The Top 10 Ways To Utilise And Automate Your Business With Dubsado

Dubsado is an all in one CRM (client relationship management) tool that can automate your business and you can do this by utilising all it’s featured.

By automating repetitive tasks and streamlining processes, Dubsado helps you save time, and increase productivity. In this blog, we’ll explore the top 10 ways to utilise and automate your business.

What is Dubsado and how can it automate my business?

Dubsado is your client management platform and it can be used to send proposals, sign contracts, collect payments, send custom forms, take projects and best of all automate your client journey — all in one place.

One of the key features of Dubsado is its ability to automate 99% of all the manual tasks you are doing for your clients.

This means that you can set up certain actions to happen automatically when a trigger event occurs, saving you time and effort. For example, you can set up automatic email reminders for clients who haven’t paid their invoices on time or create automated workflows for new client onboarding.

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What are the benefits of workflow automation?

Setting up workflows and automation all your processes within the client journey has numerous benefits for your business, including:

  • Time-saving: By automating repetitive tasks, you can free up time to focus on more important aspects of your business.
  • Reduced errors: With automated workflows, there’s less room for human error, leading to more accurate results.
  • Increased productivity: By streamlining processes and eliminating manual tasks, you can get more done in less time.
  • Consistency: Automated workflows ensure that tasks are completed consistently and on time!

How can I use Dubsado to automate my business?

We’ve gone through the benefits of workflow automation, now let’s dive into the top 10 ways to utilise Dubsado:

1 – Use the lead capture as your contact form

Rather than manually entering contact information from your website’s contact form, you can set up Dubsado to automatically capture leads and automate the project inquiry once a lead has completed the form.

Think of how much time you spend each week on manually applying to each lead that comes through your website… now times that by your hourly rate.

By using Dubsado’s lead capture feature and setting up your workflow to start after the lead capture is complete is going to save you hours each week. Want to know how to set this up? Read my blog on automating your project inquiries here.

Time saving = 4 hours each week

2 – Use the Dubsado Scheduler:

Dubsado Scheduler

This feature allows clients to schedule appointments with you based on your availability, no more back and forth, they can pick a time that’s available in your calendar and you can also automate the reminders to go out for that appointment.

Time saving = 2 hours each week

3 – Use payment options within Dubsado:

With Dubsado’s built-in payment options, you can automate invoice reminders and even set up recurring payments for clients. The best part of using Dubsado’s payment intergration is that you can automate once payments have been made.

These workflow triggers would be “after invoice paid in full” or “after invoice installment paid”

4 – Use additional integrations:

Dubsado nativley integrates with other platforms such as conferencing, quickbooks, xero and zaiper allowing more automation

Dubsado Integrations

5 – Use Proposal, Contract + Invoice:

One of the best features of Dubsado is it allows you to send the Proposal, Contract and Invoice in one action. Within the forms tab you will be able to find the proposal section, from here you can add the contract and the invoice to that proposal.

By using smart fields you will be able to pull all the information completed on the proposal over to the contract and this will then populate onto the invoice for the client to pay.

By using send form (your proposal) within a workflow this will allow you to completely automate what happens after the payment is made and the contract is signed.

No waiting for your client and no manual process for you.

Time saving = 5 hours per week

6 – Use custom mapped fields + smart fields:

Dubsado Custom Mapped Fields

These features allow you to automatically populate custom fields in your forms with client information, reducing the need for manual data entry.

Dubsado allows you to create your own custom mapped fields and by using these in your forms you can pull this information into other places such as your contract allowing for complete automation.

Time saving = 30 minutes per week

7 – Use “After Form Is Not Complete” trigger:

Dubsado Proposal Booking Workflow Automation, After Form Is Not Complete

My favourite feature of Dubsado and THE biggest time saver is Dubsado’s follow-up feature. The “after form is not complete” is a trigger I use the most, it allows you to automatically send reminders or follow-ups based on when a form is not complete in a certain time frame… such as a client not responding to a proposal, or getting specific information from a client for onboarding.

This feature being used as well as “form is complete” is a power house. Use this example, you want your client to complete a form within a week timeframe, use mutliple follow ups for “form is not complete” and when they complete the form you can use send scheduler after form is complete, this means nothing needs to be done by you, it’s completely automated.

Time saving = 2 hours per week

8 – Use project statuses:

It’s good to know what stage of the process the client is currently in and by using project statuses to be automated in your workflows can help with client management.

Here is an idea of some of the project statuses you can use and what triggers you would use within the workflow.

Dubsado Project Statuses
  • New Inquiry : Trigger | After lead capture has been complete
  • Call Booked : Trigger | After an appointment is scheduled
  • Proposal Sent : Trigger | After all previous actions – this would be after a form is sent
  • Not Ready To Invest : Trigger | After all previous actions – this would be a certain number of days after an action is not complete
  • Onboarding : Trigger | After invoice paid in full OR after scheduled payment
  • Project In Process : Trigger | Before project start date – depending on the business this trigger could be different
  • Offboarding : Trigger | After workflow started OR it could be after project end date / start date – this really depends on the business and how the journey is mapped out

By setting up the project statuses to be automated you will be able to log into your Dubsado account and see where each client is within their client journey

9 – Use canned emails with smart fields:

Using canned emails with the correct smart fields can save you possbly the most time in your business. Think how much time is takes to type out an email to a client and pull the correct information into that email – that’s literally around 5 hours per week you are spending replying to emails. You can use canned emails in workflows with smart fields added such as client name, project dates, custom mapped fields you can manually created.

You can even use canned emails to send to clients manually, by saving these templated in the canned email section of Dubsado it will allow you to send that email to the client with one click of a button.

Time saved = 5 hours per week

10 – Use payment plans:

Dubsado’s payment plan feature allows you to attach payment plans to workflows or attach them to the proposal. I would only ever suggest attaching a payment plan to a proposal IF you are not using workflows.

If you are sending your proposal within a workflow (which you definitely SHOULD be) then the payment plan needs to be attached to that workflow so that you can use the triggers “after paid in full” “after scheduled payment” this will allow you to fully automate that workflow.

Payment plans also allow for invoice reminders another HUGE time saver, you can choose when to send email reminders.

Dubsado Payment Plans

Say your payment plan is 50/50, you made want to take the first payment after contract is signed and the final payment 15 days before project start date.

To eliminate the follow ups you can sent the email reminder to go out:

  • 3 days before due date – Payment nearly due
  • 0 days before due date – Payment Due Today
  • 3 days after due date – Payment Over Due
  • 6 days after due date – Final Reminder – here is where you can put the terms of your contract & let them know late fees will occur if not paid today
  • 7 days after due date – Late fees added – you can let them know late fees have been added – please note this would be a maunal process to add additional fees to the invoice

By using all of Dubsado’s features you can completely automate your business. My client saved over £700 per week just by automating and using all the features above and you can too.

Do you need a website to use Dubsado?

No – the best thing is the platform is self hosted and completely separate from websites / domains or anything related to a website. You can even just use a free email account like gmail and a free calendar account. These are the only two thing you need to start using Dubsado today.

Dubasdo has their own education platform or you can hire a Dusbado expert to map out your workflows for you by clicking here. Check out other Dubsado tips.

How do I get started with Dubsado?

To get started with Dubasdo you can watch their tutorial as they have their own education platform or you can hire a Dusbado expert to map out your workflows for you by clicking here.

If you are going to setup the platform yourself I highly suggest checking out the other blogs on my website as I have lots of top tips for Dubsado.

The main thing I want to cover if you are doing this yourself, please start first within writing down all of the steps in yoru client journey before you start doing anything else.

Once you have mapped out the user journey then go through and write out every canned email, from there build out your forms, schedulers, payment plans, packages + project statuses… ONLY THEN can you start on your workflows, if you don’t have all the content first you can’t build out your automate.

Need more Dubsado tips? Contact me or check out other Dubsado tips.

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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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