Dubsado Review: Pros & Cons for Creative Service Providers
When you’re running an online service business — whether you’re a copywriter, designer, or strategist — you might have wondered,
“Do I really need a CRM… or is this just another shiny business tool people are trying to sell me?”
Fast forward to now: I’ve been using Dubsado for almost a year in my website copywriting business, and I have thoughts.
Some very good, some not-so-good. Plus, I’ve attempted almost all routes (DIY, via templates, and even hiring a DFY Dubsado systems strategist to do it for me).
Which makes me the self-proclaimed expert to take you through it all.
So if you’re considering Dubsado, this post will walk you through:
And while this post contains affiliate links, i will provide you with an unbiased viewpoint of the platform. And not just one of those posts that pretends to take you through the cons of it all. I’ll give you the messy parts too, because if you decide to invest in Dubsado, I want it to be the right choice for you.
Let’s get into it.
The Pros & Cons of Dubsado at a Glance
The Dubsado CRM is one of those all-in-one client management platforms that promises to handle everything — proposals, contracts, invoices, workflows, emails, even questionnaires and feedback forms.
Plus, it’s a place to get leads via an inquiry form on your website (which is so much better than the usual website functions).
| Pros | Cons |
| Higher conversions from discovery calls to paid projects. | Steep learning curve (initial setup can be overwhelming if you don’t outsource) |
| Proposals + contracts in under 20 minutes | Not ideal if you’re only juggling a few clients |
| Easy upsells through proposals | Weak as a full client portal (you may still need Google Docs or another tool) |
| Automated invoicing + payment reminders | Emails don’t thread (clunky replies) |
| Everything in one place (contracts, invoices, questionnaires) | |
| Simple client interface—no extra learning curve for your clients. | |
| Canned emails + workflows save major time | |
| Easy free trial with 3 clients (without having to add your payment details) |
The Cons of Dubsado
1. The learning curve is real. And steep.
There’s a massive learning curve, even for the most tech-savvy person. To be honest, as someone who is more than decent at trying to use Canva and figured it’d be similar to that, I quickly learned that it’s not. If you’re going to the DIY route, I strongly recommend getting templates.
How I dealt with this:
After realizing the ‘from scratch’ path was not for me, I LOVED using Fran’s Dubsado templates (use ‘MARIAJOHN’ at checkout for $50 off). It’s gorgeous, and even with it being a template, you can create something branded and personalized.
Clients even complimented me on it, and one even signed up for Dubsado after seeing how beautiful the proposal and sign-up process was.
That said, I do recommend that initial headache with trying to set it up yourself, even if you use templates, so you’re not lost later on. Nothing’s worse than being totally dependent on someone else for tweaks down the road.
If you’re getting The Passion Collective’s Dubsado templates, use ‘MARIAJOHN‘ at checkout for $50 off.
2. Not worth it in the early stages
I’ve seen people set it up without regular incoming revenue. PLEASE. Do not do that if you can’t afford it because the Dubsado software will cost you close to $400 per year in your second year.
If you’re earning a just enough amount to cover 1-2 bills (which makes sense when you’re starting out), a CRM tool is not something you want to invest in. Don’t let someone else convince you otherwise.
The initial setup with Dubsado requires both time and money. Even if you choose to outsource to a Dubsado consultant (which is what I recommend), a better use of your time is to actually spend that time on marketing (or your copy) to get more leads.
Otherwise, your Dubsado is going to be collecting dust while you wonder why there aren’t leads to help you make use of the system.
How I’d deal with this:
Dubsado is great because it’s one place to get your proposals and contracts signed, collect invoice payments, send reminders, and also have pretty forms for your clients and leads to sign up.
But there are plenty of free tools to help you do that. When I first started, Google Docs and PDF tools for contracts, proposals, and invoices did the job just fine. And upon reflection, using Canva to create pretty proposals works! Even now, I still hire people who send me PDF proposals. As long as your SOPs work well and get the job done, using a mix of tools works just fine.
It’s only when you want to save time and have it all in one place does Dubsado work to replace those tools.
And of course, as you increase your prices, you want to have your clients go through a 5-star experience that makes sense for the investment Dubsado requires.
Here’s my affiliate link for Dubsado that gets you 3 free projects to start with and 20% off your first month or year
3. Dubsado doesn’t work well as a client portal
This is one of the biggest questions someone has when they ask me about the using Dubsado for the first time.
And the answer is one that honestly surprises me. Dubsado calls itself a client portal, but in practice? Meh.
It’s mostly a portal for clients to log into and view their invoices, contracts, past proposals, forms, and questionnaires. Dubsado doesn’t have the facility to house files like PDFs unless you use their form to input links to the files (complicated and unnecessary).
It works perfectly for me as a copywriter, but if you’re a coach or designer with heavy back-and-forth, you might need an external portal.
I still rely on Google Doc questionnaires for some projects because mine can get long.
How I’d deal with this:
This isn’t a dealbreaker for me because I would recommend you continue with the portal you were using.
When I’ve hired designers, they’ll either present an Asana or a Notion. While I’m tech-savvy, it can feel a bit complicated. I don’t think I’d even want a client portal in the future because it becomes another thing for my clients to learn how to log into.
So, if you’re a copywriter or run a business like mine, I don’t think we need more than a Google Drive, especially if it’s another thing the client has to learn how to use.
I’ve noticed that similar CRMs to Dubsado have the same problem, so the answer isn’t going to be an alternative CRM.
4. The email functionality has a lot of room for improvement.
I’ll be honest, beyond the proposals (because gosh, those are honestly perfection), the emails are my favourite because I can view client-specific emails in one project.
The only issue is that you can’t reply within the same email thread. It’ll end up appearing as a new email in the client’s inbox and also result in confusion because they don’t know what I’ve replied to.
How I deal with this:
This isn’t a dealbreaker, but it’s definitely clunky. I just reply to their email thread from my inbox (and from a source of a source, Dubsado’s turning this around in their next version 3.0, which is releasing soon).
Here’s my affiliate link for Dubsado that gets you 3 free projects to start with.
and 20% off your first month or year
The Pros of Dubsado
Now, let’s get into the good stuff. Because for all the headaches of setting it up, Dubsado has made a massive difference in how I run my client process (and has undoubtedly had a hand in the fat increase in profitability I’ve seen in 2025). Here’s why I’m sticking with it:
1. I’ve seen more conversions from discovery calls.
This isn’t even me making it up. It’s just facts.
Before Dubsado, discovery calls often felt like they went nowhere. And it was frustrating AF. I suspect that because of:
- how quickly they get proposals (usually 20-30 mins after the discovery call, which means I’m not wasting admin hours — and clients aren’t waiting days for me to send something over.)
- The ease of viewing it and how instant it feels for the client — clients can view and sign the proposal, contract, and pay the invoice deposit in one shot.
- While still being super personalized! I change some parts of the copy and add-ons depending on how our discovery call went and what makes sense for their project (hence the 20-30 minutes I spend).
Perhaps because of how professional and on-branded it looks, clients find it easier to trust that I’m the right copywriter to work with.
2. Inquiry is easy.
Lead fills a form. Lead receives an email saying I’ve received it, while I get a notification of it.
I send them a scheduling link that also allows them to add the discovery call to their calendar and also, receive email reminders of the event. Post-discovery call, they receive a gorgeous branded proposal that is as easy as 1, 2, 3 for both me and my leads.
Here’s my affiliate link for Dubsado that gets you 3 free projects to start with and 20% off your first month or year
3. Built-In Upsells (Without Feeling Sleazy)
One of my favorite parts is how easy it is to upsell.
And no, I’m NOT convincing them to pay for something they don’t need. It appears as an add-on on the proposal with a, “Do you want client interviews with that?” or if it’s a website copy project, I’ll offer a sales page add-on as a bundled discount.
Essentially, it’s easy for clients to pick and choose add-ons within the proposal (that they honestly appreciate because it makes them feel like I’m taking care of everything). No awkward “so, um, would you like fries with that?” moment on my part — it’s all baked into the system.
4. Invoicing Made Easy (and On Time)
You know that saying, “Make money in your sleep.”? Yeah, Dubsado makes me feel like that’s actually happening.
Because before Dubsado, I was terrible at reminding clients to pay me. Now, it’s automatic.
Payment reminders go out without me lifting a finger, and it integrates with Stripe (but the Stripe integration is not available for Indian-based businesses like mine), PayPal, and Square. Even when clients pay me via Wise or ACH, I can log it manually so everything stays in one place.
Like, I’ll log back in the next day after a discovery call and clients have signed on the proposal, contract, AND paid the invoice deposit because there’s a link in the invoice for them to do so. And I haven’t done a thing after sending that proposal!
You can also add discounts to the invoice(something i offer to past clients of mine). I can also see how much I’ve been paid in the past year when I log into the dashboard, which makes me love.
5. Workflows + Canned Emails = Admin Life-Savers
In the past, I’d built canned emails into my Gmail and scheduled emails for each client. But I’d have to do it manually and it honestly got too long — to the point where I’d have to often input the wrong canned email.
Which is doable, yes, but I probably spent 5-10 minutes there throughout the day, which adds up through the month.
I can’t stress this enough: workflows and canned emails are the real MVPs. No more digging through SOPs or rewriting the same “thanks for booking!” email ten times. Everything runs like clockwork, and it honestly feels like having a virtual assistant built into my CRM.
I’ve noticed it’s been my biggest saviour when it comes to consultation calls because it’s all automated (eg, the audit form gets sent out after they pay without me doing a thing). I even have reminders set up in my workflow so that even the manual tasks become something I’m reminded of in my emails rather than something I have to remember in my head.
So in a way, my profits have increased because I’m spending less time on the admin.
Caveat: This is probably the biggest learning curve and the biggest reason I made the decision to outsource it to someone else.
6. The user interface is VERY easy for my clients
II know I mentioned this as a con, but I’m being genuine when I say this: I’m glad the UI is so simple. My clients aren’t learning a new app to use, and they have everything related to admin (invoices, proposals, contracts) to view in one place.
I’ll be honest, though, I don’t know how often my clients use the Dubsado Client portals.
However, two of my clients loved it so much that they were convinced to get Dubsado for themselves. So hey, that’s gotta mean something.
Plus, The Hidden Gems You Keep Discovering
Here’s the thing: I swear I learn something new about Dubsado every week. Like the time I discovered you can turn links into buttons (shoutout to Harriet Evans for that gem).
Or when I realized I could edit a form after applying it to a client portal — do you know how many hours that would’ve saved me earlier?!
It’s the kind of platform that keeps rewarding you the longer you use it.
Here’s my affiliate link for Dubsado that:
– gets you 3 free projects to trial the platform without having to input your card details
– and 20% off your first month or year (even during sale periods).
Your options if you’re going DIY or hiring support:
If you’re going the DIY route,
The Passions Collective’s Dubsado Templates(you can use my code MARIAJOHN to get $50 off!) are the way to go.
It was 5 duplicatable Dubsado form templates (2 lead captures, a contract, questionnaire, and proposal) so that you don’t have to stress about what you need.
And the tutorial videos Fran’s set up are so easy to use. And the best part is that it’s all gorgeous.
It’s the best way to learn how to use Dubsado on your own in my opinion, and will save you so many hours.
Two Systems Strategist I would recommend.
- Harriet Evans.
She’s who I hired to set up my systems and the way she’s set up my workflows is a work-of-art. Ps: if you’re seeing this after September 2025, it’s likely that her new website has launched and yes, I did write her whole website copy. Here’s her website.
2. Ashley of Solutions Integrators.
While I haven’t worked with Ashley (yet), she is a case study client of mine. Which means I got an up-and-close look at how she sets up Dubsado and systems. Highly recommend her if you have a lot of flowing parts and tools. Here’s her website.
Dubsado Pricing: Should you go for the Advanced or Primary Dubsado plan?
The Starter plan has just-enough capabilities at $20/month (or save $40 when you sign up for the yearly plan).
It gives you access to setting up as many projects you need (this includes for incoming leads), along with invoice+payment plans, along with forms and templates.
If your priority is managing forms, leads (you do have access to one lead capture form), and your proposals in one place, the starter plan is the way to go.
The Advanced plan is $40/month (or save $80 when you sign up for the yearly plan).
It’s in this advanced plan for Dubsado you get access to workflows and public proposals.
To be honest, I do think that if you don’t have many clients, you don’t the full capabilities Dubsado has. I love the workflows but it’s one thing I would recommend outsourcing to someone else for. The public proposal alone is worth the upgrade. I’ve set them up for my copy audit and it’s basically set up in a way where I don’t have to touch anything.
Public proposals are great for one-off projects that don’t require communication (eg: via a discovery call) with the lead like consultation calls. They’re fantastic because the client’s already paid, booked their call, and gotten onboarding info before you’ve even realized they booked with you. So yes, highly recommend.
I do think you should have a look around in your free trial. You can set it up for three clients (or three leads like I did) and I think it works very well.
Alternatives to Dubsado
The truth? The best CRM is the one you’ll actually use. If Dubsado feels like too much right now, here are some alternatives worth considering:
Moxie vs Dubsado for Freelancers
(extended 30-day trial here)
Best for: Freelancers & solopreneurs who want an easy CRM.
Pros: I love the UI more than Dubsado, to be honest. It’s definitely easier to set up. They also have a time tracker tool which could replace Toggl (what I personally use). And from what I’ve heard, their new client portal also allows you to link up Google Drive and Canva.
Cons: The proposals aren’t as customizable as Dubsado. And the public proposals in Dubsado are an added advantage. The workflows in Moxie aren’t as robust as Dubsado’s, especially if you’re looking for a CRM that takes your hands off a lot of things.
While the trial is very limited in comparison (14 days, you can get the trial for 30 days if you sign up using my link).
Honeybook vs Dubsado for Freelancers
Best for: Freelancers & solopreneurs based in the US or Canada.
Pros: Their UI is supposedly a little prettier than Dubsado (which might change up in 3.0).
Cons: They’ve been under hot fire by their community in the last 18 months for constant price upgrades (which I think are fair given the economy but perhaps they might need to communicate them better) and their automations aren’t as clean as Dubsado’s.
It’s not an option for me since I’m not based in either of the countries.
If Dubsado is still your preferred option?
Here’s my affiliate link for Dubsado that:
– gets you 3 free projects to trial the platform without having to input your card details
– and 20% off your first month or year (even during sale periods).
The Bottom Line: Is Dubsado Worth It?
So, do you really need a CRM like Dubsado?
If you’re in the early stages of business, juggling a handful of projects, and still figuring out your processes—probably not. Canva, Google Docs, and a solid SOP can take you pretty far.
But if you’re booking multiple clients at once, raising your rates, and want to give your clients a smoother, more elevated experience without drowning in admin… then yes, Dubsado is worth the setup headache.
For me, it’s taken my client process from scattered PDFs and sticky notes to a seamless, branded system that saves me hours and converts more discovery calls into paid projects.
The best way to know? Try it for yourself.
Here’s my affiliate link — you’ll get 3 free projects to test-drive the platform, plus 20% off your first month or year if you decide to commit.
At the end of the day, your CRM should work for you. And if Dubsado makes your business feel lighter, faster, and more professional? That’s when you’ll know it’s the right fit.
