5 Reasons Why Your Dubsado Workflows Aren’t Working + What to Do About It

Are you struggling to get your Dubsado workflows set up the way you want them? Are you feeling frustrated because things just aren’t working the way you thought they would? You’re not alone! In this blog post, we will discuss 5 reasons why your Dubsado workflows might not be working and what you can do about it.

Hey, I’m Sarah & Dubsado workflows & automation are my thing, I love nothing more than mapping out and making workflows work for small businesses.

If you’ve been following along with my blog posts, you know that I am a big advocate for using workflows and automation in your business. They can save you time, money, and a whole lot of headaches!

However, I also know that workflows and automation are not always easy to set up or understand. And even when you think you have them figured out, things can still go wrong.

What is a Dubsado workflow?

Before we dive into the reasons why your Dubsado workflows might not be working, let’s take a step back and make sure we’re on the same page. When I talk about Dubsado workflows, I am referring to the series of actions that happen automatically in Dubsado after a trigger is set off. These actions can be anything from completing a lead capture form for an email to be sent out with a scheduler attached to sending a proposal, contract & invoice. A Dubsado workflow is a way to streamline your client admin & also your client experience. Now that we have that cleared up, let’s dive into the 5 reasons why your workflows might not be working as intended.

1. You’re using one workflow for all the phases of your business:

Using one large workflow for your business will mean everything will trigger at the wrong stages. The best practice is to break your workflows down into 4 phases in the Dubsado workflow builder as follows:

  • Phase one – Project Inquiry
  • Phase two – Proposal + Onboarding
  • Phase three – Project
  • Phase four – Offboarding
Dubsado Workflows
Dubsado Workflow Phases

2. You’re not sending the proposal, contract + invoice in one step:

Why send out the proposal, contract & invoice separately when you can do this in one step? Under your advanced settings attach your contract with smart fields to pull the information from your proposal & make sure to add the invoice.

You can even add an expiry date to your proposals & contracts, see below:

Dubsado Workflows, Dubsado Workflow Template
Dubsado Proposal, Contract & Invoice

PRO TIP: Make sure to add to your workflow. Hold actions until the contract is signed.

3. You’re not using automated follow-ups:

My favourite thing about automation is follow-ups. The amount of time spent following up with clients for forms, calls, etc takes up so much time.

Use your workflow to follow up when the proposal is not completed after a certain number of days with a sense of urgency & add an expiry to your proposal & contract.

Dubsado Proposal & Onboarding Workflow
Dubsado Proposal & Onboarding Workflow

4. You’re applying the payment plan to the proposal + not the workflow:

If you apply the payment plan to the proposal when it’s not a public proposal then you won’t be able to automate certain actions when a payment is made. The best practice is to add your payment plan to the workflow to trigger actions when the first installment is made & so on.

Click here to see a public proposal.

5. You’re not upselling or asking for referrals in your offboarding workflow:

Your client has loved working with you + the project is complete. NOW would be the perfect time to talk about your referral scheme or upsell a service to them at a discount.

Final Thoughts

If you’re struggling with your Dubsado workflows, I hope this blog post has helped to give you some clarity on what might be going wrong and how to fix it. If you need any further help or support, please don’t hesitate to reach out to me. I’m always happy to chat about workflows and automation! Simply click here to find out more about my Dubsado Setup Services!

Would you like to find out the exact template I use for onboarding clients – these Dubsado Workflow templates will work for most businesses with some tweaks depending on your business processes. Just click here to read the blog post.

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Sarah Worboyes, Website Designer and Dubsado Strategist

Hi, I’m Sarah your WordPress Website Designer & Dubsado Specialist based in Ealing, London.

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