Checklist – Ordering Session

Is everything included in the PROSELECT INVOICE that should be?
DOUBLECHECK THESE THINGS AND CHECK OFF TO SHOW EACH IS DONE

NOTE: THE DOWNPAYMENT COULD BE BY CASH, CHECK OR CREDIT CARD, BUT IT'S USUALLY BY CREDIT CARD.

WORDING WE WILL USE TO OFFER AFFIRM FINANCING TO A CLIENT:

Our IN-HOUSE FINANCING PLAN is through AFFIRM which is part of Stripe.

It's super easy and takes less than 2 minutes.

I will give you a link and you enter your name, your mobile phone number, and your address

and then Affirm will come back privately to you with the number of payments and interest options. It could offer interest free choices and also choices with interest, and then you get to choose what works best for you.

There are no prepayment penalties if you pay it off early.

It might give you the option to autopay but it's not required.

Would you like to use our in-house financing?

IF THEY SAY YES:

Great! Now, when you enter your name be sure to use your name as it's shown on a government-issued ID. Let me work that up and send you that link.

IF THEY CHOOSE THIS IN-HOUSE FINANCING OPTION, FOLLOW THE "AFFIRM PROCESS STEP BY STEP" BELOW AND SEND THEM THE LINK THROUGH THE ZOOM CHAT.

AFFIRM LINK

https://dashboard.stripe.com/dashboard

TALK THEM THROUGH THE BEGINNING OF THE PROCESS:

Click on the link to open it. Did it open for you?

(ALLOW FOR RESPONSE)

Great! Now under PAYMENT METHOD, you may see a "CARD" tab and an "AFFIRM" tab. Be sure to click on the AFFIRM tab. That's the in-house financing.

You'll then put in your email, your name, mobile phone number, and address, and then continue on with it.

Let me know if you have any questions.

ALLOW THEM TO COMPLETE THE PROCESS AND CHOOSE A PAYMENT OPTION

IF THEY ARE APPROVED BY AFFIRM AND IT GOES THROUGH ON AFFIRM:

By the way, the best way to manage it is to download the Affirm app - that way you can manage everything there.



IF THEY ARE APPROVED AND USING FINANCING THROUGH AFFIRM, AND THEY PURCHASED A PORTRAIT BOX, SAY THIS:

So just so you know, your Portrait Box will probably be delivered before anything else, within the next week or so. Your portraits will come separately.

INTERNAL NOTE:

DROPSHIP their portrait box.

IF THEY ARE IN PERSON - GIVE THEM A box or Portrait Light and send that home with clients.

CAN'T VERIFY IDENTITY OR THEY ARE NOT ELIBIGLE:
If you/they receive the message from Affirm that they can't verify someone's identity and/or they are not eligible:
A. RECHECK that the name on the Affirm form is exactly the same as their government issued ID - resubmit if it is different.
B. Make sure their phone number matches the phone number they used to apply
C. Submit using the name of the spouse.


APPROVED FOR A LESSER AMOUNT:
(What I love about it is that if they are denied but approved for a lower amount it will tell them. Which opens the opportunity for cash down and finance the rest or rework the work to meet their spending level.)

IF THEY SAY "I was approved for a lower amount": If client applies for an amount and the amount is conditional upon them paying "X" amount today, then whatever amount they are being asked to put down is the amount they WERE NOT approved for.

FOR EXAMPLE, if the Client's invoice came to $3500 and you submitted that as the "Product price" into the Affirm Payment Link,
and then Affirm comes back to the Client and approves only $2,000 and says that the Client is approved based on them paying $1500 today on a card, and the Client DOES NOT want to do that,
YOUR NEXT STEP IS TO SAY THIS:

Awesome! Affirm is going to take care of $2000, so you only have $1500 left to pay on your invoice.
Give me a moment to redo the Payment Link for you so Affirm will take care of the $2000.
Then we'll put the rest on Layaway! How does that sound?

(ALLOW FOR RESPONSE.)

Great - I'll just make that link for you.

MAKE A NEW AFFIRM PRODUCT PAYMENT LINK FOR CLIENT FOR THE $2000 AMOUNT, AND SEND IT TO CLIENT.
ONCE THEY HAVE GONE THROUGH AND ACCEPTED THAT THROUGH AFFIRM, SAY THIS:

For the remaining balance of $1500, you can break it up with a LAYAWAY plan. Typically we do 3 equal monthly payments, or would 4 payments work better for you?

REFER TO "LAYAWAY PLAN - DOWNPAYMENT TODAY, AND THE REST OF THE PAYMENTS MONTHLY" SECTION ABOVE FOR DETAILS ON WHAT TO DO.
NOTE: IN THIS CASE, THE $2000 FROM AFFIRM IS THE "DOWN PAYMENT" FOR THE LAYAWAY PLAN.



IF THEY SAY "I was DENIED completely,":
REFER BACK TO THE A, B, C STEPS ABOVE.

IF THEY ARE STILL DENIED, SAY THIS:

I understand. Let's work out a layaway payment plan that works for you.
REFER TO THE "PAYMENT CHOICE - LAYAWAY PLAN" SECTION ABOVE.

THIS REFERS TO THE "ORDERING SESSION AGREEMENT" FORM.

THIS DOES NOT APPLY TO WITH LOVE/SPECIAL EVENT PORTRAIT SESSIONS.
All REGULAR clients who purchase Legacy or Designer Wall Art get a JOURNALING KIT.
LEGACY and DESIGNER Wall Art get Certificates of Authenticity.
There will be Certificates of Authenticity for each LEGACY/DESIGNER Portrait. The certificates have Mindy's signature.

(FROM FAMILY SESSION - THIS IS FOR THANK YOU CARD THAT WILL BE SENT ONE YEAR LATER)
Keep in mind that the "photocard" image must exist for the thankyou card to send. - Mitch

FYI: If the client is a FREEBY client or an otherwise "BAD" client, DO NOT upload a Family Photocard image. That way they WILL NOT get a Thank You card a year later.

RECORD ID: This is the ID for this photoshoot and will be used to rename the Zoom Recording folder below.
INTEGROMAT - ZOOM RECORDINGS - what happens, Part 1 - https://www.integromat.com/scenario/1671817
This captures the zoom recording and puts it on the zoom table in airtable
Runs every day at 1:00am
INTEGROMAT - ZOOM RECORDINGS - what happens, Part 2 -https://www.integromat.com/scenario/2279523
This watches for when you rename the folder. IF the folder starts with "rec" (all airtable records start with that) then it finds the photoshoot and maps that to the zoom recording in the table in airtable.
Runs every day at 1:00am
Quick question, Mitch, about the Zoom Folder and the Zoom Recordings field. I just did a test Zoom session with a test client, and the recording IS in the GDrive Zoom Folder.
You said below: I've changed the logic to just extract the name and the date and then create the record in AT, you can then manually assign it as needed.
What is the timing on when the record is created in AT?
daily at 1am your local
I didn't see a need for it to be more frequent than that, figured you'd assign the recordings on the following day most likely

FYI: If the client is a FREEBY client or an otherwise "BAD" client, DO NOT upload a Family Photocard image. That way they WILL NOT get a Thank You card 1 year later.
From Mitch: keep in mind that the "photocard" image must exist for the thankyou card to send. It'll just skip that photoshoot from getting a thankyou card. I have an ignore error handler for this (error is ignored rather than causing an actual error).
THANK YOU EMAIL: There will also be a Thank You email sent to client shortly after the ordering session thanking them and telling them the next step, that the portraits have gone to the artist through this AC Automation:
ActiveCampaign Automations / Ordering Internal - Completed - https://everaftervisuals72078.activehosted.com/series/148
It's triggered when the "ordering_internal_completed" tag is added.

ZERO ORDER: If an order is submitted with a ZERO balance, such as for a FREEBIE, when it goes into Airtable, it WILL go to the 10 - ORDERING SESSION INVOICING > ----PAYMENT PLANS view and show a pending payment of 0.00.
This is a checks and balances step to ensure that we don't miss a payment OR accidentally enter a ZERO.
Simply go into the PAYMENTS tab, find the zero dollar amount payment for the photoshoot and MANUALLY change the payment to PAID to remove it from the PAYMENT PLANS view. (Mitch: I think it is wise to keep the zero payment as UNPAID and to manually mark it as paid as a check and balance on your end.)