How Much Time Does It *Actually* Take To Set Up Dubsado?
The truth about setting up Dubsado (from someone who’s done it hundreds of times)
You bought Dubsado to save time in your business… but here you are, three weeks later with 27 tabs open on tutorials, still trying to figure out how to automate your proposal delivery.
As someone who’s helped hundreds of creative business owners get their Dubsado systems running smoothly, I can tell you right now – this isn’t a ‘knock it out in an afternoon’ kind of project.
And those Instagram posts making it seem like you can set up your entire client management system during one CEO day? They’re not telling you the whole story.
Here’s what one of my clients, calligrapher Sanique, shared about her experience trying to DIY:
‘I tried setting up workflows by myself but I was intimidated! I had to first LEARN how to set up the workflows and then spend HOURS testing to make sure I did it all correctly. I didn’t feel confident that I would get it all right so I kept pushing this task further down my to-do list.’
Sound familiar?
So in this blog, I’m breaking down exactly how much time it takes to set up Dubsado the right way – no sugarcoating, no oversimplifying. Just the honest truth from someone who does this day in and day out.
Plus, I’ll share the exact strategies I use to make the setup process more efficient (because even if you love DIY, there’s no need to spend more time than necessary).
The Reality Check No One Talks About When Setting Up Dubsado
Picture this: It’s Friday morning. You’ve blocked off your calendar for a ‘CEO Day’ dedicated to setting up Dubsado. You’ve got your favorite playlist on, a fresh cup of coffee, and determination in your eyes.
By noon you’ve managed to create…your new inquiry workflow (thanks to my freebie!) but haven’t touched the rest of your business.
Here’s the truth: setting up Dubsado isn’t just about learning another business tool – it’s about building an entire operational system.
Sure, you can quickly set up a basic lead form, proposal, and invoice. But a complete Dubsado setup involves workflows, automations, custom emails, and client portals that actually save you time.
And every hour you spend googling ‘How to use Dubsado’s client portal’ is an hour you’re not serving clients, creating content, or scaling your business.
Why Business Owners Struggle With Setting Up Dubsado
So we’ve established that setting up Dubsado isn’t a one-day project. But there’s more to the story. The real struggle is trying to juggle multiple challenges at once.
Your business doesn’t stop while you’re learning Dubsado. Your design clients need their brand assets, your copy clients are waiting for their website content, and your inbox is filling up with new inquiries.
Meanwhile, you’re facing a steep technical learning curve. You’re trying to understand workflow logic and automation triggers – concepts that require serious focus and strategic thinking.
Between client calls and content creation, when are you actually going to have brain space to set up these systems properly? Especially when every time you log in to Dubsado, you discover another feature you didn’t even know existed (hello, Zapier integrations!).
Trust me, even after setting up hundreds of Dubsado systems, I still block off a dedicated week for each setup. Because building a system that actually works for your business? That takes strategy, focus, and zero interruptions.
3 Time-Wasting Mistakes I See Business Owners Make In Dubsado
Ready to save yourself some serious Dubsado setup headaches? Here are the biggest time-wasters you can avoid:
- Starting without a roadmap
You wouldn’t design a website without a sitemap, right? Same goes for Dubsado. Without a clear client journey, you’ll miss touchpoints, redo automations, and realize halfway through that you need totally different forms
- Skipping the prep work
Starting workflows before you have your content ready will only slow you down. Have your email templates, form questions, packages, payment plans, and scheduler settings ready before you start building.
- Testing while you build
Checking every little update sounds smart, but it’s not. You’ll lose track of changes, break working parts, and spend more time fixing than building.
The Real Hours Behind Setting Up Dubsado Successfully
Getting Started (2-4 hours)
- Account creation and brand basics (1-2 hours)
- Process mapping for each service (1-2 hours)
Creating essential forms (4+ hours)
Next up are the forms that keep your business running smoothly.
- Lead forms
- Proposals
- Contracts
- Questionnaires
- Testimonial forms
Building communication foundations (3+ hours)
- Writing canned emails (2-4 hours)
- Implementing smartfields (1-2 hours)
Setting up a business framework (3 hours)
Time for the nuts and bolts of your business operations.
- Packages and payment plans (1 hour)
- Scheduler configuration (2 hours)
Developing your workflows (6+ hours)
This is where your systems come to life
- Lead inquiry workflow (1 hour)
- Project booking, onboarding, and in-progress workflows with automations and to-dos (4-5 hours per service)
- Offboarding workflow (1 hour)
Testing and troubleshooting (5+ hours)
The final step: making sure it all flows perfectly.
- Testing and refining workflows (5 hours)
- Googling “how to do X in Dubsado” (3+ hours)
Total Time Investment: 25+ Hours Per Service
When you add in multiple services, you’re spending almost a full workweek just setting up your systems – time better spent serving clients and growing your business.
Ways To Speed Up Your Dubsado Set Up
Look, I know 25+ hours sounds like a lot. But there are ways to make this process smoother (and faster).
First up: strategic planning. Map out your client experience and gather all your content before you touch Dubsado. Trust me, this prep work saves hours of redoing things later.
Then, batch similar tasks together. Create all your forms at once. Write all your emails in one go. Set up your workflows service by service. It’s faster than jumping around between different tasks.
Finally, use the resources available to you! There are templates, tutorials, and courses out there to help.
Or do what Sanique did and skip the learning curve entirely by handing your Dubsado over to someone who does this every day (hint hint). Here’s what she had to say about the process:
‘We mapped out my business process and made me think of things that I hadn’t really considered before…I feel like I am finally harnessing the power of Dubsado and what it was truly intended to do.’
Are you ready to skip the weeks of tutorial videos and get straight to having a Dubsado system that works for your business? Then let’s get your Dubsado VIP Week booked!
