Be honest, how many times have you rewritten the same email this month?
The “Thanks for enquiring” one.
The “Just checking in” one.
The “Your payment’s overdue” one.
You’ve got Dubsado. But instead of letting it take care of the repeat stuff, you’re still copying, pasting, tweaking – wasting time on emails you could’ve automated a long time ago.
And before you tell me, “But Sarah, I don’t want my emails to sound cold and robotic”.
Good. Neither do I.
That’s exactly why canned emails work (when you write them properly).
In this blog I’ll walk you through what canned emails actually are, how to set them up in Dubsado, And how to actually make them sound like you. I’ll even throw in some Dubsado canned email templates you can steal – because I’m nice like that.
What Are Canned Emails in Dubsado
What They Are + What They Really Do
At face value, they’re pre-written emails you save inside Dubsado so you’re not retyping the same message 37 times a week.
But done right, they’re also one of the most powerful (and underrated) tools in your client experience.
I’ve got canned emails set up for pretty much every process in my business that requires an email – from inquiry responses to onboarding, offboarding, payment chasers, testimonial requests… the lot. And no, it’s not overkill. It saves me hours every week, and means I never have to deal with the “Ugh, what do I say here?” spiral when I’m mid-project and juggling 12 other things.
Here’s why they matter:
- They stop you from starting from scratch every time you need to send a form, reminder, or update.
- They protect your tone of voice, so every email sounds like you, even when it’s automated.
- They reduce errors and typos because you’re not writing things on the fly.
- They create a smoother experience for your clients (and make you look like the organised legend you are).
So no, they’re not “just admin”. They’re part of your brand, part of your funnel, and part of how you protect your time and energy as a business owner.
The ROI
If you’re thinking “It’s just a few emails, how much time can it really save me?” – buckle up.
Most of my clients tell me that once their canned emails are properly set up in Dubsado, they’re saving at least 5 hours a week. That’s 20 hours a month of admin-free bliss, just from systemising the stuff you’re probably still doing manually.
And, it’s not just space in your calendar that you’re freeing up, you’re also freeing up headspace. So you can stop bouncing between inbox tabs and actually focus on the parts of your business that move the needle (or you know, take a bloody day off).
Still not convinced? Check out some of my client case studies for the receipts.
How Canned Emails Improve Your Full Client Funnel
Most people think of canned emails as a behind-the-scenes admin thing – a way to send forms and reminders without rewriting them 300 times. And yes, they do handle that.
But canned emails are also a key part of your sales funnel. They reinforce your brand, your messaging, and your client journey at every single stage.
Think about it:
- Someone finds your website.
- They enquire about your services.
- Then what?
If your follow-up email sounds nothing like your website copy (or worse, feels flat, vague, or rushed), that’s a disconnect. And disconnects kill trust.
The strongest funnels don’t just start with good design or clever copy – they carry that same energy all the way through to the final email you send after the project wraps. And when your canned emails echo your tone, reinforce your promises, and clearly guide the next step? You build trust without even trying. That’s when your client experience feels seamless – like you’ve thought of everything (because, spoiler: you have).
Getting Started with Dubsado Canned Emails: Basics & Setup
Editing Default Canned Emails
Dubsado gives you a bunch of canned email templates out of the box – and I’ll give them credit, it’s a decent starting point. But let’s be real: most of them sound beige, like they were written by someone who’s never had to deal with a real client in their life.
They’ve pre-loaded templates for all the key touchpoints, things like:
- Appointment confirmations
- Contract completed
- Sending forms or schedulers
- Payment plan reminders
- Portal welcome emails
BUT (and it’s a big but) for some reason, Dubsado really loves using the smart field that pulls in the client’s full name. So you end up with emails that start with things like:
“Hey Sarah Worboyes,”
Which… I mean, who talks like that? It feels more like a letter from your bank than a warm, human email.
So yes, I highly recommend going into each default and swapping that field out for {{client.firstName}}. It instantly softens the tone and makes it feel more personal.
You’ll find them under Templates > Canned Emails > Edit Templates
Once you’ve swapped the names, keep going:
- Update the subject lines (so they’re actually enticing)
- Tweak the tone – ditch stiff wording and make it sound like you
- Format like a human: short paragraphs and clear links or CTA.
- Update the signature block to match your brand.
And if you haven’t already got one, make yourself a quick brand voice style sheet.
Just a simple doc that outlines how you open emails, what you call your clients, how you sign off, and what kind of punctuation/grammar rules you care about (Oxford commas? Exclamation marks? Emojis? It all matters).
How to Create Your Own Dubsado Canned Email Templates
You can either:
- Duplicate one of the existing templates and make it your own
- Or start fresh under:
Templates > Canned Emails > New Canned Email Response
Here’s what I always tell my clients: your templates should be built around your process – not Dubsado’s idea of what your process should be.
Name your templates properly (PLEASE)
Dubsado doesn’t let you add folders to keep things organised, so if your naming is messy, you’re gonna waste half your life scrolling.
Here’s how I name mine (and what I recommend to all my clients):
- Start with the stage: Lead, Client, Project, Offboarding, etc.
- Then add the purpose:
- Lead | Inquiry Auto Reply
- Client | Send Discovery Scheduler
- Offboarding | Testimonial Request
This makes it ridiculously easy to find the right email in 3 seconds flat.
Keep your subject lines obvious
You don’t need to reinvent the wheel. Use subject lines that are clear and easy to recognise.
If the subject says “Just checking in” and you’re actually sending a form reminder, that’s confusing.
Be specific:
- “Ready to book your discovery call?”
- “Your proposal is inside 👇”
- “Here’s what happens next…”
Write like a human, automate like a pro
When you’re writing the actual email body, remember: you’re still talking to a person. Automation shouldn’t make you sound like you’ve been possessed by Clippy from Microsoft Word (who remembers him?).
Write in your usual tone. Add smart fields where they make sense. Keep the formatting clean. And include any links, forms, or instructions you normally forget when you’re rushing.
And if you would rather save the faff and would want plug-and-play canned email templates that are fully written, tested, and actually sound human – grab my Dubsado Canned Email Template Pack.
How to Use Smart Fields and Links in Dubsado Canned Emails
Let’s be honest, the second your emails look automated, they lose their charm. The key to avoiding that? Smart fields.
These little placeholders are what make your canned emails feel personal, even when you’re not personally writing them.
Use Smart Fields to Auto-Populate the Details
Smart fields pull info directly from your client or project — so the email looks like you wrote it just for them.
Here’s a few I use all the time:
- {{client.firstName}} → their first name (ditch the full name, we’ve talked about this 😬)
- {{project.name}} → great for referencing what you’re working on
- {{project.startDate}} or {{project.endDate}} → helpful for timelines and reminders
Bookmark this: Dubsado Smart Field Reference Guide – it’s a lifesaver when you’re building templates.
Inserting Forms & Scheduler Links
If your workflow includes sending forms, schedulers or questionnaires (spoiler: it should), don’t just say “see attached” because you can’t attach anything to a canned email. Yep, fun.
Here’s what to do instead:
1. Use workflow actions like:
- Send Form
- Send Appointment Scheduler
2. Inside your email template, add these smart fields:
- {{form | formLink}} → This inserts the form URL dynamically
- {{scheduler | schedulerLink}} → This pulls in the client’s unique scheduler link
The beauty? You set it up once, and it works for every client from that point on. No chasing. No copy-pasting. No “forgot to include the link” disasters.
What About PDFs or Attachments?
Dubsado doesn’t allow you to attach PDFs directly to canned emails (boo). But there are workarounds. Here’s how I do it depending on the situation:
If the PDF is for every client:
- Upload it into a Dubsado Questionnaire
- Then send it via the Send Form action in your workflow
You can even use a short questionnaire that just includes the download link or embedded PDF.
If the PDF is personalised (or varies by client):
- Use a shared Google Drive link (make sure access is set to ‘Anyone with the link’)
- Publish a Google Doc and link to it
- Use a Canva preview link (great if you’ve designed a guide or workbook in there)
Whatever you do, don’t try to work around this by emailing things manually – that’s the whole point we’re trying to avoid.
Dubsado Smart Field Reference Guide (Quick Cheat Sheet)
Client Smart Fields:
| Name | Smart Field | What It Does | Example Output |
|---|---|---|---|
| First Name | {{client.firstName}} | Pulls the client’s first name so emails feel personal | Sarah |
| Full Name | {{client.name}} | Inserts the client’s full name (first + last) | Sarah Worboyes |
| Last Name | {{client.lastName}} | Inserts just the client’s last name | Worboyes |
{{client.email}} | Inserts client’s primary email address | sarah@email.com | |
| Phone | {{client.phone}} | Inserts client’s phone number | +44 7777 123456 |
| Company | {{client.company.name}} | Adds the client’s company name | Studio Pixel&Code |
| Address | {{client.address | address}} | Full client address with line breaks | 123 Main StLondon, UK |
| Address (compact) | {{client.address | address : true}} | Single-line address | 123 Main St London, UK |
| Shipping Address | {{client.shippingAddress | address}} | Pulls client’s shipping address | 456 Main St Apt 204 London, UK |
| Alt Contact First | {{client.altContact.firstName}} | Alternate contact’s first name | James |
| Alt Contact Email | {{client.altContact.email}} | Alternate contact’s email | james@email.com |
Project Smart Fields:
| Name | Smart Field | What It Does | Example Output |
|---|---|---|---|
| Project Title | {{job.title}} | Inserts the project title | WordPress Redesign – Willow & Vow |
| Project Start | {{job.start | mediumDate}} | Pulls project start date | Mar 14, 2025 |
| Start Time | {{job.start | shortTime}} | Inserts project start time | 10:00 AM |
| Project End | {{job.end | mediumDate}} | Pulls project end date | Apr 30, 2025 |
| End Time | {{job.end | shortTime}} | Inserts project end time | 4:00 PM |
| Project Address | {{job.address | address}} | Full project location with line breaks | Willow & Vow Photography10 Castle StreetSwansea SA1 3ABUK |
| Location Name | {{job.address | addressLocationName}} | Inserts project location name | Willow & Vow Studio |
| Contact Name | {{job.contactName}} | Inserts project location contact name | Isla Roberts |
Invoice Smart Fields:
| Name | Smart Field | What It Does | Example Output |
|---|---|---|---|
| Invoice Total | {{job.invoice | total}} | Full invoice amount (with tax/discounts) | £3,200.00 |
| Subtotal | {{job.invoice | subtotal}} | Invoice subtotal before tax/discounts | £2,950.00 |
| Tax Total | {{job.invoice | invoiceTaxTotalFormatted}} | Inserts tax amount | £250.00 |
| Remainder | {{job.invoice | remainder}} | Remaining balance left to pay | £1,600.00 |
| Amount Paid | {{job.invoice | paid}} | Total already paid | £1,600.00 |
| Discount | {{job.invoice | discountTotalFormatted}} | Discount amount | £150.00 |
| Item Names & Amounts | {{job.invoice | packageItems:true}} | Table of invoice items with amounts | Website Design Package – £2,800 |
| Item Names & Descriptions | {{job.invoice | invoiceItemNamesDesc}} | Line items with descriptions | SEO Audit: Keyword research + report |
| Item Names | {{job.invoice.items | packageItemNames}} | Line item names only | Website DesignSEO Audit |
| Invoice Number | {{job.invoice.number}} | Invoice number | 45 |
| Payment Plan | {{paymentSchedule | paymentScheduleFilter}} | Table of installment dates and amounts | Apr 1 – £800, May 1 – £800 |
| Invoice Title | {{job.invoice.title}} | Custom invoice title | Website Build – Willow & Vow |
Form Smart Fields:
| Name | Smart Field | What It Does | Example Output |
|---|---|---|---|
| Title | {{form.title}} | Inserts the form’s title | Website Questionnaire |
| Link | {{form | formLink}} | Button link to a form, proposal, or questionnaire | “View Proposal” button |
| Type | {{form.kind}} | Inserts the type of form | proposal |
| Expiration Date | {{form.expiryDate | mediumDate}} | Inserts the form’s expiration date | Mar 30, 2025 |
Appointment Smart Fields:
| Name | Smart Field | What It Does | Example Output |
|---|---|---|---|
| Appointment Name | {{appointment.title}} | Client’s name + appointment name | Emma Johnson — Discovery Call |
| Appointment Location | {{appointment.location}} | Pulls scheduler location | Zoom link |
| Appointment Duration | {{appointment.duration | duration}} | Appointment length | 60 minutes |
| Appointment Start Date | {{appointment.start | mediumDate}} | Start date of appointment | Mar 20, 2025 |
| Appointment End Date | {{appointment.end | mediumDate}} | End date of appointment | Mar 20, 2025 |
| Appointment Start Time | {{appointment.start | shortTime}} | Start time + timezone | 2:00 PM (GMT) |
| Appointment End Time | {{appointment.end | shortTime}} | End time + timezone | 3:00 PM (GMT) |
| Appointment Cancellation Reason | {{appointment.cancelled.reason}} | Client’s cancellation note | “Need to reschedule due to childcare” |
| Appointment Reschedule Button | {{appointment | appointmentRescheduleBtn}} | Button to reschedule appointment | Reschedule button |
| Appointment Cancel Button | {{appointment | appointmentCancelBtn}} | Button to cancel appointment | Cancel button |
| Appointment Conferencing Link | {{appointment | appointmentConferencingLink}} | Video call link from scheduler | https://zoom.us/j/123456789 |
| Add to Calendar Link | {{appointment | calendarLink}} | Client add-to-calendar link | “Add to Google Calendar” |
Payment Plan Smart Fields:
| Name | Smart Field | What It Does | Example Output |
|---|---|---|---|
| Due Date | {{scheduledPayment | paymentDueDate : job}} | Payment due date including relative trigger | Apr 15, 2025 – 30 days after project start |
| Due Date – Simple | {{scheduledPayment | paymentDueDate : job : true}} | Due date only | Apr 15, 2025 |
| Amount Due | {{scheduledPayment | paymentAmountDue : job.invoice.schedule : job.invoice}} | Amount due + % of invoice | £800.00 – 50% of invoice |
| Amount – Simple | {{scheduledPayment | paymentAmountDueSimple : job.invoice.schedule : job.invoice}} | Amount due only | £800.00 |
Business Smart Fields:
| Name | Smart Field | What It Does | Example Output |
|---|---|---|---|
| Full Name | {{user.name}} | Inserts your name (login settings) | Sarah Worboyes |
| First Name | {{user.contact.firstName}} | Inserts first name | Sarah |
| Last Name | {{user.contact.lastName}} | Inserts last name | Worboyes |
| Business Email | {{brand.email}} | Your business email | hello@sarahworboyes.co.uk |
| Phone | {{brand.phone}} | Your business phone number | +44 20 1234 5678 |
| Logo | {{brand.logo | logo}} | Inserts your uploaded logo | [Your logo image] |
| Business Name | {{brand.name}} | Inserts brand name | Sarah Worboyes – Websites & Dubsado |
| Business Address | {{brand.address | address}} | Full business address | 123 Main StCardiff CF10 1AAUK |
| Email Signature | {{brand.emailTemplate.signature}} | Inserts your saved email signature | “Best, Sarah – WordPress & Dubsado Expert” |
Date Smart Fields:
| Name | Smart Field | What It Does | Example Output |
|---|---|---|---|
| Date & Time | {{curDate | medium}} | Current date and time | Mar 5, 2025 1:30 PM |
| Long Date | {{curDate | longDate}} | Current date (long) | March 5, 2025 |
| Medium Date | {{curDate | mediumDate}} | Current date (medium) | Mar 5, 2025 |
| Short Date | {{curDate | shortDate}} | Current date (short) | 05/03/25 |
| Time | {{curDate | shortTime}} | Current time | 1:30 PM |
Smart Field Links:
| Name | Smart Field | What It Does | Example Output |
|---|---|---|---|
| Invoice Link | {{job | invoiceLink}} | Inserts a button linking to invoice | “View Invoice” button |
| Contract Link | {{job | contractLink}} | Inserts a button linking to contract | “View Contract” button |
| Portal Link | {{client | portalLink}} | Inserts a button linking to client portal | “Access Your Portal” button |
| Portal Password | {{client | portalPassword}} | Inserts client’s portal password | emma2025 |
| Form Link | {{form | formLink}} | Inserts a button linking to a form | “Complete Questionnaire” button |
| Scheduler Link | {{scheduler | schedulerLink}} | Inserts a button linking to a scheduler | “Book Discovery Call” button |
| Scheduler Group Link | {{schedulerGroup | schedulerGroupLink}} | Inserts a button linking to a group scheduler | “Choose Your Session” button |
How to Use Custom-Mapped Fields in Dubsado Emails and Forms
What are custom mapped fields + their purpose
So, you’ve got your canned emails working and you’re feeling good. But what if I told you they could do even more?
This is where custom-mapped fields come in.
They let you pull personalised details (like a client’s shared folder, brand assets, or literally any info you don’t want to keep re-typing) directly into your canned emails.
In a sec I’m going to cover how to use custom mapped fields specifically inside your canned email templates.
But if you want to dive a bit deeper into some of the clever ways to use them I also wrote a blog on How To Use Custom-Mapped Fields To Link Client Folders.
How to create custom mapped fields
Creating a custom map field in Dubsado is surprisingly simple. And once it’s done, you can use that same dynamic field across emails, forms, proposals, contracts – the lot.
Here’s how to set one up:
- Go to Settings > Custom-Mapped Fields (you’ll find it in the sidebar under Brand Settings)
- Choose whether it’s a Client or Project field
- Client fields stay with the person – useful for things like shared folder links, business names, etc.
- Project fields are specific to one project – perfect for things like timelines or project-specific links.
- Click “Create”. Give your field a name that actually makes sense (e.g. “Client Google Drive Folder” or “Brand Assets Link”). This is what you’ll reference later when pulling it into your canned emails.
- Choose field type. Most of the time, you’ll use Short Answer so you can paste in links or short snippets of text.
- Hit Save. That’s it – field created.
How to Send Canned Emails in Dubsado: Manual vs Workflow
Manual Sending
Sometimes you don’t want automation. You just want to send an email quickly with a personal tweak or two. That’s where manual sending comes in.
Here’s how to do it:
- Open the client’s project in Dubsado.
- Head to the Emails tab and click “Send Email”.
- Click the little bookmark icon to choose one of your canned email templates. (If you don’t see it straight away, just start typing the template name into the saved replies box – another reason why good naming matters!)
- Want to send a form instead? Go to the Forms tab inside the project, hit “Send” on the form you need, and you’ll be able to select a canned email to go with it.
You can edit the email content before sending if you want to tweak it for that specific client – and no, this won’t change the original template. It’s a one-off adjustment.
You can also schedule it to send later – great for follow-ups.
This method’s perfect when:
- You want more control over the timing
- You’re mid-project and just need to fire off one email
- The workflow isn’t fully built yet, but you’ve still got templates ready to go
Automated via Workflows
This is where the magic happens. Once your canned emails are written and your workflow is built, Dubsado can send those emails for you – at the right time to the right client without you even thinking about it.
Here’s how it works:
- Inside your workflow, add a “Send Email” or “Send Form” action
- Choose when you want it to send:
- Right after the workflow starts
- A few days before or after the project date
- After another action (like when a contract is signed or a form is submitted)
- Select your Canned Email Template from the dropdown
- If you’re sending a form or proposal – make sure your email template includes the smart field {{form | formLink}} so the actual form link appears in the email. If it’s missing, the client won’t be able to access what you’re sending.
This is the dream setup when:
- You want to fully automate onboarding, offboarding, or proposals
- You’re sending the same info every time and don’t need to customise it
- You don’t want to be glued to your inbox or constantly chasing next steps
A word of warning: updating a canned template later won’t retroactively change existing workflow steps – you’ll need to revisit them
Must-Have Dubsado Canned Email Templates to Start With
Not sure where to start? These are some of the most requested canned email templates I build for clients during their Dubsado setups.
Inquiry response + follow up emails for scheduling a discovery call
- Discovery call confirmation, 24 hour and 1 hour reminder emails
- Sending proposal + proposal follow up emails
- Contract not signed + contract follow up emails
- Payment reminders (due soon, overdue, autopay failure)
- Onboarding welcome & expectations
- Project onboarding scheduler + confirmation + reminder emails
- Offboarding project wrap-up
- testimonial request + follow up
- case study permission
- Referral scheme
- Handling client delays / “late questionnaire” notices
5 Dubsado Canned Email Template Ideas+ Voice Examples
Below are five fully fleshed-out canned email examples that you can copy, paste, tweak, and steal these.
Or if you want the full pack plug-and-play templates, grab my canned email template bundle here.
1. Inquiry Auto-Reply Template
Subject line ideas:
- Got your enquiry – now let’s make some moves
- Thanks for reaching out! Here’s what to do next
- Ready to get started? Let’s book a call
- You’re officially in my inbox 👋
Email body:
Hey {{client.firstName}},
Thanks so much for reaching out. I’m really looking forward to hearing more about what you need.
To get the ball rolling, there are two quick steps I need you to complete:
First, fill out this short form so I can get a better idea of your project and what you’re after:
{{form | formLink}}
Then, go ahead and book in a time for your free discovery call:
{{scheduler | schedulerLink}}
Once I’ve got your form and call booked in, I’ll review everything and come prepped with ideas and recommendations to help move things forward.
Speak soon,
Your Name
Proposal Delivery Template
Subject line ideas:
- Your proposal is here – let’s make this official
- All the juicy details, wrapped up for you
- It’s proposal time 💌
- What working together looks like (spoiler: it’s good)
Email body:
Hey {{client.firstName}},
I’ve put together your full proposal, including all the juicy bits like pricing, timelines, and exactly what’s included.
Here’s the link:
{{form | formLink}}
Take your time reviewing everything, but if you’ve got any questions, feel free to hit reply or bring them to our next call.
Once you’re ready, you’ll be guided through the contract and invoice all in one go.
Can’t wait to (hopefully) get started!
Your Name
Payment Reminder Template
Subject line ideas:
- Quick reminder about your invoice
- Heads up! Upcoming payment
- One less thing to forget: your invoice
Email body:
Hey {{client.firstName}},
Just a quick reminder that your next payment is coming up. If it’s already sorted – ignore this and carry on being fabulous.
If not, you can view and pay your invoice here:
{{invoice | invoiceLink}}
The due date is: {{invoice.dueDate}}
Let me know if anything looks off or if you need help with anything.
Otherwise, thank you in advance!
Your Name
Onboarding & Welcome Template
Subject line ideas:
- We’re officially working together, here’s what to expect 🎉
- Welcome aboard! Let’s get this show on the road
- Here’s what happens next
- Your project kicks off soon, read this first
Email body:
Hey {{client.firstName}},
Welcome, I’m so excited we’re working together! 🙌
Your project kicks off on {{project.startDate}}, and I want to make sure you know exactly what to expect.
Here’s what’s next:
Please fill out this onboarding form (the sooner I get this, the smoother everything runs): {{form | formLink}}
Book in your onboarding call so we can chat through everything together: {{scheduler | schedulerLink}}
Once both are done, I’ll get to work behind the scenes pulling everything together, and you’ll hear from me again with your project timeline and next steps.
Talk soon,
Your Name
Feedback & Testimonial Req Template
Subject line ideas:
- Before we wrap, a quick favour
- That’s a wrap! Just one last thing…
- Working with you = joy. Mind sharing that?
- Final check-in + a little request
Email body:
Hey {{client.firstName}},
I can’t believe we’re already wrapping up. It’s been such a pleasure working with you. I genuinely loved bringing your project to life.
If you’ve got a minute, I’d be so grateful if you could share a quick testimonial about your experience. It really helps future clients feel confident in working with me, and I’d love to share your kind words (with your permission, of course).
Here’s the link to leave your feedback: {{form | formLink}}
Thank you again and don’t be a stranger!
Your Name
Dubsado Canned Email Best Practices (And Mistakes to Avoid)
- Keep the number of templates manageable, don’t overbuild from the start
- Every time you update a template, revisit workflows that use it
- Preview smart fields with real test clients (so no broken placeholders)
- Avoid attachments in canned email bodies – use external links (Google Drive, site page)
- Watch tone drift – revisit your “brand voice sheet” regularly
- Use analytics / open rates to see which templates work / need tweaks
- Archive / retire templates you no longer use (to keep your list clean)
Make Your Inbox Work for You
If you do one thing after reading this blog, pick one of your emails and turn it into a proper, polished canned email inside Dubsado.
Start with something simple, like your inquiry auto-reply or onboarding welcome. Add smart fields. Make it sound like you. Test it on a dummy project. See how good it feels when your system starts doing the talking for you.
Then do another. And another.
Before you know it, you’ve built a seamless, on-brand client experience that runs without you constantly in your inbox.
And if you don’t have the time (or the patience) to write them all yourself, I’ve done it for you.
Grab my Canned Email Template Pack to get plug-and-play emails that actually sound human
