How to send invoices to clients in Dubsado
4 WAYS TO GET PAID within 24 hours, 100% of the time
According to Due.com, only 18% of invoices are paid within 24 hours of receiving them. EIGHTEEN PERCENT.
I’m on a mission to not let that be you 👊🏼
When researching for this blog post, I was startled by the statistics I found! Most small businesses estimate they spend up to 5 days preparing, sending, editing invoices to be sent out. MANY (like more than half) of small businesses don’t invoice electronically AT ALL 🤯
UNPOPULAR OPINION (apparently) - In the year of our Lord 2023, let’s get paid what we’re worth, on time, and let’s not take 5 days a month to do it, ‘umkay? OK.
Keep reading to learn how to send invoices through Dubsado.
I'm not just an expert, I'm also a client.It’s no secret that I’m obsessed with Dubsado for all things to do with client processes and communications. Remember the old Hair Club for Men campaign? “I’m not just the president, I’m also a client”?
Yep, I was a Dubsado client first before I became an expert and started helping others use it as well. The BEST part of Dubsado, IMO, is how easy it is to get paid.
As a brand-new online business owner with no real experience, my “getting paid” rate has been 100% since I started working for myself. In other words, every single client has paid me what I’ve asked, when I asked for it.
Why I love sending invoices through Dubsado:
No added fees. Other companies take their own chunk of your payday ON TOP of those pesky CC fees. Dubsado does not - In fact, they’re partnering with Chase to create their own payment processor that takes even LESS out of each transaction! Bonus that if you bank with Chase, there’s no waiting period.
Booking services are incredibly streamlined for you AND your clients. If you want this automated, your contract and invoice will basically create itself. It’s super easy for the clients to take care of the entire process with very minimal clicks/confusion.
You have the option for more advanced features, such as automating payment reminders, receipts and holding other actions until booking is complete.
*Check out the very end for some advanced tips on automating your booking processes!
Ok, ready to see 4 ways to send invoices to your clients using Dubsado?
Make it sand out
Arguably the most common way to send an invoice is through Dubsado’s streamlined 3-part booking system.
In the settings of your proposal, you will want to toggle on “include contract” and “include invoice”
When you do this, some pretty impressive behind-the-scenes magic happens.
When a client makes a selection on their proposal and presses submit, the Dubsado fairies immediately populate the contract AND the invoice with the selection from the proposal and the payment plan.
What this looks like to the client:
Your client makes their selection on the proposal.
Press SUBMIT and is taken immediately to their contract, where they can view and electronically sign.
When the contract is submitted, they are then taken to the invoice where they can either pay in full or pay the retainer (this is determined on the payment plan.
*Tip 1: If you want the contract to include details on what was purchased, it must include appropriate smart fields.
*Tip 2: If are using a payment plan, it must be added to the project (either manually, or as part of the workflow, or attached to the proposal), and make sure you add the smart fields on the contract so it’ll show up there too!
*Tip 3: You must also have a payment processor connected through your main settings or no one wll be able to pay you online.
*Best for: service providers, such as photographers, web designers who require a contract and a retainer and want it it to be a simple process for everyone.
Make it stand out
The second way to send an invoice is when booking an appointment online.
When you create your scheduler for this appointment, click on the advanced tab. You will need to attach a lead capture form to gather information from your client (name, email, etc), and then click on the toggle button to turn on the invoice. You can also add a confirmation email and set reminders on the advanced tab.
What this looks like to your client:
They see your booking calendar embedded on your website & select a date and time.
Next, they will fill out the information requested on the contact form and pay their invoice. It’s important to know that the appointment will not be booked if they don’t pay.
You can also set up a custom appointment confirmation & reminders on the advanced tab of the scheduler, so the clients will get the information they need.
*Tip 1: You will need to have ALREADY created a lead capture form, and written both the appointment confirmation and reminder(s), so they are ready to be added when creating the scheduler.
Best for: Any “quick” projects that require online booking without a ton of back and forth, such as mini sessions for photographers,
Make it stand out
The third way to send an invoice through Dubsado is manually.
Open up a client’s project and go to the invoice tab. Click “add invoice” and then ‘new line item”. Fill in the details for invoice item name, description, price, tax (if needed), and category (for bookkeeping purposes). Make sure the quantity is not “0”. Click ADD when finished, and add a payment plan below if you’d like.
When you’re ready to send an invoice to your client, click the SEND drop-down on the right. Select “via email” and an email window will pop up. The invoice button should be inside it. If you’ve already written an email in your canned email bank, select the bookmark to find it. Otherwise, go ahead and write the email you’d like to deliver this invoice and send it.
What this looks like to your client:
Your client will receive this invoice in an email with a button to click and pay.
*Tip 1: If this project already has an invoice, and you do not wish to add to it (perhaps this is another project for the same client?), then you need to change this second invoice to primary from the list of invoices.
Best for: creating new invoices for current clients
Make it stand out
*This is advanced* There is ONE MORE WAY to create and send an invoice to a client. This is inside a workflow itself. This feature could come in handy if some clients may decide to purchase an upsell, or will continue working with you after their project runs out.
It’s recommended to check the approval button on this in case you need to edit any details (and have a double safety net that it doesn’t go out to anyone that it’s not supposed to). To set this up inside a workflow, select “Add Action” and then “Create new invoice” from the action drop down.
What this looks like to your client:
Your client will receive this invoice in an email (if you toggle on the email button) with a button to click and pay.
*Tip 1: Do not add this if you already have a proposal with an invoice OR if this client already has an invoice. If you do, a second invoice (that’s not primary) will be created.
*Tip 2: If you have a payment plan attached to the workflow, it will not be applied to the invoice created this way.
Best for: sending a simple invoice quickly in the middle of a workflow when you don’t need a proposal.
Alright. There ya have it. 4 ways to send an invoice to a client using Dubsado.
Dubsado opens up a world of possibilities when it comes to sending invoices with ease. Whether you prefer the process to be completely automated or want to have be able to customize them for each client, Dubsado has you covered. Say goodbye to invoicing headaches and hello to efficient, professional, and client-friendly billing methods.
Have you already gotten started with Dubsado but want a little bit more help?
I’ve got ya. Here are 2 ways that I can help ya get paid easier:
Automate your digital product sales with Dubsado
Do you like a [free] challenge?
DIY your Dubsado in 5 steps 👇🏼👇🏼
1 | Settings & Client processes
2 | Packages & Discounts
3 | Forms
4 | Emails
5 | Schedulers
Here’s what else you’ll get:
🎥 Video tour
🛠 Order of operations - building sections in the wrong order can make things much harder!
💾 Instructions & homework for each step
👯♀️ Access to a Certified Dubsado Specialist (hi that’s me! 👋🏼)
Best for those who…. are pretty tech-savvy and need someone to grab them by the shoulders and point them in the right direction.
Investment : freeMegan is a digital organizer for home-based, creative business owners who want running a business to be easier.
She’s part of the first-ever cohort of Certified Dubsado Specialists and has maintained currency through rigorous yearly processes
When Megan isn’t working, she’s probably downing her 4th cup of coffee while rushing to get any of her 5 kids to practice on time, searching Pinterest for meal inspiration, or daydreaming about the next Disney trip.
Did you know Dubsado is free for your first the 3 clients?
Use the code PARADISE for 30% off your first year or month when your trial is over!