I'm a sucker for streamlined systems. I'm pretty sure if you look at my DNA, it's probably coded in there somewhere. I was that kid that looked for loopholes in the rules. If I understood what it meant at that young age, I would've sold this to my parents as I was just trying to create efficiencies.
When it comes to client management and running your business smoothly, there are a lot of options out there. I love discovering the latest technology and I can definitely catch shiny object syndrome when seeking the latest and greatest out there. But with managing my business, the key points I look in software for are automation, ease of use, and invoicing. In an effort to provide the most streamlined experience for my clients... I tried a lot of options. And I keep trying them... because with as rapidly as some client relationship management platforms update, it's worth taking a peek to see what features are available.
Here's a handful I've tried within in the past 3 months:
- Dubsado
- Plutio
- SuiteDash
- HoneyBook
- 17Hats
Full disclosure: I've been a paying customer of Dubsado for 3 years. Annnnnnd as you can see, I've not been the most loyal and my head has been on a swivel. The biggest part of that is because initially there have been elements that I felt were missing. The other part of that is due to shiny object syndrome. Regardless, my search always leads me back to Dubsado.
Why? Well, read on, My Friend!
*Please note: This blog post includes an affiliate link to Dubsado. This means, at no additional cost to you, I will earn a commission if you click through and make a purchase. However, I don't recommend anything that I don't personally use myself!
All Roads Lead to Dubsado
No matter what shiny object presents itself to me in the form of client management, I always come back to Dubsado.
Dubsado is always improving. I'm also taking strides to learn more ways to integrate Dubsado in with other processes (like project management) to make my client experience smooth and delightful.
The most beautiful thing about Dubsado, in my mind, is its versatility. As helpful as it actually has been in my business (even though there have been gaps at times), the same functions and processes that have been instrumental in propelling my business forward can absolutely be applied to your coaching or purpose-driven business.
The important takeaway here is Dubsado creates efficiencies that free you up to focus on your zone of genius.
Below are a few specific reasons Dubsado holds such a prominent place in my heart.
Automation
This is a biggie! Automation is essential to my business. I'm a one-woman show and through Dubsado's workflow feature, I'm able to save so much time... and money, for that matter. Dubsado is my very own Virtual Assistant!
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Sample Scenarios:
Me: "What's that you say, Dubsado? Shannon booked a discovery call? Excellent!"
Dubsado: Creates a project for Shannon and transfers the info she provided into Shannon's project.
Dubsado: Sends out my "Hey there!" email to Shannon that includes my intro packet, which describes what working with me is like.
Dubsado: Adds my client inquiry workflow.
Dubsado: Updates the project status to "📞 Discovery Call Booked" so I can see, at a glance, where Shannon falls in my pipeline. (Super helpful on those days when I'm running 90-miles-a-minute.)
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Me: "Wow Shannon seems like a perfect fit to work together, Dubsado!"
Dubsado: Changes the project status to "💍 Needs Proposal".
Dubsado: Reminds me to personalize my proposal and BOOM! I can send it off to the client where they can choose their package, sign the contract, and pay their deposit on the invoice.
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Automation in Dubsado is my life line. It allows me to be way more hands-off and hands-free than I used to be! Everything from proposals, contracts, invoices, to payment -- and now scheduling! -- makes the client process automatic, yet it still feels authentic and genuine because of the customization that Dubsado allows. And I'm able to stay on top of all the things without fear of anything falling through the cracks!
Customization
Through the customization capabilities, Dubsado's features become one with your business. What I mean by that is if you take advantage of all the ways to integrate your brand into your Dubsado experience, your client will never see Dubsado branding. And bonus: it's not an extra fee to "white label" everything to your business name/brand!
Here are few ways you can customize your Dubsado experience specific to your coaching business:
- All of your forms -- lead captures, questionnaires, contracts, invoices -- they can easily be branded to match your business
- The URL (domain name) your clients see when they check out your proposal or your client portal
- You can personalize your emails (even the "canned" emails)
- Your email signature
- Your client portal can easily be branded
- Embed many elements of Dubsado into your website to make it a seamless experience for your visitors or website users
And those are just what comes to mind off the top of my head!
Customer Service
Once upon a time, I worked in customer service. I quickly learned how to provide the best service by applying empathy (if you read my blog, you'll hear me mention the importance of empathy a lot) and putting myself in the customer's shoes. I apply the Golden Rule and treat them as I would want to be treated. Working in customer service made a profound impact on my life and business (because that Golden Rule can most def be applied to how you treat people in general... but I digress) and I apply that experience toward how I interact with my clients and audience today!
Getting to the point: Inevitably, you'll need help to set up your CRM (client relationship manager) to integrate those streamlined processes into your business. And y'all... I'm serious when I say that Dubsado's customer service is friggin top-notch! They are the cream of the crop. I always feel heard and my cries for help are oh-so quickly addressed. They also will help you transfer from another CRM tool and take your PDFs and create questionnaires for you!
Seriously. I've not found anyone else's customer service that rivals Dubsado.
Ease of Use
Let's face it: Ease of use is a bit subjective. It's also kind of difficult to define because every platform has their own, proprietary interface. Because of that, they're not all intuitive to use. For me and many others, Dubsado is intuitive, reducing that learning curve by miles.
Dubsado has been the simplest for me to implement. Their user interface is gorgeous and makes me swoon. (I can't help it, it's the UX Designer in me.) When I was testing out Dubs before making the leap, it didn't take me long to get my forms created, emails personalized, and my workflows setup.
All-in-One Management
Another thing I love about Dubsado is that they listen to their customers and they value our opinions. As such, they've created a platform that helps me see where I need to shift my focus within my business at a glance.
Calendar
Google Calendar easily integrates with Dubsado. It not only integrates it, but Dubsado can post to it as well. This is an issue I've been running into with other CRMs. You might be able to see what you have coming up, but the calendar isn't 2-way, meaning it doesn't talk back to it. This can be a huge issue because you're now juggling at least 2 calendars and they won't match up unless you manually make those entries, adding in those client meeting dates.
Scheduler
The Dubsado scheduler is technically still in beta but, smackity jackity, y'all! I'm in love with it. I've been playing around with it for a while but am currently in the process of making the official move to using it 100% of the time, ditching Acuity. (Love me some Acuity but if I can reduce my spending and still experience superb streamlined goodness, it's a no-brainer to make the switch!)
With the native scheduler in Dubsado, you're able to require a deposit (or not!), require an intake form to be filled out and you can also customize the email that's sent out on confirmation. You can customize how much time between appointments, how much time is needed before they can schedule an appointment (for example, you may have pre-work your coaching clients need to do before you have your 1:1 session.), and you can automatically integrate your virtual meeting software (like Zoom or Google Meet).
Project Management
I mention project management cautiously. Why? Dubsado isn't nearly as robust in this area as I'd like. But, it's not a make-or-break deal for me because I've found workarounds.
But where Dubsado’s project management comes in handy is when you have a framework you follow. You're able to create task boards that resemble that of Trello to help you keep track of where you are in your client process.
Another way I tap into Dubsado with my project management process is using their questionnaire form to collect information from your client, provide feedback, or even collect feedback. Below are a couple of examples:
Collect information:
If you're a coach and your clients submit items for your review, they can upload or enter the info into your questionnaire so you're able to provide feedback.
Provide feedback:
Going along with the previous example above, you can create a Loom video to embed into a questionnaire that provides the feedback to your client. You can also include a form that allows your client to ask any follow-up questions.
Collect feedback:
Perhaps you're a health and wellness coach that provides your clients custom meal plans and you need their feedback to ensure it aligns with their food preferences. You can create a Loom video that explains the method behind your selections and include a form with questions that guide the client to provide feedback that's constructive feedback.
Client Portal
I can't talk about Dubsado without mentioning the client portal. I love being able to provide my clients one central spot that keeps all of our correspondence together. Contracts, invoices, task boards, all the questionnaires you create for your client are packaged up into a tidy portal for your client. Even the emails between you and the client are housed here. It's just one more way to provide a premium experience in your client process.
If you haven't checked into Dubsado, check it out!
Your first 3 clients are free! Plus if you use my affiliate link & discount code: infinitybranddesign when you sign up, you save 20% on your first year or your first month!
If you're ready to dive into systems and have your business a streamlined success, head on over to Dubsado and grab up this deal! Be sure to enter coupon code: infinitybranddesign
To take advantage of the 20% discount:
Once you've created your account, follow the steps below to grab the Dubsado 20% Off Pricing:
- Click on the gear icon in the top right corner. This opens up your Account Settings.
- On the menu that opens on the left, click on Billing under Account Settings.
- Click on the Subscribe button
- Choose your plan (monthly or annual)
- Enter the Coupon Code: infinitybranddesign
- Enter your credit card information
- Hit Subscribe!
Boom! 💥 Welcome to the Dubsado Family! Woohoo!
*Please note: This blog post includes an affiliate link to Dubsado. This means, at no additional cost to you, I will earn a commission if you click through and make a purchase. However, I don't recommend anything that I don't personally use myself!
