Why We Use Dubsado (And Why You Probably Should Too)

I’ll never forget the moment I realized my business needed more than a to-do list and good intentions. I was up past midnight, replying to client emails, copying contract language into a Google Doc, triple-checking a payment reminder I thought I’d already sent—and somewhere between the sixth tab and third cup of coffee, I knew this wasn’t working.

I needed a system. Not a prettier planner or another sticky note. A real system. One that didn’t just hold my work—but ran it.

That’s when I found Dubsado.

If you’re running a small business, managing clients, wearing all the hats, and somehow still expected to show up with polish and consistency—this post is for you. Because Dubsado is more than a tool. It’s how you stop playing catch-up and start building something sustainable.

I’ll walk you through what Dubsado actually does, how it works, and how to make it work for you—not just in theory, but in the day-to-day rhythm of your business.

What Is Dubsado?

At its core, Dubsado is a client relationship management (CRM) system. But calling it that feels like calling your dream kitchen a microwave. Because yes, it manages client data—but it also sends invoices, schedules meetings, sends contracts, automates your emails, builds custom forms, creates branded proposals, and gives your clients their own private portal.

In short: Dubsado helps you run the entire client experience—from first inquiry to final invoice—in one beautifully organized place.

And if that sounds like something only big businesses use, think again. It’s actually ideal for solo entrepreneurs, freelancers, and service providers who need a system that works like them—personal, intuitive, and endlessly customizable.

Why We Recommend Dubsado to Every Business Owner We Support

At Ace Partners, we work with small business owners every day. Creatives. Consultants. Therapists. Coaches. Brand photographers. Designers. You name it.

And no matter the niche, the pain points always sound the same:

• “I feel like I’m always behind on emails.”

• “I forgot to send the contract again.”

• “I need to look more professional, but I don’t have time.”

• “I want to scale, but I can barely keep up with the clients I have.”

Dubsado is the answer to those problems. And here’s why:

1. You Can Automate Without Losing Your Personal Touch

A lot of systems feel robotic. You plug in a template and hope it doesn’t sound like a robot wrote it. But Dubsado is different.

You can create automated workflows that still sound like you. Want to send a warm welcome email the moment someone fills out your contact form? Done. Need to follow up 2 days after a proposal is viewed? It’s automatic.

Here’s what one of our favorite client flows looks like:

• A potential client fills out your inquiry form

• They immediately get a personalized email from you

• They’re invited to book a call using your scheduler

• After the call, they receive a proposal → contract → invoice in one single, seamless link

• Once they pay, they get access to a beautifully branded onboarding portal

All of it can run without you lifting a finger. And when you’re running a business (and a household, and a life), that kind of time-saving matters.

2. Everything Is Branded and Professional

Let’s be honest—first impressions matter. And if your onboarding process involves sending a PDF contract over email and asking for Venmo, it might be time for an upgrade.

With Dubsado, your forms, contracts, emails, and client portals all look like you—your logo, your fonts, your colors. You can even upload personalized videos and messages to guide clients through every step.

It makes a small business feel buttoned-up. Polished. Legit.

And not just for looks—when clients see how organized you are, they trust you more. It builds confidence. It sets the tone.

3. You Can Finally Stop Rewriting the Same Email 47 Times

We all have them: the “just checking in” emails, the “here’s your invoice” emails, the “thanks for booking” emails. You write them. You rewrite them. You forget to send them.

With Dubsado’s canned email templates, you don’t have to.

You can write those go-to messages once, save them with your personal voice, and either send them manually or bake them into an automated workflow.

This one shift alone saves hours each week—and keeps communication clean and consistent.

4. Dubsado Makes It Easier to Get Paid

Let’s talk about money—because you deserve to get paid on time, every time.

Dubsado’s built-in invoicing system integrates with Stripe, Square, or PayPal, and allows you to:

• Send automatic payment reminders

• Set up recurring invoices for retainer clients

• Offer payment plans with due dates

• Collect deposits alongside signed contracts

You can even combine your proposal, contract, and invoice into one beautiful, easy-to-follow link—no back and forth, no missed steps.

5. It Grows With You

One of the reasons we love Dubsado? It meets you where you are.

If you’re just getting started, you can use the basics—like proposals, canned emails, and invoicing. If you’re scaling and need complex workflows and team collaboration, Dubsado can handle that too.

You don’t need to have it all figured out. You just need a place to start. And this is a good one.

How We Use Dubsado for Ace Partners (And Our Clients)

At Ace Partners, we use Dubsado to manage everything from:

• Client onboarding

• Service proposals

• Monthly invoicing

• Scheduling kickoff calls

• Project-based workflows

• End-of-month summaries

What About the Learning Curve?

Let’s be honest: Dubsado isn’t a plug-and-play platform. It takes a little time to get everything set up—but the payoff is huge.

Think of it like organizing your closet. It might take a Saturday, but once it’s done? You don’t waste another minute looking for your favorite pair of jeans.

That’s why we offer Dubsado setup and strategy as part of our services at Ace Partners. Because the tech shouldn’t be the thing that slows you down.

Who Should Use Dubsado?

You’ll love Dubsado if you’re a:

• Photographer or creative entrepreneur

• Coach or consultant

• Event planner or brand designer

• Service-based small business

You won’t love it if:

• You don’t work with clients

• You only sell physical products (Shopify might be better!)

• You’re looking for a social media scheduler or a team communication tool

But for most small business owners looking to grow while staying organized, Dubsado is worth every penny.

Dubsado vs Other Tools (Like HoneyBook or 17Hats)

We get asked this all the time—why Dubsado over something like HoneyBook?

Here’s a quick breakdown:

Feature	Dubsado	HoneyBook	17Hats
Full white-label branding	✅ Yes	❌ Limited	✅ Yes
Proposal → Contract → Invoice Combo	✅ Yes	❌ Separate	❌ Separate
Client portals	✅ Yes	❌ No	✅ Yes
Workflow customization	✅ Robust	⚠️ Limited	⚠️ Moderate
Visual form builder	✅ Yes	⚠️ Okay	❌ Basic

Bottom line? If branding, customization, and control are priorities—Dubsado is the gold standard.

Final Thoughts (And a Bit of Truth)

There comes a point in business when doing it all stops being resourceful—and starts being a liability.

Not because you’re not capable. You’ve already proven you can manage the details, send the emails, track the payments, and keep things afloat. But that’s not the role you should be stuck in. Not anymore.

You started this business to lead—not to live in your inbox or piece together contracts at midnight.

That’s where structure changes everything.

Tools like Dubsado don’t replace the value you bring—they protect it. They reduce the noise, the back-and-forth, the forgotten follow-ups. They remove the decision fatigue that builds up over time and free you to focus on what actually moves your business forward.

When your systems are strong, your time becomes intentional. Client onboarding is smooth. Communication is clear. Invoicing happens on schedule. Nothing slips through.

And when that’s taken care of, you show up differently—not just in your business, but in your life.

If you’ve been trying to grow while holding everything together with good intentions and mental checklists, it’s time for something better. Dubsado isn’t a shortcut. It’s a framework that supports the work you’ve already built.

We recommend it not because it’s trendy or impressive, but because it works. Plain and simple.

If you’re ready to move from managing every detail to leading with confidence, start here.

You can use our link HERE to save 20% off your first month or year.
And if you need help building it out the right way—we’re here to do exactly that.