A Look Inside My HoneyBook Pipeline Setup (And Why It Works)

Let’s be honest: sometimes the best systems aren’t flashy—they’re just functional.

My HoneyBook pipeline isn’t some hyper-aesthetic, course-worthy masterpiece. It’s not a download you’d see in a bundle. But it works. Especially when I don’t. And that’s kind of the whole point.

If you’re anything like me (read: chronically ill, managing brain fog, running a business with more tabs open in your head than your browser), you don’t have time for guesswork. You need to open HoneyBook, take one look, and know what’s happening.

So I’m pulling back the curtain on my pipeline—not because it’s revolutionary, but because it’s real. Real clear; real supportive; real human.

Wait—What Is a HoneyBook Pipeline, Anyway?

Think of your HoneyBook pipeline as the high-level map of your client journey. Every stage is a little signpost: where they are, what’s next, and what (if anything) needs your attention.

Yes, you can have workflows and automations humming in the background—but the pipeline is the big-picture dashboard. It’s where you go when your brain’s at 40%, your body’s in a flare, and you just need to figure out what the hell is going on.

My Actual HoneyBook Pipeline Setup (Yep, All 11 Stages)

Here’s how I’ve built mine to support my body, my brain, and my bandwidth:

Inquiry
New leads drop in automatically through my custom form. They get a warm auto-response and a link to my pricing guide.

Follow Up
If it’s crickets after a few days, my automation gives me a nudge to follow up. I don’t rely on memory—that’s a losing game when you’re neurodivergent, and even moreso on flare days.

Delete Lead
If they ghost after the follow-up? I move them here and delete them a few days later. No hard feelings, no shame spiral. Just… clarity.

Cold Lead
They’re not ready yet, but they showed interest. This keeps the door open without having to figure out who needs to be followed up with when.

Meeting
Consultations land here. I know exactly who I’m meeting with, and can prep them for potential onboarding.

Proposal Sent
After our call, I send the proposal (contract + invoice + payment options bundled together). Gentle reminders go out on autopilot.

Planning
Once the wedding is booked, the client shifts here. This is where things like timelines, prep work, and all the creative direction lives.

Editing
Post-wedding, this is where I’m tracking what’s needing to be edited.

Album
If they’ve got an album in their package, I move them here. That process stays separate so nothing gets missed.

Reviews
This kicks off offboarding—testimonial requests, review links, final thank-you notes.

Completed
Project done. Workflow wrapped. We move them here, archive it, and officially close the loop.

Why This Works—Even on My Worst Days

This setup is my safety net. It holds me when I’m too tired to hold it all together myself.

✨ It gives me clarity. I can see, in five seconds, where every client stands.

✨ It reinforces my boundaries. “Delete Lead” lets me close loops without spiralling. “Cold Lead” reminds me not everyone’s ghosting—they’re just not ready.

✨ It works when I can’t. Automations pick up the slack when my energy’s non-existent.

✨ It’s built around me. Not some idealized version of me who never gets sick. The real one, who sometimes just needs a system that thinks for her.

There’s no rigid hustle here. No 27-step funnel that collapses if you miss one part. Just a grounded, low-lift rhythm I can come back to—no matter what kind of week I’m having.

Your HoneyBook Pipeline Setup Doesn’t Have to Be Fancy. It Just Has to Work.

Listen, your HoneyBook pipeline setup isn’t supposed to impress people. It’s supposed to support you.

It can be soft. Spacious. Built for the way you work.

If your current setup feels like a hot mess of confusion and decision fatigue, I promise you’re not stuck. You don’t need to blow it up and start from scratch. You can tweak, rework it bit by bit, and make it yours.

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FAQ

What’s the difference between a pipeline and a workflow in HoneyBook?
Your pipeline is the visual roadmap—it shows where each client is in the journey. Your workflow is what happens at each step (emails, tasks, reminders). You don’t have to use both, but they’re magic when they work together.

Do I need 11 stages like you?
Nope. Start with what makes sense for your business and your brain. Maybe that’s 5 stages. Maybe it’s 7. Don’t build for aesthetics—build for clarity.

Before You Go…

Some of the links in this post are affiliate links, which means I may earn a small commission if you decide to make a purchase—at no extra cost to you. I only recommend tools I’ve actually used, loved, and would tell my best friend to try.

✨ Thinking about giving HoneyBook a shot?
You can get 30% off your first year when you sign up using my link. It’s a great way to save some cash and start building a system that actually supports your energy—not drains it.

Already using HoneyBook but your pipeline is a mess?
You don’t need to burn it down and start over. Book a HoneyBook Housekeeping session and I’ll help you clean things up, streamline your stages, and make your account feel a whole lot more usable—no overwhelm required.

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Keep reading:

What to Fix First in Your HoneyBook Setup for Photographers
5 Signs You’ve Outgrown Your HoneyBook Workflow Setup (And Why It’s Hurting More Than You Think)
HoneyBook vs. Dubsado: Which is the Better Choice for Wedding and Family Photographers?