How to Create a Workflow in Dubsado

So, you signed up to Dubsado because you'd heard people go on about how you can book a client without having to do any admin. That's the dream, right?!

Then you took one look inside the workflow section and had absolutely no idea what to do next. It all looks way too overwhelming. Trigger. Actions. It all looks like too much, so you escape there and go back to doing everything manually. It's a bit of a mess. You forget things. Nothing is consistent.

I'm going to share with you how I create workflows, for myself and for the clients I work with. Because having these workflows sets a standard for yourself. Whether you use Dubsado or not, these workflows can be used as a little checklist of actions that will allow you to have consistency, which in turn will start to wow your clients as you'll never have to apologise to a client for forgetting to send something over to them.

Here's how you can get those workflows from inside your head onto paper / Dubsado....

Step One: Brainstorm

It always starts on a piece of paper. There's just something about brain dumping with a pen and paper! First of all start with your onboarding workflow - how a potential client goes from that initial contact all the way through to signing the contract. Take one sheet of paper and write down everything involved in that process. This does not need to be in any kind of order, or beautifully presented, just dump everything onto that one sheet of paper.

For example, my onboarding workflow looks like this...

That's not so scary, is it?! Now you need to do this same process for each of the different types of packages you offer. Get a different piece of paper for each package and brain dump all the things you send to your client. Also, think about all the information you need to get from your client to be able to complete the project - do you usually spend a lot of time in your email inbox when you could actually create some type of questionnaire that could collect all this information for you?

Think about the different types of content you can include: Forms, Questionnaires, Proposals, Contracts, Invoices, Payment Schedules, Canned Emails, Schedulers, Tasks for yourself (or your team).

Step Two: Categorise

Now you have all the components of your workflow, it's good to start grouping these. It's time to get colour coded! Grab some coloured pens, highlighters, and group all the items into the different types of content I've mentioned above.

Step Three: Order

This is where it all starts to make sense - you need to decide which order you want all of these parts of the puzzle to happen.

Using my lead workflow above, mine would happen in the following sequence:

1. Contact form

2. Organise an appointment

3. Client questionnaire

4. Call

5. Proposal (contract & invoice)

Out of those 5 points, I may only need to actually be present in only 1...the call! All the rest can be automated. Not everything will (or can) be automated though - maybe you offer bespoke services where every proposal and invoice will differ. That's ok! Maybe between points 4 and 5 you have a task to amend the proposal and invoice.

Step Four: Timing

Now we need to get into the details of it and really get specific. How long after someone has booked a call with you do you want the client questionnaire to go out to them? At what point in the project do you want to remind them to pay the balance of the invoice?

This is where my lead workflow now looks like this:

1. Contact form is complete

2. Immediately after this they receive an email with a link to schedule a call

3. Once the call has been scheduled the client questionnaire is sent out

4. Call

5. 1 hour after the call has ended the proposal is sent

Obviously, there are lots of little things in between all this that can help you out even more. For example, having email reminders in the scheduler that send out 1 day before the appointment and 1 hour before the appointment which has a link to the Zoom meeting.

This is where I like to turn to Google Docs to help me out. I find it easier to literally write out every step - that's the way my mind works best. This may not work for you!

I will take my Google Doc and write out the above like this:



TRIGGER: Immediately after workflow starts

CONTENT: Discovery Call Scheduler & Canned Email (thanks for getting in contact, please book a call...)

SEND FORM (Email 02)

TRIGGER: 0 days after Discovery Call has been scheduled

CONTENT: Client Questionnaire & Canned Email (please complete the CQ)

SEND FORM (Email 03)

TRIGGER: 1 hour after the scheduled call has ended

CONTENT: Proposal (contract & invoice) & Canned Email (here's your proposal...)


Once you dive into creating these in Dubsado you'll notice that there is even more you can do within that workflow. Some of these include setting reminders for forms that haven't been completed, adding in project statuses that move the lead/client along the project funnel, pausing a workflow and many more.

Breaking this down into manageable steps doesn't seem so overwhelming now, does it?! This is the process I follow every single time I need to create a new workflow. And whether you do this exactly the way I have shown here, or whether you're more a fan of a post-it note (I love those too!), map out your workflow howev