What Is Dubsado? A Beginner’s Guide for Service Based Businesses

If you’ve heard other business owners talk about Dubsado but you’re not quite sure what it is or whether it’s right for your business, you’re not alone. Dubsado is one of the most commonly recommended tools for service based businesses that work one-on-one with clients and want a more organized, automated client process.

This guide explains what Dubsado is, how it works, who it’s best for, and when it might not be the right fit. Everything shared here is based on hands on experience setting up and refining Dubsado systems for service providers who want their backend to support their business instead of creating more work.

I work inside Dubsado every day, helping service providers design and automate their client processes. This guide reflects what I see work well in real businesses, not just what the software promises.

Disclaimer: This post contains affiliate links. If you sign up using my link, I may earn a commission at no extra cost to you.

What Is Dubsado

Dubsado is a client relationship management (CRM) system built specifically for service based businesses. It helps you manage inquiries, proposals, contracts, invoices, scheduling, workflows, and client communication all in one place.

Instead of juggling separate tools for email, contracts, invoicing, and scheduling, Dubsado connects everything into a single system that follows your client from their first inquiry through the end of your work together.

At its core, Dubsado is designed to support businesses that deliver services, work directly with clients, and rely on a repeatable client process.

What Dubsado Is Used For

Dubsado is used to manage your entire client journey, both client facing and behind the scenes.

With Dubsado, you can:

• Capture leads through contact forms

• Automatically create projects and client records

• Send proposals that include contracts and invoices

• Collect payments through Stripe, PayPal or Square

• Schedule calls, sessions, or meetings

• Send questionnaires and intake forms

• Automate emails, reminders, and follow ups

• Track where each client is in your process

All of this information lives inside the client’s project, so you can easily see what has been sent, what has been completed, and what needs attention next.

How Dubsado Works

Dubsado works by using workflows to automate your client process. Those workflows implement the templates you’ve set up in your account: forms, schedulers, payment plans, packages and canned emails.

Once your system is set up, actions happen based on what the client does next. For example, when a lead submits an inquiry, a project is created automatically. A workflow can then send a proposal, contract, and invoice. When the client signs and pays, the next steps are triggered without you needing to manually follow up.

Your role becomes reviewing details, completing specific to-dos, and keeping client information accurate so the automation can continue running smoothly.

This is why Dubsado works best for businesses with clearly defined services and a consistent client journey.

Who Is Dubsado Best For

Dubsado is a good fit if you:

• Work one-on-one with clients

• Offer services rather than physical products

• Have a repeatable client process

• Want to automate emails, forms, and follow ups

• Are willing to invest time in setting up systems or working with a specialist

Businesses that commonly use Dubsado include:

• Wedding Planners

• Photographers

• Coaches & Consultants

• Brand & Web Designers

• Interior Designers

• Professional Organizers

• Copywriters

• Bookkeepers

When Dubsado Might Not Be the Right Fit

Dubsado is not the right tool for every business.

It may not be a good fit if you:

• Only sell digital products

• Need a simple invoicing tool and nothing more

• Do not want to invest time in setting up systems

• Feel stressed or overwhelmed by learning new tech tools

Dubsado is powerful, but that power comes from having a clear process and taking the time to build your system intentionally.

What Does Dubsado Do

Dubsado can replace several separate tools by bringing key client management features into one system. Here are its top features:

1. Invoicing

• Send Professional Invoices: Create invoices that have your branding elements for a professional look.

• Set Up Payment Plans: Offer flexible payment schedules that work for you and your clients.

• Payment Reminders: Automate reminders for upcoming or overdue payments so you aren’t chasing payments manually.

• Payment Processors: It integrates with Dubsado Payments powered by Stripe, PayPal, or Square. This allows you to accept credit card payments or ACH payments.

2. Contracts

• Send Legally Binding Contracts: Build contracts in Dubsado that use electronic signatures.

• Reusable Templates: Save time by creating contract templates for all your client agreements.

• Add Dynamic Content: Personalize contracts with smart fields to auto populate information. This eliminates the need to edit contracts before sending them out to clients.

Clients can review and sign contracts digitally, streamlining the process while maintaining professionalism.

3. Proposals

• Beautiful Designs: Customize proposals that match your brand.

• Interactive Options: Allow clients to select packages or add-ons inside the proposal.

• 3-in-1 Proposals: Combine your proposal, contract, and invoice into a single document. Streamline and simplify your client’s experience.

4. Forms

• Custom Branding: Design forms that match your brand’s colors, fonts, and style.

• Reusability: Save forms as templates, so you don’t have to start from scratch each time.

Whether you need questionnaires, feedback forms, or onboarding documents, Dubsado has you covered.

5. Scheduling

• Integrated Scheduler: Sync your calendar with Dubsado’s scheduler to show your availability in real-time.

• Custom Meeting Types: Set up options for discovery calls, consultations, or project check-ins.

• Automated Follow-Ups: Send customizable confirmation and reminder emails for upcoming appointments. All without lifting a finger.

6. Client Communication

• Email Sync: Use your own email address so you can view all client emails inside Dubsado.

• Canned Emails: Create canned email templates for common responses. You can have templates for appointment confirmations or welcome messages.

• Project-Specific Threads: See every email linked to a client project in Dubsado. This makes it easy to track the conversation.

7. Workflows

Workflows are Dubsado’s secret weapon so you can automate your client process with ease.

• Automation: Set up triggers to automatically send forms, contracts, or emails.

• Customizable Steps: Design workflows tailored to your services. This makes sure that every client receives the same stellar experience.

• Save Time: Reduce manual tasks and eliminate the risk of missing steps.

For example, when a lead submits a form from your website. A workflow will send a thank-you email with a pricing guide, and a link to a scheduler—all without you lifting a finger.

8. Client Portal

Dubsado’s client portal offers a professional, streamlined experience for your clients.

• Centralized Access: Clients can view invoices, contracts, forms, and communication in one place.

• Mobile-Friendly: The portal is accessible on any device. Ensuring a smooth experience for your clients.

• Improved Experience: Provide clients with a professional, organized system.

Is Dubsado Worth It

For the right business, yes.

Dubsado is worth it if you want fewer manual follow ups, a more professional client experience, less time spent managing email, and clearer visibility into your workload. It works best when you view it as a long term system that supports your business as it grows.

How Is Dubsado Different from HoneyBook and Other CRMs

There are several CRMs designed for small service based businesses. Dubsado stands out because of its flexibility and automation.

Some CRMs are faster to set up but offer fewer options for customizing forms, workflows, and client experiences. Dubsado typically takes more time to build, but it gives you more control over your process, templates, and automation.

If you want a system that adapts closely to your client journey and services, Dubsado is often the stronger choice. If you prefer a simpler tool with a lighter learning curve and fewer customization options, another CRM may be a better fit.

If you are actively comparing tools, I also have a full comparison of Dubsado vs HoneyBook that breaks down the differences in more detail.

How Much Does Dubsado Cost

Dubsado offers a 21 day free trial so you can test all features before committing. After the trial, pricing depends on the plan and number of brands you need. You can view current pricing here.

If you decide to upgrade, you can use my code EMAKATIRAEE to save 30% on your first month or year.

Getting Started With Dubsado

If you are new to Dubsado, the best place to start is by mapping out your client process before building anything inside the platform. Understanding your steps first makes the setup more effective and less overwhelming.

If you want to skip trial and error, I offer custom Done for you Dubsado setups that help you build a system that actually matches how you work.

You can also:

Try Dubsado for free for up to 21 days
Save 30% on your first month or year with code EMAKATIRAEE
Save time with ready-to-use Dubsado templates
Book a free discovery call to explore a custom setup

FAQs

What is Dubsado used for?
Dubsado is used to manage leads, send proposals, contracts and invoices, schedule meetings, and create automated workflows that save you time.

Is Dubsado good for small businesses?
Yes. Dubsado is built for small service based businesses, especially those that work one-on-one with clients and want to streamline their client process.

Does Dubsado replace other tools?
Dubsado can replace schedulers, contract signing tools, basic invoicing platforms, and form builders. Many businesses use Dubsado instead of tools like Calendly, HelloSign, or basic QuickBooks invoicing.

Is Dubsado easy to use if I am not tech-savvy?

There is a learning curve at the beginning, especially with workflows. Once your system is built, day to day use is much simpler, and you can start with basic features before adding automation.

Want To See Dubsado In Action?

If you prefer to see things visually, you can watch a step by step Dubsado tutorial where I walk through the main features and show how they look inside the platform.

TLDR: What You Need To Know About Dubsado

• Dubsado is a CRM built for service-based businesses that want to simplify admin tasks and improve their client experience.

• It replaces tools like schedulers, invoicing platforms, contract software, and forms - all in one place.

• Key features include: proposals, contracts, invoices, scheduling, workflows, and a client portal.

• It’s best for business owners who work one-on-one with clients, like: photographers, wedding planners, coaches, and designers.

• You can try it for free for 21 days, and when you are ready to upgrade, you can use code EMAKATIRAEE to save 30% off.

Need Help With Your Dubsado Setup?

Setting up Dubsado can feel overwhelming, especially if you want to use workflows and create a complete client journey. You don’t have to figure it out on your own.

I offer custom Done For You Dubsado setups where I help you map out your client process, build all the templates, automate repetitive tasks, and create a system that supports both you and your clients.

👉 Book a free discovery call to see whether a custom Dubsado setup is the right next step for your business.