What Is Dubsado? A Beginner’s Guide for Service Based Businesses
Last Updated December 2025
If you are a service provider looking to streamline your backend, you have likely asked yourself: What is Dubsado? With so many business tools available, it can be hard to tell if a platform is just another subscription or a legitimate game-changer.
In the simplest terms, Dubsado is a Client Relationship Management (CRM) system built specifically for service-based businesses. It allows you to manage the entire client lifecycle - from the first inquiry to the final payment - all in one place.
Instead of juggling tools for contracts, invoices, schedulers, and forms, Dubsado brings everything into one system.
Why this guide will help you: Everything shared here is based on hands-on experience refining Dubsado systems for real service providers. I work inside the platform every day, so this guide reflects what actually works in practice, not just what the software promises.
In this guide, we’ll cover:
What Dubsado is (and what it replaces)
The "Fit" Test: Who it is best for (and when it isn't the right fit).
Top features like invoicing, scheduling, and workflows
Pricing and how to get started
Disclaimer: This post contains affiliate links. If you sign up using my link, I may earn a commission at no extra cost to you.
Dubsado vs. HoneyBook: At a Glance
Many business owners land here while deciding between these two. Here is how they differ:
| Feature | Dubsado | HoneyBook |
|---|---|---|
| Setup | High customization (steeper curve) | Guided setup (faster to launch) |
| Automation | Complex workflows | Simple, linear automations |
| Availability | Global (Stripe/PayPal/Square) | USA & Canada only |
Not sure which one fits your business? Read my complete Dubsado vs. HoneyBook comparison here.
How Dubsado Works: A Real-World Example
Dubsado works by using automated workflows to implement the templates you’ve set up in your account. Once your system is built, actions happen based on your client’s behavior.
Here is what a client journey can look like once Dubsado is running:
Lead Capture: A potential client fills out an inquiry form on your website and is automatically added to your workflow.
Instant Engagement: Dubsado immediately triggers a "canned email" response with your scheduler link so you respond while the lead is still hot.
Frictionless Scheduling: Your client picks a time, completes a short questionnaire, and receives automated meeting reminders without a single back-and-forth email.
Professional Booking: After your call, you can customize and send a 3-in-1 Proposal (Proposal + Contract + Invoice) in minutes, allowing the client to book you in one sitting.
Automated Onboarding: The moment they sign and pay, your next steps - like a welcome guide or onboarding form - are triggered automatically. No manual follow-up required.
Your role becomes reviewing details and keeping the human touch in your business while the automation handles the heavy lifting.
Dubsado allows you to fully brand your forms so they feel like a seamless extension of your website.
Who Is Dubsado Best For
Dubsado is a good fit if you work one-on-one with clients and offer services rather than physical products. It is specifically designed for businesses with a repeatable process.
Common industries that use Dubsado include:
Creative Pros: Photographers, Brand & Web Designers, Interior Designers and Copywriters.
Planners: Wedding Planners and Event Coordinators.
Consultants: Coaches, Bookkeepers, and Professional Organizers.
When Dubsado Might Not Be the Right Fit
Dubsado is powerful, but it isn't for everyone. It may not be a good fit if you:
Only sell digital products or physical goods.
Need a simple invoicing tool and nothing more
Are not ready to invest time in setting up a detailed system.
Feel stressed or overwhelmed by learning new tech tools
What Does Dubsado Do?
Dubsado replaces several separate tools by bringing key 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.
Dubsado’s visual workflow builder: Set up your triggers once and let the system handle your client follow-ups on autopilot.
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.
The client portal gives your clients a private, branded hub to access their contracts, invoices, and forms without digging through their inbox.
Is Dubsado Worth It?
For the right business, yes. Dubsado is worth the investment 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
Dubsado stands out because of its flexibility and automation. While other CRMs might be faster to set up, they offer fewer options for customizing forms, workflows, and client experiences. Dubsado typically takes more time to build, but 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 have a full side-by-side 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.