What Are Dubsado Workflows and How Do You Build Them?
Dubsado Workflows Can Actually Run Your Business (Kind Of)
One of my favourite ways to cut down admin time in a business? Dubsado workflows.
Sure, you can use Dubsado without them, but if you want to flip the switch from “fancy contact list” to “are automations magic?”, workflows are where that happens. And if you’re this close to hiring a VA just to stay on top of emails and invoices, hang tight—Dubsado might be able to do more than you think.
So... What Is a Dubsado Workflow Anyway?
If you’re on Dubsado’s Premier plan, you get access to one of its most powerful features: workflows. (Want to know what else you get with Premier? Then read my blog about the differences between Dubsado plans.)
Workflows let you automate the client journey: sending proposals, questionnaires, emails, contracts, invoices, activating the client portal, assigning to-dos, scheduling calls, archiving projects…and honestly, that’s just scratching the surface.
You can kick off a workflow automatically when a new lead comes in or a proposal is accepted. Then, each step of that workflow has a trigger based on timing, project progress, or a fixed date. You can also choose to manually approve steps when you want to stay hands-on.
In short, workflows are what take Dubsado from a helpful tool to a system that can run the admin side of your business. If you’re still getting to know Dubsado or haven’t touched the basic features yet, you might want to start here before diving into workflows.
Here’s What Happens When You Set Up Dubsado Workflows the Right Way
The biggest win with setting up Dubsado workflows is all the time you get back. I’m talking 4+ extra hours every single week, according to my past clients!
When a client submits a proposal, you don’t need to manually follow up with an invoice, contract, or onboarding form—Dubsado already knows what to send and when. Need to book a monthly check-in? It’s on it. Late invoice? Already followed up. Workflows handle the repetitive admin so you can focus on the stuff that actually needs you.
But here’s what most people overlook: workflows make the client experience feel smoother, too. No more scrambling to remember if you sent that “welcome” email or endless back-and-forth trying to find a day that works for your kickoff call. It’s all baked into the workflow, and it’s all automatic…once you’ve mapped out the experience you actually want them to have.
How to Build a Dubsado Workflow That Doesn’t Suck (Or Break)
Alright, time to get into the actual build. In the next seven steps, I’ll walk you through how to map out and set up your Dubsado workflows without overcomplicating everything.
But before you start clicking around in Dubsado, grab my Dubsado Setup Checklist. It’ll help you outline the client experience you actually want to deliver, organize all the emails and forms you need, and make the whole process about ten times easier.
1. Write Down Everything You Do for a Client (Yes, Even the Tiny Stuff)
First things first, map out everything you do for a client. Yes, even the “I’ll just send a quick reminder” stuff.
If you’ve got different offers or services, start with the easiest one (or the one you book most often). You’ll need a process mapped out for each service eventually, but one is more than enough to get started. This is exactly what I do with you during a two-hour process mapping call in a VIP Week!
I recommend grabbing a Google Doc or a scrap notebook and writing down every single step your client goes through, from inquiry to wrap-up. For each step, ask yourself:
- What am I sending? (Form, questionnaire, invoice, etc.)
- How am I sending it? (Client portal, email, scheduler, etc.)
- Am I following up, and how often?
- Is there any pre-work or post-work involved?
Pro tip: Keep this list running while you go through a real project or two. You’ll catch steps you forgot, or things that only pop up when you’re deep in the work.
2.Add the Touchpoints That Would Make the Experience Feel Elevated
Now that you’ve mapped out your existing process, it’s time to ask: where could the experience feel smoother, more thoughtful, or just less like a scramble?
This is where you can add in the touchpoints you’ve been meaning to create, like a welcome email that explains what’s next, or an offboarding sequence that encourages repeat clients or referrals. These little additions go a long way in making your process feel polished without adding more work for you, once they’re baked into your workflow.
If you aren’t sure what’s missing from your experience, I can help! Having helped dozens of copywriters, designers, and photographers elevate their client experience, I happily offer my recommendations for best practices…something copywriter Elizabeth Sensky loved.
3. Match Each Step to a Dubsado Action That’ll Do the Work for You
At this stage, you’re not inside Dubsado yet, you’re still in planning mode. Go through each step of your client journey and decide what kind of Dubsado action needs to happen automatically (or close to it).
This could be sending an email when someone fills out a form, generating an invoice when a contract is signed, or kicking off the next phase of your workflow once a call is booked.
Here’s a breakdown of the three types of Dubsado actions you’ll use:
Content-based actions
- Send email
- Send form
- Send contract
- Send or create invoice
- Send appointment scheduler
Project Management actions
- Create to-do
- Change project status
- Add tag
- Activate or deactivate client portal
- Archive project
Workflow Management actions
- Pause workflow
- Hold actions until
- Start a workflow
Want to see the full list with explanations? Here’s the official workflow breakdown from Dubsado.
4. Gather Your Forms, Emails, and Other Biz Bits So Dubsado Can Use Them
After you’ve paired your workflow steps with actions, it’s time to build out the stuff those actions will actually send. Think: canned emails, forms, invoices, schedulers, proposals…anything that Dubsado needs to send automatically.
You’ve probably got some of it already (even if it’s scattered in old email drafts or a dusty Google Drive folder). Start organizing everything into a logical order, then fill in the gaps. Yes, this part takes time. But once it’s done, your future self will deeply thank you.
5. Tell Dubsado When to Do What (Without Getting Lost in Triggers)
You’ve got the steps. You’ve got the content. Now it’s time to tell Dubsado when to fire each action.
That’s where triggers come in. Every step in your workflow needs a trigger—something that tells Dubsado, “go do this thing now.”
There are two kinds:
Relative triggers are the most common kind. These kick in when something happens, like a form being filled out, a contract signed, or a project start date approaching. You can also set delays with these triggers (e.g., 3 days before a project start date, send a welcome email).
Fixed date triggers happen on specific calendar dates. Use these for things like sending an invoice on the first of the month. Real talk: fixed date triggers aren’t used often in project-based workflows, but they can be helpful in very specific cases where the date is locked in at project start and doesn’t shift.
6. Build the Workflow in Dubsado Like the Organized Entrepreneur You Are
Now that the prep’s done, this is where it all comes together. You’re heading into Dubsado to actually build the workflow—step by step, action by action. Don’t worry if it feels clunky at first. This is just about getting the bones in place.
Here’s how to get started:
- Log in to Dubsado.
- Click ‘Templates’ in the left-hand menu.
- Choose ‘Workflow’ from the dropdown options.
- Select ‘Add Workflow’ in the top right corner.
- Give it a name that makes send for you
- Start adding the actions, triggers, and forms you mapped out!
7. Test Your Dubsado Workflow Before You Unleash It on a Real Human
I know you’ve put in the work to build your Dubsado workflow, but please (PLEASE!) don’t skip the testing stage. Even the best-planned workflows can do weird things if a trigger’s off by a day or a form didn’t attach properly.
Start by testing the full thing with a dummy project (aka: you). Go through every step like a client would—submit the form, sign the contract, pay the invoice, etc. Once you’re confident it’s working, use it with 2–3 real clients and keep an eye on it. Are emails sending when they should? Is anything missing or duplicating? Adjust as you go.
Pro tip: Set reminders in your calendar to review new workflows a week after they go live. Dubsado doesn’t tell you if something silently fails, so staying proactive is key.
Or You Know…I Can Just Set Up Your Dubsado Workflows For You
If you’ve gotten this far and you’re still thinking, “I don’t want to set all of this up myself”…cool, I do! I offer done-for-you Dubsado setups in a VIP Week format. You show up, I build the system.
Not on Dubsado yet, but curious? You can use my code MARTINE30 for 30% off when you sign up.
Or, if you’re ready to overhaul your whole client experience but want to do the tech part alone, check out my Client Experience Intensive.