Saving My Business One Envelope at a Time! | 17hats

Have you ever found yourself trying to keep track of where your client has messaged you or sent you a payment? Don’t worry, you are not alone…me, too! 

When I started my business, I was sending my clients a contract as an email attachment, requesting them to print it out, sign, scan it back into their computer and send it back to me. Then I would ask them to send me a check in the mail…you know, good ol’ USPS with a stamp, envelope and that terrible tasting seal on the back! I don’t know about you but just reading that makes me want to not book services with my business!

Then I stumbled upon a CRM (client relationship management) tool and everything changed! While I joined 17hats in 2017, I didn’t use the software much until 2018 when I started digging into it. Then when 2020 hit, I took a workshop through 17hats.com and it all clicked! My business has doubled since then.

CRM for Small Businesses

Don’t get me wrong, I was nervous to spend the money because I was still building my business. I grew up watching some family members run businesses … one doing things well and one not so well. I made the jump because I knew that technology would be an asset to my business and am so glad I did! As my business has grown, I have been able to streamline the experience and continually improve my client experience because I’m not wasting time managing documents that have been signed and waiting for checks to arrive in the mail.

With your membership, you have access to a variety of tools and business support within the system. These features include: 

• Document templates for Quotes/Proposals, Contracts, Invoices and Questionnaires; 
• A comprehensive way to input all your products and services for quick access; 
• Workflows that allow whatever level of automation you prefer for your business and creates a consistent client experience all while keeping you organized; 
• An online scheduler that allows you to quickly share your availability with clients and allows you to set boundaries and better manage your time well; 
• The ability to keep all your contacts (clients and non-clients alike) in one place; 
• Create to-do lists so you don’t forget what you need to do; 
• Lead capture forms (aka inquiry or contact form); 
• Bookkeeping; 
• Integrations with other programs 
• And so much more! 

How to Build a Workflow for Your Small Business

One of my favorite features of 17hats is the ability to build workflows and adjust them as my business evolves! A workflow is defined by Merriam-Webster’s Dictionary as: the sequence of steps involved in moving from the beginning to the end of a working process. 

This is exactly what happens within your business for each and every client…even if they are a friend or family member. It all starts when a lead inquires and then you need to walk them through your process until you consider their project completed! 

The Four Parts of a Workflow Are: Lead, Booking, Onboarding and Fulfillment.

With a lead sequence your client makes the first move and you need to respond in a timely and professional manner. You may also want to follow up with them or provide them with an opportunity to connect with you before they decide whether they would like to work together. 

When a client is ready to work with you, you will walk them through the booking process…what are the steps a client needs to complete in order for you to consider them a client instead of just a lead? Choose options from a quote? Sign a contract or agreement? (Always highly recommend…even with family, friends or non-paying clients) Pay some portion of the project cost? Submit a questionnaire? The options are endless!

Once they’ve become a client, you want to use the onboarding time as a way to provide them the information and tools they need to complete a successful project with you. 

Finally, the last portion of the workflow is the fulfillment portion. For me as a photographer, this is everything that happens after my client’s session to ensure I fulfill my contractual obligations and a happy client in the end.

As with any new software (or language, instrument, sport, hobby, etc…) there will be a learning curve but 17hats has made that so easy with their excellent customer support chat, help center step-by-step directions as well as their educational offerings throughout the year. There is also an amazing community of 17hats members on Facebook that can help problem solve or think through some different use cases. 

The system now has members with businesses in almost any industry you can imagine….even that jolly old fellow that comes in December! They are committed to creating and enhancing features that will serve a variety of members. 

My business is growing because of 17hats which allows me to keep things organized and streamline the behind-the-scenes portion. Now, I can focus on the things I love doing like photographing authentic families and business owners, spending time with my family and friends, and assisting other business owners in setting up their 17hats accounts to meet their unique business structure!

So if you are tired of using paper and pen or using multiple programs to manage the backend of your client experience, look no further than 17hats and start streamlining today! By guiding people on every platform to your lead capture form, you are helping lead them through the process and you can complete your entire client experience from within 17hats. You can also choose the primary way you wish for your clients to compensate you which means no more running to the bank on a weekly basis to deposit cash and checks to keep your business moving forward.

You can grab a discount for your first year here!

Danielle Hardesty – 17hats Ambassador

Danielle Hardesty is a portrait and branding photographer based in the Chicagoland area. She loves serving those that want their photos to be authentic, not perfect. When she isn’t capturing photos, you can find her dabbling in interior design, music and eating some Giordano’s pizza or Chipotle!

Learn more by visiting her websites below:

Portraits: daniellehardestyphotography.com
Brands: brands.daniellehardestyphotography.com