Dubsado automatically identifies work that needs your attention across your projects, like contracts waiting to be countersigned, flow actions awaiting approval, overdue tasks, and payments that have gone past due. These appear as action items and suggestions so you can take care of them quickly, whether you're working within a single project or reviewing multiple projects at once.

Open a project and the Overview tab collects everything that needs your attention in the Action items section, with a count of how many are outstanding. The same list is available from the project's options menu (vertical three dots) beside the project name.

Each entry includes a short description of what needs attention and a button that resolves it directly. Entries come in two kinds:

When nothing is outstanding, the section reads You're all caught up.

Click the X beside a suggestion to dismiss it. Dismissing a suggestion removes it from the section and from the count.

To hide suggestions entirely and leave only the action items, open the section's options menu and select Hide suggestions. Select Show suggestions from the same menu to bring them back.

Action items are the work that needs doing on a project. Each one provides a button to resolve it.

Appears when your client has signed a contract or sub-agreement and your countersignature is still required to finalize it.

Click Countersign to sign the document.

Appears when one or more flows applied to the project have reached an approval step and are waiting for you to move them forward.

Click Approve to approve the pending flow action.

If the project has more than one flow action pending approval, use the arrow icons within the Approval needed card to choose the flow action that you'd like to approve.

Appears when your client has proposed a project date that is waiting on your response. If they proposed a range of dates, this reads Project dates need approval.

Click Check date, or Check dates for a range, to review what your client proposed.

Appears for each task on the project that is past its due date.

Click Complete to mark the task done.

Suggestions are optional. Each one is labeled Suggestion, and you can dismiss any of them with the X instead of acting on it.

Appears when the primary invoice in the project has one or more payment plan installments marked as overdue.

Click Reach out to open an email composer pre-populated with your default payment reminder template. Review or customize the email, then click Send to deliver it. The reminder includes a link to the project's primary invoice, where your client can view all installments and make payments.

The Consider archiving suggestion appears when a project has had no updates for at least six months, no activity logged for at least six months, and when the project's end date is not in the future. This helps you spot dormant projects that are ready to be archived.

Click Archive to archive the project. Archived projects can be restored at any time from the Archived tab on the Projects page, so this action is fully reversible.

Appears when a form you sent to your client more than 3 days ago hasn't been opened yet. The suggestion names the form and how long ago it was sent.

Click Send again to open an email composer pre-populated with the link to your form. Review or customize the email, then click Send to send the email.

This suggestion is automatically removed if a sent form is not viewed for longer than 30 days.

Appears when the project has a primary invoice that could be collecting payments automatically, but autopay has been disabled.

Click View invoice to open the invoice and enable autopay if desired.

This suggestion appears when a message thread on the project is waiting on someone.

If the client's message is the latest thread activity and is newer than 30 days, the suggestion reads Reply owed and the button reads Respond.

If your message is latest and the thread has exactly one message, was sent more than 2 days ago, and was sent in the last 30 days, the suggestion reads No reply yet and the button reads Follow up.

In addition to viewing suggestions on individual projects, you can review and act on suggestions across multiple projects at once. This is especially useful when you want to quickly countersign contracts, address overdue payments, archive inactive projects, or approve pending actions in bulk.

A Suggestions modal will appear, showing aggregated suggestions across all of your selected projects. The modal displays each suggestion type along with the number of affected projects.

For more information about selecting projects and using the bulk actions toolbar, check out the Taking bulk actions article.

Before taking action on a suggestion in the modal, you can hover over any suggestion type to see a list of which specific projects are affected. This lets you quickly verify the scope before proceeding.

Each suggestion type in the modal includes an action button. Here's how each action works in the bulk context:

When using suggestions across multiple projects, there are a few limits to be aware of:

The Action items section reads You're all caught up when nothing is outstanding. If there are no contracts awaiting your countersignature, pending flow approvals, proposed project dates, overdue tasks, or open suggestions, there's nothing for it to show. If you've selected Hide suggestions, the section also leaves out the optional nudges.

The bulk suggestions modal only displays projects that actually meet the criteria for each suggestion type. For example, if you select 50 projects but only 5 have primary invoices with overdue payment plan installments, only those 5 will appear under the overdue payments suggestion.

For this action item to appear, your client must have already signed the contract or sub-agreement, and your countersignature must still be required. If you've already signed the document yourself, you won't see a signature action item for that project.

The overdue payments suggestion only evaluates the primary invoice in a project. Even if other invoices in the project have overdue installments, only the primary invoice is reflected in the suggestion. When you click Remind, the resulting email links your client to the primary invoice where they can view and pay all of its overdue installments.

Dubsado checks both the most recent entry in the project's activity log and the project's last updated date. Both must be older than six months for the archive suggestion to appear.

Yes. Archived projects can be restored at any time from the Archived tab on the Projects page.