We are entering week 3 of 7 in our mini series on setting up 17hats! This tool has changed our business and our lives in the most remarkable way, allowing us to automate our process and get hours of precious time back into our lives! If you would like to find out more about why we use 17hats, please check out our original post 17 reasons to use 17hats.
In week 1, we went over basic set up and account preferences. In week 2, we went over how to set up templates. This week we are diving into why we use quotes in 17hats and how to set them up to maximize their value.
When our clients think of Will and me, I want them to think of us as "Will and Jess, the awesome people that are going to document our love story," not "that business we hired to take our pictures." With this in mind, we are always looking for ways to be more personal with our clients and remove our selves from being "the business manager." 17hats gives us that needed layer between our clients and us when it comes to contracts and billing and all that not-so-fun-stuff.
Not only does it provide a separation between us as Will and Jess and us as a photography business, it also gives our clients a stress free zone to make decisions about what to choose from our offerings. Think about any store where employees are breathing down your neck "helping" you decide to buy (cough cough Best Buy cough cough) and how unsettling it can be. Having a stress free zone for making purchase decisions is something we absolutely want our clients to have. Quotes let our clients pick and choose from the options we have, sign the contract, and pay the deposit all in one place.
1. Before setting up a quote template, you will need to set up a contract template. We gave some great tips and tricks on how to do this in week 2!
2. After setting up contract templates, add the invoice and contract options to the quote template.
We attach our wedding photography contract to our wedding photography quote. If you didn't have a contract set up yet, you could also add one here.
3. Next, add quote options. If you have several different packages, creating a set of "Choose One" options is perfect. We only offer one package with what we think every couple needs on their wedding day, but that is a topic for another day!
4. Add "Choose Any" options. We don't offer many add-on options since we aren't product based photographers, but there are few options we offer including additional hours of coverage, additional portrait sessions, and leather bound albums.
5. Add a payment schedule. 17hats just added new features to their payment scheduling. We have a retainer that's paid at booking and the remaining balance due 1 month before the wedding. If you wanted to offer payment plans there are also many options for when the payments is due.
6. Preview the quote from a clients perspective.
The tips and Tricks
- Set up your branding before creating templates and quotes. Even something as simple as button color and a logo can help with maintaining a consistent experience.
- Test the quote! I always preview or check what is being sent out after making large adjustments.
Next week we will be talking about setting up workflows, which we are incredibly excited about! They are by far where we find the most value in 17hats!