Dubsado Automations

A lot of people that I talk to are concerned about using workflows because their client experience is very important to them. But you will see that when you actually build out workflows, they don’t feel robotic. You can put all of your personal touches on the emails that are sent, the forms that are sent, even dictate when they’re sent, and it’s not taking away that personal connection, that personal touch.

Actually, people feel even more nurtured and cared for as opposed to waiting until whenever you’re back in your inbox and you have the time to send them the email.

Everything is just done in such a professional way that you will not lose that personal connection. Again, the amount of hours that you can possibly save will depend a lot on how many times you’re onboarding clients in a month in a week, etc.

If you don’t have that high of a turnaround, then it’s not going to save you that much time. However, if you run a service-based business to where your turnaround is constant and you’re continually communicating with clients and sending forms and requesting information, sending reminders, etc, Dubsado can save you so much time.

Let’s chat a little bit about what some of those automations are in Dubsado.

If you pop on for my weekly live training for any amount of time (you can catch them here), then you’ve heard us talk about Dubsado’s lead capture forms and what happens in some of our initial workflows. So we’ll just briefly go over why I love those initial workflows and how they save me so many headaches in being able to quickly respond to potential leads, for example, because I have my lead capture form actually embedded on my website, and my lead capture form is connected to Dubsado.

When someone fills out my lead capture form, they’re automatically created as a new project in my Dubsado. Because of this, I already have the answers to many of the questions that I need to know to see if they are a good fit to work with me. I can use workflows or custom questions within an actual lead capture form to then respond in a certain way or kick off a certain workflow.

If the new lead isn’t a good fit, I can take care of that right from the get-go and not have to waste my time or theirs on a discovery call.

With my lead capture form and the workflow that goes with it, basically they fill out my form and then they get an email that says, “Thanks so much for contacting us. Here’s the scheduler to book your time.” Once they book their call, they are sent reminders automatically for actually being on the call. And then in my Dubsado workflow, it changes their project status to ‘booked discovery call’ once they book a call. All of that’s happening in the background and I can be making dinner, I can even be on vacation and Dubsado is handling that in the background.

I don’t even know what’s happening until I get an email saying, “You have a new lead. Your lead has booked an appointment.” Nope: I didn’t have to go back and forth in my email to make it happen. I don’t know how people are still doing that, where they’re not using some kind of a scheduler, but it’s maddening.

I know with the clients that I have worked with, it can be impossible to try and nail down the time to actually get on a call with them because of that very reason. Eliminate that part of the process by using just some of the few simple workflow options that I just mentioned and some of those automatons.

Another cool thing is that once you have that information stored within Dubsado, their contact information, their name, their email address, their website, their phone number, their address, their Instagram handles, etc, then you can also store some custom information as well.

You can use those as smart fields so that when you have already created templates and templated contracts, templates for your emails (the canned emails), you can have those smart fields right within those documents so that instead of you having to manually add Jane Doe’s name into a document, you have a smart field with their username and it automatically populates their information into your templated documents.

This way you are not reinventing the wheel. You are just making use of the tools that you have at hand to make it custom to your new client or your new lead. You won’t have to worry about missing a follow-up, because you can have it in your workflows to make sure that you’re reminded exactly when to send a follow-up.

Create to-dos for any of those steps that need to be manual (look at this video all about the Dubsado to-do feature). It will send you a reminder directly to your inbox so you’re not going to miss any of those important things either. There are just so many options for sending forms, sending questionnaires, and sending the proposal, contract, invoice.

This means that you don’t just send the proposal and then they say, “Okay”, and then you send the contract and then they have questions about that, and then you finally get that sorted out, and then you finally send the invoice and wow, that takes so much time. How much better is it to have it all blocked into one little thing that you send to them at one time?

They see it. Instant gratification. That’s what we love. And you don’t have to go back and forth and back and forth in your inbox. Being in our inbox oftentimes weighs us down. It really can be an energy suck. Am I right or am I right?