How to use Dubsado without a payment processor
Getting paid in Dubsado with a payment processor integration
Managing client invoices and payments efficiently is crucial to running a business. Many turn to platforms like Dubsado to streamline their workflow, from sending proposals to invoicing clients.
But what happens when you prefer to manage payments manually, without integrating a payment processor?
In this blog post we’ll explore how to use Dubsado without an integrated payment processor, how to apply manual payments, use workflows without a payment process and the pros and cons of this approach.
What if I don’t want to use one of Dubsado’s payment processors?
While Dubsado offers seamless integration with payment processors like Stripe, Square and PayPal, you can still leverage its capabilities without these integrations.
What this means is that your invoices will not have the ‘Pay Now’ button, so clients can see the invoice but cannot make a payment directly on the invoice.
You can provide instructions on your invoice to direct clients to make their payment via alternate methods such as Zelle, Venmo, check or e-transfer, but you will have to apply those payments manually in Dubsado for the system to understand that payment as been received.
How to customize your Dubsado invoices to provide payment instructions
Add a note on all your invoices giving instructions on how you prefer to be paid. This can include an email address where you receive payment via Zelle, Venmo or e-transfer.
Go to your settings (gear icon at the top right)
Go to 'Payment and invoices' and scroll down to Invoice settings
Edit ‘Invoice Terms’
Add any note(s) at the top or bottom of your invoices
Adding invoice terms in Dubsado
How do I manually apply payment in Dubsado?
When you send an invoice in Dubsado, you have the option to apply payment manually. After receiving payment through external methods (e.g., bank transfer or check), simply go to the invoice and mark it as paid.
Go to the project and open the invoice.
On the right hand side, click ‘Apply’ → click ‘Payment’.
Select the date the payment was sent.
Write a payment description (optional).
Select the method of payment from the dropdown menu: Cash, Check, Credit, e-transfer, PayPal, Stripe, Square, authorize.net, Other.
Set the amount paid.
Click ‘Apply’ and done!
This method provides flexibility and avoids transaction fees associated with payment processors. It's ideal for those who prefer offline, payment methods with lower fees or more traditional payment methods.
Apply manual payment to invoice in Dubsado
Can I use workflows if I don’t use a payment processor?
Yes! Dubsado's workflows can still be incredibly useful even without a payment processor.
You can build workflows and have steps to check for ‘invoice paid in full’ or ‘invoice installment paid’, before continuing. This is great to send thank you or welcome emails post payment.
But, this means that your workflows will not move forward until you manually apply the payment in Dubsado. This translates into a loss of automation as steps in your client process that are tied to payment being received will not flow until you go into Dubsado and mark the invoice as paid.
If a client pays you while you’re sleeping or while you’re away on vacation - your workflows will not continue until you go into Dubsado and mark the invoice as paid. For some businesses this may not be an issue, but for others it can be a significant problem and the tipping point for them to start using payment processors.
NOTE: There is currently no way to automate adding payments into Dubsado from platforms like Zelle, Venmo, or e-transfers, even with an application like Zapier.
Workflow action that holds actions till invoice is paid
Can I use a paid scheduler if I don’t use a payment processor?
No. Paid schedulers need all the steps to be completed all at once for the paid appointment to be booked.
That means that the client need to select the date & time in the scheduler, fill out the form (if applicable), and pay the invoice in full for the appointment to be booked and for them to receive the confirmation email. And without a payment processor, this just isn’t possible.
What can you do instead?
OPTION 1
Send the scheduler
Once the appointment is booked, send them the invoice
The downside to this method is that you may have instances in which clients book the appointment but never pay you. So you have to manually go in and cancel these appointments after a certain number of days.
OPTION 2
Send the invoice
Once payment is received, send them the scheduler
The downside to this method is that clients may not know your availability before paying the invoice. They may find that none of the dates in your calendar are a good fit for them. If you have a call with them before sending the invoice, this can be avoided.
Pros and Cons of not using a payment processor with Dubsado
Pros
Cost Savings: Avoid transaction fees charged by payment processors like Stripe, Square or PayPal.
Flexibility: Freedom to choose any payment method preferred by you and your clients.
Cons
Limited Automation: Certain automation features tied to payment being received will not flow automatically, as payment has to be entered manually.
Manual Steps: Requires more manual intervention to track and update payments within Dubsado.
More Friction: Clients need to make a payments outside of Dubsado, adding steps and friction to the client process which can cause delays in receiving payment or potentially losing clients.
Potential Delays: Applying payment manually, means that steps like client onboarding are not triggered automatically and can cause potential delays in the project.
Video: Using Dubsado without a Payment Processor
Below is a video to take you through how to use Dubsado without a payment processor. I’ll show you how to manually apply payments, how to use workflows without a payment processor and have clarity of the pros and cons of this approach.
Conclusion
While integrating a payment processor with Dubsado offers convenience and automation, managing payments manually provides its own set of advantages.
For businesses owners who want to avoid transaction fees, this method can be highly effective even if it includes a few additional manual steps in your client process.
Ultimately, the choice between using a payment processor or managing payments manually depends on your business model, preferences, and the specific needs of your clients.
With Dubsado, you can adapt your workflow to support either approach, ensuring a smooth and efficient invoicing process for your projects.
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