What Is 17Hats?

17Hats is an all-in-one business management platform designed to streamline and automate administrative tasks for small business owners, freelancers, and creative entrepreneurs. While many users think of it as a CRM (customer relationship management) software, it goes beyond traditional CRM capabilities by integrating client management, invoicing, contracts, scheduling, bookkeeping, and automation tools into a single platform.

If you’re looking for an efficient way to manage incoming leads, streamline payment processing, and automate business tasks, 17Hats could be the perfect solution.

Who Is 17Hats Best For?

Whether you’re a freelancer, solopreneur, or small business owner, 17Hats helps streamline operations by automating client interactions, administrative tasks, and project workflows.

Service-Based Business Owners: Perfect for professionals like coaches, consultants, and event planners who need a centralized system for contracts, invoicing, scheduling, and client communication.
Creative Entrepreneurs: Whether you’re a designer, artist, or creative professional, 17Hats simplifies business management, so you can focus on your craft while automating repetitive tasks.
Freelancers & Solo Operators: Ideal for one-person businesses looking to replace multiple tools with a single, all-in-one solution for quotes, contracts, invoicing, and workflows.

Key Features of 17Hats

1. Lead Management & Contact Forms (17Hats CRM)

Effortlessly capture and organize new inquiries with custom contact forms that integrate directly into 17Hats. When a potential client submits a form, their details are securely added to a new client profile and project file within 17Hats, ensuring all their information is organized in one place—without requiring manual data entry.

This means that every lead is instantly logged as a contact with all submitted information securely saved for future reference. Additionally, a new project is automatically created for them, allowing you to track their status, send quotes, invoices, contracts, and manage their workflow—all from one centralized location.

This feature also streamlines client communication by allowing you to personalize email templates with auto-filled details from the contact form. For example, your response email can dynamically include the client’s name, event date, service request, or any other details they provided, ensuring every message feels personal without requiring extra effort.

Additional Benefits:

Automated Client & Project Creation – Every inquiry is instantly stored as a client profile and project, keeping all essential details organized in one place.
Customizable Auto-Responses – Set up instant, pre-written email replies to confirm receipt of an inquiry and deliver a polished first impression.
Track Lead Sources – Gain insights into where your inquiries are coming from by adding a lead source question to your contact form. This feature allows you to collect valuable data on which marketing efforts are driving engagement, helping you refine your strategy over time.
Token-Based Personalization – Use client provided data to automatically populate emails and documents, saving time while enhancing client interactions.

By automating lead management and initial client interactions, 17Hats ensures you stay on top of inquiries without missing a single opportunity.

2. Quotes, Contracts & Invoicing (17Hats Contracts, Payment Processing)

Managing quotes, contracts, and invoices manually can be time-consuming and inconsistent. 17Hats streamlines the entire process, making it faster and more professional for both business owners and clients.

Quotes: Simplified & Customizable Proposals

Create customized quotes with service options, pricing tiers, and add-ons, allowing clients to select the package that best fits their needs.
Combine multiple services or packages in a single quote, giving clients the flexibility to upgrade or customize their booking before signing.
Convert approved quotes directly into contracts and invoices with one-click approval, ensuring a smooth transition in the booking process.
Built-in expiration dates encourage timely decision-making, reducing back-and-forth delays.

Contracts: Legally Binding & Digital Signing

Upload your own contract templates or purchase professionally written contracts from the 17Hats Marketplace to customize for your business.
Clients can e-sign contracts online, eliminating the need for printed agreements or in-person meetings.
Integrated with quotes and invoices, ensuring seamless client onboarding without needing to send multiple documents separately.
Auto-reminders notify clients if they haven’t signed, keeping projects on track.

Invoicing: Get Paid Faster & Stay Organized

Send professional invoices with built-in payment processing, including credit card payments.
Payment schedules & installment plans allow clients to pay deposits, retainers, or recurring payments over time.
Automated payment reminders reduce late payments without requiring you to follow up manually.
Sales tax collection & reporting – Set up tax rates within invoices and generate a sales tax report in the bookkeeping section.

Additional Features for Streamlined Transactions:

Customizable Branding – Add your logo, business name, and custom messaging to keep communications professional and consistent.

All-in-One Booking Flow – Clients receive a single, seamless experience from quote selection to contract signing to invoice payment.

Built-In Payment Processing – No need for third-party invoicing apps—clients can sign and pay in one step.

3. Automation & Workflows (17Hats Workflow)

One of the biggest advantages of 17Hats is its workflow automation, allowing business owners to streamline repetitive tasks and create a consistent client experience with minimal manual effort. Instead of constantly keeping track of follow-ups, reminders, and administrative steps, you can set up automated processes that keep everything running smoothly.

What Can You Automate with 17Hats?

Lead Management – Automatically tag and track new inquiries to keep leads organized.
Follow-Up Emails – Set up automatic responses to new leads, contract reminders, and payment follow-ups.
Client Onboarding – Automate the delivery of welcome emails, questionnaires, and next steps after booking.
Task & To-Do List Automation – Trigger task assignments based on project progress, ensuring nothing falls through the cracks.
Payment & Invoice Reminders – Reduce late payments with automated follow-ups for due invoices.
Email Sequences – Set up pre-scheduled emails to be sent at specific intervals for a structured communication flow.

Customizing Workflows for Your Business

Workflows can be fully customized to fit your business model, whether you run a photography studio, coaching business, event planning service, or design agency.
You can create multi-step workflows that automatically send emails, assign tasks, and move projects forward without requiring manual intervention.
Each workflow can include automated actions, time delays, and manual checkpoints, allowing flexibility while keeping automation in place.
Clients can receive personalized emails with dynamic tokens that auto-fill names, dates, and project details into templated messages.

How We Use 17Hats Workflows in Our Business

Our business has set up workflows for nearly every stage of the client journey, including:

Lead Tracking & Follow-Ups – We use workflows to instantly tag new leads, send automated follow-ups, and keep our pipeline organized.
Client Onboarding Sequences – Once a client books, they receive a sequence of emails outlining what to expect, links to questionnaires, and next steps.
Pre-Scheduled Client Check-Ins – We automate reminder emails leading up to a session or project deadline, ensuring clients are prepared.
Post-Project Follow-Ups & Testimonial Requests – After completing a project, our workflows send thank-you emails and request reviews or referrals.

Automation Saves Time & Prevents Human Error

Before using 17Hats, we had to manually track all these tasks—relying on memory, sticky notes, and spreadsheets. Now, we’ve eliminated the stress of remembering every little detail, ensuring every client gets the same high-quality experience without things slipping through the cracks.

4. Questionnaires & Client Communication

Clear and consistent client communication is crucial for any business. 17Hats Questionnaires help streamline client intake, gather necessary details, and ensure that all expectations are set before a project begins. Instead of exchanging multiple emails back and forth, you can create structured questionnaires that collect key information upfront.

How 17Hats Questionnaires Improve Client Experience

Gather Essential Details Efficiently – Clients fill out a structured form, eliminating unnecessary back-and-forth emails.
Fully Customizable Forms – Tailor questionnaires for different services, whether you need session preferences, branding details, or event timelines.
Automated Delivery – Questionnaires can be triggered within workflows, sending them to clients at specific points in the process.
Response Storage & Easy Access – All client answers are saved directly within their project file, keeping all critical information in one place.

How We Use Questionnaires in Our Business

In our business, we’ve integrated custom questionnaires into our workflows to improve efficiency and ensure every client gets a seamless experience:

Pre-Consultation Questionnaires – Gather initial client details before a discovery call or consultation.
Project Intake Forms – Collect critical details such as session preferences, event timelines, or branding guidelines.
Post-Project Feedback Forms – Send follow-up questionnaires to request testimonials and client feedback for future improvements.

By automating this process, we’ve saved hours of manual communication while ensuring we have all the information needed to deliver a great client experience.

5. Scheduling & Calendar Integration (17Hats Scheduling)

17Hats Scheduling eliminates the need for endless email exchanges to set up meetings. With built-in scheduling, clients can book consultations, meetings, or sessions at their convenience—without the hassle of back-and-forth communication.

Key Features of 17Hats Scheduling

Self-Booking for Clients – Clients can schedule appointments based on your availability, reducing administrative time.
Google Calendar Sync – Automatically syncs with Google Calendar to prevent double bookings and ensure up-to-date scheduling.
Customizable Availability – Set your availability in advance, add buffer times between appointments, and block off personal time.
Automated Reminders – Send email reminders before scheduled meetings to reduce no-shows.
Booking with Payments – Optionally require clients to pay before booking (ideal for paid consultations or session reservations).
Group Bookings – Allow multiple clients to book the same time slot for workshops or events.

How We Use 17Hats Scheduling in Our Business

We rely on 17Hats Scheduling to streamline our booking process:

Consultation Calls – Clients book their preferred time, and automated emails provide them with next steps.
Session Scheduling – We pre-set available dates/times for portrait or branding sessions, allowing clients to choose what works for them.
Follow-Up Meetings – Automate scheduling for client check-ins or final project reviews.

By integrating scheduling into our workflow, we’ve eliminated unnecessary administrative work, improved client experience, and reduced scheduling conflicts.

6. Client Portals & Project Management

17Hats offers business organization features that keep client documents, invoices, and communications streamlined in one place.

Key Features of 17Hats Organization & Project Tools

Centralized Document Access – Clients can view quotes, contracts, invoices, and questionnaires in one location (if the Client Portal is enabled).
Flexible Access Controls – Customize what information clients can view and interact with based on your preferences.
Automated Payment Reminders – Ensure clients stay informed about upcoming due dates with automated email reminders.
Project Organization & Task Management – Assign internal tasks, categorize projects, and keep track of key milestones.
Client Profiles – Store all client details, documents, and project history in one place for easy reference.
Workflow & Tagging Integration – Use tags and workflows to categorize clients and track progress efficiently.

By utilizing these features, businesses can enhance their organization, efficiency, and client communication, keeping everything structured and easily accessible.

7. Online Payments & Bookkeeping (17Hats Payment Processing)

17Hats offers built-in payment processing and simple bookkeeping tools to help manage finances efficiently.

Payment Processing Features:

Seamless Online Payments – Clients can pay invoices using credit cards and ACH transfers through 17Hats Payment Processing.
Integrated Invoicing & Payments – Payments are automatically linked to invoices, reducing manual tracking.
Customizable Payment Schedules – Set up deposits, retainers, and installment plans based on your business needs.
Automatic Payment Reminders – Keep clients on track with scheduled email reminders for upcoming and overdue invoices.
Manual Payment Recording – If clients pay via cash, check, or external methods, you can manually log payments to keep records up to date.

Bookkeeping & Financial Tracking:

Sales Tax Reporting – Easily generate reports to track collected sales tax for accounting purposes.
Expense Tracking – Record business expenses and categorize them for financial reporting.
Revenue Insights – View expected income and outstanding balances at a glance.

With built-in payment and bookkeeping tools, 17Hats makes it easy to track revenue, manage invoices, and stay on top of financials—all from one platform.

17Hats Pricing – How Much Does It Cost?

(17Hats Pricing, 17Hats Cost)

While 17Hats currently offers a single all-inclusive plan (at the time of this writing), the platform provides flexible payment options to suit different budgets. You can choose to pay monthly, annually, or bi-annually, with longer commitments offering cost savings.

Want to try 17Hats before committing? They offer a 7-day free trial with no credit card required. Start your trial here. Use our referral code “prvzgncbtb” to get 50% off your first year!

What to Know About 17Hats Pricing

Flexible Payment Options – Choose from monthly, annual, or bi-annual payment plans.
Discounts for Longer Commitments – Opting for a yearly or bi-annual plan can provide significant savings.
Potential Add-Ons – While the core features are included, additional templates and specialized tools may be available for purchase.

For the most up-to-date pricing details, visit the official 17Hats website here. Don’t forget to use our referral code “prvzgncbtb” to get 50% off your first year!

Why We Chose 17Hats

We first discovered 17Hats around April 2015, when it was a relatively new platform. At that time, we were using another CRM that felt outdated and cumbersome, making it difficult to integrate into our workflow. We were seeking a solution that offered a fresh perspective on business management, and 17Hats provided just that.

A Company That Listens to Its Users

One of the most compelling reasons we’ve continued with 17Hats is their commitment to user feedback. Over the years, they’ve introduced several features and improvements based on input from their user community:

Online Scheduling: Initially, 17Hats did not offer scheduling capabilities. Recognizing the need, they introduced an online scheduling tool, which was later enhanced to include features like group scheduling, allowing multiple clients to book the same time slot.
Integrated Payment Processing: To streamline the payment process, 17Hats launched its own payment processing system, enabling clients to make payments directly through the platform.
Pipelines Feature: They introduced the Pipelines feature, providing a visual representation of project stages and helping users track progress more effectively.
Automated Tagging: To enhance organization, 17Hats implemented automated tagging, allowing for better categorization and management of contacts and projects.

These developments demonstrate 17Hats’ dedication to evolving based on user needs, ensuring the platform remains relevant and valuable to small business owners.

Robust Support & Resources for 17Hats Users

One of the standout aspects of 17Hats is the comprehensive support system available to users. Whether you’re new to the platform or looking to optimize your workflows, there are multiple resources to help you get the most out of your subscription.

17Hats University

17Hats University provides in-depth tutorials, guides, and training materials, making it easy to learn and implement features at your own pace. This is a great resource for both beginners and experienced users looking to refine their processes.

Live Workshops & Webinars

17Hats regularly offers live workshops and webinars covering various aspects of the platform and business management strategies. These sessions provide valuable insights, hands-on guidance, and the opportunity to ask questions in real time.

Dedicated Support Team

For personalized assistance, 17Hats has a responsive support team available to help troubleshoot issues, answer questions, and ensure users get the most out of the platform.

Active User Community

The 17Hats Facebook group and online community allow business owners to share insights, troubleshoot common challenges, and exchange best practices. This peer-driven space fosters collaboration and provides real-world solutions from fellow users.

Our Experience Using 17Hats (17Hats Reviews)

Since implementing 17Hats in our business, we’ve completely transformed our workflow:

Lead Contact Forms – Capturing and managing inquiries automatically.
Quotes, Contracts & Invoices – Sending professional, automated contracts and invoices.
Questionnaires – Streamlining the client journey and gathering essential details.
Online Scheduling & Payments – Making booking and payments seamless for clients.
Automations & Workflows – Automating repetitive tasks and reducing manual work.

One of our favorite features is workflow automations, which saves us countless hours each week. By automating email sequences, lead follow-ups, and client reminders, we can focus on delivering a better client experience instead of repetitive administrative tasks.

We also love the online contracts and e-signing functionality, eliminating the need for paper contracts and allowing clients to sign digitally from anywhere.

Common Questions About 17Hats

Is 17Hats worth the cost?

Absolutely! The cost of 17Hats replaces the need for multiple tools, including a CRM, invoicing software, scheduling apps, and bookkeeping software. Instead of juggling multiple subscriptions, you get everything in one place.

How customizable is 17Hats?

Highly customizable! You can tailor workflows, contracts, email templates, and client questionnaires to fit your exact business needs. We use custom fields and tagging to keep projects organized.

Can I get help if I run into issues?

Yes! 17Hats provides stellar customer support, a Facebook community, video tutorials, and 17Hats University to guide new users.

Can 17Hats replace other scheduling and invoicing apps?

Yes! Many users find that 17Hats eliminates the need for separate scheduling tools like Calendly and invoicing software, making it a true all-in-one solution.

Should You Try 17Hats? (17Hats Free Trial)

If you’re looking for an easy-to-use business management platform that automates admin work, 17Hats is worth trying!

Try 17Hats Free for 7 Days! Sign Up Here – Use our Referral Code “prvzgncbtb” to get 50% off your first year!

Final Thoughts

17Hats is a powerful all-in-one tool for small business owners, especially photographers, freelancers, and creatives. With features like automated workflows, invoicing, contracts, and scheduling, it eliminates busywork so you can focus on growing your business.

Get started with a free trial today! Click here to sign up. Use our Referral Code “prvzgncbtb” to get 50% off your first year!

17Hats Review: Is It Worth It for Small Business Owners & Creatives?