How to Create Payment Plans in Dubsado That Actually Get You Paid on Time

If you’ve ever sent an invoice, watched the due date come and go…

Then followed it up with a painfully polite “Just checking in 👋” email…

Only to be met with radio silence…

Yeah. That’s not just annoying, it’s stressful.

Because when you’re self-employed, late payments don’t just slow things down! They decide whether your rent/mortgage gets paid, and whether you can book that holiday or not.

Cue the spiral:

• Checking your bank app more than Instagram
• Wondering if you should chase again or wait one more day
• Feeling weirdly guilty for wanting to be paid for work you’ve already done

And most of the time? It’s completely avoidable. You probably think your Dubsado payment plans are set up properly. Because technically? You do have one.

But what you’ve really got is:

• A payment plan attached in the wrong place
• Dates that don’t automate properly
• Workflows that can’t see what’s been paid
• And a system that still relies on you chasing money

In this blog, I’ll show you how to set up payment plans that actually get you paid on time – without awkward follow-ups. Because hoping people pay on time isn’t a strategy.

Why Dubsado Payment Plans Are the Backbone of Your Cash Flow

A proper Dubsado payment plan doesn’t just split an invoice. It protects your cash flow, sends reminders automatically, and only moves the process forward once the payment actually clears.

What Dubsado payment plans actually do

At their core, payment plans let you:

• Break one invoice into multiple instalments without you tracking it manually
• Offer clients flexible ways to pay without discounting your work
• Automatically send reminders, so you’re not the bad guy
• Create a smoother, more professional experience – from booking to final payment
  

In real life, that means less friction for your client, less chasing for you, and crucially, more money landing when it’s supposed to.

Why they matter (especially if you sell high-ticket work)

Payment plans are gold if you offer:

• Weddings
• Long-term projects
• Retainers
• Anything that costs more than “impulse buy” money
  

Instead of asking clients to cough up a massive lump sum upfront (or awkwardly negotiating discounts) you give them options.

Which makes it easier for them to say yes, without you discounting or undercharging.

For you, that means:

• Predictable, scheduled cash flow
• Payments tied to real timelines, not vibes
• No spreadsheets tracking who’s paid what
• No manual “have you seen this invoice?” emails
  

Your system handles it. Like it should.

The Types of Payment Plans You Can Create

These are the only payment plans you actually need in Dubsado — and when each one makes sense.

1. Equal payments

Think: 4 payments of 25%.

This works well when:

• The project spans a clear timeframe
• You want predictable cash flow
• You don’t need a chunky deposit upfront
  

It’s simple and easy for clients to understand.

2. Pay in full

One invoice. One payment. 

Perfect for:

• Smaller projects
• Fast turnaround services
• Clients who just want it done and dusted
  

If you want commitment upfront, this is your go-to.

3. Fixed deposit + remaining balance

Example: 30% deposit, 70% later.

Ideal when:

• You need to secure the booking
• Work starts immediately
• You don’t want to carry risk
  

This is the classic “I’m locked in, you’re locked in” setup.

4. Custom combinations

Deposit + two equal payments.

Deposit + monthly instalments.

Whatever makes sense for your service.

Great for:

• High-ticket work
• Long projects
• Anything with multiple milestones
  

Flexible for clients, structured for you.

How to set up payment plans in Dubsado

Inside Dubsado:

• Go to Templates → Payment Plans → Add New Template
• Add each instalment with:
  • Amount (fixed, percentage, or equal split)
  • Due date
    

Use relative dates wherever possible (like “30 days before project start date”).

They adapt automatically to each client and play nicely with automation.

Then:

• Add reminder emails to each instalment (we’ll go deep on this later)
• Save the template once
• Reuse it forever
  

The goal here is clear expectations, clean timelines, and money that lands when it should.

Why You Should NEVER Attach Dubsado Payment Plans to Proposals

This is the most common mistake I see in my Dubsado audits. And I get why it happens. 

It feels logical to attach the payment plan to the proposal. It’s right there. It’s easy. But it’s the wrong move.

Why this breaks your system

When a payment plan is attached only to a proposal:

• Dubsado can’t see individual instalments in your workflow
• Triggers like “After invoice instalment paid” don’t fire
• Payment-based automation just… doesn’t happen
  

So onboarding doesn’t start on time.

Next steps don’t unlock.

And you’re left manually doing things your system should be handling

What to do instead

Attach the payment plan inside the workflow. That’s it. 

• Open your workflow
• Click the gear icon at the top
• Select the payment plan there
  

Now Dubsado can:

• Track each instalment
• Trigger actions after specific payments
• Automate properly, like it was designed to

One rule you cannot break

Never attach the same payment plan to both the proposal and the workflow.

That’s how you get conflicts, overrides, and “why is this acting possessed?” behaviour.

Workflow = logic.

Payment plan = cash flow.

Proposal = presentation.

Keep them in their lanes.

How to Use Dubsado Payment Plans in Workflows Without Breaking Them

Dubsado does not let you automate something after every instalment by default.

What Dubsado actually allows

You can trigger one workflow action after one specific instalment is paid using the trigger:

“After invoice instalment paid”

That’s it. That’s the rule.

So if you want things to happen after every payment, you’ll need to:

• Chain workflows together, or
• Use manual tasks for certain steps
  

Not ideal, but workable when you know the limits.

A realistic example

• Trigger: 0 hours after invoice instalment #1 paid
• Action:
  • Start onboarding
  • Update the project status
  • Send a welcome guide
    

One key moment. One clean automation.

How to set this up properly

1. Open your workflow
2. Click the gear icon at the top
3. Select the payment plan there
4. Add a workflow action with the trigger:
   “After invoice instalment paid”
5. Choose which instalment (1st, 2nd, 3rd, etc.)
   

If the payment plan isn’t selected in the workflow settings, this trigger will not work. Full stop.

Two rules I live by: 

• Do not attach the payment plan to both the proposal and the workflow
• Do not expect the workflow to manage ongoing instalment reminders
  

That’s not its job.

Where the instalment control should live

Inside the payment plan itself, you can:

• Set fixed or relative due dates
• Add multiple reminders per instalment
• Send emails before, on, and after each due date
  

This is where the ongoing money logic belongs.

What to do if dates change

If a timeline shifts:

• Go to the project
• Open the Invoices tab
• Click into the payment plan
• Update the due dates there

Setting Up Smart Reminder Emails that Actually Get Paid

If you’re still manually chasing payments, your payment plan isn’t finished.

Sorry. But it’s true.

Because the whole point of using Dubsado is that you don’t have to remember, nudge, or feel awkward.

Why reminders matter (more than you think)

People don’t usually pay late because they’re rude. They pay late because they forget.

Your job isn’t to nag. It’s to build reminders into the system so you never have to be involved.

Dubsado lets you do this automatically (per instalment) without lifting a finger.

Reminder triggers you can use

Inside a payment plan, you can send emails:

• Before the due date
• On the due date
• After the due date
• After the payment plan is applied
• After the contract is signed
  

Which means you can cover every scenario without sounding passive-aggressive.

Steal this Dubsado payment reminder setup

For each instalment, I recommend:

• 3 days before due date → friendly heads-up
• On the due date → clear, confident reminder
• 3 days after due date → firmer nudge
  

All sent automatically and timed relative to the client’s actual dates.

Use smart fields or you’ll hate your life

These are non-negotiable if you want reminders that feel personal without manual edits:

• Amount due:
  {{scheduledPayment | paymentAmountDue : job.invoice.schedule : job.invoice}}
  
• Due date:
  {{scheduledPayment | paymentDueDate : job}}
  
• Invoice link:
  {{job | invoiceLink}}
  

Drop these into your reminder emails and Dubsado does the rest.

The email says exactly:

• What’s due
• When it’s due
• Where to pay
  

No confusion or excuses.

Your reminders shouldn’t feel like chasing. They should feel like part of a calm, professional process that runs whether you’re working, sleeping, or on a bloody holiday. If you’re still personally involved every time money is late, the system isn’t finished yet.

How to Incorporate Your Contract’s Late Payment Clause into Reminders

This is where your system stops being “polite” and starts being clear.

If a client pays late, you shouldn’t have to:

• Rewrite your boundaries
• Feel awkward enforcing them
• Or suddenly remember what your own contract says
  

That’s what automation is for!

The simple (but very effective) strategy

Take your late payment clause from your contract and paste it directly into your after due date reminder email in Dubsado. It reinforces expectations after the due date passes and reminds clients this isn’t personal – it’s policy

Example wording (keep it boring, keep it firm)

“A late fee of £30 will apply to invoices unpaid more than 7 days after the due date, as outlined in your contract.”

Make it even stronger (without saying more)

Link directly to the signed contract using a smart field.

That way, clients can:

• See exactly what they agreed to
• Re-read the clause if needed
• Pay the invoice without emailing you first
  

Which is… ideal.

Your system enforces your boundaries so you don’t have to.

Autopay: Should You Use It?

Short answer?

Sometimes yes.

Sometimes absolutely not.

Autopay in Dubsado can be brilliant if you use it in the right situations.

Autopay works best for:

• Retainers
• Ongoing monthly services
• Recurring support packages
• Clients who want a true “set it and forget it” setup
  

In these cases, autopay:

• Reduces late payments
• Removes excuses
• Takes you out of the payment conversation completely
  

Which is the dream!

Autopay is not ideal when:

• Dates are flexible or client-dependent
• Payments are tied to unknown timelines
• You’re using relative dates that might shift
  

Because autopay needs clear, fixed dates to work smoothly.

If the timeline’s fuzzy, you’re better off with manual payment + automated reminders.

What you need to know before turning it on

• Clients must opt in (you can make autopay required)
• You’ll need Stripe or Square connected
• You should explain autopay clearly during onboarding
  

You don’t want any “wait, why was I charged?” emails.

How to get clients to agree to autopay

Frame autopay as a convenience. You’re not forcing payment. You’re making it easier for clients to stay on track.

When it’s set up properly, autopay protects your cash flow and reduces admin (for both parties)

Editing or Updating Dubsado Payment Plans After Booking

Good news: you do not need to rebuild your entire system every time something changes.

Dubsado lets you edit payment plans inside the client project without touching your templates. Which means flexibility without chaos.

This usually comes up when:

• The client changes their project or event date
• You add extra services mid-project
• You agree to extend the payment timeline
• A due date needs nudging to keep things realistic

How to update a payment plan (the safe way)

If something needs to change:

• Open the client project
• Go to the Invoices tab
• Click Add/Edit Payment Plan
• Make changes to that specific plan
  

That’s it. You’re editing their plan, not your master template.

Payment Plan Best Practices and Common Mistakes

At this point, you know how powerful payment plans in Dubsado can be. But only if they’re set up with intention.

Here’s how to keep things running smoothly (and avoid accidentally sabotaging your own cash flow).

Do this

• Use clear naming conventions
  “Wedding | 4-Pay Plan”
  “Retainer | Monthly Autopay”
  If you can’t instantly tell what it is, future-you will hate it.
  
• Test everything before sending to real clients. Use incognito mode. Click every link. Pay a test invoice.
  
• Use smart fields everywhere. Amount due, due date, payment link. Manual edits = mistakes waiting to happen.
  
• Align due dates with real project milestones. Base payments around project start dates, delivery points, or event dates – not random calendar guesses.
  
• Use payment-based workflow triggers where possible. Let money unlock next steps instead of time-based guesswork.
  

Don’t do this

• Don’t forget to select the payment plan in the workflow. If it’s not there, automation won’t fire. Simple as that.
  
• Don’t edit your master payment plan template for one client. That’s how you break future bookings without realising.
  
• Don’t leave the project start date blank. Date-based reminders and relative due dates need something to anchor to. No date = no automation.

When Set Up Properly, Dubsado Payment Plans Work While You Don’t

A well-built payment plan doesn’t just collect money. It enforces boundaries and protects your cash flow.

It also quietly supports your entire client process without you getting involved.

When payment plans in Dubsado are set up properly (with workflows, smart reminders, and the right triggers) they stop being “a feature” and start acting like a system.

One that:

• Gets you paid on time
• Removes awkward money conversations
• Reduces admin
• And makes your income predictable – not pot-luck

If you’re struggling to set up your payment plans, or something feels off, I offer a Dubsado Audit.

I’ll go through your workflows, payment plans and reminders, find out what’s not working properly, and fix it for you.

Because getting paid on time shouldn’t feel like a bonus.

It should be the bare minimum.