How to automate sending your proposal, contract and invoice in Dubsado

Imagine you’re lounging on a sun-drenched beach, the sound of waves gently crashing in the background, a chilled cocktail in your hand. While you’re living out this vacation dream, your business is miles away, running like a well-oiled machine—proposals are sent, contracts are signed, and invoices are paid, all without lifting a finger. Too good to be true? Not anymore.

If you’re using Dubsado and you are struggling to setup your booking workflow including automating sending out your proposal, contract and invoice then you’ve just hit the jackpot. This blog will walk you through the steps to set up an automation system that sends your proposals, contracts, and invoices without the need for constant oversight. Say goodbye to the mundane tasks that eat up your valuable time and hello to more freedom. Whether you’re sipping margaritas on the shore or just craving more efficiency in your workday, read on to discover how to make business automation a reality.

What you’re going to need to set this up

  • To setup project statuses “Proposal Sent”, “Waiting For Payment” and “Onboarding”
  • To create your proposal with custom packages and form fields to capture any additional information needed to pull through to the contract
  • To create your contract with smart fields to pull through the client information, package information, payment plan and total invoice.
  • To create your custom payment plan to attach to the workflow
  • To write your canned emails (Psssst you can steal mine below)

The process we will be setting up to automate your proposal, contract & invoice

This step by step tutorial will explain the exact process I use to automate sending a proposal contract and invoice to clients along with everything you need to know about mapping out & setting up your workflows.

Watch the tutorial:

Our first step will be manually applying the workflow to a project so we will need to create a todo so that we can customise the proposal before it gets sent out.

We will be sending a proposal, contract and invoice in an email with two follow up emails. If the client books then we will start a new workflow and if they don’t we will follow up a couple of times to make sure we don’t miss out on this opportunity.

Let’s dive in!

Setting up your proposal

If you are unsure of what to include in your proposal then take a look at this blog 10 Important Features To Include In Your Dubsado Proposal; How To Create a Proposal In Dubsado That Gets Results.

Watch this tutorial on how to setup your proposal in Dubsado:

If you would like my one click proposal template simply click here to view the Dubsado proposal templates that I use in this tutorial.

Make sure that under the “form settings” you include the following:

  • Turn on “Include contract” and select the correct contract
  • Select if you want the client to be able to select multiple packages
  • Turn on “Include Invoice”
  • Leave the payment plan blank as this payment plan is attached to the workflow
  • Under “General settings” choose if you want the proposal to have an expiry. Select “relative” and “after applied to project”

Setting up your project statuses

For this workflow setting we are going to setting up three project statuses.

  1. “Proposal Sent” which will be applied after the proposal is sent out
  2. “Waiting For Payment” which will be applied after the contract is signed
  3. “Onboarding” which will be applied after the contract is signed & the invoice is paid

To do this click on “Projects” tab.

Go to Customize and click Add Status

Under Lead add “Proposal Sent”

Under Job add “Waiting For Payment” and “Onboarding”

Create your payment plan

Your payment plan is completely custom, if you want to know how to add multiple payment plans to your proposal then click here to read the blog How To Use Multiple Payment Plans In Dubsado Proposals.

If this example I am going to be using the payment plan 50 / 50 – which is 50% after the contract is signed and 50% 14 days before the project start date.

View the tutorial on how to set this up below:

Want my free canned email template for invoice reminders?

Canned Email Title: [Invoice] After Contract Signed / Not Paid –

When To Send: 1 Day After Contract Signed

Subject Line: Action Required: Please complete your payment 

Hi {{client.firstName}},

Thank you for completing your contract, I can’t wait to get started on _______.

Before we do, you need to make payment in order to schedule and secure your __________. You can do this by clicking on the below link:

{{job | invoiceLink}}

Any questions please let me know.

Best wishes, 
{{brand.emailTemplate.signature}}

Canned Email Title: [Invoice] Final Reminder After Contract Signed / Not Paid

Due: 3 Days After Contract Signed

Subject Line: Action Required: Your project is not yet secured

Hi {{client.firstName}},

There is one final step before your project is secured. I wouldn't want you to miss out on your slot so please make sure to complete the payment below:

{{job | invoiceLink}}

Any questions please let me know.

Best wishes, 
{{brand.emailTemplate.signature}}

Canned Email Title: [Invoice] Due Soon

Relative: 1 Month After Contract Signed

Due: 2 Days Before Due Date

Subject Line: Friendly reminder - your invoice is due soon

Hi {{client.firstName}},

This is a friendly reminder that your invoice is due soon.

You can access your invoice below to make the payment:

{{job | invoiceLink}}

Thank you so much!

{{brand.emailTemplate.signature}}

Canned Email Title: [Invoice] Due Today

Relative: 1 Month After Contract Signed

Due: 0 Days Before Due Date

Subject Line: Your invoice is due today

Hi {{client.firstName}},

Just popping in with a quick reminder that your invoice is ready to be paid today.

Please find your invoice linked below:

{{job | invoiceLink}}

Any questions, please let me know!

{{brand.emailTemplate.signature}}

Canned Email Title: [Invoice] Overdue

Relative: 1 Month After Contract Signed

Due: 3 Days After Due Date

Subject Line: Action Required: Your invoice is now overdue 

Hi {{client.firstName}},

Just a quick reminder to let you know that your payment is now overdue.

Please access your invoice below to complete your payment today:

{{job | invoiceLink}}

Do let me know if you have any questions.

{{brand.emailTemplate.signature}}

Canned Email Title: [Invoice] Final Notice

Relative: 1 Month After Contract Signed

Due: 6 Days After Due Date

Subject Line: Final Notice - please do this before you get charged

Hi {{client.firstName}},

I just wanted to send you a quick email to let you know that if payment isn't made by today as per my contract:

** CONTRACT TERMS **

Please click below to make your payment today:

{{job | invoiceLink}}

Thanks, 
{{brand.emailTemplate.signature}}

Adding your canned emails for your booking workflow

Here are a couple more canned emails you will need to automate your proposal, contract and invoice in Dubsado. You can copy and paste these into your Dubsado canned email templates but please make sure to re-add the smart fields incase they don’t copy over properly.

Canned Email Title: [Proposal] Sending Proposal

Subject Line: Your {{form.title}} with {{brand.name}}

Hi {{client.firstName}},

It was great to chat to you on our call and thank you for sharing information about your situation and the type of help you’re looking for.

I hope you found it useful to hear more about ________, and the additional optional services.

You can find all the information about _________ in the link here:

{{form | formLink}}

If you’re happy with everything, then please select your ________ package, complete your information, press submit and complete your contract & invoice.

I’d be delighted to work with you and look forward to hearing from you.

Best wishes,

{{brand.emailTemplate.signature}}

P.S If this isn't right for you, please just drop me an email.

Canned Email Title: [Proposal] Proposal Follow up #1

Subject Line: Follow up on {{form.title}} with {{brand.name}}

Hi {{client.firstName}},

I hope you’re well.

I completely understand how busy life can be, so I just wanted to check in to see if you’re keen to book in your _______?

If you are still interested, please click on the link here for information about _________:

{{form | formLink}}

Please let me know if you have any questions and I look forward to hearing from you!

Best wishes,

{{brand.emailTemplate.signature}}

Canned Email Title: [Proposal] Proposal Follow up #2

Subject Line: Final call: Your {{form.title}} will be expiring soon

Hi ​{{client.firstName}},

I'm just following up with a friendly reminder regarding the information sent a few days ago.

If you are still interested in __________, or if you need more time to consider, please let me know.

Here is the link if you're still interested:

​{{form | formLink}}

I promise this is the last email I will send about ____________, so if you have any questions at all please don't hesitate to reply to this email.

Best wishes,

{{brand.emailTemplate.signature}}

P.S. If your circumstances have changed please just let me know.

You can add as many follow up as you want, you don’t just have to stop at two if you feel clients take longer to decide whether they want to work with you – this can be customised for your business.

Finally setting up your workflow to automate your proposal, contract and invoice

Now that everything is prepared in Dubsado you can build out your workflow to automate this process.

Watch this tutorial video to understand how to set this up and the steps that are required:

Here is a screenshot of what your workflow will look like:

Automating your Dubsado proposal, contract and invoice

Final Thoughts

In conclusion, efficient workflows are essential for taking your business to the next level. By automating tasks like sending proposals, contracts, and invoices, you not only save precious time but also save money. This means you can dedicate more energy to what truly matters—the growth and health of you and your business.

Take action now: Don’t stay stuck in a cycle of inefficient workflows. Step into a new phase of professional ease and effectiveness. Visit my Dubsado proposal templates and grab the tools to create quicker, more impressive proposals that reflect your brand and attention to detail. Start streamlining your business operations today, and watch as you get back precious time, reduce overhead, and impress your clients with your speed and professionalism.

Check out my Dubsado proposal templates now and transform your client onboarding.

If you’ve got your booking process sorted and are still losing leads through your inquiry phase then check out my mini course on how to setup your inquiry workflow, with all canned emails and workflow templates included.

Could this post help someone you know? Please share ↓

0 Comments

Sarah Worboyes, Website Designer and Dubsado Strategist

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

Dubsado Proposal Template Lola

shop the dubsado proposal templates

Categories

Related Posts

How To Setup Group Schedulers In Dubsado

How To Setup Group Schedulers In Dubsado

Are you constantly scheduling multiple types of meetings manually? Do you have different types of calls you want leads to be able to book in for or do you have a package where you offer weekly or monthly calls and you're fed up of the back and forth of finding times...

Grab Your 20 Free Dubsado Portal Banner Templates

EASY TO USE CANVA TEMPLATES FOR DESKTOP & MOBILE

Download now

Enter your details below to receive your link in bio template

Coming Soon

By joining the waitlist you'll be notified when this template is live & you'll receive 20% off!