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Ask a Squarespace Product Manager: Managing Clients with Invoices, Contracts, and Proposals

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Hi everyone, 

The Customer Operations Community team is hosting a 45 min Invoicing and Client Documents live Q&A on June 13, 12pm EDT. During this session, Linda Underwood, Staff Product Manager, and Nicole Into, Product Marketing Manager, will reply to questions about new Squarespace features to invoice clients, create client proposals and contracts, and manage projects. This is a unique opportunity to connect with two of our product experts and learn about best practices. If you sell specialized services to clients on a project-to-project basis, like photography, consultation, or website design service and are just getting started with Squarespace’s invoicing and documents features, then this Q&A session is for you! Save your spot now by signing up on the Ask a Squarespace Product Manager: Managing Clients with Invoices, Contracts, and Proposals registration page.

Here are some examples of topics we’ll address: 

  • Documents- How to use documents to showcase your work and expertise, provide an estimate, and agree to terms and conditions before starting work
  • Invoices- How to quickly and easily brand your client invoices and keep business information up-to-date
  • Projects- How to use projects to keep track of key milestones, client info, invoices, and documents, all in one place.  

You can submit your questions throughout the session, and we’ll do our best to answer as many questions as we can during the session.

To submit general questions in advance, please share them with us in the comments. For any questions that are site specific and/or require troubleshooting, we recommend contacting Customer Support directly. 

 

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Hi! I'm excited about learning about these features within Squarespace and hope to be able to cut out some of my other services to streamline everything under one location.

I have one big question/concern after trying out the invoices, proposals, and estimates - is it possible to set a default template for the invoices, proposals, and estimates?

I work as a wedding planner and I have little that has to be changed when sending out invoices and things. It would be great to have a set template (having an option to pick from multiple templates would be wonderful!) for this to limit the amount of work that has to be done within each one. The way I see it currently, you have to rebuild each document from scratch for each new project/client.

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On 5/23/2024 at 4:05 PM, josephmichaellv said:

Hi! I'm excited about learning about these features within Squarespace and hope to be able to cut out some of my other services to streamline everything under one location.

I have one big question/concern after trying out the invoices, proposals, and estimates - is it possible to set a default template for the invoices, proposals, and estimates?

I work as a wedding planner and I have little that has to be changed when sending out invoices and things. It would be great to have a set template (having an option to pick from multiple templates would be wonderful!) for this to limit the amount of work that has to be done within each one. The way I see it currently, you have to rebuild each document from scratch for each new project/client.

This is a big barrier to using SS for my business as well. Contract, invoice, and quote templates are a must. Also, the milestones need to have templates as well. Im a wedding photographer and follow a specific workflow for every job. We should be able to have a milestone workflow template to add to each project. I love the direction SS is going but still some huge gaps. 

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As has already been said here, if you can't create a template for this, then it won't really be helpful for improving internal processes. I'm a coach and currently use Dubsado. I was hoping to replace it with Squarespace proposals, but if I can't do templates, then it's pretty useless because it means I have to recreate the proposal from scratch for every single client. And contracts. And they are not short. 

I thought a workaround may have been to create a template client and then copy them, but even if that's possible, if you then want to pull client information in from a form, then this doesn't work either. 

Another thing that isn't really functional, is you can't get the person to 'select' an option in the proposal for acceptance. So if I were to display three possible packages with different pricing, the client needs to be able to say I'm accepting for package 1 for example. Even your example text in the proposal says 'next steps, select a package', but there's no actual way to do that.

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I am a Cookie Artist and a Designer of 3D Printed Cookie Cutters and Stencils. I have been using Stripe to write my invoices and receipts for my Custom Cookie Orders which allows me to indicate that if Full Payment has not been received within 3 days the invoice is no longer good and the order is cancelled. Each invoice and receipt is set-up the same way using my business colors and logo allowing for uniformity from my website to my billing. It also allows me to list each custom shape, sugar cookie and royal icing flavors and the colors of icing as it pertains to their specific order. When will Squarespace allow the main components to remain the same, such as a default?

Using Squarespace to do the items mentioned above is more difficult and time consuming. I typically have 3-4 Custom Orders a week and I do not have the time to recreate a new invoice header each time and so on. Also, on my website my customers are asked to compete a Custom Order Form in which I use it to plan their order and I cannot attach it to the Projects under Form Submissions which would be very beneficial to have present within their online file.

When can we as the Owner of our own company have the ability to adjust the Invoice & Project Needs to meet our own lifestyle of a business owner who specializes and builds the majority of their branding by a project-to-project basis? Until we can do so, Stripe even with the convenience fee is still worth using and they will file my monthly state tax fees for me. Will Squarespace ever do that?

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I also am curious as to the ability to have multiple clients on one contract because for weddings or other photography contracts, I need to have more than one party sign but I am currently struggling with SS's functionality on this topic. I can't seem to add another client name and email for them to be required to sign a document. Am I missing something and this is already in SS's functionality?

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To address the need for templates, it might be a good start if someone could simply duplicate an existing project, similar to how someone can duplicate a web site or a page, etc. The workflow would then be to make "template" projects, duplicate them, and attach them to a client. At some point in the future, maybe allow milestone dates to be relative to some project start or end date... There could be a marketplace for these "template" projects as well... lots of possibilities.

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Looking forward to learn more and having a "one stop shop" to help with this part of my business would be really useful. I conduct my online business in USD for my international customers but use scheduling to offer classes in my local market in ZAR and a solution like this would be amazing if I was able to use more than one currency. Could such an option be considered?

 

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