Ready to make booking you effortless for your clients? In this episode, I’m breaking down how to create a five-minute booking process using a well-structured proposal (or quote/smart file, depending on your CRM). If booking feels like a scavenger hunt, leads will ghost instead of sign—but with the right setup, you can take them from inquiry to booked in just minutes!
If you’ve been following along in the Client Experience Series, this final step ties everything together! Plus, if you need an easy button, check out my pre-made booking proposal templates for Dubsado & HoneyBook. No Canva or coding required!
🔗 Grab your proposal template here → coliejames.com/booking-templates
This is part 4 of a 4-part Client Experience Series!
LISTEN ON YOUR FAVORITE PODCAST PLAYER
Apple Podcast App | Spotify | Amazon | Youtube
Find it Quickly
1:09 – Why You Need a Five-Minute Booking Process
2:38 – Key Benefits of Proposals & Smart Files
3:29 – What Makes a Highly Converting Proposal?
3:55 – The Header Section
4:52 – The About You Section
6:00 – The Process Section
6:33 – FAQs & Handling Objections
7:25 – Simplifying Your Offers
8:59 – Making This Work Without Dubsado/HoneyBook
9:23 – Final Tips for a High-Converting Proposal
9:47 – Easy Button: Proposal Templates
10:41 – Next Steps & Wrap-Up
Mentioned in this Episode
Ep. 195 – A Breakdown of My Audit Process
Ep. 196 – How to Begin Mapping Your Client Experience
Ep. 197 – How to Design Workflows That Enhance Your Client Experience
Welcome back to the Business-First Creatives podcast! This solo episode wraps up our Client Experience series with a deep dive into the power of a well-crafted proposal. Whether your CRM calls it a quote, a smart file, or something else entirely, this tool is the key to creating a smooth, fast, and high-converting booking process. Because let’s be real—if booking you feels like a scavenger hunt, your leads are more likely to ghost than to sign.
I’m breaking down exactly how to structure your proposal for speed and conversion, what sets Dubsado and HoneyBook apart, and why your proposal should feel like an extension of your brand—not just a form to fill out.
Why You Need a 5-Minute Booking Process
Let’s start with the why. Every CRM—whether it’s Dubsado, HoneyBook, Studio Ninja, Tave, Sprout Studio, or another—has some version of a proposal or quote feature. At the most basic level, these tools let you display your services and connect them to a contract and invoice so your clients can select their package, sign, and pay—all in one step.
This one-click booking process eliminates the need for those back-and-forth emails: “Here’s the package!” → “Okay, that sounds good.” → “Here’s your contract!” → “Can you sign and scan that back to me?” → “Now here’s your invoice…”
Nope. Not in 2025 and beyond.
You should be able to send a link and get that glorious ding when someone signs and pays—without lifting a finger.
Bonus: you can set an expiration date. I personally expire my proposals after 72 hours. It protects me from overbooking and adds a subtle but effective sense of urgency.
The Difference Between a Basic Proposal and a High-Converting One
All CRMs give you a basic proposal tool. But Dubsado and HoneyBook? They let you take it to the next level. We’re talking branded, interactive, beautiful experiences that feel more like a mini website than a boring form.
Both platforms allow you to add brand colors, fonts, images, and even video. And this is where things get interesting.
Let’s break down the key sections that turn a proposal into a booking machine.
A Strong Header Section That Hooks Your Lead
Your proposal should hook them immediately—just like your website does. You’ve probably heard the term “above the fold.” That applies here, too. The top of your proposal should feature an eye-catching image and a short, persuasive message reinforcing why they need this experience now.
This is especially important for those of us in genres like family photography, where urgency isn’t built-in. Clients can put it off: “We’ll do it next month… or next year…” and suddenly, it’s been three years with no updated family photos.
Create that nudge. Remind them why now matters.
An “About You” Section That Reinforces Your Value
Yes, they’ve probably seen your website. Yes, maybe you’ve even chatted on the phone. But don’t skip the “About You” section in your proposal. It’s one more chance to remind them who you are and why you’re the right choice.
Talk about your approach. Highlight what makes your sessions easy, fun, or low-stress. For me, “stress-free” is my signature. It’s all over my website, my proposals, and my emails—because that’s the number one concern for my clients. They worry about how their kids or partners will behave, and I want to reassure them: I’ve got this.
A Clear, Visual Breakdown of Your Process
Even if your process is already outlined on your site, include a simple timeline in your proposal. Walk them through what happens from booking to delivery:
- How you’ll prepare them
- What to expect on session day
- When they’ll get their images
Keep it brief, but give them enough to feel informed and confident before clicking “book.”
If your website has a 1,500-word essay on your process, you don’t need to copy it here—but a clear overview helps reinforce what they already know and answers unspoken questions.
FAQs That Handle Objections Before They’re Raised
Your FAQ section is prime real estate. Use it to reinforce logistics and to address the objections that might be holding people back from booking.
Think weather reschedules, sick kids, how locations are chosen, styling tips, and more. And if you don’t know what your clients’ biggest objections are? Ask. Interview past clients. Find out what they were worried about before booking—and write your FAQs to ease those concerns for the next person.
Keep the Offer Simple—No Cheesecake Factory Menus
When it comes to the actual services listed in your proposal, simplicity is key. This is not the time to list every single session type you offer.
If you have seven different kinds of sessions, your proposal should not include all seven. Narrow it down based on the inquiry or discovery call. The goal here is to make it easy to say yes, not overwhelm them with options.
Not Using Dubsado or HoneyBook? No Problem
Even if your CRM doesn’t offer the level of customization Dubsado or HoneyBook does, you can still apply this strategy.
Use your website and email workflows to guide the client journey. Pre-sell your experience through strong copy, strategic FAQs, and client testimonials. You may not be able to include all of this in the proposal—but you can still give your leads everything they need to confidently book.
Need the Easy Button?
If you’re thinking, “This sounds amazing, but I do not have the time to design all this from scratch,” I’ve got you.
I created one-click proposal templates for both Dubsado and HoneyBook. You buy, click the link, and it loads directly into your account in seconds.
Already have your copy and images ready? You can fully customize the proposal in under 30 minutes. Seriously.
Top Categories
