3 Ways I use Dubsado in my Squarespace design business

Note: this post includes an affiliate link to Dubsado which means I get a small commission if you decide to sign up for one of their plans – at no additional cost to you – AND you get 20% off your first month.

If you’ve been running a service-based business for a while, you’ve probably pivoted at least once.

That pivot could have been a simple niche down (or up!), a completely overhaul of your business model, or an entirely new business direction.

Me? I’ve pivoted several times as my business has grown – each time narrowing down on what I love doing the most – and with each turn I’ve had to drop, take on or change the tools I’ve been using to run it.

Amongst those tools, software, apps or however you want to call them, I’ve found myself changing domain providers, email marketing providers and other subscription services based on what I’ve needed in the new phase of my business.


However, there’s one tool that I’ve loved since the beginning that I didn’t expect to be as flexible as it has been to stay along side me and my business evolution: Dubsado.



Not another Dubsado post

There are many posts out there talking about Dubsado, what it is, how it works, and the client workflows that other designers have set up to go from lead to paid in just a few steps.

(You can check some of the most helpful ones here, here, here and here!)


So, instead of talking about that, today I want to share with you three different ways in which I’ve been able to use – or am currently using – all the power of Dubsado for my Squarespace design business, in hopes that it will give you new ideas for your own account.


Because the thing is, your business may not require the standard Proposal + Contract + Invoice setup yet you may still be wanting to use a CRM to keep all your client’s info in order.

If that’s you, keep reading!


1. INVOICE WITH CONTRACT TERMS

After I made the switch from full Squarespace website design to focusing on Squarespace customizations, I realized that sending a proposal along with a long contract and an invoice to my clients was overkill.

I had recently niched down to my current target audience – Squarespace designers wanting to customize client projects – and the idea was to make their life easier by taking the whole hassle of customizing out of their hands and removing that frustration from their projects… so, it seemed like having them read through long documents (that virtually said the same thing) didn’t align with that goal, especially if they were on a tight deadline.


What I decided to do instead was to send my leads only the invoice for their custom project, that way they would only need to pay and we could get to work on the project start date!

However, I still wanted to make sure they knew the terms of my service without having to send them a full on contract…

That’s when I discovered (don’t judge, I didn’t know!) that you can add terms to all your invoices!

Here’s how to do it:

1. Click on the gear icon at the top of your screen

Step 1 gear.png

2. Click on "Receive Money" on the left sidebar

Step 2 money.png

3. Click on "Invoices" and then on the button "Edit Terms"

Step 3 terms.png


What I did was use the bottom section to include a bullet point list of the main terms I wanted my leads to keep in mind before booking, along with a link to a page on my website where they could read pretty much the contract that they were agreeing to, that included those key terms!

Step 4 bottom.png
Step 4 prev.png


This was a fantastic solution and would have definitely kept using it, however I had a few clients that weren’t booking that particular service so the terms wouldn’t apply to them. And since that invoice terms area goes out with ALL invoices, it didn’t make sense anymore.

That’s when I moved onto my CURRENT "Quote & Terms" setup, as I call it…



2. One form for Quote & TERMS

(Yep, I realize I missed my chances of making a LOTR pun on this section’s title)

This new setup was based on the previous idea, to have both the main contract terms along with the invoice so I would just need to send ONE link and allow my leads to book quickly.

Now, the problem I ran into was that I couldn’t send a contract + invoice WITHOUT the proposal attached to it, which again defeated the whole purpose of what I was trying to do.


I could have set it up through a workflow as well, having the contract go out first and upon signature sending over the invoice, however that still involved 2 separate emails (even when I was not sending them myself) so I wanted to see if I could make it even simpler.


That’s when I discovered that you can embed links to Invoices inside Contract and Sub-Agreement forms! (No, I didn’t know that!)


What I did was create a contract or sub-agreement form that included a breakdown of the booking process in 2 steps:

  • Step #1, read the terms! I included a bullet point list of the key terms of my service along with a checkbox to agree to them and a link to read the full terms on my site.

  • Step #2, complete your payment! I embedded the invoice details and included a button link to the full invoice so my leads could simply click on it to finish their booking!


And that’s it!

Super simple.

Side note: I’ll probably be switching the checkbox for an initials field or signature area, but so far it’s worked great as is!


Here’s what it currently looks like, ‘cause I know you’re curious:

QT example.png

3. Customer support workflow

Now, since my business is not solely service-based anymore and I have products on sale (all awesome btw, check them out here! #noshameplug) I wanted to find a way to be able to follow up with the people that requested support.

Whenever someone buys a plugin from my shop, if they run into any issues with it or can’t understand the setup instructions they can request support through a designated link.

The problem I was having was that, once support had ended, I could not keep track of those who I had serviced to make sure everything was now running smoothly.


I mean, I tried to do it manually for a while but… that’s not scalable AT ALL.

So, since what I wanted was to connect a new plugin request with a sequence of emails I had two options (based on the tools I was/am using): connecting a Squarespace form to ConvertKit and adding a sequence OR setting up everything through Dubsado

Want to guess what I chose?


Here’s what I did:

  1. I create a Lead Capture form with the questions I had to ask in order to provide support and embedded it on my site.

  2. Next, I set up a workflow that would send automatic emails every X days based on when I wanted to check in with the person.

  3. I also included actions to create to-do’s on my Asana calendar to make sure I would know when I needed to check on a request!

The entire workflow setup on Dubsado took only a couple of minutes, and then the connection from that to my Asana calendar took a couple more since I integrated them through the use of Gmail and Zapier, and now it’s all automated!

So I’m free to keep working on what I have to do to keep growing my business, knowing that customer support is – for the most part – automated in the backend!

So there you have it, those are 3 different ways I have used or am using Dubsado currently in my business.

Until next time,

B.