How I use Dubsado to manage my virtual assistant / systems strategist business

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When I first started as a virtual assistant, I was looking for an all-in-one system to help manage my business. There were many to choose from such as 17hats, Honeybook, and Bonsai, just to name a few. Dubsado stood out to me because of its great reviews and its workflow capabilities. So, I went with them.

And I am still SO happy I made that choice!

At first, it was a little overwhelming. There is a bit of a learning curve and a lot to set up. Luckily, I was a SAHM and my daughter was still taking naps, so I had some free time to play with it. Was it worth it? Yes!

Starting out: Virtual Assistant

At first, I kept it simple. I had 1 offer and the same process for everyone. My workflows consisted of an Inquiry phase sending my scheduler to book a Discovery call and a brief questionnaire.

Then, I had a Booking phase. If the Discovery call went well, the booking phase would send the proposal/contract/invoice combo and have all the follow-ups automated.

If all went well and they completed their proposal, they would move on to the Booked phase where they would receive their Onboarding instructions, documents, and client portal access. If they were monthly retainer clients, I could easily set up recurring invoices for each month so I wouldn’t forget (because I would!).

They would then stay in this phase until our time together was completed and then move to the Offboarding phase that would send out a Thank You email, as well as a client survey to get feedback and a testimonial.

I had all of my canned email templates ready in my arsenal, my packages (monthly retainer or hourly) ready to plug into proposals with their payment plans. Simple and effective!

Now: Systems Strategist

My business, offers, and processes have evolved and so has my Dubsado! I now have 14+ workflows, 5 contracts, 17+ questionnaires, and 8 proposals, and I don't even want to count how many canned emails. That is the great thing; it can grow and evolve with you.

Now I have Lead workflows based on where the leads are coming from, various Booking and Onboarding workflows based on the service the client needs, and Offboarding/nurturing workflows for after the system setup and/or VIP Day.

Instead of 2 schedulers, I now have an array of schedulers; some have forms attached, some have invoices attached, all with various durations and availability.

I have proposal templates for any situation that are a quick click away, questionnaires for each offering, and various package and payment plan templates. I have everything in my Template arsenal organized and ready to go.

My project pipeline is built out so I know where each of my clients is in their client journey. I use tags to categorize my clients by what type of service I am providing for easy filtering. Dubsado also tracks where my leads are coming from!

I have integrations with Google Meet and Zapier including:

➡️A Google Meet link is autogenerated each time someone books a call with me.

➡️When someone signs their contract, a project is automatically created in my Asana and Google Drive folders are created.

➡️When a client's strategy call is booked, a Zap auto sends them a coffee gift card!

There are so many wonderful things you can do with Dubsado that are not only native to the platform, but the integrations are endless!

If you want to check out Dubsado for free, sign up for a forever free trial! It doesn’t expire until you have used 3 clients. Be sure to use my code BFLLC to get 30% off your first month or year if you choose to sign up!