Dubsado can automatically identify actions that need your attention across your projects — like unsigned contracts, overdue payments, stalled flows, and inactive projects. The project suggestions feature surfaces these items so you can take care of them quickly, whether you're working within a single project or reviewing multiple projects at once.
The Suggestions card
When you open a project, Dubsado checks whether any actions need your attention. If there are any, a Suggestions card appears at the top of the Project details tab, just above the Project info section. The card displays a count of how many suggestions are available for that project.
Each suggestion includes a brief description of what needs attention and an action button you can click to resolve it directly.
Dismissing and showing suggestions
If you'd like to hide the Suggestions card from a project's overview, click the X icon on the card. The card will no longer appear in the Project details tab until you choose to show it again.
To show suggestions again, click the flag icon to bring the Suggestions card back into view.
The Suggestions card only appears when at least one suggestion exists for a project. If there are no pending actions, the card won't be visible.
Types of suggestions
Project suggestions highlight four types of actions that may need your attention. Each suggestion type provides an action button to help you resolve it.
Signature needed
This suggestion appears when a client has signed a contract or sub-agreement, but your counter-signature is still required to finalize the document.
To act on this suggestion:
Click the View button next to the suggestion.
You'll be redirected to the Action required tab within the project's Forms tab.
Locate the contract or sub-agreement that needs your counter-signature and click Countersign.
Overdue payments
This suggestion appears when the primary invoice within the project has one or more payment plan installments marked as overdue.
To act on this suggestion:
Click the Remind button next to the suggestion.
An email composer will open, pre-populated with your default payment reminder email template.
Review or customize the email and click Send to deliver the reminder to your client.
The reminder email includes a link to the project's primary invoice, where your client can view all installments and make payments.
The overdue payments suggestion only evaluates the primary invoice in a project. If other invoices in the project have overdue payment plan installments, those won't be reflected in the suggestion or included in the reminder email.
No activity for 6+ months
This suggestion appears when a project has had no updates or activity logged for at least six months. This can help you identify dormant projects that may be ready to archive.
To act on this suggestion:
Click the Archive button 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.
Flows requiring your approval
This suggestion appears when one or more flows applied to the project have reached an approval step and are waiting for you to move them forward.
To act on this suggestion:
Click the Approve button to approve the pending flow actions.
Clicking Approve on a flow action suggestion will approve all pending flow actions across every flow applied to the project. If you need to approve actions selectively, navigate to the project's Approval Required area within the Flows tab to manage each action individually.
Using suggestions for multiple projects
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.
From the Projects page, select the checkboxes next to the projects you'd like to review.
In the bulk actions toolbar that appears, click the ellipsis icon (...) labeled All Actions.
Select Suggestions from the dropdown menu.
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.
Previewing affected projects
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.
Acting on bulk suggestions
Each suggestion type in the modal includes an action button. Here's how each action works in the bulk context:
Signature needed — Click View to be redirected to the Action required tab in the main Forms area, where you can review and countersign contracts across your selected projects.
Overdue payments — Click Remind to open a bulk email composer pre-populated with your default payment reminder template. The composer will only target the selected projects that have overdue payment plan installments on their primary invoice.
No activity for 6+ months — Click Archive to archive all of the listed inactive projects. Archived projects can be restored at any time.
Flows requiring approval — Click Approve to approve pending flow actions across the selected projects.
When approving flow actions in bulk, clicking Approve will approve all pending actions across every flow on every selected project. If you need more control, consider acting on suggestions within individual projects, or navigate to Flows ➔ Approval Required to manually review which actions to approve.
Limits to keep in mind
When using suggestions across multiple projects, there are a few limits to be aware of:
Project limit: You can review suggestions for up to 100 projects at a time.
Email sending limit: Bulk payment reminders share the same email limits as other bulk email actions — up to 400 emails per 24-hour period per account, sent at a rate of up to 25 emails per minute.
Connected email required: Sending bulk payment reminders requires a connected email provider (Gmail, Microsoft, or custom SMTP). Bulk reminders cannot be sent using the default Dubsado email.
FAQ
Why don't I see a Suggestions card in my project?
The Suggestions card only appears when at least one suggestion exists for a project. If there are no unsigned contracts, overdue payments, pending flow approvals, or signs of inactivity, the card won't be displayed.
Why doesn't a project appear in the bulk suggestions modal even though I selected it?
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.
Why doesn't my project show a "Signature needed" suggestion?
For this suggestion to appear, the client must have already signed the contract or sub-agreement, and your counter-signature must still be required. If you've already signed the contract or sub-agreement yourself, then you won't see a signature suggestion for that project.
The overdue payments suggestion only shows one item, but my project has multiple overdue invoices. Why?
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.
How is "no activity for 6+ months" calculated?
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.
Can I undo archiving a project from suggestions?
Yes. Archived projects can be restored at any time from the Archived tab on the Projects page.