Dubsado Tutorial | A Quick & Simple Dubsado Walkthrough

 
 How to use Dubsado to manage your clients | Dubsado Tutorial | A Quick & Simple Dubsado Walkthrough | #dubsado #freelance #projectmanagement

A lot of freelancers have been asking me about Dubsado* lately so in this video, I'm sharing what Dubsado is, why freelancers are going CRAZY over it, and who should and should not be using it.

If you're scratching your head, wondering what the heck Dubsado is then here's the lowdown: Dubsado is an all-in-one business management tool that allows you to send contracts and invoices, handle project management, create questionnaires and other forms, manage bookkeeping, track your time and SO much more... all from ONE app.

And guess what? It's only $25 a month! That's a suuuper sweet price for a tool that does SO much and saves you so much time.

Watch the video below to see a quick and simple Dubsado walkthrough! In the video, you'll see exactly what Dubsado looks like, how it works, and the features it includes.

If you're not a video lover then don't worry, I've got you covered. Read on to learn of its main features...

Dashboard

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This includes...

  • Week at a glance (This shows all the tasks you've scheduled for the week. You can sync Dubsado* with your Apple or Google calendar so it automatically imports your tasks!)
  • To-do list
  • Unread alerts (When a client pays an invoice or signs a contract, you'll receive alerts.)
  • Financial overview (This shows how much money you've made so far and how much your clients still owe.)

Leads

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This section displays all the potential clients who have inquired about your services. 

This includes...

  • A list of all leads + the date they inquired, the amount their project is worth, whether a contract has been signed and more.
  • The invoices, contracts and forms you've sent to your lead
  • Appointments you've scheduled with your leads
  • Tasks
  • Notes
  • More!

Jobs

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This is where all your booked clients are listed and organised! This section includes all the features from the Leads section. 

Bookkeeping

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Dubsado's bookkeeping is quite basic, so if you need to do in-depth bookkeeping then I recommend using Quickbooks. Dubsado syncs with Quickbooks and they will also be syncing with Wave Apps and Xero soon. 

This includes...

  • Invoices
  • Proposals
  • Profit & Loss statement
  • Chart of accounts

Calendar

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This includes...

  • A monthly, weekly or daily view.
  • Ability to import tasks from external calendars like Apple or Google Cal.
  • Ability to export tasks from Dubsado to your Apple or Google Cal.

Forms

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This includes...

  • A list of all forms you've ever sent your clients.
  • Whether the forms have been filled out or not.

Tasks

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This includes...

  • The ability to create tasks and assign them to yourself or other team members.
  • Tasks in a list format.
  • Tasks in a board format.

Address Book

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This includes...

  • The ability to add your clients information to an organised space. 
  • The ability to make notes about your client, such as their favourite colour or their home address! These are details you could use to personalise and send them a gift at the end of their project.

Time Tracker

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This includes...

  • The ability to track how much time you're spending on each client or project.
  • Ability to attach that time to an invoice.

Templates

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This includes...

  • Form templates: templates for questionnaires, contracts, sub-contracts, proposals and contact page forms.
  • Canned emails: email scripts you can send to clients so you're not typing out the same things to your clients all the time.
  • Packages: create templates for each of your services/packages. You can then add your services to invoices and proposals with just one click!
  • Invoice templates
  • Tax item templates
  • Payment schedule templates
  • Template library: A library of form templates for lots of different niches! For example, the library includes a web design contract, wedding photography questionnaire, and more.

Bonus features!

• With Dubsado, you can send your contracts for electronic signature. That means your client can sign your contract quickly and easily, right from their inbox!

• You can brand everything with your own logo and colours.

• You can create client portals from inside Dubsado so your client has a page they can log in to and view all the files, emails and forms you've sent each other.

In my opinion...

Dubsado is the bee's knee's. I've listed all of it's core features in this blog post but there are lots more that haven't been listed! If you can invest in any automation tool in your service-based business, let it be this one.

Get 20% off your first month on Dubsado

Click here to use my affiliate link. When you sign up for a paid account via that link, you get 20% off your first month- yay!!

Set up Dubsado in just 1 day!

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Want to set up and start using Dubsado in as little as a day? My course, Dubsado In A Day, will help! Through the course, you'll not only learn how to set up Dubsado step-by-step, but you'll also receive dozens of templates so your setup is fast and painless!


Here's what my students have said about this course...

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"I had been using Dubsado for months but had no idea how much it could do! Through this course, I learned a lot about workflows and it has changed everything for me. This course made Dubsado SO much easier to understand and set up.”

- Andrea Balogun, studioworkshopgroup.com

 

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"Working through this course has been a gamechanger. I knew Dubsado was an amazing tool but after completing Dubsado In A Day, I now understand the full potential of this resource! Enroll in this course. The investment it TOTALLY worth it!”

- Madison Whiteneck, keepingthecreativity.com

 

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“I never thought I would switch to Dubsado but after going through some of the lessons in this course, I am blown away by how much Dubsado can save me time and energy in my client process. It also makes my business look so much more organized and professional!”

- Paigon Davis, natashalanedesignco.com


All links marked with a * are affiliate links. I get a little commission when you sign up for Dubsado using my affiliate link, but don't worry! I only recommend them because I seriously love them. 

 

The ONLY 5 free tools you need to organize your business

 
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In today's video, you're going to learn the only five free tools you need to organize your business.

There are a LOT of tools out there that you can choose from, and it can be a real time suck trying each and every one to see what's a good fit for your business.

Instead, you can use this video to discover the best ones!

Watch the video below or continue reading.

01. Wave Apps

The first business tool that I want to talk to you about is Wave Apps. Wave is a free bookkeeping and invoicing tool, and the pros are that it's free and it's super easy to use, you can add your accountant really easily, and all of the reports that you need, such as your profit and loss report, are included!

I have tried a lot of accounting tools over the last six years, like QuickBooks and Xero for example. I've tried so many, and Wave has always been my favorite. It's free and yet it beats all of these other apps that I've tried that come with a monthly cost! 

The cons, however, are that you can only invoice clients in your own currency, and you can't import transactions automatically from Stripe. You have to import them manually.

I personally don't think that those two things are that big of a deal, so I've still stuck with Wave because I love it that much. I strongly recommend it to you. It has all the features that you need, and like I said, it's free!

What I also suggest to you is to create a monthly bookkeeping day. So on the same day every month, you will dedicate one or two hours to bookkeeping.

Simply open up Wave on that day, input all of your receipts for the month, and categorize all of your transactions for the month. Then you are done! This will help you to avoid the crazy chaos that so many freelancers go through at tax season.

02. Calendly

Have you ever been in that situation where you're just sending 10 to 12 emails back and forth with a client, both of you suggesting dates and times for a consultation and both of you disagreeing? It takes so much time and energy just to find a day that works for you both.

The solution to this is to use an online scheduler like Calendly. Here's how it works: you send your client a link to your Calendly calendar, and then the client just clicks the link. It shows them the dates and the times that you're available. They choose one, fill in their details, and then Calendly automatically imports that information to both of your calendars. It takes all of the hard work out of it for you completely!

The pros of Calendly are that it is super, super simple and there's also a free plan that you can use so you don't even have to pay for this tool monthly if you haven't got the budget for it.

The cons of Calendly are that the free plan only allows you to have one event type. An event type is a category for your meeting. For example, I have an event type called 'Coaching call' and one called 'Coffee Chat'.

The other con to Calendly is that you can't customize the email notifications your clients receive if you're on the free plan. It's not a big deal though because Calendly's readymade email notifications are just fine.

03. Hellosign

What I want you to do is stop sending clients contracts to print, sign, scan, and send back to you because what that does is make your clients jump through hoops to get booked in your schedule.

Hellosign let's you send contracts electronically. So, when a potential client wants to book a spot in your schedule, what you'll do is send them the contract from Hellosign. It will allow them to sign the contract right from their inbox so they don't have to print it. They can just click a couple of buttons and sign the contract electronically, then Hellosign sends you both the finalized copy.

The con of the free plan on Hellosign is that you can only send three documents per month, but for most of you reading this, that is enough.

04. Asana

You guys know I talk about this tool all the time because I love it that much. The next tool is called Asana, and it's a free project management tool that you can use with up to 15 team members before you need to upgrade to a paid plan.

Now, in case any of you don't know, a project management tool is a secure space online where you can handle your entire project with the client. So you can communicate with the client, send feedback and files, assign tasks to yourself or the client, assign due dates, create calendars, and more!

The beauty of Asana is the task reminders. If you want to make sure your client remembers something (like their payment, for example), simply create a task in Asana, assign it to the client and give it a due date. When that date approaches, Asana will send an email reminder to your client!

Other pros of Asana are you can create recurring tasks and you can have unlimited clients. Honestly, I could go on about it for a long time because I like it that much. The cons are pretty much none that I can think of. That's why it is my favorite free project management tool.

For those of you who don't know, I have a free course that teaches you how to use Asana with your clients! 

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05. Gsuite

Gsuite is basically Gmail, Google Docs, Google Calendar, and Google Drive for your business. 

Instead of using Apple Mail for your business, I recommend Gmail. The reason I think that Gmail is better is because of the simple fact that it is easier to give team members access to Gmail than it is to Apple Mail. You may not have a team now, but if your business keeps growing, you will eventually have one, and you don't want to get to that point where you're suddenly hiring team members and you've got to also start using a different inbox tool because these team members can't work with the one that you're currently using.

Also, it helps because some of your team members may not have an Apple device, whereas everyone is familiar with Gmail. Plus, there is the added benefit of all of the other great things that come with Gsuite, like the ability to create a professional email address right from within Gmail so instead of having yourname@gmail.com, your email address can be hi@yourwebsite.com.

There are lots of great features to Gsuite. There's also Google Drive, which you can use to send files to your clients, and Google Calendar, which you can use to stay organized.


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How To Master Client Consultations As An Introvert

 

When I first started freelancing, I totally loathed client consultations. I didn't even offer them unless a client requested one - and even then, the urge to say no was VERY strong.

Why'd I hate them so much? Put simply, it was because I'm an introvert, and the prospect of having to sit and awkwardly talk to someone who was thinking of giving me their hard-earned money was daunting, to say the least.

I was always scared that they'd ask something that would catch me off guard, or scared that I'd get nervous and talk too much.

I even wondered if free consultations would give too much value away - like a potential client could learn EVERYTHING I know in one 15-minute conversation.

I can't express how wrooong I was. 

These days, I don't take on a client unless we've spoken over Skype/Zoom, and here's why:

  • When you have a real discussion with someone and actually hear their voice, you can easily see whether they're a good fit for you or not. 
  • I like potential clients to hear my voice and see my face because it helps them put trust in me. 
  • I started converting more than DOUBLE the amount of potential clients into booked clients after I started offering free consultations. Let's face it, people want to hire real people! Someone is far more likely to hire you if you feel like a real human to them, not just a distant freelancer they've been emailing.

Client consultations are a MUST. But they can seem overwhelming and scary to introverted freelancers, so here are my top 10 tips to help you master client calls as an introvert!

01. Limit the length of the call

Tell your potential clients that you offer free 20-minute consultations and most clients will respectfully stick to that timeframe.

If clients go over that timeframe, it will usually only be by 5-10 minutes.

As long as there's a boundary in place and you've emphasized that boundary, you'll have a reason to gently bring the conversation to a close if it starts dragging on and you won't feel unreasonable doing so.

To make sure your client understands your free consultations are only 20 minutes long, be sure to state that number in:

• Your step-by-step process on your website. (You have this on your site, right?? ;) )

• The initial email you send them about scheduling a call.

• Your online scheduling app, as you can see below. (I recommend using Acuity Scheduling* or Calendly to schedule client calls! These apps show your potential clients the times and dates you're available and allow them to book an appointment that gets automatically added to your calendar.)

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02. Turn off the camera. (You can actually do that!)

Some people hate talking through computer screens, especially introverted freelancers. It can make you feel really self-conscious and awkward, and that's not the impression you want potential clients to have of you.

If getting on camera with your clients makes you break into a hot sweat, why not turn your camera off? Once you get comfortable conducting client consultations like this, you can then start doing them with the camera on.

Talking without your camera isn't shady - it's like having a conversation on the phone!

Calling with no camera on is better than not calling at all, so don't feel bad if you need to do it this way.

03. Type and talk

Sometimes, you need to discuss important information on your call and you can't afford for your client to mishear you. In these cases, it's OK to use the chat box that comes with video calling tools like Skype or Zoom! Just don't overuse them. You don't need to type out your entire conversation- just the really important bits.

04. Record the conversation

Some freelancers get nervous about client consultations because they worry they'll forget what was discussed. You don't need to worry about that - just record the conversation! If you're using Zoom, this is a built-in feature. If you're using Skype, you'll need to purchase a call recorder. Try Ecamm.

05. Create a script to direct the conversation

If you're really nervous, create a document that lists key information about the client, points you want to discuss, questions you want to ask, and answers to common questions you receive. You may not even use this document when you're on the call, but it's comforting to know it's there if you need it.


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06. Be friendly, helpful and nice

Now is not the time to put on your telephone voice. Just be yourself. Be kind and friendly and aim to answer all of their questions in a calm and collected manner.

Try to avoid using filler words like 'um' and 'like'.

Instead, keep a glass of water by your side and take a sip before before you answer a complex question. It gives you that little bit of time to think about things and compose yourself. 

07. Look out for red flags

You won't always be able to spot bad clients from Skype conversations, but you usually can. If the client is demanding, picky, confusing or really indecisive, think carefully about whether you'd like to work with them. 

Here are a few more red flags to look out for:

  • If the client is unsure about signing your contract
  • If the client tries to lower your prices
  • If the client talks negatively about the last person they hired for this job

08. Use a scheduling tool

As I mentioned earlier, I use Calendly to schedule Skype consultations and I love it! Instead of emailing your potential clients back and forth deciding on the best time to call, Calendly lets you decide what times you're available, and it displays them to the client in their own timezone.

It gets even better - once the client schedules a consultation, Calendly adds it to your calendar and sends you both notifications on the day of the call!

09. Never ask your client if they'd like to hire you while on the call

Here's the thing: clients get nervous about these calls too! The last thing they want is to be pressured into hiring you while on the free consultation call.

Instead, end your call by explaining what will happen after the call ends. 

Tell them you're going to email them within 30 minutes and your email will contain a contract and a link to their invoice where they can pay a small deposit to book their spot in your schedule.

Send this email within 30 minutes of the call ending!

And here's a secret tip to convert your callers into paying clients FAST: Give your contract an expiration date. This will provide a sense of urgency to the client, not pressure.

10. Be wary of clients who keep rescheduling their call

If the client has missed their session with you without providing an explanation or apology, think carefully about whether you want to work with someone who isn't good at time-keeping. It could mean they'll be one of those clients who never provide feedback or files on time. Picking up on this right at the start can save you from working with a nightmare client!


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We will never sell or rent your information to third parties and will protect it in accordance with our privacy policy.
 

How Mel Quit Her Day Job To Freelance In Bali

How Mel Quit Her Day Job To Freelance In Bali

Today I have a case study for you that I think you’re going to totally love. My special guest is Mel Judson, who recently quit her day job, went full-time freelance, packed one suitcase and moved to Bali.

Mel is a student in my course, Organise & Automate and she’s used that course to help her set up a premium client experience, so that she could charge premium prices and take her business full-time.

Yes, she has made her dream a total reality! I’m honoured that I’ve been able to help her with my course and I’m now even more honoured to share this chat I had with her, where she shares her tips on how you can quit your job, start your design business, and start living the life that you crave.

How To Make An Unforgettable Impression With Your Website Copy

How To Make An Unforgettable Impression With Your Website Copy

Today I'm really excited to share this interview with Kayla Hollatz, a copywriter and brand strategist who loves nothing more than crafting brand stories with soul.

Copy is an incredibly important part of the designing process. In this chat with Kayla, we cover some of the basics before you even write a word of your copy, along with more advanced strategies to help you make an unforgettable expression with your website copy.

Watch the full interview below!