14 Common Dubsado Workflow Mistakes to Avoid (And How to Fix Them)

Everyone raves about Dubsado (including me). Because who wouldn’t want a business that basically operates itself? But it’s not always as seamless as it’s sold to be (which is why you’re here, right?).

One missed follow-up and a rogue trigger later, you’re left screaming, “Why isn’t this working, and where did that lead even go?!”

Here’s the tea: the tool isn’t the problem. (Don’t shoot the messenger.) Most of the time, it’s a couple of sneaky little Dubsado Workflow mistakes sabotaging your system.

The good news? These balls-ups are easy to fix when you know what to look for. 

In this blog, I’m calling out 14 of the most common Dubsado workflow mistakes, exposing why they happen, and – most importantly – how to fix them so you can finally live the automation dream.

1. Not Attaching a Workflow to Your Lead Capture Form

Let’s kick things off with a biggie, huge Dubsado workflow mistake: you’ve nailed your lead capture form (round of applause), slapped it onto your website, and now you’re sitting back waiting for the leads to flood in. 

But here’s the plot twist – without a workflow attached, your form is just sitting there looking pretty. 

• Zero follow-up. 
• Nada automated next steps. 

I hate to break it to you, but your leads aren’t going to sit around twiddling their thumbs while you figure this out. 

The moment someone fills out your form is your golden opportunity. Miss that window with a delayed response (or worse, radio silence), and your leads will disappear faster than tickets for the Taylor Swift tour.

How to Fix It:

You’ve got two simple ways to keep your workflows doing the heavy lifting:

1. Default Workflow Setting: this is your “set it and forget it” option. Attach a single workflow to your form so every lead gets the same treatment. I’d pick this option if your process is straightforward and doesn’t involve juggling multiple services.

2. Workflow Automation by Service: if you offer multiple services, you need to set up individual workflows tailored to what each lead is enquiring about. Not only does this keep things personal, but it also screams, “I’ve got my sh*t together.”

2. Skipping the Auto-Response Email After a Lead Completes Your Form

When someone submits your form, they’re expecting some kind of signal that their enquiry didn’t just vanish into the internet void. 

Skipping that auto-response email? It’s like leaving someone on “read”. Ghosting isn’t cute in dating – and it’s even worse in business.

If you’re not firing off an auto-response, you’re risking more than their trust! You’re basically rolling out a red carpet for them to slide into someone else’s DMs.

How to Fix It:

This is a quick win! Set up an auto-response email in your workflow that feels personal, polished, and proactive.

You can even steal all of mine by clicking here – pssst I warn you, they’ve got 100% booking rate & 100% no ghosting rate

This tiny gesture does three big things: reassures your lead, gives you breathing room to write a killer follow-up, and makes you look like you’ve got your sh*t together. 

Add a link to your services page or a helpful resource, and suddenly, you’re not just responding – you’re impressing.

Here’s an example of a inquiry workflow with automated response below:

3. Attaching Payment Plans to the Proposal Instead of the Workflow

This Dubsado workflow mistake catches a lot of people out: attaching your payment plan to the proposal instead of the workflow. I get why people do it, but if the payment isn’t tied to the workflow, Dubsado doesn’t know what to do next.

That means no automatic follow-ups, no receipts, no onboarding documents. 

Instead, you’re stuck chasing payments and sending reminders manually – because the system’s just sitting there waiting for instructions you forgot to give.

How to Fix It:

Attach your payment plan to the workflow, where it belongs.

Once it’s in place, you can automate the important stuff, like:

• Sending a “Woohoo – let’s get started” email the second the first instalment comes through.
• Delivering onboarding documents or welcome packets immediately.

4. Using Approvals Instead of To-Dos

If you’re still using approvals in your Dubsado workflows, it’s time to upgrade. 

Approvals are clunky, vague, and a fast track to frustration. To-dos, on the other hand? Total game-changers.

Here’s why approvals are the workflow equivalent of dead weight:

• No context: Dubsado gives you a generic notification and leaves you to play detective. What’s being approved? For who? From where? Who knows.

• Ticking clock: you’ve got around 4 hours to approve an action. Miss the window? You’ll have to manually sort the mess. Not exactly the “automation” you signed up for.

• Glitch central: approvals can be buggy, leaving actions stuck in limbo. If smooth workflows are your goal, this ain’t it.

Now, here’s why to-dos are a better option:

• Customisable with smart fields: add key details like {{client.name}} and {{project.title}} to notifications so you know exactly what needs doing.

• No expiry drama: to-dos don’t time out or randomly stop working. You’re in control of when the next step kicks in.

• Clearer workflows: to-dos keep everything straightforward. No cryptic emails, no Googling, no spirals of despair.

How to Set Up Dubsado To-Dos Instead of Approvals

1. Add a To-Do Action just above the workflow step that needs approval.

2. Assign the task to yourself (or your team) and include crystal-clear instructions. Use smart fields like {{client.name}} to make it foolproof.

3. Once the to-do is checked off, the next step in the workflow (like sending an email) will trigger automatically.

5. Stuffing All Your Processes into One Giant Workflow

A tempting idea, right? Cram everything into one massive workflow, and voilà – a magical one-size-fits-all solution for every client and project. 

Except… it doesn’t work!

Here’s why:

• Misfired triggers: one small mistake like adding “after project start date” in a booking workflow when the client hasn’t paid or completed the proposal, and your workflow has a meltdown. Suddenly, welcome emails are flying out at the wrong time, and forms are landing in inboxes when they haven’t even booked your services – #awkward

• Total brain fry: huge workflows are a nightmare to manage. Editing or troubleshooting? Forget it – you’ll need a map, a flashlight, and a bottle of red.

• No flexibility: every client is different. Forcing them into a one-size-fits-all process is never gonna work!

How to Fix It:

Break your processes into manageable, bite-sized workflows based on phases. 

Here’s what that could look like:

• Project inquiry: automate discovery calls, pre-qualifying questionnaires, or anything else you need to pre-qualify potential clients.

• Proposal & booking: streamline proposals, contracts, and invoices so clients can sign, seal, and deliver (I’m yours 🎶) without fuss.

• Onboarding: post-payment goodies like welcome emails, client questionnaires, and project timelines.

• Project delivery: automate updates, file handovers, or whatever steps your service delivery involves.

• Offboarding: wrap up with testimonials, referrals, and upsell opportunities to keep that client relationship alive.

6. Trying to Send Multiple Forms in One Email

Oh no, you didn’t. You tried to send multiple forms in a single email, didn’t you? 

I get it – it sounds efficient. But guess what? Dubsado doesn’t play that game. 

Try to send a questionnaire and a scheduler in one email, and…

Dubsado only lets you send one form per email. That’s it. 

Try to cram more in, and you’ll end up with workflows that stall, confused clients staring blankly at their inbox, and a headache big enough to warrant a tequila.

How to Fix It:

Step away from the “send all” approach and break things down:

1. Start with the questionnaire: automate an email to send the form first. Then wait – yes, wait – for them to fill it out & complete.

2. Automate the follow up with the scheduler: once the questionnaire is complete, let the workflow automatically send the scheduler.

Need to send multiple forms or documents at once? 

Stop spamming their inbox and just send them to the client portal. It’s organised, professional, and shows you’ve got everything under control. Oh and if you wanna make it super sleek looking, you can grab my FREE client portal banner. 

Check out the below example – after the form is complete we send the scheduler to the client:

7. Not Leveraging the Proposal, Contract, and Invoice Combo

If you’re not using Dubsado’s proposal, contract, and invoice combo, you’re making things way harder for yourself. This feature exists to save you time, energy, and a whole lot of unnecessary back-and-forth – and it works beautifully if you let it.

How to Fix It

Use Dubsado’s built-in feature to bundle everything into one seamless step:

1. Create your proposal: include all the details your client needs to make a confident decision. (If you need some help, I have a ton of Dubsado proposal templates to make your life soooo much easier!)
2. Add the contract: attach the contract directly to the proposal so they can review and sign it in one go.
3. Link the invoice: add the invoice so they can pay as soon as they’ve signed – no extra steps, no delays.

If you want a more in-depth tutorial check out my blog post: How to automate sending your proposal, contract and invoice in Dubsado.  

This simple adjustment makes the whole process smoother for both you and your clients. They get a seamless experience, and you get everything signed, sealed, and paid without even having to think about it.

8. Forgetting to Follow Up on Incomplete Forms

We’ve all been there: a client starts filling out a form, gets distracted (probably by their inbox or their dog doing something cute), and… poof – they’re gone. 

Without a follow-up system, those incomplete forms can easily slip through the cracks, leaving your process stuck in limbo and your client none the wiser.

Here’s the issue: if a form doesn’t get completed, your workflow can’t move forward. No form, no progress. And suddenly, what should’ve been a smooth process is now a bottleneck that wastes everyone’s time.

How to Fix It:

Automate your follow-ups for incomplete forms.

 It’s simple and saves you the hassle of chasing clients manually:

1. Enable the “After Form Not Completed” trigger: set this up to check if a client hasn’t submitted their form after a set time (e.g., three days).

2. Send a friendly nudge: write a canned email that gently reminds them to finish the form. Keep it straightforward, like: “Hi [Client’s Name], just a quick reminder to complete [Form Name] so we can keep everything moving. Let me know if you have any questions!”

3. Add a few follow-ups: Three reminders usually do the trick – enough to be helpful without crossing into annoying territory.

9. Not Using Project Statuses to Track Progress

Without project statuses, it’s way too easy to lose track of where each client is in your process. 

Are they still in the inquiry phase? 

Have they signed the contract? 

Is onboarding done? 

Without a clear system, you’re left scrolling through emails or digging into workflows like a detective piecing together clues.

How to Fix It:

Set up a simple list of project statuses that reflect each stage of your client journey. 

Here’s an example:

• Lead: inquiry received, waiting for action.
• Call Booked: all the discovery calls you’re about to jump on
• Proposal Sent: proposal sent, waiting for approval and payment.
• Active Client: contract signed, invoice paid, project underway.
• Offboarding: wrapping things up – testimonials, upsells, the works.
• Archived: completed projects, no further action needed.

Here’s another real-life example of my client Ramit Sethi, host of the How to Get Rich Podcast.

10. Not Using Project Tracking to Analyse Your Data

OK this is less of a workflow problem & more of a data problem. Dubsado’s project tracking is like the control centre for your business. Skip it, and you’re basically running blind – no clue where clients are coming from, what’s working well, or how to fine-tune your marketing.

Without project tracking, you’re left guessing:

• Where are your leads coming from? What marketing strategies should you be focusing on next?
• How are your leads converting? Are inquiries turning into paying clients, or are they fizzling out?

How to Fix It

Add the “how did you hear about me?” option onto your lead capture form so that you can track where this lead has come from.

It’s called the project tracking element in Dubsado and you can then add your sources (as many as you like).

Then you can filter by project sources, you can even export project sources. You can also view net income from Booked Projects.

I find this helps with knowing what’s working and where to focus my marketing efforts.

11. Not Understanding Workflow Triggers

Triggers are the decision-makers in your workflows. They tell Dubsado when to act, and if they’re not set up properly, everything falls apart. 

We’re talking emails firing too soon, forms showing up before your client even knows what they are, or nothing happening at all. 

How to Fix It

Get comfortable with the key workflow triggers and when to use them. 

Here’s the cheat sheet:

1. After Workflow Started: fires as soon as the workflow begins. Perfect for initial actions like sending an automated response for inquires.
2. After All Previous Actions Are Complete: waits for all prior steps to finish. Great for keeping things seamless as you move to the next phase.
3. After a Form Is Completed: fires once a client submits a specific form (like a questionnaire). Use this to kick off the next step without delay.
4. After Invoice Is Paid in Full: triggers when payment is complete. Ideal for thank-you emails or sending onboarding documents.
5. X Days Before/After a Date: schedules actions around project dates. Perfect for reminders or follow-ups at just the right moment.
6. After Form Is Not Completed: spots when a form hasn’t been submitted and sends a gentle nudge.
7. After Appointment Is Scheduled or Ends: triggers based on client appointments, whether it’s a reminder beforehand or a follow-up after.

12. Missing Smart Fields in Canned Emails

Canned emails are a lifesaver – but without smart fields, you’re creating more work for yourself and leaving room for mistakes. 

Copy & pasting clients information into contracts? Now your client’s waiting. 

Misspell their name? Cringe. 

Typing out the wrong invoice total? That’s just embarrassing.

How to Fix It

Smart fields automatically pull in personalised details like client names, project info, form links, payment plans, scheduler links – I mean I could go on… 

Here’s how to put them to work:

• Insert form links: use {{form | formLink}} to automatically drop the right form into your email.
• Adding a scheduler: use {{scheduler | schedulerLink}} to send clients to your scheduler.
• Personalise details: fields like ​{{client.firstName}} and make your emails feel tailored without you lifting a finger.

13. Not Customising Scheduler Confirmation and Reminder Emails

Dubsado’s default scheduler emails are… fine. But “fine” isn’t what we’re aiming for, is it?

And by default Dubsado doesn’t setup any reminder emails so if you’re not setting them up then the chances are, your gonna get ghosted HARD.

Plus you’re missing an easy chance to make your client experience smoother, clearer, and more personal.

Generic confirmation and reminder emails feel cold and a bit lazy – not exactly the vibe you want when you’re aiming for a seamless, standout process. Plus, the default templates don’t always include the details your clients need to feel prepped and confident.

How to Fix It

Take five minutes to customise those scheduler emails, and you’ll instantly elevate the experience. 

Want to steal my inquiry, confirmation & reminder emails? Click here!

Here’s how:

1. Head to the Advanced Tab: in your scheduler settings, go to the “Advanced” tab to tweak the confirmation and reminder templates.

2. Use Smart Fields: add dynamic info like the appointment date, time, and client name so each email feels tailored to them.

3. Include important details: let clients know exactly what to expect. Add prep instructions, links to resources, or anything else they need to bring.

4. Inject your tone of voice: friendly, professional, cheeky – whatever fits your brand. This keeps every interaction on-brand and memorable.

14. Not Automating Payment Reminders

Let’s be honest: no one likes chasing clients for payments (awkward). 

It’s time-consuming, it’s stressful, and it’s 100% avoidable. If you’re not automating payment reminders in Dubsado, you’re making life harder than it needs to be – and probably putting your cash flow at risk.

Manually sending payment reminders leaves too much room for error. Payments can slip through the cracks, and let’s not pretend clients don’t “forget” to pay until you follow up. 

Meanwhile, you’re wasting time that could be better spent doing, well, literally anything else.

How to Fix It:

Set up automated payment reminders to take the hassle (and awkwardness) out of the equation:

1. Head to your workflow: add a “Send Email” action linked to your payment schedule.

2. Set timed triggers: use triggers to automatically send reminders at the right moments:
   1. 2 days before payment is due: a friendly heads-up.
   2. On the due date: a polite nudge that payment is due today
   3. 3 day after payment is due: ooof it’s overdue now

3. Add a last-chance reminder: for overdue payments, include a note about late fees (if you’ve outlined them in your contract). Keep it firm but professional, like:
   “This is your final reminder to submit payment. Please note that late payments may incur additional fees as outlined in our agreement.”
   • and make sure to attach the smart field for the contract so they can even see it with their own eyes!

Need Help With Your Dubsado Workflows?

Dubsado workflows are supposed to make life easier, but let’s be real—when things go wrong, they’re just another headache you don’t need. 

The good news? A few clever tweaks can turn chaos into clarity.

When your workflows actually work, you’ll save hours, stress less, and give your clients a seamless experience that screams, “I know my sh*t.”

Overwhelmed? Don’t worry = I’ve seen it all (and fixed it). My Dubsado Workflow Audit is designed to pinpoint exactly what’s not working and streamline the whole process.

No fluff, no overcomplicating – just smarter systems that actually do the job. Let’s make your Dubsado the hardest-working team member in your business!

No yet started your Dubsado journey and looking to get signed up? Get 30% off your first month or year with my discount code.