Review a lead
- Open Dashboard or Quick Review.
- Start with leads marked high priority, needs owner review, needs follow-up, or ready to book.
- Open the lead and review the inquiry details, suggested next step, draft response, and workflow status.
Owner support
Karen Booking Guide
Use this page when a client is ready to move from inquiry to proposal, agreement, retainer, and booked status.
Most Important Rule
A date is not reserved until the agreement is signed and the reservation retainer is paid. LeadFlow tracks the steps, DocuSign collects signatures, and QuickBooks handles estimates, invoices, and payment records.
Open The Tools
If Intuit Asks Which Product To Open
Choose QuickBooks Online. Do not choose QuickBooks Solopreneur, QuickBooks Self-Employed, QuickBooks ProAdvisor Program, QuickBooks Workforce, QuickBooks Money, QuickBooks Payments, or QuickBooks Time.
If QuickBooks asks you to create a new account, start a new subscription, or enter billing information again, stop before continuing and ask CMIT to help.
Fast workflow
If You Need To Send A Proposal Tonight
- Open the client lead in LeadFlow.
- Confirm the client wants to move forward and the consultation has happened.
- Write down the package, price, event date, location, retainer, and balance due date.
- Send the correct DocuSign agreement.
- Send the QuickBooks estimate or invoice.
- Return to LeadFlow and mark the matching workflow steps complete.
- Only mark the lead Booked after the agreement is signed and the retainer is paid.
Screenshot checkpoint
End state in LeadFlow
The lead should show Consultation Completed, Agreement Sent, Retainer Requested, and then Booked only after signed plus paid are confirmed.
Daily LeadFlow Basics
Apply guide and gallery links
- Open the lead and scroll to Response draft.
- Choose Wedding Guide, Full gallery examples, or Schedule a consultation under Optional links.
- Click Apply selected links, review the updated draft, then save before sending.
Send a response
- Edit the response until it sounds right.
- Click Save Draft.
- Click Send Approved Response only when the message is ready for the client.
If email goes to junk
- Ask the recipient to mark the message as not junk and reply normally.
- Check Profiles > Email health for sender, reply-to, SPF, DKIM, and DMARC reminders.
- Avoid sending repeated test messages to the same inbox too quickly.
What LeadFlow does not automate yet
- LeadFlow does not read Gmail replies back into the lead timeline yet.
- LeadFlow does not automatically send follow-up emails without owner approval.
- LeadFlow does not automatically book Calendly appointments or confirm availability.
- LeadFlow does not send contracts, DocuSign packets, or QuickBooks invoices automatically yet.
DocuSign
Send The Agreement
Use DocuSign after the client has chosen a package and you know the date, location, price, and retainer.
Step by step
- Open DocuSign Templates or the prepared client-specific agreement.
- Add the client recipient or recipients. If a second client is signing, add that person as a separate recipient.
- Confirm every recipient email before moving forward.
- Open the agreement preview and check the client names, event date, time, location, package, retainer, balance, permit/insurance language, and confidentiality/model-release wording.
- Add signature and date fields for every signer, including Karen if the agreement requires her signature.
- Preview the envelope as the client before sending.
- Send only when the preview contains no placeholder text and every signer field is assigned to the right person.
What to fill in before sending
- ✓Use a final client-specific agreement for urgent sends, not an unfinished template draft
- ✓Client full name
- ✓Client email
- ✓Client phone number
- ✓Second client name, if applicable
- ✓Session type
- ✓Event/session date
- ✓Start and end time
- ✓Location or venue
- ✓Package name
- ✓Package price
- ✓Reservation retainer amount
- ✓Remaining balance
- ✓Balance due date
- ✓Special notes, venue rules, insurance requirements, or associate photographer details
- ✓Any package or itinerary PDF that should travel with the agreement
- ✓Marketing/model release language, including no-marketing or confidentiality requests
- ✓Signature and date fields for every required signer
What done looks like
DocuSign should show the envelope as sent to the correct client email. After that, return to LeadFlow and mark Agreement Prepared and Agreement Sent.
Screenshot checkpoint
DocuSign send screen
Before sending, confirm the recipient email, required signature fields, package amount, retainer, date, and location are visible and correct.
QuickBooks
Send The Estimate Or Invoice
Use an estimate when the client still needs to approve the package. Use an invoice when the client is ready to pay the reservation retainer.
Sign-in note: if Intuit shows a product list, pick QuickBooks Online. That is Karen Trejo Photography's invoicing workspace.
Step by step
- Open QuickBooks Online.
- Choose the exact customer. Create or edit the customer if the name, email, phone, or address is wrong.
- Create the estimate or invoice from that customer record.
- Enter the package line item, price, parking/travel/permit notes, and retainer or deposit request exactly as Karen approved.
- Use Show existing attachments to add the correct package PDF when one should be included.
- Open Email view and confirm To, Cc, subject, message, total amount, attached files, and business footer before sending.
- Send only after the email preview looks clean enough for the client to receive.
What to check before sending
- ✓Customer name
- ✓Customer email
- ✓Any CC recipient, such as a second client email
- ✓Estimate or invoice number
- ✓Correct service item
- ✓Package price
- ✓Reservation retainer amount
- ✓Permit, parking, travel, insurance, or client-responsibility notes
- ✓Correct package PDF attached from Existing attachments when needed
- ✓Due date
- ✓Client-facing message
- ✓Business footer, phone number, and email address
What done looks like
QuickBooks should show the estimate or invoice as sent to the client. After that, return to LeadFlow, mark Retainer Requested, and add the QuickBooks estimate or invoice number as an activity note.
Screenshot checkpoint
QuickBooks email preview
Before sending, confirm the client email, total amount, document number, message, and whether the email says estimate or invoice.
LeadFlow
Update The Lead After Each Outside Step
- ✓Mark Consultation Completed after the call is done.
- ✓Mark Agreement Prepared once the DocuSign packet is ready.
- ✓Mark Agreement Sent after the DocuSign envelope is sent.
- ✓Mark Retainer Requested after the QuickBooks estimate or invoice is sent.
- ✓Mark Retainer Paid only after QuickBooks confirms payment.
- ✓Set the outcome to Booked only after agreement signed plus retainer paid are both complete.
Stop Before Sending If Any Of These Are True
These are hard stop checks for client-facing DocuSign, QuickBooks, and LeadFlow sends. If one appears, save the draft and fix it before sending.
- ✓The client name, email, phone, address, package, date, or amount is wrong.
- ✓A test customer, internal nickname, joke label, or old placeholder appears anywhere.
- ✓The document says Internal note, not legal advice, reviewed by counsel, or any other drafting-only language.
- ✓The wrong PDF is attached, or a required package/itinerary PDF is missing.
- ✓QuickBooks shows the wrong estimate or invoice number.
- ✓DocuSign fields are assigned to the wrong signer.
- ✓The email preview does not show the correct To and Cc recipients.
If You Feel Unsure
Stop before sending. Confirm the client email, package, price, retainer, and document type. CMIT can walk through the step live or help prepare the DocuSign and QuickBooks items while Karen reviews and approves the final send.