5 Dubsado Hacks that will Save You Hours in Your Business
Who doesn’t love a good shortcut?
I don’t know about you, but any time I can save time in my business, I do a little happy dance.
If you run a service-based business, I’ve got some game-changing news for you:
You need Dubsado.
Dubsado is a powerful CRM program that saves me hours of time in my business every week!
I’ve talked before about how Dubsado is an integral part of keeping my business organized. But if you’re looking to save hours every week, then you need to be implementing these 5 Dubsado hacks!
Attach Workflow to Lead Capture Form
As a service-based business, capturing leads is the first step to taking on new clients. From the moment a potential client expresses interest in working with you, you need to wow them. What better way than with automation?
Dubsado offers a powerful automation tool named Workflows, and you can set them to begin the instant that lead hits the ‘submit’ button.
The process is simple. Set up a workflow that takes your lead through the beginning of the onboarding process. You can find the Workflows function under the Templates button in the panel on the left. Currently, Dubsado doesn’t offer a scheduling tool, so if you meet with clients before they sign on, consider breaking up your workflow into pre-meeting and post-meeting.
My pre-meeting workflow includes an email with next steps to be delivered immediately upon submission of the lead form, which prompts them to fill out a questionnaire and then points them to my meeting scheduler.
Once they schedule a meeting with me, they receive an email or text message from me via the scheduler as well as a reminder shortly before the meeting. While it’s not all in one place, it looks seamless to the potential client!
Once you’ve put the workflow into place, go into your lead capture form template. You can find it under Templates > Forms, and it’s the last list on the right. Hit the edit button and it will open your template for editing. On the right, there will be a panel with two tabs: ‘Elements’ and ‘Settings.’ Hit ‘Settings.’
Look at the picture below. At the very bottom, you’ll see ‘Default Workflow’ with a drop down menu labelled ‘Apply a Workflow.’
Use the dropdown menu to locate your new pre-meeting workflow and click save.
And that’s it! Your workflow will automatically apply itself to new leads! Now you can save hours that would have been spent setting up meetings with potential clients via multiple emails! And your client will love how easy it was to get face time with you!!
Attach Contract & Invoice to Proposal
Once your lead has decided to work with you, you can now send over your proposal, contract, and invoice.
While these documents are important, they can seem a little intimidating sending them all at once. Luckily, Dubsado offers a simple solution!
You can link your contract and your invoice to the proposal, so when you send it off to your client, the proposal opens, and as soon as they choose the packages they want to purchase, it sends them to your contract. Once they’ve filled out the contract, it sends them to their invoice.
And the best part? Dubsado uses special fields to automatically populate your contract and invoice with the packages your client chose in the proposal! So there’s no back and forth with approving the proposal, signing the contract, or paying the invoice!
Setting this up is as easy as applying a workflow to your lead capture. Go back into Templates > Forms and click into your proposal template. Click edit and then open the ‘Settings’ tab on the right hand side.
Take a look at the image below. You’ll see two sections towards the top of the panel labelled ‘Contract’ and ‘Invoice.’ Under those labels are checkboxes. In the screenshot below, ‘Show Contract’ and ‘Show Invoice’ are checked. If you check them, it will prompt you to choose the contract and invoice payment schedule. And then you’re done! Now when you send the proposal to your lead, they’ll have everything in one neat package!
If that weren’t enough, Dubsado proposals allow leads to choose exactly the things that they want using the proposals. I know this doesn’t sound like that big of a deal, but think about this for a second:
When you sign a contract and fork over a fair amount of money, don’t you get a little nervous?
By handing the client the keys to the proposal, you’re giving them control over exactly what they’re getting from you. It’s a small thing, but it makes a big difference. Having a client who feels comfortable with the process they’re embarking on means more happy customers, and more happy customers means more testimonials and referrals in the long run!
Once you start getting more leads and customers, keeping track of them all can be a hassle. Dubsado has a great feature to know exactly where all of your leads are in your funnel so you can better serve them in their journey to working with you.
Here is a sample of what my lead statuses look like:
Each tab is a step in the process. As they move through the stages of selling and onboarding, I move them from left to right, either manually or through workflows. If they decide to go in a different direction, I move them into the ‘No (for Now)’ tab, so I remember to reach out to them later and see if they need any help. You never know!
Connecting Quickbooks and Square/Stripe/Paypal to Dubsado
Who loves getting paid?!
If you use Quickbooks for accounting/bookkeeping, and Square, Stripe, or Paypal for payments, you can link these to your Dubsado account!
All you have to do is hover over your logo in the top right corner, then click on ‘Current Brand Settings.’
There will be a bunch of tabs here, but click into ‘Receive Money’ and you’ll see several options. You’ll see below that I use Square. If you don’t have anything set up, click an option and it will prompt you to login to the account you want to use. Easy peasy!
Next, to connect to Quickbooks. Click the ‘Quickbooks’ tab at the top, then follow the steps on the screen. It will ask you to log into Quickbooks just like with Square and Stripe.
Afterwards, it will show you a screen like this:
I have both options checked, so once an invoice has been paid, the invoice and the payment will be copied into my accounting over at Quickbooks. Now my accountant knows exactly what the payments were for, and I didn’t have to lift a finger!
Canned Emails are another awesome feature of Dubsado. This is for 2 reasons:
You can stop writing the same emails over and over
You can incorporate canned emails into your workflow so Dubsado knows exactly which ones to send to whom when the workflow is applied!
You can find your canned emails under Templates > Canned Emails.
Here is a sample of some of the canned emails I use:
You can set up a new canned email by clicking on the ‘New Canned Response’ and filling out the text box. That’s it! You now have a canned email to use at the drop of a hat!
Dubsado has truly revolutionized the way I run my business. By using these shortcuts, you too can save hours of precious time, so you can get more done and give your clients the best experience possible!