Running a small business means juggling lots of tasks – sending proposals, chasing signatures, creating invoices, and keeping track of client conversations. It gets messy fast when you’re using email, Google Docs, and spreadsheets all separately. That’s where HoneyBook comes in.

If you’re wondering how to use HoneyBook, you’re in the right place. This guide walks you through everything from setting up your account to getting your first payment. HoneyBook is a client management tool that puts everything in one spot. You can send proposals, contracts, and invoices all from the same place. Your clients can sign documents and pay you online without leaving their browser.

The best part? You don’t need to be tech-savvy to figure it out. Many people think it is complicated, but it’s actually pretty straightforward once you know the basics. This guide breaks down each step in simple terms so you can get started today.

Whether you’re a photographer, wedding planner, designer, or consultant, HoneyBook helps you look professional and saves you hours each week. Instead of sending separate emails and documents, you set things up once and let HoneyBook do the work. By the end of this guide, you’ll know exactly how to use HoneyBook to streamline your business, impress your clients, and get paid on time every time.

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Before You Start

✓ HoneyBook Account - Sign up for free trial at honeybook.com
✓ Business Email - Your work email address
✓ Business Details - Your company name and logo ready
✓ Payment Account - Stripe or PayPal account to receive money
✓ Service Info - Know what you offer and your prices
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Video Tutorial

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Step-by-Step Instructions

Create Your Account

Go to honeybook.com and click “Start Free Trial.” Type in your email and password. Pick your business type (photographer, planner, designer, etc.). HoneyBook will give you templates that match your work.

💡 Note: Use your work email, not personal. Pick the right business type to get better templates.

Add Your Business Information

Click the gear icon (Settings) at the top right. Go to “Company Info” and fill in your business name, address, and phone number. Upload your logo and pick your brand colors. This shows up on everything you send to clients.

💡 Note: Check your business name carefully - it appears on all invoices and contracts.

Connect Your Payment Account

Go to Settings > Payments. Click “Connect Stripe” or “Connect PayPal.” Follow the steps to link your account. Add your bank details where you want money sent. Choose when clients should pay you.

💡 Note: Do this now so you're ready when your first payment comes in. Stripe usually has lower fees.

Add Your Contacts

Click “Contacts” on the left side. Click “Import Contacts” to upload a spreadsheet with client names and emails. Or click “Add Contact” to add people one by one. Fill in their name, email, and phone number.

💡 Note: Clean up your list first - remove old or duplicate contacts before uploading.

Set Up Your Templates

Click “Templates” in the menu. You’ll see ready-made proposals, contracts, and invoices. Click one to customize it. Change the words to match your services. Add your prices. Save it with a clear name.

💡 Note: Start with just three: proposal, contract, and invoice. You can make more later.

Create Your First Project

Click “New Project” from your main screen. Add your client’s name and contact info. Give the project a name (like “Smith Wedding Planning”). Pick the project type and date. Add any notes about what the client wants.

💡 Note: Use simple names like "Client Name - Service - Date" so you can find it easily later.

Send Documents to Your Client

Inside the project, click “New File” then “Smart File.” Pick which documents to send (proposal, contract, invoice). Put them in order. Click “Send” and type the client’s email. They get a link to view and sign everything online.

💡 Note: Smart Files are powerful - when client signs the proposal, the contract opens automatically.

Set Up Automatic Actions

Go to Settings > Automations. Click “Create Automation.” Choose what starts it (like “when contract is signed”). Pick what happens next (send an email, create a reminder). Turn it on.

💡 Note: Start simple - try "Send welcome email when client books" first.

Add Your Meeting Schedule

Go to Settings > Scheduler. Set what days and times you’re free for meetings. Choose how long meetings last. Create your booking link. Share this link on your website or in emails so clients can book time with you.

💡 Note: Block out your personal time first before sharing your link.

Download the Phone App

Get the HoneyBook app from App Store or Google Play. Log in with your account. Turn on notifications so you know when clients respond, pay, or sign documents. Now you can manage everything from your phone.

💡 Note: The app lets you respond to clients even when you're not at your computer.
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Key Takeaways

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Everything in One Place
HoneyBook puts proposals, contracts, invoices, and messages in one spot. No more jumping between different tools or losing important emails.
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Automation Saves Time
Smart Files and automation do repetitive work for you. What took 30 minutes per client now happens automatically in seconds.
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Get Paid Faster
Clients pay instantly online when they sign contracts. No waiting for checks or chasing people down for money.
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Pro Tips

✨ Pro Tip
Create tags like "VIP Client" or "Needs Follow-up" to group similar projects. Filter by tags to quickly find what you need.
✨ Pro Tip
Write common emails once (first reply, follow-up, thank you) and save them as templates. Reuse them instead of typing the same thing over and over.
✨ Pro Tip
Send yourself a test invoice and pay it. Make sure payments work before using it with real clients.
✨ Pro Tip
Look at your pipeline every morning. See which clients need replies and what's coming up.
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Common Mistakes to Avoid

✕ Using Generic Templates
: Sending HoneyBook's default templates without changing them to match your business.
Instead: Customize every template with your own words, services, and prices before sending.
✕ Skipping Payment Setup
Not connecting Stripe or PayPal until a client is ready to pay, causing delays.
Instead: Set up payments during initial setup, even before you have clients.
✕ Making It Too Complicated
Trying to set up every feature at once and getting overwhelmed.
Instead: Start basic - one template of each type. Add features as you need them.
✕ Only Using Desktop
Never downloading the phone app and missing client messages.
Instead: Install the app on day one and turn on notifications.
✕ Forgetting to Customize
Not adding your logo, colors, or business details before sending to clients.
Instead: Complete your business profile before creating your first project.