5 Dubsado Features That Will Save You Time
Running a business involves wearing many hats—client management, invoicing, scheduling, and project tracking, just to name a few. But when these tasks start to pile up, they can eat into the time you could spend focusing on bigger-picture goals, like growing your business or refining your services.
Luckily, Dubsado has automation features that can help streamline your workflows, saving you time and letting you focus on what matters most. Whether you're onboarding new clients, sending invoices, scheduling appointments, or managing follow-ups, Dubsado's automation features can transform the way you work.
Whether you’re new to Dubsado or looking to make the most out of the platform, these five automation features will streamline your business by reducing the repetitive, manual tasks that slow you down - saving you much needed time.
1. Lead Capture Forms with Automated Follow-Ups
Lead capture forms are an entry point for new leads. These forms do more than just gather basic information like names and email addresses. You can customize the questions to gather specific insights about a potential client’s needs and determine if they’re a good fit for your services.
But the real power of lead capture forms in Dubsado comes with automation. Once a lead fills out the form, Dubsado automatically creates a new project and client profile. This eliminates manual data entry and instantly organizes new inquiries for you.
The best part? You can tie these forms directly to workflows, which means that follow-up emails can be sent automatically based on their responses. Did a lead express interest in a particular service? Trigger an email with more information about that service or invite them to book a discovery call. With automated lead capture forms, you’re not just gathering leads—you’re nurturing them.
Example: A web designer might use a lead capture form to ask about a prospective client’s website goals, current challenges, and budget. Once the form is filled out, Dubsado can automatically trigger an email with additional details about the designer’s process and invite the lead to book a consultation.
2. Proposals with Integrated Contracts and Invoices (3 in 1 Proposals)
Creating proposals, contracts, and invoices separately can be time-consuming, especially if you’re doing it manually for every new client. Dubsado’s 3-in-1 proposals take this cumbersome process and rolls it into one streamlined step.
With this feature, you can send a proposal that allows your client to review the services or packages you offer. Once they’ve made a selection, they can immediately sign the contract and pay the invoice—all from one document. This eliminates the need for back-and-forth emails and cuts down the booking process to just a few clicks.
The automation aspect shines here: you can connect workflows to these 3-in-1 proposals so that when a client signs and pays, the next steps in your process—like sending a welcome packet or scheduling a kick-off call—happen automatically.
To enable the 3 in 1 proposal in Dubsado, in your form:
Go to ‘Settings’
Toggle on ‘Include Contract’ and choose a contract from the dropdown list
Toggle on ‘Include invoice’. This will autogenerate an invoice based on what packages are selected.
Example: A photographer sends a wedding photography proposal that outlines different packages. Once the client selects their package, they are automatically directed to sign the contract and pay the retainer fee, all within the same form. This streamlined process makes booking new clients a breeze.
3. Scheduling Automation with Custom Reminders
Few things are more frustrating than trying to coordinate meeting times over email. Between conflicting schedules and the constant back-and-forth, booking an appointment can become a headache for both you and your clients. Dubsado’s scheduler solves this problem by letting clients book directly into your calendar based on your availability.
You can set up multiple schedulers depending on the type of appointment—like discovery calls, onboarding sessions, or project reviews. The best part? You can add custom reminders that are sent automatically, ensuring your clients never forget their scheduled time.
For virtual meetings, Dubsado allows you to integrate video conferencing tools like Zoom or Google Meet directly into your scheduler, so your clients receive a link to the call in their confirmation email.
To take it a step further, Dubsado lets you connect forms to your scheduler. For example, before a client can book a discovery call, they can be prompted to fill out a form with essential details about their project. This way, you’re gathering information while also locking in the appointment—all automatically.
Example: A business coach can use Dubsado’s scheduler to let potential clients book free consultation calls. As soon as an appointment is booked, the client gets a confirmation email with a Zoom link, and they also get reminders 24 hours and 1 hour before the appointment.
4. Workflows
Dubsado’s workflows are the backbone of its automation capabilities, letting you streamline repetitive tasks and stay organized throughout your projects - saving you not only time but mental space.
Here’s a breakdown of three powerful ways to use workflows:
a. Automated Reminders for Incomplete Forms
In busy periods, clients might forget to complete forms that are critical to moving a project forward. Instead of manually checking in, Dubsado can automatically send reminders if a form isn’t completed within a set timeframe.
This feature keeps projects on track without requiring you to spend time following up. You can set multiple reminder triggers—at one day, three days, or even a week after sending the form—to ensure that nothing slips through the cracks.
Example: A web developer might send a questionnaire to gather information about a client’s design preferences. If the client hasn’t filled it out within three days, Dubsado sends an automated reminder, ensuring the project timeline stays on course.
b. Holding Tasks in a Workflow
One of Dubsado’s workflow features is the ability to hold specific tasks in a workflow until a previous action is completed. For example, if a client needs to sign a contract and pay an invoice before you begin the next steps, you can set the workflow to not move forward with any other actions until both of these tasks are done.
Once the contract is signed and payment is received, the next steps—like sending a welcome packet or booking a kick-off call—can happen automatically. This feature ensures that nothing progresses in the workflow until critical milestones are hit, keeping your projects on track and organized.
Example: A copywriter uses this feature to ensure that a client signs their contract and pays the deposit before receiving their initial project brief. The workflow resumes once these two conditions are met, ensuring all the requirements are complete before starting the clients onboarding.
c. Automated Reminders Before Project Start Date
Preparing for a project can feel overwhelming, but Dubsado’s workflows make it easy to automate email reminders leading up to the start date. You can schedule these reminders to go out at any time—whether it’s a few days or even weeks in advance—helping clients stay on track by completing any outstanding tasks before the project begins.
These pre-scheduled emails not only serve as gentle nudges to keep everything moving smoothly, but also give you a chance to provide useful information and resources. This could include instructions, tips, or anything else that helps the client feel confident and prepared for their project start date. With automated reminders in place, you can ensure that nothing is overlooked and both you and your client are fully ready for the project.
Example: For a photographer, this feature can be used to send a reminder a few days before an engagement session. The email could prompt clients to confirm the shoot location, or complete their pre-session questionnaire. You can even include helpful tips, like what colors photograph best or suggestions for props to bring. This not only saves you from manual follow-ups but also ensures your clients feel organized and excited for their session.
5. Invoice Reminders for Timely Payments
Invoicing is one thing, but ensuring timely payments is another challenge altogether. Chasing down late payments can be awkward and time-consuming, especially if you have to follow up multiple times. Dubsado automates this for you by sending pre-scheduled reminders about upcoming invoices.
You can configure reminders to go out when an invoice is about to be due, on the day it’s due, and even after it becomes overdue. Once the invoice is paid, the reminder emails stop. This ensures you stay on top of your payments without needing to manually send follow-up emails.
In your invoices, you can add notes to communicate your preferred payment methods. Whether clients want to pay via credit card, e-transfer, Venmo, or Zelle, you can include those instructions in your automated invoice reminders and invoice notes, reducing the need for separate communication.
Example: A web developer sets up automated reminders for their design clients. A week before the payment is due, the client receives a reminder. If the payment hasn’t been made by the due date, the system automatically sends a second email, ensuring timely payments without manual follow-up.
Bonus: Form Expiration Dates
Have you ever sent a form and then waited for weeks—or even months—for a client to complete it? With Dubsado, you can set expiration dates on forms. Once the deadline passes, clients can no longer submit the form, which encourages them to complete it on time.
This is especially useful for high-priority forms like proposals. You can set up automated reminders to nudge clients to select their package and submit their proposal as the expiration date approaches.
Example: An event planner sends a proposal for a wedding package with a 2-week deadline. If the couple hasn’t submitted the proposal by the deadline, Dubsado disables the form. If they reach out again at a later date, the event planner can send a new version of the proposal with their updated pricing.
TL;DR:
Dubsado offers a range of automation features that significantly reduce manual work, helping you focus on growing your business. From lead capture forms that auto-create projects to workflows that manage tasks in the background, these tools simplify and streamline essential processes. Here are eight automation features you can implement today to save time, improve efficiency, and stay organized:
Lead Capture Forms with Automated Follow-Ups
Proposals with Integrated Contracts and Invoices (3-in-1 Proposals)
Scheduling Automation with Custom Reminders
Workflows
Automated Reminders for Incomplete Forms
Holding Tasks in a Workflow
Automated Reminders Before Project Start Date
Invoice Reminders for Timely Payments
Bonus: Form Expiration Dates
Ready to Streamline Your Business With Dubsado’s Automation Features?
Whether you’re looking to streamline client onboarding, automate reminders, or simplify your scheduling and invoicing, I’m here to help. I’ll create a Dubsado system tailored to your business that saves you time, reduces overwhelm, and keeps you organized every step of the way.
If you want to reclaim your time and focus on growing your business, let’s connect.
Book a free discovery call today, and we’ll explore how we can set up or optimize your Dubsado workflows to keep your operations running smoothly and efficiently. Let’s make your business work for you!