Tech Tips for Turning Leads Into Paying Clients
If you’re looking to streamline operations and transform your client experience, it’s time to take a look at your tech. Automated systems can help you provide a seamless experience, whether you’re sending onboarding emails or a final invoice.
Though some business owners believe technology removes the personable touch, many of today’s digital solutions allow you to add your brand's voice. In addition, technology supports your workflows, so you can foster relationships with new leads and provide an efficient experience that will encourage clients to recommend your business.
If you have yet to use tech to enhance the client experience and boost your conversion rate, here are four ways to do so.
Jump on those inquiries ASAP
When you receive an inquiry, there's a high chance your competition received the same one. First impressions matter, and so do response rates. People expect a swift response these days, but taking the time to craft an email isn't always realistic. If your competition responds before you, the client may bite and jump on a proposal before you even get a chance to reach out.
To avoid being second best, beat your competition to the punch by being the first to respond. Templated emails or email automation allow you to leave a good impression — even when you’re out of the office. Many customer relationship management (CRM) platforms enable you to set up templates automatically triggered by an inquiry. So say goodbye to constantly writing new emails and hello to a process that increases your chances of winning over leads!
While automation is nice, using a template is highly recommended. Remember to blend your brand's personal touch into each email to attract potential clients. This might include referencing their date or venue, a link to a free guide you’ve created or a quick personalized video message for those interested in a specific service.
By keeping your inquiry responses separate from automation, you can create customizable canned responses in Gmail, add in your personal touches and send them out without additional effort.
Make booking a breeze
Often, business owners separate onboarding from the selling process, but combining the two operations creates a seamless workflow. If you already have an established onboarding process, look for areas that could use improvement. For instance, a client's paid deposit might lead to an email with an option to schedule a call. These automated steps can reduce your workload, so you can prioritize the client experience and give them exactly what they want: simplicity.
If you don't have an onboarding process set in stone, review your sales process and see where you could use more support. You can gain clarity on your systems by asking yourself the following questions:
What do clients need to get started?
What information do you need from a client before signing any contracts?
Are there ways you can improve the onboarding experience, such as an automated thank you email or welcome gift?
Once you're clear on your procedures, start integrating technology into your business to streamline each process. Automated tools will help you delegate and organize tasks for your team.
Ensure documents are good to go
Selling can be a rollercoaster of “will they, won't they.” At first, an excellent sales call will leave you feeling excited and ready to kickstart the onboarding process. But after a lead ghosts you, it's easy to feel disappointed. So what happened here, and how can you prevent this situation in the future?
Clients often exit the conversation when the booking process isn't digital or if too much time elapses between the sales pitch and the contract. A longer wait time may lead to reconsiderations. Instead of depending on back-and-forth correspondence, create templates for your contracts and invoices so they're ready to send out as soon as the call ends.
A quick response demonstrates that you're efficient and ready to help each client, so make the contract and invoicing process seamless by accepting signatures and payments online.
Automate the invoicing process
Wedding planning has enough hurdles already, and a complicated payment process will only add to a client’s stress levels. Adding more steps can overwhelm couples and discourage them from paying your invoice. Rather than using traditional payment methods, such as paper checks or wire transfers, consider updating your system to accept online and mobile invoices.
Most clients rely on mobile apps or online accounts to manage their finances, so ensure your business provides an up-to-date and user-friendly payment system. In addition, take advantage of invoicing software that includes billing schedules, automated invoices, revenue tracking, and payment reminders. Accepting virtual credit card payments is another bonus.
Once you switch to an automated invoice process, you can rest assured everything will be smooth sailing, and you will capture your dream clients! Though tech isn’t always at the top of our to-do lists, it’s an incredible way to generate new leads and optimize workflows. Use these tips to enhance your client experience and start impressing couples from the moment they reach out.
Elizabeth Sheils is the co-founder of Rock Paper Coin, the first software platform to bring together wedding planners, couples, and vendors into one system for managing and paying contracts and invoices. Elizabeth is also a lead wedding planner with award-winning firmBridal Bliss, where she manages the Seattle team. In addition to recognition by Special Events in its Top 25 Event Pros to Watch series, she also earned a spot in The BizBash 500 for 2021.
