5 Dubsado Features That Will Save You Time

If you've been using Dubsado for a while, you already know the basics. But there's a difference between having Dubsado and actually having it work for you. These five features are the ones that make the biggest difference in how much time you spend on admin every week.

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TL;DR: Dubsado has automation features that can handle the repetitive parts of your client process for you. The five biggest time-savers are lead capture forms with automated follow-ups, 3-in-1 proposals, scheduling with custom reminders, workflows, and automated invoice reminders. Set these up once and they run in the background every time you take on a new client.

1. Lead Capture Forms with Automated Follow-Ups

Lead capture forms do more than collect names and email addresses. You can customize the questions to gather specific information about a potential client's needs, helping you figure out if they're a good fit before you ever get on a call or send a proposal.

The real time-saver is what happens after someone submits the form. Dubsado automatically creates a new project and client profile, so there's no manual data entry. And because you can tie the form directly to a workflow, follow-up emails go out automatically. Someone fills out your inquiry form and within minutes they receive a response with your scheduler link, without you touching a thing.

Example: A wedding planner uses a lead capture form to ask couples about their wedding date, venue, and budget. As soon as the form is submitted, Dubsado creates a new project and automatically sends a reply with a link to book a consultation call.

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2. Proposals with Integrated Contracts and Invoices (3 in 1 Proposals)

Sending a proposal, then a contract, then an invoice as three separate steps creates unnecessary friction for both you and your client. The 3-in-1 proposal combines all three into a single document.

Your client reviews the packages, selects what they want, signs the contract, and pays the invoice, all in one sitting. Once they complete it, your workflow can automatically trigger the next step, like sending a welcome email or an onboarding questionnaire, without you having to manually kick anything off.

To set up a 3-in-1 proposal, go to your proposal:

• Go to ‘Settings’

• Toggle on ‘Include Contract’ and choose a contract from the dropdown list

• Toggle on ‘Include invoice’. Dubsado will automatically generate the invoice based on the package your client selects.

Example: A wedding photographer sends a proposal after an inquiry call. The couple selects their package, signs the contract, and pays the retainer all in one step. The moment payment clears, Dubsado automatically sends a welcome email and their pre-session questionnaire.

Toggle on Include Contract and Include Invoice in your proposal settings to combine all three steps into one document.

3. Scheduling with Custom Reminders

Coordinating meeting times over email is one of those tasks that takes far longer than it should. Dubsado's scheduler lets clients book directly into your calendar based on your real-time availability, and you can set up multiple schedulers for different appointment types.

You can attach email templates so clients receive a confirmation when they book and reminders before the appointment. For virtual meetings, connect Zoom or Google Meet through your Dubsado integrations and use the appointment conferencing link smart field in your reminder emails so the meeting link is included automatically.

You can also attach a form to your scheduler so clients fill out essential details before booking. One less thing to chase down later.

Example: A business coach uses a separate scheduler for discovery calls and onboarding calls. When a new client books their onboarding call, they're automatically prompted to fill out a pre-session questionnaire. The coach arrives to every call prepared, without sending a single manual follow-up.

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4. Workflows

Workflows (or Flows) are where Dubsado earns its keep. Once set up, they handle the repetitive steps in your client process automatically, including sending forms, triggering emails, and keeping projects moving without you manually managing each step.

A few specific ways workflows save time:

Automated Reminders for Incomplete Forms

If a client hasn't filled out a form within a set timeframe, Dubsado sends a reminder automatically. You can set multiple triggers, e.g: one day later, three days later, and one week later, so nothing slips through.

Holding Tasks in a Workflow

You can set a workflow to pause until a specific action is completed, like a contract being signed or an invoice being paid. Once that happens, the next steps trigger automatically. Nothing moves forward until it should.

Automated Reminders Before Project Start Date

You can schedule emails to go out days or weeks before a project begins, prompting clients to complete outstanding tasks and making sure everyone is prepared before the work starts.

Example: A wedding planner sets up a workflow that sends the timeline questionnaire three days after the contract is signed and the invoice is paid. If the client hasn't filled it out within two weeks, Dubsado sends a reminder automatically. As the wedding date approaches, the workflow sends prep emails at set intervals, like 30 days before the wedding, two weeks before, and the week before, with everything the couple needs to have ready.

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5. Automated Invoice Reminders

Chasing payments manually is awkward and time-consuming. Dubsado lets you set up automated reminders that go out before an invoice is due, on the due date, and after it becomes overdue. Once the invoice is paid, the reminders stop automatically.

You can also add notes to your invoices with payment instructions, so clients know exactly how to pay without needing to email you to ask. This is especially helpful if you take payment with other methods like e-transfer, Venmo or Zelle.

Example: A photographer sets up payment reminders for their retainer and final balance. Clients receive a reminder three days before each payment is due and a follow-up if it goes overdue. The photographer hasn't had to manually chase a payment in months.

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Bonus: Form Expiration Dates

You can set expiration dates on any form in Dubsado, including proposals. Once the deadline passes, the form closes and can no longer be submitted. Pair this with automated reminders leading up to the deadline and clients have a clear window to act, which reduces the number of proposals that sit open indefinitely.

Example: An event planner sends a proposal with a one-week expiration date. Three days before it expires, Dubsado sends an automatic reminder. The planner no longer has proposals sitting open for weeks with no response.

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Frequently Asked Questions

What Dubsado features save the most time? The biggest time-savers are workflows and 3-in-1 proposals. Workflows handle most of the repetitive admin tasks in your client process automatically, while 3-in-1 proposals cut your booking process down to a single step for your client.

Can Dubsado automate client onboarding? Yes. Once a client signs and pays, Dubsado workflows can automatically trigger a welcome email, send an onboarding questionnaire, and kick off the next steps in your process. Everything runs in the background without you lifting a finger.

Do I need workflows to save time in Dubsado? Workflows make the biggest difference, but even without them you can save time using the scheduler, 3-in-1 proposals, and automated invoice reminders. That said, workflows are what take Dubsado from a useful tool to a system that actually runs your backend.

How long does it take to set up Dubsado automation? A basic setup with one workflow and a few templates can take a focused weekend. A full setup with multiple service types, custom workflows, and branded forms typically takes weeks for most business owners to work through on their own. If you're not already familiar with the platform, plan for even longer. A Dubsado Specialist can complete the same setup in a fraction of the time because they've built these systems before and know exactly how the pieces fit together.

Can Dubsado send automatic payment reminders? Yes. You can configure reminders to go out before an invoice is due, on the due date, and after it becomes overdue. Once payment is received, the reminders stop automatically.

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Want this set up for you?

Getting these features configured properly takes time, and the way they connect to each other matters. If you want a Dubsado system that actually runs your backend without you managing every step, I offer custom done-for-you setups built around your specific process.

Book a free discovery call to get started

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