Early in your business you will realize you need some sort of client management tool or CRM. Since launch day, I have used Dubsado for my wedding business, Bianca Nichole and Co. I have done trials with other companies to compare, but they either didn’t have a feature I needed or I just couldn’t justify the large price difference. It always comes back to Dubsado, so here’s how I use Dubsado for my wedding business and why I love it!
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1. MANAGES MY INQUIRY PROCESS
Through Dubsado I have an inquiry form linked on my website. Once someone fills it out, I have all of their necessary info in my inbox and a new project is automatically started within Dubsado.
I then have an automatic email that is trigged to send to the couple to let them know we received their inquiry. From there, I am sent a trigger notification to confirm I am available on their date. Once I hit yes, another email is automatically sent to them that includes a link to schedule a consultation. This saves so much time and I often get responses back from couples saying “thanks for responding so fast.”
2. SCHEDULING APPOINTMENTS
You are able to link the Dubsado scheduler to an outside calendar, for this I have it linked to my Google Calendar. If someone wants to schedule an appointment, I just send them the scheduler link and then Dubsado shows them my available times based on 1. the availability from my google calendar 2. appointments I may already have scheduled 3. the office hours I have set as my preferred work hours. You can save your availability for multiple meeting types. If you only want to allow client design meetings on Mondays, you can create a new scheduler type for ‘Design Meetings’ with only Monday availability for your clients to choose from. You can send a link or embed the link on your site to have people schedule a meeting with you.
Once a meeting is scheduled, the client will also receive an automatic reminder before the meeting time. Super easy and valuable!
3. SEND CUSTOMIZED PROPOSALS, CONTRACTS, INVOICES AND COLLECT PAYMENTS
One of my favorite parts about using Dubsado for my wedding business is that I can send client proposals easily. The proposals can be edited to include multiple package options, pictures, and you can change colors to match your branding. Everything can also be branded with your logo.
Once a client accepts the proposal, I have it automatically set to send them a contract and invoice based on the package and payment plan they selected. Again, this saves me so much time. I am a control freak so I always double check it, but its rare I have to make a change the system usually does it just right.
In the contract, it automatically fills in the clients names and contact information, the package they selected, payment plans, their wedding date, everything that pertains specifically to them is automatically transferred where its supposed to be in the contract. Once I send it, I am able to see when they have received it, reviewed and signed. The signature is collected electronically and payments are accepted through various forms, such as PayPal and Stripe. If the client pays you by cash or check, you can log that as well.
4. CLIENT PORTAL
I use this area to share forms with couples of additional information I may need such as their song list, vendor contracts, questions about the timeline, etc. You can create as many forms as you want and email them to the client but everything can also be stored here in one convenient place.
This is password protected so you can use for each couple securely. They can view their contract with me, payment due dates, make a payment or an appointment through their client portal. I also am able to share different PDF or links with them such as my PDF of preferred vendors and links to their budget, timeline and checklist.
You are also able to customize this area with your logo, brand color or pictures.
5. AUTOMATION AND WORKFLOWS
There are endless options for this! I use automations for sending an email to a new inquiry, sending out automatic payment reminders, and to ask for a review 1 month after the wedding.
Workflows allow you to set up trigger or domino effect type of options. For example, when a client submits this form, send them this email, etc. Like I said, the options are endless. There are so many support articles through Dubsado to walk you through this, too! Dubsado support chat is helpful as well. There is also a Dubsado FB group where people can give you guidance or ideas on how to use workflows.
6. KEEPS TRACK OF MY INCOME AND EXPENSES
Since I accept payments through Dubsado, I am able to see all of my sales and income in a quick snapshot. You can easily and quickly create reports for the week, month, year, etc. I love this because I can easily know how much I brought in for the month and where I’m at with my sales and income goals.
You can also track expenses to give you a further look into your finances. I have my Dubsado connected to my Quickbooks, so my bookkeeper can easily match up paid invoices with my bank deposits.
7. SET PRICE
One of my favorite parts about Dubsado in comparison to other tools that businesses use is that the rate does not change based on the amount of clients you have. The only time your plan price changes is if you want to add an additional business brand, or add on more than 3 team members. So for most small business the base plan works great!
I hope learning about how I use Dubsado for my wedding business was helpful! If you’re ready to test it out yourself, you can sign up for a FREE trial and play around with the tools as much as you want for up to 3 projects/clients.
When you find your business is ready to upgrade, Dubsado is regularly $35 a month or $350 a year, which I have found to be very competitive against other softwares.
Need help getting your wedding business up and running, or want to improve your existing brand? We offer brand management services for all wedding pros. This includes virtual assistance, social media marketing and strategy, and business coaching!
Inquire here for a custom proposal