yahoo, Aol, and more. 

By integrating your email, you don’t need to sift through your inbox full of messages from all your clients just to find the right email thread. With everything organized by project in HoneyBook, it’s easy to see which messages and files have been sent to each client. HoneyBook also includes read receipts for your sent messages so you can see when clients have opened your emails. 

HoneyBook has a calendar that you can start populating manually with meetings and sessions. However, you can also sync with your Google Calendar or other external calendar to pull in all of your booked time. 

You can choose to sync your HoneyBook calendar to your external calendar, your external calendar to HoneyBook, or both. With two-way syncing, you’ll be able to see all your external calendar meetings, HoneyBook meetings, tentative projects, and booked projects. All in one place! 

Pro tip

HoneyBook also offers a Chrome extension called HoneyBook Extend that you can use to move leads from your Gmail directly into your HoneyBook account. It removes the need to copy/paste new lead information, handling it all for you instead. 

3. Meta Lead Ads

Do you spend a lot of your marketing budget and efforts on Meta ads? If so, you’ll benefit from the Facebook and Instagram Lead Ads integration for HoneyBook. 

Within your Integrations settings in your HoneyBook account, just log into your Facebook business account. Once you’ve synced your account, HoneyBook will start pulling in the contact information from any new leads captured in your lead ads. 

Exporting spreadsheets and copy/pasting customer information isn’t necessary when HoneyBook handles it for you. 

4. Zoom

If you handle most of your client or vendor meetings via Zoom, you can integrate your account into HoneyBook to make it your default for meetings. 

Once your Zoom account is connected via your account Integrations, you can select Zoom for any video call or make it the default method for new sessions in your HoneyBook Scheduler

5. Zapier

The last HoneyBook integration we recommend is Zapier. Zapier lets you automate actions in your HoneyBook account with hundreds of other applications, so you can customize your processes. 

One great example is using Zapier to connect HoneyBook with your project management software of choice, like Asana. Your Zapier integration can enable you to create a new task in Asana every time someone inquires, books with you, or moves to the next step in your pipeline. Other Zapier ideas include syncing with Slack, Mailchimp, Trello, and ClickUp. 

You can also use Zapier to trigger actions in HoneyBook from other software you use. For example, you can create a new client in HoneyBook when someone signs up to your newsletter via HubSpot. Or, let Zapier create a new project for you if you collect inquiries through a specific marketing tool. 

6. Pic-Time

This one is specifically for photographers, but it’s a powerful integration that enables you to see your clients all the way through booking to gallery delivery within HoneyBook.

With the Pic-Time integration, you can create new galleries, connect existing ones, and view the status of connected galleries within your HoneyBook projects. To save more time, you can also set the integration to automatically create a new gallery in Pic-Time when you book a new project.

The HoneyBook + Pic-Time integration helps you reduce time-consuming, manual data entry between each platform and ensures that gallery delivery is part of your clientflow inside HoneyBook.

Leverage HoneyBook integrations to customize your clientflow

HoneyBook is a powerful clientflow management platform, and its integrations make it that much more impactful on you and your business. To ensure you’re making the most of your account, make sure you’re exploring the HoneyBook integrations we mentioned. 

Especially if you’re using a lot of disparate systems, we recommend mapping your clientflow to understand what you can streamline and optimize. From there, there’s plenty that HoneyBook can improve, and its integrations can help fill the gaps. 

Everything in one place

Easily keep track of all your clients and projects using HoneyBook.

The PSL: Brewing a brand (from household spice to seasonal icon) with Jen Olmstead

Love it or hate it, the Pumpkin Spice Latte marks the beginning of fall for coffee lovers everywhere. How did Starbucks turn the PSL drink into a major lifestyle brand? On today’s episode, Jen Olmstead of Tonic Site Shop is breaking down some of Starbucks’ most genius marketing and branding strategies, while sharing how we can create some of these iconic moments in our own business as well.

The Independent Business podcast is powered by HoneyBook, the all-in-one platform for anyone with clients. Book clients, manage projects, get paid faster, and have business flow your way with HoneyBook. Use the code PODCAST to get 20% off your first year as a new member.

Follow the Independent Business podcast

Transcript

The story of the Pumpkin Spice Latte (PSL)

Picture this: it’s the early 2000s, and Starbucks has never released a seasonal drink. One year they tried releasing a Peppermint Mocha, and it exceeded all of their expectations. They want to capture that magic again, so they return to the drawing board to create their next smash hit.

The team came up with 100 drink ideas and one of them was the future Pumpkin Spice Latte. When they tested some of the ideas with consumers, the PSL was not chosen as the one that would taste the best. However, it was voted the most unique idea.

To test the idea, Starbucks execs poured a shot of espresso over a pumpkin pie, and that’s when they realized they had something special. They bounced several name ideas around, and the PSL was about to be called the fall harvest latte before they settled on the name we know and love (or love to hate) today.

Entrepreneurial lessons from the Pumpkin Spice Latte:

  • The importance of experimentation
  • There’s no such thing as a bad idea
  • Clarity is better than cleverness
  • Don’t be afraid to fail

Key Starbucks marketing strategies that entrepreneurs can implement

When Starbucks markets the PSL, they rarely talk about the actual taste. Instead, they set the stage for how it will make consumers feel. 

The success of the Peppermint Mocha, which tastes like Christmas in a cup, reinforced a key marketing strategy for Starbucks: they weren’t selling a product, they were selling an experience based around nostalgia. With the PSL, they sold the feeling of, “it’s not fall until I’ve had my first Pumpkin Spice Latte.”

The fact that Starbucks only releases the PSL seasonally is another key element to its success. They start marketing its release months ahead of time to create anticipation, and now their audience is trained to get excited about it. 

Here’s what entrepreneurs can learn from the Starbucks marketing strategies:

  • Build rapport with your audience
  • Don’t disappear when you’re creating new products
  • Keep your audience informed about what’s coming and build anticipation

How Starbucks utilized user-generated content

The PSL was almost discontinued in its first three years. Starbucks was still trying to recreate the magic of the peppermint mocha and they were ready to move on to another seasonal drink. However, the rise of social media cemented the popularity of the PSL.

Celebrities and influencers began posting about the PSL and created an entire subculture around the drink. This spurred on more user-generated content (UGC) that helped turn the PSL into the phenomenon it is today. This year, Ed Sheeran even wrote a PSL jingle to promote his new album. 

Early on, like many entrepreneurs, Starbucks almost fell prey to the shiny object syndrome. They were ready to cut their losses and move on from the PSL to find their next great hit. Luckily for them, they decided to give the PSL time to gain traction. 

Entrepreneurs should take note of the fact that Starbucks did not focus on changing the formulation of the drink. Instead, they changed the marketing around it, which made all the difference. They take advantage of user-generated content to uplevel their PSL marketing every year without ever changing the drink.

What entrepreneurs can learn from Starbucks’ UGC strategy:

  • Build excitement around your products and get your audience talking about them
  • Don’t feel the need to reiterate every year
  • Uplevel your marketing instead

How Starbucks built customer loyalty

There is nothing more powerful than giving your customers exactly what they want, and that’s what Starbucks did with the PSL. It’s easy to decide what’s best for your customer without listening to their feedback. The reason that Starbucks didn’t discontinue the PSL in the first few years is because they saw that their customers liked it even though it hadn’t taken off yet. 

Entrepreneurs can build loyalty like Starbucks by know the audience, knowing what they want, and listening to them instead of making decisions for them.

Leveraging seasonality like Starbucks

Another word for seasonality is scarcity or urgency. When products are only available for a limited time, it creates a rush to grab them before they’re gone. The Pumpkin Spice Latte wouldn’t be nearly as popular if it was available year-round. 

Four ways to utilize seasonality include:

  • Release a signature product once a year
  • Make it only available for a limited time
  • Build hype around it throughout the year
  • Be consistent with your release schedule so that your audience starts to anticipate them

Build loyalty through your content marketing

It’s easy to feel exhausted by the thought of product marketing because you feel like you have to talk about your products all the time. The truth is that your content doesn’t need to be all about self-promotion. 

The more you can reach your audience and share content that interests them, the more they will come to trust you. That trust will translate to sales without you having to constantly push your products. 

Ask yourself these questions:

  • What is my audience interested in?
  • What are they struggling with?
  • What do they want and need?
  • What are they excited about?

From there, take those answers and think about how you can create natural ties to your products. Consider how you can add value and make your content marketing unique to your brand.

The biggest differentiator between businesses that succeed and the ones that fail

Jen believes that the biggest differentiator between the businesses that succeed and the ones that fail is the ability to pivot. This year, Starbucks released an iced version of the PSL to reach Gen Z because their generation drinks more iced drinks than hot drinks. The ability to pivot and recognize when something isn’t working will set a brand apart and contribute to long-term success.  

Important sections of the conversation:

  • [0:54] The story of the PSL
  • [5:06] What entrepreneurs can learn from Starbucks
  • [8:22] Marketing strategies for the PSL
  • [16:38] How Starbucks utilized user-generated content
  • [21:59] Building customer loyalty
  • [26:01] Leveraging seasonality like Starbucks
  • [33:01] Getting creative and personal with your content
  • [38:57] The biggest differentiator between businesses that succeed and the ones that fail

Connect with the guest

Episode Transcript

Akua Konadu
Love it or hate it the pumpkin spice latte marks the beginning of fall for coffee lovers everywhere. So we wanted to know, how did Starbucks turn the PSL drink into a major lifestyle brand. On today’s episode, we have Jen Olmstead, who is the co founder and lead designer of tonic site shop. And we will be breaking down just some of Starbucks most genius marketing and branding strategies. And not only that, she’s gonna show us how we can create some of these iconic moments in our own business. Now let’s get into the episode. Hey, everyone, this is your host Akua konadu. And you’re listening to the independent business podcast, more people than ever are working for themselves and building profitable businesses in the process. So on this show, I get to sit down with some of the most influential authors, entrepreneurs and creators to break down the science of self made success so that you can achieve it too.

Akua Konadu
We’re just gonna hop on in with this conversation, Jen, because I have been so stoked for this episode, but also we both everybody have a revelation to share about PSL. Why wait?

Jen Olmstead
Come in hot girl coming in hot.

Akua Konadu
I’m not a fan of PSL.

Jen Olmstead
You can just hear the sound of a million people leaving the podcast. They’re like why no. Yeah, as we said before the show, I really do feel like a pumpkin spice latte is kind of a crime against American tastebuds. And I love coffee. And if you love a pumpkin spice latte, I applaud that I’m not here to yuck your yum. I am. I love that for you. And when I want to drink a couple of pumpkin spice powder, I will do that. But that isn’t it isn’t my coffee. It isn’t my vibe. And that’s fine. But we’re here today because we don’t make the rules. And exactly Erica has decided for us like they’re here to tell us that pumpkin spice lattes are a win. Who are we to say that Starbucks has a loser?

Akua Konadu
I mean, but let’s be real the Love it or hate it though, right? Like, we all know what the PSL is. And so because I’m not a coffee drinker at all, but I know like about pumpkin spice latte, because every year during the fall, it pops up everywhere everybody’s talking about it. It has become truly a major like cultural thing. And so I wanted to ask you, let’s just start off with how did the PSL come about? Oh, yeah.

Jen Olmstead
So I was not familiar with this origin story. And it kind of blows my mind because it’s just every marketer’s dream. And so as a marketing strategist, as a brand, I was like, this is incredible. So here’s what happened. So in 2003, Starbucks was coming off of the massive success of the peppermint mocha. So they had just released the peppermint mocha. And they were like, well, crap, we’ve got to recapture that magic. Somehow that went really well, we need to do that again. At that time, they didn’t really have any other seasonal drinks whatsoever. And this is in the dark ages of 2003. This is when pumpkin spice is not a thing. There is not an entire Trader Joe’s aisle devoted to pumpkin spice products. Okay, so dark ages that does not exist. And this guy named Peter Dukes, who was one of the marketing execs at Starbucks sits down with six members of his team. And they’re tasked with like, come up with the new peppermint mocha, like we need another you can just imagine some like Starbucks executive, that’s like, Guys, we need another one of those like that went really well. So he takes his team six people, they sit down and they storyboard 100 options for like new seasonal drinks. He said that they just have like writing overload all over the walls. And they start testing it with consumer focus groups. And what happens is, all of the most popular drinks are chocolate based chocolate, orange, like those were all of the most popular and they were rated on what was most likely to sell, and then uniqueness. And so interestingly enough, Pumpkin Spice was actually rated the highest for uniqueness. But it was one of the lowest for most likely to sell. So the consumers were like, We don’t know if this is really going to work, basically. But to try it. I love this. Peter Dukes in his team literally just took a shot of espresso and just poured it on a pumpkin pie. And we’re like, I don’t know, like, we think we really had something here because it was such a strong flavor. So they decided to test it, they rolled it out into just 100 stores on the east coast of like not even, you know, abroad or anywhere. And they said instantly within a week when they would call managers and ask how it was doing in local stores. The managers were so excited. And they’re like, We think we really have something here. And so that was kind of the other origin story. The other thing I love about how it started is that originally they were going to call it the Fall Harvest latte. And this is like what you do as a marketer you’re like let’s come up with like a really sexy name for this product. It’s like gotta be like something like people love fall. People love harvest, like let’s just do it. And in the first big marketing when Starbucks went for clear instead of clever, and called it the pumpkin spice latte and history, which changed forever.

Akua Konadu
20 years later, it is Still here, which is wild.

Jen Olmstead
Yeah. 20 Yes. So this is the 25th anniversary 2023. This is the 20th year,

Akua Konadu
it’s wild. Like really, when you think about it, number one, I love of how just hearing how they made the drink. I think it goes to show with business owners the importance of experimentation, that it is okay like brainstorming, experimenting, really trying different things and being open to whatever that could be. Just I think sometimes we get afraid to try new stuff, because we just don’t know how it’s gonna happen. But just hearing about how they made that process, Pumpkin Spice Latte was at the bottom, like what you just said, at the bottom, they literally anticipated that was not going to sell well. But somebody was like, No, I believe in this product. So let’s just keep pushing through. And let’s keep trying it. And then also to again, communication is so key, and marketing, again, to your point instead of going with what’s clever going with what’s clear. And so they change because I’m like Fall Harvest I like

Jen Olmstead
what the hell is that you can’t drink a harvest, right? Like a harvest. Yeah, like, arguably couldn’t drink a pumpkin. And like, this is actually very interesting. It wasn’t until 2015, that the drink actually had any pumpkin in it whatsoever. So it was kind of like we were drinking the lie from the very beginning. At least it was the idea of pumpkin. And I think that you’re right, there’s so much to love about that initial origin story, because they had 100 ideas. And I think as entrepreneurs, we get into this phase of like, I have to come up with, like my next great idea. And we write five things down. And we’re like, well, those all suck, you know, like, That’s it, and it took 100 for them. And then that wasn’t even the best idea. Everyone was like, this may be actually the worst idea, but we’re gonna try it. And that I think is just such a takeaway for the small business owner. And we actually have something that will proselytize today, on the tonic team, we have what my little brother introduced me, it’s called the bad idea of the day. And it’s bi O T D. And the culture is there are no bad ideas, right? There are only great conversations. And so if you have an idea, even if it’s a bad idea, write it down, say it out loud, let it be one of the 100 because it may be it maybe it’s not the idea. But it leads to the idea, or it starts the conversation or you end up just like ruining a pie because he poured espresso on it, no big deal. No bad ideas, like just go for it. So I love that.

Akua Konadu
I love that so much. Because I think a lot of times, we are so afraid to share what our ideas are, especially in group settings, you know, especially if you’re in a team setting, we can feel instantly very insecure of sharing our ideas, because we’re afraid of how it’s going to be received. And I love that because it just creates more of that safe space for business owners just to explore and literally be curious about what it is that they’re trying to build. Because to your point, it may not be it may not work out and it like makes it makes failing not as hard like I’m willing to fail. Because if it’s going to be able to come to, if it’s going to be able to get me to the closest, like the closest best idea one step closer to that I’m going to take it and so I just love all of that. That is that is a brilliant, brilliant idea. And so I want I want to break it down, right? Because with the story of how it was created, then they tested it, which I think is so important as business owners is to be able to test your audience to actually see what people love. And through that test, they realize it was going to be a success. What do you think some of the key strategies were that they used, especially from a branding perspective of how they were able to make this drink a success, especially initially, because now it’s evolved. It’s 20 years later. So initially, what do you think some of their key strategies were?

Jen Olmstead
Oh, I mean, there’s so many things to unpack. Number one, there’s this great Seth Godin quote you’ve probably heard, but it’s that people don’t buy goods and services, they buy relations, stories and magic, okay. And so they knew from the very beginning, probably from the success of the Pope, peppermint mocha, which tasted like Christmas. They’re like, we’re not really selling a drink. We’re selling a feeling we’re selling nostalgia, we’re selling a holiday or selling a whole season. And so now for so many people, a pumpkin spice latte is like the first autumn leaf wafting to the ground. You know, it’s it’s like permission to put on and sweat through your new maidwell sweater. It is like the arbiter of spring it is an arbiter of fall. It’s like you are thinking about going out and buying a decorative gourd as soon as you have your pumpkin spice latte. And there are countless comments on Starbucks Instagram that just say like, it’s not fall until I’ve had my PSL. And that is marketing magic, right that people are like, this is what Fall means to me is this beverage that I paid $7 for. So that, to me is insane, but it’s because they tied it to a feeling it feels like your grandmother, you know, pulling out a pie from from her oven. Even if your grandmother never baked a pie in her life. You have this sense of like, I’m coming home. And all the science suggests that it’s really because of the sugar and the drink that you have this feeling of like someone made me a cookie and I feel warm and cozy and loved and nostalgic inside. And so I think as marketers, we have to remember that we’re really evoking feelings in our audience. And so when you can tie your product to something bigger than what you’re selling, when you can tie it to way your audience wants to feel that is what I think Starbucks did so well as you want to feel like you’re experiencing fall for the first time. And that is just one of the first strategies that I think that they did is they really tied their product to a feeling

Akua Konadu
and leaning into that because I feel like that is such an a perfect and you already know where this is going. Ya know, right, like storytelling, I think that is so important. I mean, just really how they were able to evoke their like, evoke emotions literally that is one of the main things if you want people to do anything that you want them to do in your business, you need to be able to put them in your shoes so they can see things from your perspective and being able to then purchase your products or services and I to your point, Starbucks, it’s such a they did a phenomenal job of that especially especially seasonally, right? Because yes, when it is the fall, I literally don’t drink PSL. But I’m thinking about PSL though I don’t drink it because it is like I remember Oh, yeah, it’s that time of year, everyone’s going crazy for pumpkin spice latte, the leaves are changing, like I literally now associated with fall, which again, it just speaks. So importantly of really be able to create some compelling stories and tying it to a feeling to get people excited about your products or services like facts. I mean, of course, having facts are important, but it’s not going to sell as well if you’re not weaving it into feelings to get people excited about your product just as much as you are. So I absolutely love that. And so one thing that I’ve noticed too, even within that, which I found really interesting, because seasonal marketing, right? Because yes, the PSL is tied to the fall. And they do it very well to where it is consumed every single year you’re thinking about it. How were they able to do that were like it’s become a ritual for people to go get DSL?

Jen Olmstead
Well, I think they told them over and over. This is your ritual, you know. And so I think it’s really interesting because if you look at the Starbucks marketing 0% of Starbucks marketing about the PSL is talking about what it tastes like. Right? And we know why. Because does it taste that? Great? I don’t think so. In fact, like, that’s one of the reasons the law of diminishing returns says like, the first pumpkin spice latte, you have a beer probably is going to taste amazing. The Seventh One, you’re kind of like, well, like there’s a reason this is a seasonal product. But it’s because they’re really marketing a feeling of like new feel cozy inside. And so all of the marketing, their marketing like scarves and Ed Sheeran promoting his new album, which we’ll get to in a second, the influencer marketing component, but their marketing, really a way of feeling and a way of being that has nothing to do with what the drinks tastes like. And so I think as business owners, this is so key, because often we market things like we market what’s inside the course we’re selling. But as a photographer, are you marketing the camera that you use? No, you’re not marketing, that you’re marketing, how you’re going to feel when you see those photos, or how often as we hear it all the time, how your grandkids are going to feel when they see those photos. And so you have to remember that if you can sell people on the way they want to feel they will pay for your product. In fact, they will pay more for your product than they should, if it promises the way that they’re going to feel. So I think that’s one of the things that Starbucks does over and over. And if you look at their marketing, they do a few things. Well with the seasonality number one, we as small business owners hate talking about things that we’re going to release. This is like one of the biggest things I see in marketing is people will just disappear into a cave, work on their new product work on their new offering work on their new photos, whatever it is that they’re going to offer, they disappear entirely. They work on it, they come back and they’re like, it’s here, like, are you ready, like and people were like, What the hell are you talking about? Like, we don’t know what you’re going to release. And Starbucks starts marketing the pumpkin spice latte coming months, and months and months before it ever arises. Because they know creating anticipation is everything. And now all they have to do is carve a date into a pumpkin. And that’s enough because people know what that means. They’ve been trained to get excited about what’s coming. So as a small business owner, creating anticipation for your product, whatever you’re going to do is absolutely everything. And it’s one of the most neglected things that I see in marketing. So don’t disappear, set up a plan and keep talking about what you’re going to do. Keep talking about what’s coming, what you’re going to release. What people are going to think about it, give them a sneak peek of it, tell them how it’s going to be awesome. Tell them and tell them and tell them and tell them Starbucks is not shy about telling you when the pumpkin spice latte is coming and FYI, it’s coming earlier every year every year. August. Seasonal coupe is real. Yes.

Akua Konadu
I love that so much because I think it’s again we you just call out a whole bunch of people like already. She’s in your house today y’all because it’s true. We get a product we have this brilliant idea and we don’t want to talk about it because we’re afraid of how it’s going to be perceived. Especially if it’s not ready. Right? We want everything to be perfect and tight wrapped nicely and tied in a bow and then we’re gonna be okay everybody. Now this is ready and again Before me, like Where have you been? I haven’t heard from you. We don’t know you, right? It’s just so important to really be build, like making sure to be building a rapport consistently with your audience. Take your audience on a journey with you as you’re building that product so that they’re excited about it, that about it. Like they are just stoked and supporting you write especially like, I love that whenever I see entrepreneurs that have a big launch, and people are so excited about it, it’s because they brought them along from point A, all the way to point B, like people have invested in the story, the emotions, everything that’s happening to be able to build this product. And so again, like consistently talking about what it is that you do, and what you’re currently working on, is going to be able to build that anticipation. And I think, again, we feel like all the times that we’re going to annoy people, but that’s not true. Because like I think what we’ve heard this quote so many times business owners like what people have to hear things at least seven times before they finally take action. Oh, I’m sure. I was like, I feel like it’s so much more now in this day and age. Yeah. So just keep talking about your stuff. Because the right people are going to connect with you. And so let’s even talk about a little bit about influencer marketing too, because I feel like that played a role in some of their strategies, because it truly has become a lifestyle brand. I now when I hear PSL, I think basic okay. I think basic.

Jen Olmstead
No, it’s not cool. Like, it’s not cool. And but the fact that it’s not cool is being embraced. In fact, There literally is a New York Times article right now about how not cool the pumpkin spice latte is. But that’s also a win for the pumpkin spice latte because you know what people are like, I don’t care if it’s cool, like Taylor Swift likes it good enough for me,

Akua Konadu
you know, enough for me? Yes, it

Jen Olmstead
is basic for a reason because it’s sold. And so like who again, like who are we to say this wasn’t successful? It worked. So what’s fascinating to me about all of this is like, first of all, in the first three years of the PSL they actually almost discontinued it because they were after the next PSL. Right. They’re like peppermint mocha. That worked. Let’s now go to Pumpkin Spice Latte. And now let’s keep going. Let’s figure out the next idea. And again, this is the same shiny object syndrome that we all have as entrepreneurs of like, that was great. Okay, like next let’s go let’s figure out my next great idea. No, what they did is what happened is in 2006, which was kind of the beginning of social media. All the sudden the Instagram girls came to play and like people were photographing themselves with their with their pumpkin spice latte in their Ugg boots Heidi montage from the hills was like one of the first influencers which is perfect, right like the most perfect she was one of the first like kind of models of the of the PSL she loved the PSL people like Taylor Swift like went on board is saying like they love to Pumpkin Spice Latte. And so all the sudden Peter Dukes the guy who invented it said that it began gaining traction along with social media, and they saw like the rise of the pumpkin spice latte beginning to take over because we as humans, go in packs, we do what the herd tells us to do. And so even if we don’t particularly like pumpkin spice lattes, if our favorite influencer Sheila went to go get her Pumpkin Spice Latte on the first day, we’re like, I kind of want it like I kind of want a publican spice latte. This is why I have a Stanley water bottle, right? It’s because like this works, it’s why brands do it. So now they like Starbucks has gotten better with their influencer marketing over the years. And now they like collaborate with Ed Sheeran about his new album, and he’s doing like a jingle for the pumpkin spice latte, which is kind of mind blowing. But there’s this level of like, we need to understand that people do move in packs, we make decisions based on what other people are doing. We like to have those opinions validated. We like to know like, hey, this wine bottle is probably the best one because it’s almost gone. Right? Like that’s the one that looks the best. So if you can get your audience to, to embrace your product, and to talk about embracing your product, show pictures on social media, of interacting with your product, talk about you in an organic way that user generated content, we call it UGC and marketing is the most powerful thing that you can possibly have for your brand. Starbucks had it from the very beginning. And without it, the pumpkin spice latte would have gone away. And we’d have like the orange harvest spice latte and

Akua Konadu
orange. I just love that song so much. Because I did I did read a part of that, that they actually did try to come up with other variations of pumpkin after the success as a PSL. And it did not do as well. It did not do did not take at all. And so why there’s so many things I want to pack in that but I do I’m curious to know why do you think those variations did not take off but still the PSL still reigned supreme.

Jen Olmstead
I think because so there’s a lot of theory on this. I do think because there is that nostalgia factor of what pumpkin spice smells and feels like because like you do think of like Thanksgiving with your family. Right? You have that sense of nostalgia but I’m not sure that we experience with other baked goods and let me like an apple pie, like maybe. But so many of those things are bound up in holidays and, and Christmas and in family. So I think that there’s a powerful undercurrent to that. And I also think it’s because it had time to gain some traction. And I do think this is something that like, we can just take notes from as entrepreneurs, it’s so tempting to be done with a certain product when we’re kind of tired on tired of it, and it’s gotten popular, and we feel like we should remake it and redo it, and we should iterate. But really, it may just be that we need to iterate the marketing surrounding it, because Starbucks would have a riot if they changed the recipe for the pumpkin spice latte. But what they do is they uplevel the marketing every year. So we shouldn’t apologize for releasing the same products or for keeping the same services, what we should do is learn to market them better. And that’s what I think Starbucks has done so well, because they’ve done the same thing for 20 years like yours. And we’re worried about doing the same thing two years in a row we shouldn’t be. Yes, I

Akua Konadu
think, Oh, that’s such a good point. Because we forget that how many, like we have been trained even as an audience with some of our biggest our most favorite brands, and we just get nervous as I’m guilty of that, too, where I feel like I have to come up with a new idea. I have to create something new because to me personally, it doesn’t feel new anymore. So then I assume to everybody else, it doesn’t feel new either. But that’s completely far from the truth. And I think to another question I wanted to ask is, even from a community standpoint of right, how can we leverage community, I think you already shared some of the ideas. Because it’s true, they built this. I want to say cold. We’ve already said a lot today, we learned a lot, okay, I’m like, Oh my gosh, nobody, I’m scared, y’all. They’re gonna be coming real quick. And so, but they essentially did, right? Like, how can we as business owners really create that just type of loyalty where people are just ride or die for our products and services?

Jen Olmstead
Yeah, that loyalty beyond all reason that people talk about in marketing? Yeah, there is nothing more powerful than giving a customer exactly what they want. Right? There is nothing more powerful in business than giving a customer what they want. Now, the first thing that that requires is knowing your customer who they are. And then number two, what do they want? And so I like to think back to the beginning of Starbucks, when they were trying to decide like what to do about this new Pumpkin Spice Latte. One of the things that they must have done is they paid attention to the fact that people were liking it. And they didn’t just discontinuing it. And we do this as as business owners, we’re like, Okay, it’s time to make this decision. We’re going to decide what’s best for our customer. And we don’t listen, right? We don’t know what our hero product is. And that’s one of the things that I think is so important that Starbucks recognize like, we have a winner on our hands and we need to listen to our audience and continue bringing it back year over year instead of doing a new thing. And this happens all the time. Um, we did this last year we tonics I chopped my company, we make website templates. We’ve we’ve done this for 10 years, we’ve made website templates. We make really great website templates. This is kind of what we’re known for. Last year, I on a whim, I was like, You know what I feel like people need some Canva templates to match their website templates. Maybe they want some Canva templates. It was not something I put a ton of thought into. It was like a side hustle thing that I was like, what what’s our fall launch? Because we have seasonal launches a little bit like Starbucks. I was like, let’s just release some Canva templates. Well, I started to notice on social in my DMs every time I posted about the Canva templates, people freaked out about the Canva templates. And I distinctly remember telling our team I’m like, I think we think we’re releasing new website templates. And everyone else thinks that we’re releasing Canva templates for the first time. That’s exactly what happened, right? We were in that moment, and that launch our Canva templates were absolutely the hero products of that launch. Now, if we hadn’t been paying attention, we would have been like, Well, that was kind of cool. Like, we made a lot more money that launch. I wonder why. But it was this immediate pivot moment of like, Oh, holy crap, we need to market these Canva templates, like people need this. We found a need. We heard our audience, we asked them what they wanted. We gave it to them, and they like it. So let’s make sure that our business accommodates for that hero product.

Akua Konadu
Yes. And I remember when you guys launched those templates, because I was seeing all over social media. I wasn’t involved as yet. Like I knew atonic I knew atonic but like I didn’t know it was following us. I didn’t realize it at the time. And then I saw I was like, Oh, these are nice. I remember thinking like so many other people were sharing about it because it was also to other designers, other designers as well that were sharing about it because they were so so excited about those Canva templates. And I think again, it just like so many great things that you shared with him that I’ve noticed too as myself as a storytelling strategist, that really knowing your target audience. We hear this all the time through and through as business owners and really listening to our customers. It is the foundational thing that we the first thing that we’re told. But doesn’t matter how long you’ve been in business, a lot of people still don’t know how to do that still don’t know, they think they do, but they do not know. And so you really have to go deep when you’re thinking about your target audience really sit that really take the time to think and fully understand them emotionally. I think that’s a huge component of it, too, that I’ve just like, noticed, as I’ve worked myself with clients, I’ve just they, no matter how long they’ve been in business, there’s always a gap that you’re missing. When that you can easily identify when trying to figure out your target audience, I think it’s so important to really consistently revisit that, because again, like it’s going to help you whether refined your current product to make it better, or create something new, whatever that looks like. But that story with the Canva templates as a template is a prime example of that. And I absolutely love that they shared that story, and even to talking about seasonality. How can we, as business owners leverage seasonality in our business? Because Starbucks does that? Well, can blow I mean, obviously. So how can we do that?

Jen Olmstead
Yeah, so I think seasonality is a great thing. Because what does seasonality do? What is just another word for seasonality? It is scarcity. It is urgency. Those are the two like the longest running marketing concepts, known demand, create scarcity, create urgency. So with the pumpkin spice latte, I guarantee you, if it’s sold year round, it would not be nearly as successful. And how tempting is that? Right? Starbucks could have been like, this is selling real well, like let’s just make this a year round thing. People clearly want it. That would have been the death knell of the product. Because what happened last year, as soon as Starbucks introduced their Pumpkin Spice Latte last year, all of a sudden their traffic to all their stores went up 25%. So in the summertime, no one was going to Starbucks soon as it comes out. 25% more people are buying pumpkin spice lattes, or going to Starbucks just in general. So I think there’s a level to which this seasonal concept creates this, this this appointment television, right? It’s like when you sit down to watch your show, that’s only on Sunday night, you have to do it, then you don’t want to miss out you triggers that FOMO. So I think as business owners, there are lots of ways that we can do this. Number one is saying I’m going to be releasing this at this time. Number two, you can always time gate things like okay, it’s only going to be available for a limited time. Or this is a masterclass that I run once a year, I do it every year in September, and this is what it is. If you miss it, it’s gone until next year, right? Same thing with pumpkin spice lattes, for your launches. And with tonic, we do a spring launch and a fall launch. And people now know to expect that from us. We haven’t skipped it a single year that we’ve been in business and people expect what are you releasing the spring? What are you releasing in the fall? So you can adopt these sort of seasonal approaches to this is when we do this thing. Maybe it’s just as simple as like, we run a sale every two months during this time, and you can expect that from us. But you talk about it, you time get it and you make it scarce and you make it urgent and that gives people an incentive. And this is this is the thing that I want to be very clear about. This sounds sleazy, right, it sounds like okay, this is a sales technique, and it sucks. This is what I want you to reframe. People want to make decisions, they need help to make decisions. And when you do things like this, when you say this is the best time to buy because it’s only on sale for these two weeks, it helps people actually make the decision that they want to make anyway. Now, that’s how I want you to reframe it, if they already wanted to buy it, this is a great time for them to buy it. You’re not pushing people to buy something that they don’t want. These women are not like out there being bamboozled into buying pumpkin spice lattes, they just want a pumpkin spice latte. And because it’s only available, then they go get one. So don’t be afraid to use these techniques in your marketing. Because really, you’re just helping people who already want to purchase from you are always ready want to buy from you make the decision.

Akua Konadu
I love that so much. I think that’s that is so so powerful number and also consistency. It’s being consistent really again, what you said earlier, training your audience just being consistent with what it is that you’re doing, continuing to show up. So if you’re saying okay, this is the date and time you stick with that this is the date and time and you take those learnings, however, whatever you learn from that situation and use that for the next time, right. So again, it’s just being consistent and just continue to show up and doing the work within that way of how whenever you want to launch it with whatever seasons in your business. And so I absolutely love that. I think that’s so brilliant. And just with Starbucks, and even with tonic what you guys have been doing. I mean, you’re honestly implementing a lot of these strategies in your own. I didn’t realize

Jen Olmstead
that we were kind of like Starbucks and I was like, Hey, we kind of do that. Like that’s a that’s a thing. Like we hyped the hell out of this, you know, but we can do we can fall prey to the same things. You know, I get so busy in my design cave that I’m like, Okay, I guess I’ve got to come out and market instead of realizing no, no, what I’m doing is I’m selling my sawdust. I’m showing what I’m already working in. I’m asking people for their opinions and making sure that what I’m making actually resonates with the audience. I’m making it for Are these are very good principles to adopt if you want to sell something if you want to make something if you want relationship, and that’s like, that’s what all this goes back to is Starbucks knows they’re selling more than a latte. They’re selling feelings and ideas and community and nostalgia and something that we can all be a part of. Right. And that’s what you’re doing. When you take that photo with your PSL. You’re like, I’m part of this, like, I have it like, I get it, I’m doing fall too. So that those are so many principles that I think that we can just all really adopt because people do not care about lattes, but they do care about what a latte can signify. You know, that’s that’s the thing.

Akua Konadu
That’s so true. And even to your point, I just noticed this with this year because it did come out early. It was like still hot. And it was an all yes, when the PSL came out, and people were taking pictures like I don’t care PSL like they didn’t

Jen Olmstead
care. Yeah, celebrate. PSL. I know that’s gonna be hot girl, like that was really warm. I love that for you.

Akua Konadu
I love that for you. I bought the same thing. I was like Miss ma’am, it is in Atlanta, I know, the weather down there is hot. And so. But again, it’s just talking to your point about wanting to feel a part of something bigger than themselves. And so however that looks like for them, I’m gonna go sweat for this latte, even though it’s hot, and I’m gonna take a sweat for it. That’s how you know, right? That loyalty of how people just speak so highly of that product, and are willing to do whatever they can to get their hands on it, I think is just again, so so important. I want to say something.

Jen Olmstead
So I’ll interrupt you while you’re saying it. Because it’s perfect. Because Starbucks iced it this year. Did you know that like this was the year that they were like, so this is this is what I think so cool. They were like Gen Z drinks, more iced coffee than hot coffee. So if we want Gen Z, we’ve got to ice it. So they released this whole line and this whole big promo around like the iced pumpkin spice this year, so that they could get that audience. So this is just a great example of like old dog learning new tricks like learning,

Akua Konadu
pivot, your marketing innovate, right? Like really look ahead of like seeing how things are shifting because yes, we already know that Gen Z is going they already make such a huge impact in terms of like businesses literally with wanting to purchase and how they purchase from brands to that like that are more aligned with their values and stuff like that. So like that a lot of exactly right. So being a part of a movement, a part of a community. And so they are already trying to figure out ways how to get connected with Gen Z. And I think that’s so so important in business. And so speaking of that, too, with your content, right? I love your content. And I just also recently signed up for your newsletter because I heard it was so good as well. And you do that so well. When people are struggling to sell and really bring people into that journey, you do a phenomenal job of that. And you also take what’s trending current things that’s trending and really breaking them down into steps of marketing strategies, branding strategies that we can implement in your own business. That’s why we wanted you to come on the show to talk about PSL. And so for those that are struggling with that of really bringing people into the journey and talking about their products and services consistently. What advice do you have for them?

Jen Olmstead
Yeah, I would say number one, you don’t have to just talk about your products, right? That’s one of the biggest unlocks for me is like, for example, that email newsletter that you just mentioned that we have become like we have been weirdly known now for our marketing newsletter. And three years ago, I could not write an email to save my life because I hated the concept of email marketing, because all I thought of when it came to email marketing was I need to sit down and talk about my products. And I liked my products, but I didn’t really want to write 2000 words about them. And that didn’t feel right. To me. It didn’t it wasn’t what I was interested in. And so what really started happening is I wrote one email about something I was actually interested in, it happened to be like, new girl and Nick Miller and email signatures. And some it was very long, it was terrible marketing did not mention websites, a single time. But there was this outpouring of responses because people are like, this better need for me, my email signature also sucks. And this is really helpful. And wow, this is really fun to read. And, and, and, and, and, and there was this moment of like, oh, I pursued content that was interesting to me, and valuable for other people and it built relationship. And like you said, with Gen Z people want to buy things from brands and people that they trust. And so I talk about websites 1% of the time in our email marketing, maybe 2% of the time, probably 50% during a launch. But the rest of the time I talk about things that I’m interested in, whether it’s Stanley Cups, or Oatly, oat milk, or the crickets in my garage, which is a real thing I’m probably gonna be writing about tomorrow, I talk about the things that I’m interested in that other people might be interested in too. And I try to help them with their businesses and we try to find things that are valuable to them. And so if you’re stuck on your content, I would say pursue your interests. There is an intersection that you have that’s a place that of things that your audience is interested in and things that you can competently create content About do that. And when you’re stuck on how to create a bunch of products, think about where that intersection is with your product. What is your customer struggling with? What are they interested in? What do they want? What do they need? What are they? What are they excited about? And then create content that ties your product to that. So over and over and over, you’re saying, How can I add value? How can I make this interesting? How can I make this unique and specific to my brand, and I promise you, it takes the suck out of marketing content, it really does.

Akua Konadu
I love that so much. Because I think sometimes as business owners, and we can have some black and white thinking, we can think it’s either this or that either I can talk about my business and keep it professional or I don’t write like or I don’t I hear that or I hear that all the time. We’re and I think I love that how you are. We’re multifaceted as human beings, right? So we have so why put ourselves in a box, this is your opportunity to talk about the things that you like, and weave that into your business weave that when talking about your products or services, so it feels like you aren’t and that is true, like your content. Truly, You don’t talk about heavily about websites. But you are known for it though everybody knows that you are known for your websites, but you don’t talk about it as much. You talk about other things. And that’s what makes your content so much fun and so engaging, because you still weave it into your business where you’re talking about business. And then when you do talk about websites, you honestly talk but I feel like it’s more show than tell like I love when you create a Beyonce is website. I was like, oh,

Jen Olmstead
yeah, Queen me, did you see this? Chosen called me yet I’m so bummed that like keep waiting. She’s either gonna call me or sue me. And that’s unclear at this point. But

Akua Konadu
I can’t wait. Either way. We’re rooting for you.

Jen Olmstead
Yeah, it, we’ll see how it goes. I think I think that, you know, there are a few things that allow us to do that. Number one, and I will say this right now, we do have a great website. And so what our content does for us is it gets people to click from our Instagram to our website, because they’re like, What is this company, and our website is very clear about what we offer. So that allows me the luxury of saying whatever the hell I want on Instagram, because I know that when people are clicking off, they’re going to get the clarity that they need about what we do and what we can do for them. The same thing with our emails, I know that 90% of the time in the year, I can mark it and say things that are just interesting or valuable and write about, like, almost going to jail, you know, in the courthouse. And then because at some point, I’m going to say also, we make the best website templates on the internet, you probably want one, they’re on sale this week. And it’s going to work because people trust me, because they I’ve showed up for them over and over and over and they know me and so they know if I say you might want this, they’re like, Okay, I’ll pay attention. Like I know, Jen, she’s not gonna lie to me. So that that relationship building that you do over time, and when you have a strong website presence to support that those two things work in tandem, to form a really powerful thing.

Akua Konadu
I love that so much. I think that is again speaks to the fact of like, really having your foundation set as a business owner, like having that website that copy communication clearly. And once you take the time to really do that, or revisit it and you know, refine it however you need to, that gives you the freedom to enjoy other aspects of your business. I think that I love that so much, it is so important where like, you literally don’t have to worry about you’re like you’re confident enough in what you’ve built to where you’re like, I’m good. So let me go and, you know, be Gen and talk about the things that I’m passionate about that excite me and bring people along that journey. That is just such an important important thing to take away just as business owners in general. And so this is I have loved this conversation so much. I feel like it’s been so good. And you have just brought so many tangible, helpful tips that we can utilize as business owners. And so my final question that I have for you that we ask for every single episode is what do you believe is the biggest differentiator between the businesses that succeed and the ones that fail?

Jen Olmstead
Well, I love this question. I feel like we could extrapolate so many possible answers from our Starbucks conversation. Because there are so many things. But I think the number one thing that I see and that I’ve experienced is the biggest differentiator, but that between brands succeed and brands that fail is the ability to pivot, the ability to learn and grow and to make different decisions over time. And so Starbucks is a great example of us. They saw something that was working, they said, Okay, let’s lean into this. Every year, we’re going to find out a new way to do it and do it better. And one of the reasons that we at tonik exists is because we say that you guys need a website that moves as fast as you do, because in this guarantee in this economy, nothing is a guarantee anymore, right? There are certain things that used to be a guarantee Facebook ads. Great example felt like you’re printing money with Facebook ads a few years ago, no longer the case. Apple changed a few things. That’s gone. Instagram, right? We’re like, Instagram Sure thing. I can send a photo to all my friends. They’re gonna see it like, joke’s on us. No Like, we’ve all got to create video content now. So when you can figure out as a brand, what do I need to do to still reach my people, no matter the medium that I’m experiencing, no matter the kind of content that I have to create that ability to pivot, I think is absolutely everything is a brand. And it requires listening to your audience, knowing who you are in your marketplace, and then being willing to shift when it’s working. And when it’s not working over and over again.

Akua Konadu
That is just so key pivoting. i Yes. Yeah. 1,000%. Yes. And I think especially now, with this day and age, how technology is so quickly shifting into your point, yes, social media is not what it used to be, it is so much harder now. You know, to grow your audience. And I know a lot of people are tired. And then you also have aI that’s also coming in, and everybody’s like, Oh, you know, it’s there’s a lot, it’s overwhelming, but you have to be willing to be open to the changes and be willing to learn because as business owners, like we don’t know everything, and we need to consistently be students. And I just love that so much. That is such an important reminder. It doesn’t it doesn’t matter if you’ve been in business for a year or 20 years, we just have to be open to the changes and continuously pivot and shift and shift our mindset and also to our skills because what works back in the day certainly does not work now. And innovation I think is one of the biggest pieces that’s going to get us through as entrepreneurs and so I absolutely love that and this place at this conference has been I could talk to you for hours and hours. Okay,

Jen Olmstead
let’s talk AI now. Like let’s I can hear Ross from Friends Just yelling

Akua Konadu
oh my goodness, this well, we are definitely gonna have to have you back. Because this conversation has been wonderful. This has been amazing. And so for people that want to connect with you, where can they find you?

Jen Olmstead
Yeah, so you can find us on Instagram at Tomic sidetrip.com You can get on our long and weird famous email marketing list at Tonic site. shop.com/list. And you can find us online at Tonic site shop.com. If you need a killer website that moves as fast as you do, then you know where to find me.

Akua Konadu
And y’all, I mean, it’s talk to you.

Jen Olmstead
Or I should say Canva templates, right, like Canva templates that yeah, let’s remember

Akua Konadu
everything from social media content, Canva templates, website templates, they are phenomenal. So definitely check out the tonic site shop tech, definitely check out the tonic team. And thank you so much Jen for coming on. I have loved this breakdown this case study of PSL and everybody. Thanks so much for tuning in. And until next time. That ends our episode of The Independent Business Podcast. Everything we’ve discussed today can be found at [email protected]. Head to our website to access for show notes, relevant links and all the resources that you need to level up. And if you’ve enjoyed today’s episode, be sure to subscribe to the podcast to make sure you never miss our future content. Drop us a review and leave our guests some love on social and thank you again for listening

How to add a signature in Gmail

Make your Gmail signature beautiful

Learn how to add a signature in Gmail and make it visually appealing, actionable, and professional.

Make your Gmail signature beautiful

Have you ever wondered how your industry peers make their Gmail signature look so good? You know the ones that have a pretty headshot or a logo mark along with important information like their title, website, and contact information plus some social media buttons? 

Many find using an email signature generator or a signature editor to be helpful. However, if you’ve tried and failed to figure out how to add a signature in Gmail and make your emails go from drab to oozing with professional style, I have got your back! A custom email signature is easier to achieve than you might think. Follow these step-by-step instructions to achieve this for your own Gmail signature. I promise you it is easy to do!

Why Gmail, you ask? Well, Gmail remains one of the top email clients around, trailing only behind Apple iPhone in tracked opens based on a study done on 2023 email market share by Litmus. I also know that many small business owners tap into Google’s G Suite to manage their inbox and other heavily used Google-based internet apps, so by popular demand, Gmail it is!

Pro tip: A clientflow management platform like HoneyBook can help you stay organized and look professional. at every step. That includes creating professional and on-brand email signatures for every client email.

Jump to:

Design a free email signature

Create a professional email signature in 30 seconds.

Step 1: Draft your Gmail signature in Google 

Yep, you read that right. We aren’t actually going to create your Gmail signature in Gmail’s settings interface. Just trust me here!

  1. Open up a new blank Google Doc in Google Drive.
  2. Before we get to any of the pretty, go ahead and type out all the information you want in your Gmail signature. Things you may want to highlight include your name, your job title, your tagline, your website, a prompt to join your newsletter, office hours, upcoming out-of-office dates, an inspiring quote, and/or your contact number. Example:

    Megan Martin | Owner, Creative Director
    Resources, templates, and education for creatives
    www.meganmartin.net
    Upcoming Events:
    August 6-9: Speaking at Creative at Heart Conference

    If you don’t want to include actual social media icons, include it in your signature as text. For example:
    Megan Martin | Owner, Creative Director
    Resources, templates, and education for creatives
    www.meganmartin.net
    Connect with me on Instagram | Facebook | Pinterest
  3. Once you have your information laid out just right, go ahead and highlight your text and style it with your brand colors and font of your choice. For example:

    Megan Martin | Owner, Creative Director
    Resources, templates, and education for creatives
    www.meganmartin.net
    Upcoming Events:
    August 6-9: Speaking at Creative at Heart Conference
  1. If you just want a text-only signature, you could just copy and paste your work straight into your Gmail “settings” under “Signature” to create your Gmail signature. I’m going to assume that because you’re here that you want to jazz it up even more with a picture, logo, or handwritten signature image and maybe some social buttons! To do this, create a table in your Google Doc.  A table is a structure that creates “columns” for you to input whatever information you want.
  2.  While still in your Google Doc, click on “Insert” in the top tools menu. In the drop-down menu. Click the drop-down arrow next to “Table.” In the drop-down menu, click on two boxes next to one another to get a single-row table with two columns next to one another.
  3. Use 2 columns (one for your logo or headshot and one for the text created just a few moments ago) and 1 row. A small blank table will now be in your document. To fill in the table, simply highlight your signature info text as created above, copy it, and paste it into the right side of your table. If you have a lot of information in your Gmail signature, you may not want to include all of your pre-typed text in this table. That way your image to the right won’t have to be huge! In the example below, I would only put the first block of text in my table and the two additional blocks copied and pasted as plain text underneath my table once I get in Gmail. See the example below this section.
  4. The left side is where your image of choice will go. To add an image, place your cursor in the empty leftmost column. Click. Then, select the “Insert” dropdown again. Select “Image” and find your logo.
  5. Next, remove the border lines of the table. Highlight the table and select the lone thickness icon (it looks like a hamburger menu) from the top toolbar. Select “0 pt” so that your table disappears. Your table will now have no visible borders and be ready to plug into Gmail! To copy the entire table, simply click and drag from left to right.
GmailSignaturePretty

Step 2: Add your drafted signature table to Gmail and make it fancy

  1. Open up Gmail. In the top right corner, you will see a gear icon. Click that and in the drop-down that appears, click “See all settings.”
  2. Once in Settings, we will be working in the “General” tab that is automatically selected. Scroll down about mid-way through and you will see a text box in the “Signature” section.
  3. Paste your copied table into the blank text box. Your colors and text should look how they did in the Google Doc. Sometimes the links may not paste correctly from Google Docs.  If Gmail doesn’t automatically create a link for your website(s), make sure to link them here.
  4. Adjust the size of the logo in the column using the preset buttons. When you hover over the image, you’ll see options for small – medium – large – original-size images. Select whatever looks best given the size of your text. If the image is too large or too small regardless of setting, try resizing the file using Preview or a free app like Canva online.
  5. If you are happy with the Gmail signature as-is, go you! If you want to make it just a bit more visually interesting, you can edit your signature in Gmail by inserting the social media button images of your choice. I have ones that I made for my brand, but there are plenty of websites and shops where you can snag a fun set of pre-designed social buttons if you aren’t a designer. 
  6. To add these small social icons, put your cursor back in the right-hand text column of your signature at the end of the last line of text. Hit “Enter” or “Return” to create a new line for your buttons.
  7. To upload your social media icon images, click on the Insert Image icon, you can choose to upload all of the buttons you will use at once. Once uploaded, select the icon you want to appear first and click “Select.” Your first icon will appear in your signature.
    You will want to pre-size your social buttons appropriately outside of Gmail to fit correctly.
  8. Depending on how your social button is designed, you may need to manually add some space before you insert the next button. Hit the spacebar once and then repeat the process of inserting your individual button images in your signature until they are all inserted. If you need a little more space in between each button, you can do so by going back with your cursor and hitting the spacebar as needed. Play with the spacing until it looks nice.
  9. To link your buttons, simply highlight each one individually and click the “Link” icon. Input your custom link pointing to your social platform. If you don’t have any additional text to go below your table, you are done! Save your signature and pop the bubbly for today’s win!
  10. If you have extra text to plug in below your table, put your cursor all the way to the right of your table in Gmail and hit “Enter” or “Return” to create a new line, head back to Word, copy and paste your additional information, and paste it underneath your table in Gmail. Fix any spacing issues as desired and save that bad boy. You are done.

Now you’ve learnt how to add a signature in Gmail, let’s make sure the settings are all correct before starting to share.

Managing the settings of your new Gmail signature

Once your new Gmail signature is integrated into your account and ready for use, it’s important to specify when and where it should appear in your emails. Navigate to the Signature Defaults section to make these selections. Within this section, you can decide whether you want the signature to be included in new email compositions, replies, or both.

I also recommend you disable the Plain Text Mode in your Gmail settings. Otherwise, you’ll encounter difficulties when attempting to incorporate images into your Gmail email signature.

To make this adjustment:

  • Compose a new email and locate the three dots in the lower right corner.
  • Check if there’s a mark next to the Plain Text Mode option.
  • If it’s checked, click on the line to deselect it.

Frequently asked questions about designing a signature

Why is my Gmail signature not showing up correctly?

If you follow the steps above and have issues with your signature not pasting correctly (fonts and colors not carrying over or your table border reappears) in Gmail, try using Chrome to complete this tutorial.

Why am I receiving an error message when adding my Gmail signature?

I have heard that in some instances, Gmail gives an error message when trying to add a signature to Gmail. Try Chrome! If that fails, try Microsoft Edge (or another browser of choice). It could be a browser problem. Once your signature is actually saved in Gmail though, it will appear in all browsers (even Apple iPhone) correctly.

Should I include a sign-off in my email signature?

Including a sign-off like ‘kind regards’ or ‘all the best’ may be appealing, let’s be real, we all hate writing the same thing over and over, but including this in your signature is not something I recommend. The issue lies in the fact that it undermines the sincerity of your emails, an essential element in gaining the trust and eliciting a response from the recipient. When the closing statement remains consistent (and it is clear it is), its significance diminishes, rather leave it out and include an appropriate one within each email.

Use your Gmail signature to improve your client communication

Using a professional signature is a great way to improve your client communication. Clients and leads will build more trust with your brand when they see your branding present there, versus just “Sent from my iPhone.”

But, client communication is more than emails. You also need to make sure you’re keeping your clients in the loop with your projects, responding in a timely manner, and referring back to previous conversations.

That’s where HoneyBook comes in. As a clientflow management platform, it enables you to manage the entire client experience as well as your back-end work. You can use a client portal to let your clients in on progress and give them one place to see everything. Plus, email automation lets you take work off your plate while communicating at the right moments.

Ensure consistent communication

Use HoneyBook to manage all of your client communication in one place. 

HoneyBook setup guide: how to transition to HoneyBook stress-free

Woman setting up HoneyBook

Make HoneyBook setup easy with these options for transitioning your existing work into the platform. With these steps, you can grow and scale inside HoneyBook with ease.

Woman setting up HoneyBook

Getting started with any new software can be overwhelming, but it doesn’t have to be. If you’ve just started using HoneyBook, you can leverage a variety of free services and education to get started successfully (and with less stress on your end). 

Learn how to take advantage of HoneyBook’s free file setup services, plus use this guide to make sure you’re accomplishing some of the highest-priority onboarding steps. These steps ensure you won’t have any operating hiccups and you can continue to build out your account with ease. 

Jump to: 

How to use HoneyBook’s free file setup service

If you’re an existing business owner, you likely have current processes, systems, and documents in place. Whether your files currently exist in docs, spreadsheets, PDFs, or a combination of formats, you can use HoneyBook’s file setup service to migrate them into your new account for free. 

We’ll take your existing files and build them into your HoneyBook account. From there, you can edit and use them as needed, but you don’t need to take the time to migrate them into HoneyBook on your own. 

You can send your files in .doc, .pdf, .jpg, .png, .xls, and .txt formats. Some examples of file types you can send in include:

  • Pricing lists
  • Lists of packages and services
  • Contract language
  • Lead and client questionnaires
  • Spreadsheet of existing clients and open invoices

Once you upload your files, just wait 72 hours and you’ll hear back from our team when your templates are ready in your account. You’ll be able to find them in My Templates, where you can star the templates you use the most, organize them into folders, and start sending them to clients. 

Use HoneyBook’s free file setup service to transfer existing files into your account.

7 steps for HoneyBook onboarding 

Along with building your files in HoneyBook, there are a few other onboarding steps that will get you set up for success. We recommend focusing on these setup steps before diving deeper into your account.

1. Upload your brand assets 

HoneyBook enables you to manage business processes with leads and clients, and it’s important to maintain consistency and professionalism at each step. To do so, start with implementing your unique brand in your HoneyBook account. 

Within your company settings, you can upload your logo, set a default theme with your brand colors and fonts, upload other brand assets and imagery, and integrate your business email account. 

2. Add your business bank account

One of the biggest benefits of HoneyBook is being able to book clients and get paid in the same system. Make sure you can get paid through HoneyBook by adding your bank account information. 

You can do so through your company settings. After your bank account is connected, you can receive payments through your HoneyBook invoices, where clients can pay via credit card or ACH bank transfer.

When logged into HoneyBook, head to your company settings to connect your bank account, apply your company brand, and more.

3. Set up your different project types/services

Establishing the different project types or services that you offer is quick to set up in HoneyBook through your company settings. Once these are established in your account, you can organize your work by project type, and you can set up automations based on the leads who inquire about a specific service that you offer. 

For instance, if you’re a social media consultant, your project types might include: 

  • Social audit 
  • Social audit and content strategy
  • 3-month retainer
  • 12-month retainer 

4. Build your file templates

If you have existing file templates, upload them using the free file setup service. While this is an easy way to get started quickly, you can also build your file templates manually. 

To build new files, we recommend starting with the HoneyBook template gallery. There, you can browse by your needs, including: 

You can create your first freelancer contract template or to find templates that work for your business, you can also filter by specific industries, like coaching, graphic design, photography, event planning, and more. From a tutor invoice template to an interior design invoice template, choose exactly what you need for your business to succeed.

Once you choose a file template that you like, you can easily apply your branding (this is why it’s so helpful to set up your company theme first), and then customize it to fit your needs. The drag-and-drop file builder makes it easy for you to remove sections you don’t need or add more copy, images, videos, and actions. 

Once you’re done setting up any file, you can send yourself a test file so you can see exactly what the client experience will look like. 

5. Create a form for lead capture

HoneyBook facilitates your entire clientflow, starting with capturing new business. To do so, set up your lead capture either with a contact form or lead form

Contact forms are embeddable on your website and offer a simple form for new inquiries. On the other hand, lead forms enable you to include more actions up front, like scheduling and booking your services instantly. You can link lead forms anywhere, including your website and social profiles. 

6. Setup your initial automations

HoneyBook automations are a powerful way to make sure your typical workflows move forward with greater consistency for your clients and less work on your end. 

By setting up your project types, files, and forms, you have everything you need to set up new automations. 

To get started, think through the different processes that you can automate. You may want to create a workflow for new leads or for clients once they’re booked and onboarded. 

Your HoneyBook automations can be made up of internal task reminders, emails, and files. You can activate them via your contact form or lead form, or apply them manually to a project that already exists. 

7. Explore your project pipeline and client workspace 

If you’ve covered steps 1-6, you’re at a good place to start capturing potential clients, booking them, and managing them in HoneyBook! As a last step, we recommend exploring your project pipeline and client workspace. You can use your client workspace to view multiple projects associated with a specific client and track their holistic relationship beyond the project level. To get started, upload any current clients or contacts you have into the contacts section of your account.

In the project pipeline, you can see all of your existing projects, their statuses, dates, and project types. There, you can also assign projects to any other team members you have and click into each project to view your client communication, files, payments, and other details. 

Get setup with HoneyBook quickly

Once your HoneyBook account is setup, it’s easier to quickly onboard new clients, communicate in one place, manage your payments, and more. 

Need more assistance? Here are some additional resources you can use to get started with HoneyBook: 

  • Attend a HoneyBook orientation webinar or view our on-demand training videos
  • Explore the HoneyBook Help Center for more detailed information on how to set up specific features
  • Read our HoneyBook guides on the blog to understand which HoneyBook features can solve your biggest business challenges
  • Explore the Pros marketplace to hire more hands-on, consultative business support. HoneyBook Pros can go beyond setting up your account by helping you understand and improve your business processes. 
Centralize your client management

Capture leads, sell services, manage projects, and nurture client relationships from one platform.  All that and more with HoneyBook.

How to use HoneyBook automations to reduce workload and elevate your client experience

Man using HoneyBook automations

Get started with HoneyBook automations to take repetitive work off of your plate and create scalable processes throughout your clientflow. 

Man using HoneyBook automations

One of the biggest benefits of using HoneyBook is that you can manage all of your business processes in one place. That includes capturing and managing leads, selling your services, booking clients, communicating, and more. 

HoneyBook offers features to manage each step of your clientflow. Even better? The platform also has automations that enable you to tie each step in your process together to save time. 

With HoneyBook automations, you can reduce your workload, stay organized, and work more efficiently so that it’s easier to scale your business. Automations also ensure that your clients are given a consistent and smooth experience. 

Explore more about HoneyBook automations

Reduce manual, repetitive admin work

How much of your workload includes doing the same tasks over and over again? As you scale your business, there are more repetitive tasks to do. Since it’s a growing pain, it’s a great indication of business success, but it is still a pain. You might notice that repetitive tasks make up the majority of your work, while you have less time for strategy, creative thought, and planning. 

This is where HoneyBook automations can come in to help take that work off your plate. With more consistent processes and time to focus on goals, it’s easier to grow and scale your business. 

Consider some of the tasks that you complete with every client. 

How to use HoneyBook automations for admin tasks:

  • Pre/post meeting tasks – Add an automation to any HoneyBook lead form to schedule with clients then follow up automatically. Send your agenda or other files, like an info-gathering questionnaire, before a meeting or session. After the session, you can also trigger an automation to send a recap email that includes next steps. 
  • Scheduling – Automate an email that includes your meeting scheduler so that you can get time on the calendar with clients, whether you schedule after they inquire, book, or any other action. 
  • Booking Immediately send a booking file when you know your client is ready. You can send an individual contract followed by an invoice, or combine them all together in one file. Automate the process as soon as someone inquires or when another action is complete, like filling out a questionnaire. 
HoneyBook automation for scheduling and booking
HoneyBook automation for scheduling and booking

Pro tip

For easy setup, build your email and file templates first so that it’s simple to create the automation and immediately add the content you need. For instance, create a general thank you email template and then apply it to any new automation.

Speed up your sales cycle

When it comes to selling your services, there should be the least amount of friction possible before conversion. With HoneyBook, it’s possible to provide potential clients with all the information they need, qualify them on your end, and book–all in one step!

When capturing leads through HoneyBook, use the lead forms feature to have clients complete some booking steps upfront. Include an intake questionnaire, service selection, invoice, payment, and scheduling all within your form, and link it from any of your public channels. 

If you don’t want to include everything up front, you can still use automations to speed up your sales cycle with less manual work. 

How to use HoneyBook automations in your sales process:

  • Thank you emails – Start with the basics and automate a thank you email every time someone inquires with you.
  • Follow-up – Set an automated task reminder to follow up with a client a few days after their inquiry. By doing so, you can ensure you’re following through with inquiries in a timely manner. 
  • Lead qualification – Qualify your leads in a more private and personalized way. Automate specific questionnaires to clients as soon as they fill out your contact form—you can tailor these to the services they’re interested in by asking that question in your contact form. Though you can include questions in your HoneyBook contact form or lead form, this helps you dive deeper with new leads to understand if there’s a good fit. 
  • Discovery – Automate an email that includes your scheduler so you can immediately schedule a discovery call when someone inquires.
  • Service selection – Take it a step further and automate a more robust sales brochure that includes an intake questionnaire and service selection—you may want to automate this right after you’ve received their inquiry or wait until you’ve completed a discovery call and have more information.
  • Booking – If you don’t want to offer instant booking via a lead form, you can wait until you receive an inquiry, then automate an all-in-one booking file to send to your client. 
Example of an automated sales process in HoneyBook
Example of an automated sales process in HoneyBook

Elevate your client experience for better, longer-lasting relationships

Put yourself in your client’s shoes. If you’re receiving inconsistent replies, waiting a long time to get a response, and not sure where your project stands, it can be really frustrating. 

Of course, everyone gets busy, but that’s why automations can help you make sure no communications slip through the cracks. With some simple setup, you can ensure you’re providing a standardized experience for every client. 

How to use HoneyBook automations within your client communication:

  • Thank you emails – Automate thank you emails when leads or inquiries reach out so you’re the first business getting back to them.
  • Confirmations – Automate confirmation emails after actions like scheduling a call, booking, and paying an invoice. Use canned confirmation emails to make setup easy!
  • Check-ins – Automate check-in emails throughout a project so you always provide status updates to your clients. 
Example of a communication automation in HoneyBook
Example of a communication automation in HoneyBook

The beauty of HoneyBook automations is that they’re customizable to your needs. You can build the workflows that make the most sense for individual inquiry forms or specific service offerings. 

Plus, you don’t have to sacrifice personalization. You can always set your automations to approve before sending so you have your eyes on every communication that goes out—you just save time without having to write them from scratch. 

Keep projects and clients on track 

Just like emails can slip through the cracks, different project tasks can as well. You might be juggling multiple clients at the same time or working on long-term projects where it’s easy to forget your own deadlines. 

This is where HoneyBook automations can help with project management. Within any automation, you can trigger a notification to remind you or a team member to complete an action at key milestones.

How to use HoneyBook automations for task and project management:

  • Due dates – When your contract is signed and your project officially kicks off, you can schedule reminders for due dates you’ve promised your clients and ensure you never miss a deliverable.
  • Task reminders – Automate task reminders so you know when it’s time to set up a call, check something off your to-do list, or reach out manually to your clients.
  • Onboarding – Automate your onboarding experience by sending a welcome packet as soon as your client signs and pays.
  • Offboarding – Automate your offboarding experience by sending a project closure file that includes a project summary, a request for testimonial, or details about your referral program (if relevant).

Pro tip

If you’re working with team members, you can manually assign tasks over to another team member at any time.

Example of onboarding and task management in HoneyBook
Example of onboarding and task management in HoneyBook

HoneyBook automations FAQ

Still curious how it all works? We’ve answered some of your most common questions. 

How do I get started with HoneyBook automations?

To make the setup process as simple as possible, consider using workflow mapping to understand the different steps you already use. There’s no limit to the number of steps you can add in an automation, so it’s easy to translate your process into the builder. 

Once you know which steps you want to automate, set up the HoneyBook file templates and email templates that you know you’ll need in your automations, like your thank you emails, invoices, contracts, welcome packets, and more. 

To trigger your automations to start, you can either activate them via a lead form or contact form, or manually apply them to a project. By activating through a lead form or contact form, you can start from the moment you receive an inquiry.

What triggers are available in HoneyBook automations?

In HoneyBook, you can use these triggers and any timeline of minutes, hours, days, and weeks to set up your automation: 

  • After automation is activated (Someone inquires through a lead form or contact connected to the automation, or the automation is manually applied to the project.)
  • After project date
  • After project end date
  • After project is completed
  • After contract is signed
  • After questionnaire is completed
  • After smart file is completed
  • After all signatures are signed
  • After first payment
  • After invoice paid in full
  • After session is scheduled
  • After sessions starts
  • After sessions ends
  • Before project date
  • Before project end date 
  • Before session starts
  • Before session ends

Can you segment your automations for different types of leads and clients?

Yes, you can use HoneyBook automations to create a sequence of actions with your specific types of leads and clients. 

With leads who inquire through your contact form, just be sure you ask your clients what type of service or project they’re interested in. If you include this question, you can create an automation associated with each project type you offer. Then when that project type is selected, it’ll trigger the unique automation you’ve built. 

With lead forms, you can segment by each form and create a unique automation for each one. For instance, you may have a lead form you link to your social profiles that has a specific automation, vs. a lead form you link from your website. 

You can also build automations specific to the clients you’re already working with. Just build the automation you need, then apply it to that project. 

Start automating key steps in your clientflow

Ready to save time and improve your client experience? Get started with HoneyBook automations and translate your workflows into a streamlined process that takes work off of your plate. 

More time for fun

Automate your repetitive tasks and admin work with HoneyBook automations.

How to use HoneyBook for frictionless lead capture and management

HoneyBook lead capture

Using HoneyBook lead capture tools, you can capture, qualify, and convert leads in one system. Find out how to use each feature so you can book clients faster, gather more important information, and do it all with less friction. 

HoneyBook lead capture

Capturing new business and qualifying leads are the first few steps of your clientflow. These processes can look different from business to business, but ideally, they should be as seamless as possible. 

Too much friction at these crucial touchpoints can make potential clients fall off your pipeline. Instead, you both need a smooth workflow that starts at the first introduction to your business and moves through mutually qualifying each other for your services, then booking. 

With HoneyBook, it’s all possible in the same system–and even within the same form. Learn how you can capture and manage leads with HoneyBook to improve your conversion rates with less work. 

Jump to: 

1. Create custom, branded forms for simple lead capture

If you’re looking for simple lead capture, you can easily create a form for that with HoneyBook. The contact form lets you drop in different question types, along with photos and text, and embed it onto your website. 

If you’d like a bit more customization, we recommend creating a more robust inquiry lead form. Lead forms still enable you to drop in questions, images, and photos, but you can also include more elements like videos, text links, and services blocks. Your lead form can also be multiple pages, and you have greater control over the formatting and design. 

Unlike the HoneyBook contact form, lead forms are currently not embeddable directly on your website through HoneyBook, but you can use an iframe generator to do so. 

Every time someone gets in touch through either your contact form or lead form, they’ll automatically be added to your HoneyBook account as a new project and a new contact. If they’re a returning client, a new project will also be added to their client workspace, where you can view and manage all projects associated with them. 

2. Capture and qualify leads in one step 

Qualifying your leads is an important step to take before booking. You need to make sure you’re a good fit for their needs, but also that they’re a good fit for your business. Without HoneyBook, you might have to go back and forth over email to qualify your leads, and causing too much friction at this step can even cause your leads to drop off.  

Instead, using HoneyBook, you can qualify as soon as someone requests more information, creating a better experience for both of you. 

With lead forms, you’re able to offer much more information about your business and services upfront. This ensures that your prospective clients have a good understanding of your business before inquiring, which can filter out those who aren’t a good fit. 

Furthermore, lead forms enable you to ask qualifying questions directly from your public channels. This is especially helpful if you allow your leads to schedule consultation or discovery calls with you from your public channels. Once each lead schedules and shows up in your HoneyBook account, you’ll have all the information you need to move forward successfully. 

3. Book leads instantly from your public channels

In addition to capturing leads and qualifying them directly through your lead forms, you can also take it a step further to book with them instantly. 

HoneyBook lead forms enable you to provide the full experience directly from your public channels, whether that’s your website, social channels, direct messages, and more. 

All you have to do is build your forms and share the link wherever you want new and recurring clients to book with you. Everything they need is inside the form, meaning you can provide a hands-off, frictionless booking experience. Your forms can include any combination of service selection, scheduling, invoicing, and one-time payment. 

Book one-off sessions, consultations, workshops, speaking engagements, and more. Every complete booking is added to your HoneyBook account as a project, where you can also view any actions taken by the client and their payment details. You’ll also be able to view the same information in their client workspace, which gives you a full picture of all your work with a specific client.  

4. Automate next steps with leads to provide a great client experience

To ensure successful projects and repeat business, automating is key. With automations, you can make sure your clientflow is standardized so you aren’t missing any steps, and every client is treated with care and consistency. Your clients will also expect a frictionless experience from start to finish.

To meet these expectations, you can use HoneyBook automations with both your contact form and lead forms. Each form can have a unique automated workflow, so you can tailor each experience based on the form they interact with. 

For example, whenever someone fills out one of your forms, you can use an automation workflow that triggers an immediate email response, such as a thank you email or confirmation. From there, perhaps you want to send a follow-up email in three days, recurring invoices, or an internal reminder to prep for a consultation call. 

You set up each of these touch points, so you still have full control over the tone and personalization. By automating, it helps take repetitive work off your plate while still providing an excellent experience for leads and clients. 

5. Save all your clients and contacts in one place and keep track of important information

Every time you receive a new lead or client through your HoneyBook forms, they’ll save to your contacts list. You can also add new contacts manually, sync HoneyBook with your Google contacts, or upload multiple contacts as a .csv file. 

Within your contacts list, you can see which projects are associated with them, and start a new project or email with a specific contact. You can also add private notes to keep track of important details (who referred them, where they’re based, when they worked with you in the past, etc.). 

Through the contacts list, you can also access the client workspace for each person. There, you can view all payments they’ve made, all projects associated with them, communication with them, and files you’ve sent or they’ve interacted with. 

6. Save contact information directly from Gmail

If you get a lot of new leads directly to your inbox, HoneyBook also provides an easy way to move them into your account while saving time. Just download the HoneyBook Extend Chrome extension and pin it to your toolbar. 

Whenever you receive a new inquiry via email, you can simply open the extension to save the contact information and create a new project. There’s no need to switch back and forth between your inbox and your HoneyBook account.

The Chrome extension can be a great option if you have a robust cold email outreach strategy and you need to create new projects directly from your inbox. Or, if you receive a good amount of referrals, it’s also a great way to save those contacts quickly. 

7. Send batch emails to leads and clients

If you use Gmail, you can also leverage HoneyBook to send batch emails to all the contacts you’ve collected through your forms. 

Though this feature isn’t as robust as a full-fledged email marketing system, it can still enable large-scale marketing blasts, requests for testimonials, follow-ups after a workshop, and more. 

You can choose exactly which contacts you want to communicate with, then create your email, and send. Some other great use cases for this feature include alerting clients that you’ll be out of the office or sending a holiday promo to all of your leads. 

Connect your leads to the rest of your clientflow

Your clientflow is the entire process of selling and delivering your services, starting with capturing leads and prospective clients. Rather than using multiple tools and systems, HoneyBook provides everything you need to capture and manage leads, plus move them further down the funnel. 

The best part is that HoneyBook is designed for independent businesses, which are all unique. Every tool is customizable to fit your needs, so you’re capturing leads and booking them exactly when you need to. 

Capture leads quickly

Use HoneyBook to capture leads and book instantly in a single step.