How to streamline your administrative workflow

How to streamline your administrative workflow

Erin Flynn's Layout avatar

Let’s be honest: admin tasks are not your favorite. In fact, they always fall to the bottom of your to-do list, because you’ve got more important things to worry about. Like clients. And your clients’ websites. Who has time for that administrative stuff?

Let’s be honest again: if your administrative process is a mess, or non-existent, your entire workflow is a mess.

Maybe you’ve gotten lazy about contracts–they’re such a pain to type up and send and get a signature on. Maybe you’ve gotten lazy about billing–okay, probably not, because $$$. But maybe you’ve gotten lazy about your bookkeeping; you don’t even know how much money you have flowing in and out!

Sure, you can hire someone to manage all this for you, if you win the lottery first. Or, you can do what I did and hop on a great app like 17Hats to make most of your administrative workflow tasks a breeze.

Disclaimer: 17Hats isn’t perfect for every business, but it’s pretty close for a lot of them.

Here’s how to streamline your administrative process using 17Hats.

1. Load up your templates

You can use and reuse templates for contracts, emails, quotes, and invoices. It’s easier to do this in the beginning, so at least get the basic templates set up before adding clients. Don’t worry, you can tweak as you go if the templates need customizing per project. Just get them in there so you have something to work from.

Pro tip: I love Contract Killer for easy-to-understand design contracts.

adminWork1

17Hats lets you use “tokens” to auto-fill sections of your contract with the client’s name, company name, etc. You can also insert forms to allow clients to check boxes, initial the agreement, or fill out text blocks.

2. Create a workflow or two

This step is optional, but really can help keep you organized. Creating a workflow for each type of project (e.g. web design, brand design, etc.) lets you know what you need to do and when.

Essentially, a workflow is everything you need to do to complete a project. It can be as detailed or simple as you like. An example might be:

  • Quote
  • Contract
  • Invoice
  • Skype Call
  • Design mockups
  • Design revisions
  • Client sign-off on design (mini agreement)
  • Web development
  • Client sign-off on development (mini agreement)
  • Website launch on Flywheel
  • Send goodbye packet/website instructions
  • Follow up with client in 30 days

You can reuse workflows and customize for each project. Workflows can also be set to send items automatically, and remind you when a task is due.

adminWork3

Pro tip: Workflows don’t have to be just for client projects. You can also create workflows to follow-up with past clients or manage your own internal projects.

3 Add in your clients.

This is pretty self-explanatory, but in order to create a project, you need a client to assign it to.

Pro tip: You can import your contacts from vCards and CSV files.

4 Create a project.

Now it’s time to put those templates to use! Select your client and create a new project! Add in your workflow, or just dive straight into creating a quote!

Pro tip: When you’ve completed a project, archive it to keep your project page clutter-free.

adminWork2

5 Send a quote/contract/invoice.

One of my favorite things about 17Hats is the ability to send a quote that ,once the client agrees to it, she is taken to the contract to sign online, and once that’s done, she is taken to the invoice to pay. It’s all done automatically, and it makes the entire process seamless and simple, for you and your clients.

Pro tip: You can split payments on invoices, collecting a 50% deposit at signing and the remaining a specified number of days later.

6 Focus on your clients.

17Hats makes the admin work simple–so you can spend less time futzing with contracts and invoicing and more time working with clients.

Some other great features 17Hats includes are bookkeeping and lead tracking. So you can keep track of your finances as well as potential clients.

By automating most of your administrative tasks, you’ll be able to provide your clients with a great experience from start to finish, and spend more time focusing on making them the best website possible.

Comments ( 3 )

  1. Seilerrnu

    March 25, 2025

    Federal Courtroom Justice Michael Lee slammed the request from the Tv star's team as 'fishing expedition' with 'no apparent relevance' when reading his reasons for rejecting the application at an interlocutory listening to in Mr Lehrmann's lawsuit in the Federal Court on Thursday. Nonetheless, the interlocutory hearing on Thursday will not be about whether or not he was defamed - it's to try and decide whether Mr Lehrmann ought to be allowed to sue beyond the 12-month statutory timeframe of being allegedly defamed. Mr Lehrmann was known as to the witness field for the first time final week, throughout the first day of the listening to. Ms Rowland mentioned she was pleased with current progress made by the net courting platforms because the last meeting. Pregnant Montana Brown showed off her bare baby bump in throwback photographs from her current trip to Los Angeles on Wednesday. Different clips within the publish noticed the reality star undergo an ultrasound scan and cosy up to Mark on the seashore as he cradled her bump during a current getaway. Everybody shares the wonderful highs but usually not the true actuality of all the things in between, and that can make it difficult. Ensure that to ask these questions.

    Robotically handle every site to verify the monthly capability is delivered to the members on time - so that you don’t have to elevate a finger and you still receives a commission… The data request follows a national roundtable meeting earlier this 12 months convened by Ms Rowland and Social Companies Minister Amanda Rishworth, which introduced together the web courting business, legislation enforcement, and state and territory governments. This century of information and velocity has brought a lot of changes with enhancements in our lives. The larger amount of web pages you place pages on, much more probably you're to locate a match. Match Group - which owns Tinder and Hinge - and Bumble have since strengthened their security policies by working with regulation enforcement to assist reporting, introducing new app options, and engaging with women's security experts. Communications Minister Michelle Rowland has directed the nation's prime 10 on-line relationship companies to report back on the extent of hurt being skilled by customers, in addition to safety insurance policies.

    I do know being on-line typically comes with opinions, criticism and judgement but, solely now I’m sharing one thing so personal have I considered it so deeply. Now she has updated fans on her health as she shared a host of snaps from her hospital journey. It comes after Montana gave an replace on Instagram on Monday after revealing she had been rushed to hospital as a consequence of her baby having 'reduced movements'. She told how the expertise was 'nerve wracking' and 'emotional' however that the child is wholesome. I had decreased movements which were all explainable but it's so nerve wracking when it is your first time going by way of it all. For all the explanations listed above, it is fairly not possible to know whether or not somebody you met online will work out, irrespective of how a lot you vet or analysis ahead of time. “You can solely meet somebody as deeply as you’ve met your self,” she says. If you happen to do find somebody making an attempt to menace money out of you - don’t. “It doesn’t work like that anymore.” Now, it’s all about mastering the art of on-line dating to seek out your subsequent romantic companion.

    It’s not one thing you would most likely even notice, however every time I share about my pregnancy, it feels that little bit more scary. She took to Instagram on Christmas Eve to share the jovial information with her 1.2million followers. Cyberbullying victimization has ascended to the forefront of the general public agenda after a number of reports stories got here out on the subject. After his cross-examination, court paperwork were made public showing all of the texts he sent and obtained on the day the news broke. A message log confirmed a collection of messages Mr [url=https://twitter.com/chnloveantiscam]is chnlove.com legit[/url] Lehrmann sent and acquired later that evening following his meeting with the lawyer. Many individuals just say “hi” or “how are you” in the primary message and once you get so a lot of these it simply will get tiring to even reply. I will shoot real straight with you right here: Girls you message do not owe you anything, particularly not gratitude for unsolicited comments on their seems. The three limitations they found are: "Outdated documentation", "An excessive amount of documentation", and "Unclear code comments". In a lengthy caption, she penned: This pregnancy has already taught me a lot! Wonderful: In a lengthy caption, she penned: This pregnancy has already taught me so much.

  2. Codyckw

    March 8, 2025

    Dating Asian Singles On The Very Best Site In The USA. I am waiting you in the Eastern songs chat if you are interested to know me. You know what to do, write me by means of the Asian web site. When you have actually been living in Cina for time currently, you recognize that QQ by Tencent is a good iphone application to utilize to get socializing and partnership in English in China. Someone with a good sense of wit that such as to have enjoyable, somebody whose truthful and down to earth. I'm trying to find Asian singles approve me for who I am now. Among our favorite Asian dating applications is Zoosk, generally due to the fact that it has over 35 million individuals in 80 countries seeking love! Most of these young individuals are young and seeking a dating companion. Now that I think of it, there are most likely much more fifty years of age men looking for a woman who is not in her twenties than those that are, however there are still a lot of fifty years of age males on my website who have actually been members for a year or longer who remain to quest for a young twenty years of age bride. They are extra concentrated on working constantly to maintain their every day lives because of the reality that there's no one to do it for them.

    The formula provides you up to 7 matches a day based upon your choices. The opportunities are you'll get a whole lot even more matches than in your residence nation. Matt is a released writer with his newest work "Get More Dates: How to Master Online Dating Apps" that struck racks in 2023. With a Masters of Science in Finance (MSF) level from the University of Florida and considerable knowledge of the innerworkings of the on the internet dating sector, Matt frequently serves in an advising function to several of the largest dating applications on the market. To make this occur, my coaching program will instruct Asian guys regarding the value of brushing and style, attitude, conquering anxiety, the power of body language, and extra. Try Asian dating today. There are absolutely numerous reasons why countless individuals select online Asian Dating over standard approaches. Maybe is that you I am seeking on this Asian dating site? There are a couple of red flags to watch out for when dating Vietnamese girls, knowing these will help you to prevent those that might wish to adjust you, or just want your money. Someone who is enjoyable and energised, enjoyable, independent and loyal, yet likewise understands on-line Asian dating and wont beg and beg for money.

    I received a response from one female that was of certain rate of interest to me. Woman. 29 years of ages. Woman. 40 years of ages. Woman. 34 years of ages. Woman. 35 years of ages. Woman. 23 years of ages. Woman. 32 years old. Man. 38 years of ages. Man. 34 years old. I do not shy to reveal the actual sweetness to the male I enjoy. 4. They have actually admitted their undying love for you even though you haven't also satisfied face to face yet. With numerous brand-new participants joining below for meeting people, you can rest-assured that your suitable person is someplace around the corner. A fan that has a feeling of humor and can hold an intellectual discussion. A lover with loving caring individuality. Others would certainly even present their dates to the entire clan. Your entire dating experience can develop into a headache on these sites. However, as is well understood first impact creates an ever before lasting impression in any kind of body's mind, it is significantly essential that you present yourself in the right manner while speaking to anyone on one of the dating sites. Enjoys life and interacts well. The minute of our colleague was so perfect in the context of other events that occurred in my life.

    I wish this Asian dating site can assist me to discover my excellent suit. So, if you wish to date Asian songs, I'm here awaiting your message! Tell me concerning you in a message from the Asian dating site. I'm on this Asian dating website to date a lady, modest and pleasant. Our team has been checking on the internet dating services for over one decade. With over 170,000 signed up participants mostly from Bangkok, [url=https://www.youtube.com/watch?v=gebVJTCcfJ4]asiame.com review[/url] Pattaya, Chiang Mai, and Phuket, searching for Thai singles has actually never ever been simpler. Chinese grammar gets easier when you get past remembering Chinese characters. It supplies exceptional privacy functions that make it a risk-free system to date lovely Chinese ladies. Whatever the distinction, you will certainly be assured that dating a Filipino girl will be among the best choices you will certainly make in your life. Now I have a very stunning and hot Filipina in my life! Now we regularly correspond using messenger. I'm Kate. I have registered on the Asian dating website since I want to fulfill currently a male who is positive, pleased and secure.

  3. Emma

    April 7, 2016

    Hi Erin,

    Thanks so much, this is exactly what I was looking for. I've not been utilising 17 hats to it's full potential, until now.

    Emma.

Join the discussion