Switching CRMs doesn’t have to mean rebuilding your entire business.
Rock Paper Coin offers complimentary White Glove Onboarding where our team helps handle the heavy lifting – from configuring contract templates and importing active clients to setting up invoices and payment schedules – so you can continue serving clients without missing a beat.
Whether you’re looking for a simpler client experience, more intuitive workflows, enhanced planner permissions, or a platform built specifically for event professionals, this guide will walk you through the transition process step by step.
What Moves to RPC vs. What Stays in HoneyBook?
| Moves to RPC | Keep in Honeybook |
|---|---|
| Active clients | Past clients |
| Upcoming events | Completed projects |
| Open invoices | Historical records |
| Contract templates | Archived files and unused templates |
| Future payments | Closed invoices |
Completed projects and historical records can remain in HoneyBook for reference. There’s no need to migrate years of old data if you don’t actively use it. By focusing only on current clients and upcoming events, you’ll save time and create a much cleaner transition.
What Makes Switching to RPC Different?
Many CRM migrations require you to rebuild contract templates from scratch, complete active projects before switching, import clients yourself and configure settings on your own. With RPC’s White Glove Onboarding, our team helps handle much of that work for you.
Your account manager can:
- Configure contract templates
- Upload active client contracts
- Import client information
- Create draft invoices
- Configure business settings
- Record previous payments and upcoming payment schedules
Our goal is to get you up and running quickly while minimizing disruption to your business.
Step 1: Review Your Active Projects
Start by identifying which clients need to be moved.
Create a list of clients, projects, or Smart Files who have:
- Upcoming events
- Active contracts
- Outstanding invoices
- Future scheduled payments
These are the clients to transfer into Rock Paper Coin. Completed projects can stay exactly where they are.
Step 2: Gather Your Contracts and Templates
Export Active Client Contracts
Since Rock Paper Coin will be your primary source of truth moving forward, having quick access to signed contracts in your new client profiles is important.
Log into HoneyBook and export any active client contracts or signed agreements.
Recommended file types:
- DOC
- DOCX
These file types work best when transferring documents into Rock Paper Coin.
Gather Your Master Agreement Templates
You don’t have to build your contracts yourself. Your account manager can configure your contract templates, including signer settings, custom fields, dropdown menus, and initial fields.
Before submitting your templates, take a few minutes to review them for:
- Broken formatting
- Extra spacing
- Misaligned text
- Unwanted page breaks
- Outdated clauses
- Old branding or logos
This is a great opportunity to refresh your agreements and ensure they accurately reflect your current business practices and branding.
Clean, well-formatted documents will make the white glove set-up process quicker and more effective.
Tell Us How You Want Your Contracts to Work
Work with your account manager to share your preferred workflow:
- Will there be one client signer or two?
- Do you want to countersign your contract?
- What information should you complete before sending?
- What information should clients complete?
Available configuration options include:
- Required and optional fields
- Checkboxes
- Dropdown menus
- Conditional logic
- Initials
Step 3: Prepare Your Client List and Payment Schedule
The most important part of your transition is ensuring payments continue without interruption. Rock Paper Coin will pick up invoicing where HoneyBook left off.
Your account manager will import your active leads and clients based on the information you provide. Most members find a spreadsheet is the easiest way to organize:
- Client Name
- Event Date
- Previous payment amounts and payment dates
- Upcoming payment amounts and dates
- Invoice line item descriptions
Example spreadsheet here
Step 4: Activate Your RPC Account
You are eligible for white glove onboarding if:
- You’re currently within your 30-day premium trial; or
- You have an active professional or premium subscription
Step 5: Submit Your White Glove Request
Once you have your active client contracts, master agreements, client/payment information, and an active RPC subscription, you’re ready to submit!
Visit rockpapercoin.com/whiteglove
Complete the required information and submit the form.Your account manager will be in touch with any questions. Typical turnaround time is 3-5 business days.
Step 6: We Build Your Account
Your account manager takes the heavy lifting off your transition! Typical setup tasks include:
- Uploading your logo and business information
- Configuring account settings
- Uploading active client contracts
- Building contract templates
- Importing active clients
- Drafting invoices
- Recording previous payments
- Setting future payment schedules
The goal is to eliminate as much manual setup as possible so you can focus on your clients.
Step 7: Review the Updates and Test Your Workflow
Once setup is complete, you’ll receive a personalized walkthrough video highlighting your account configuration and any important notes. Before going live, we recommend testing your workflow from both sides of the experience.
Start by sending yourself a document bundle using an email address different from the one associated with your RPC account.
Client experience
Clients can:
- Review contracts
- Sign documents
- Make payments
- Access files
All through a simple email link with no account required. Clients who choose to create a free account can also access a centralized client portal experience.
Step 8: Communicate the Change
If clients have upcoming payments, it’s important to let them know about the transition.
Keep your communication simple:
- Explain that you’re upgrading your business systems
- Let them know future invoices and documents will come from Rock Paper Coin
- Reassure them that their existing services and event plans remain unchanged
- Send your clients customized emails with links to any newly created invoices
Your account manager will draft the invoices, but you remain in control of sending them. Don’t forget to customize the email when you send items out.
Step 9: Go Live
Once your active leads, clients, contracts, and invoices have been migrated, you’re ready to begin managing your business using Rock Paper Coin. And your account manager doesn’t disappear after setup.
Our team remains available throughout your RPC journey to answer questions, troubleshoot workflows, and help you get the most from the platform. Meanwhile, your historical client data remains safely stored in HoneyBook whenever you need them.
Final Thoughts
Migrating from HoneyBook to Rock Paper Coin is much simpler than business owners might expect.
By focusing on active clients, contracts, and future payments – leaving historical records where they are – you can make the transition quickly and with minimal disruption.
With RPC’s white glove onboarding, you’re not starting from scratch. Our team helps build your account, organize your active business, and ensure you’re ready to start booking new clients with confidence.
