Generate custom forms, contracts, questionnaires, and proposals in Dubsado using the Easy Form Creation Tool. Describe the form you need, upload an existing PDF, or do both, and let Dubsado build it for you in seconds.
Accessing the Easy Form Creation Tool
You can use the Easy Form Creation Tool when creating a new form or when editing an existing one.
New forms
Navigate to Forms ➔ Form Templates and click New Form Template to open the creation modal. From here, you have three options:
Describe your form by typing a text prompt
Upload a PDF to convert an existing document into a Dubsado form
Start from scratch instead to skip the Easy Form Creation Tool and use the classic form builder
Existing forms
Open any existing form in the form builder and click the Chat tab in the side menu. From there, you can use the Easy Form Creation Tool to edit, add, or rearrange elements on your form.
Generating a form with a text prompt
Describe the form you want to create, and the Easy Form Creation Tool generates a complete template based on your description. The tool works across all form types in Dubsado: Contracts, Sub-agreements, Questionnaires, Proposals, and Lead Capture forms. It selects the best form type based on your prompt.
Writing your prompt
In the creation modal, type a description of the form you need into the Describe your form or convert a PDF field. Include details like the purpose of the form, the information you need to collect, any specific field types you expect, and how you'd like the form structured.
The more detailed your prompt, the more tailored the output.
A description like "a wedding photography contract with services, pricing, and cancellation policy" produces a much more useful form than "make me a contract." Include specifics about clauses, sections, and the information you need from clients for the best results.
Building the form
Enter your description in the text field.
Click Generate template.
The tool processes your request and builds the form element by element in the Form Builder. You can watch it assemble in real time.
Review the generated form in the builder canvas.
Click Save form to save your new template.
What the Easy Form Creation Tool generates
The Easy Form Creation Tool creates a full form layout using standard Dubsado form elements including containers, text boxes, dividers, spacers, short answer fields, free response fields, date selects, and package elements. It also auto-maps common fields like First Name, Last Name, Email Address, Phone Number, and date fields to the correct client and project fields in Dubsado.
After generation, the tool provides a summary in the chat panel. This recaps the sections it created, the smart fields it inserted, and any review suggestions tailored to your form type.
The Easy Form Creation Tool can add Package elements to your form, but it does not create the actual packages or pricing. You need to select existing packages or create new ones within the form builder.
Converting a PDF to a form
Upload an existing PDF and the Easy Form Creation Tool converts it into a Dubsado form template. This is useful for migrating paper contracts, intake forms, or questionnaires you've been using outside of Dubsado.
Converting a PDF turns it into an editable Dubsado form that clients can fill out. If you instead want to share a PDF that clients can view but not edit, click Start from scratch instead and select Upload PDF as read-only form. See Upload a PDF as a form template or Upload a PDF to a project or contact.
Uploading and converting
In the creation modal, click Upload PDF.
Select a PDF file from your computer. The file must be under 10 MB.
Add any additional context or instructions in the text area (optional). For example, you could specify what form type you want or highlight sections to focus on.
If your PDF already has client data filled in, check the This PDF already has data filled in checkbox.
Click Convert to template.
The tool processes your PDF and builds the converted form in the Form Builder.
Review the generated form and click Save form.
Checking This PDF already has data filled in tells the Easy Form Creation Tool to distinguish between existing client data and empty form fields. This prevents it from treating pre-filled text as placeholder content or question labels.
The Easy Form Creation Tool determines the best matching form type based on the content of your PDF. You can override this by specifying a form type in the additional context field.
What to expect with different PDFs
The Easy Form Creation Tool can process most PDF formats, but results vary depending on the source document. Clean, text-based PDFs produce the best results. Scanned or image-based PDFs with poor quality may need more manual adjustments after conversion.
The Easy Form Creation Tool works within the design capabilities of the Dubsado form builder, so it can't perfectly replicate custom styling or colors from your original PDF. If you need advanced styling, you can use custom CSS in the form builder after conversion.
Editing your form with the chat panel
After the Easy Form Creation Tool generates or converts your form, you can keep refining it through the chat panel. The chat panel can create, update, delete, move, duplicate, and style form elements, as well as insert images and smart fields.
Using the chat
Open the Chat tab in the form builder.
Type your changes into the Tell me what to change... field and press Enter.
The Easy Form Creation Tool updates the form based on your instructions. Updated elements are highlighted and scrolled into view on the canvas.
Click Save form after each round of changes.
You can also attach a PDF in the chat using the paperclip icon to provide additional context or convert a new document mid-session.
Manual editing
You can edit any form element directly by clicking on it in the canvas. Use the Elements tab to drag and drop additional fields or structural elements as needed. The chat panel and manual editing work side by side, so you can mix both approaches freely.
Review suggestions
After generation, the Easy Form Creation Tool may prompt you to review suggestions in the chat. These typically cover field mapping verification to make sure date fields and other mapped fields align with your Dubsado workflow triggers.
Sending your form from the chat panel
Once your form is saved, you can send it directly from the chat panel without leaving the form builder.
Click Send Form in the chat panel.
Search for an existing contact, or click Add new client to create a new one.
Select the contact to send the form.
What to expect if something goes wrong during form generation
If the Easy Form Creation Tool encounters an error during generation, it displays a message in the chat panel starting with "Sorry, I encountered an error..." followed by a short reason. The Easy Form Creation Tool does not retry automatically.
If the tool fails partway through building a form, any elements it already added stay on the canvas. You can keep the partial form and build on it manually, ask the tool to finish specific sections through the chat panel, or start over with a new prompt.
Common reasons generation may not work as expected:
PDF is too large. The 10 MB limit is enforced before upload. Try compressing the PDF or splitting it into sections.
PDF is very long or complex. Very long documents may produce a partial form. Try uploading a shorter excerpt or splitting the document into multiple forms.
Scanned PDF with poor quality. The Easy Form Creation Tool can read scans, but blurry or handwritten content may produce garbled or missing fields. Use the cleanest scan you can.
Prompt is too vague. A description like "make me a form" gives the tool very little to work with. Be specific about the form's purpose and the information you need to collect.
If the form canvas is empty after generation with no error message, try again with a more specific prompt. Specifying the form type explicitly (contract, questionnaire, lead capture, etc.) helps the tool produce better results.
FAQ
What types of forms can the Easy Form Creation Tool create?
The Easy Form Creation Tool can create Contracts, Sub-agreements, Questionnaires, Proposals, and Lead Capture forms. It selects the best form type based on your prompt or the content of your uploaded PDF.
Can I use a text prompt and a PDF together?
Yes. If you upload a PDF and also type a description, the Easy Form Creation Tool uses the PDF as the primary source and treats your text as additional context for the conversion.
Can the Easy Form Creation Tool create packages for my services?
The Easy Form Creation Tool can add Package elements to your form for clients to select from, but it doesn't create the actual packages or pricing. You need to select existing packages or create new ones within Dubsado.
What if the generated form isn't what I wanted?
You can continue chatting with the Easy Form Creation Tool to request changes, or manually edit any element using the standard form builder tools. You can also start over by opening a new form template and generating again with a different prompt.
Can the Easy Form Creation Tool write contract clauses or detailed form content?
Yes. The Easy Form Creation Tool generates content based on the detail you provide. A general prompt produces baseline content, like standard terms and conditions for a contract. A detailed, specific prompt produces more tailored output. Being as descriptive as possible about your business, services, and what the form needs to cover gives you the best results.
How do I make sure field mappings work with my workflows?
After generation, the chat panel provides review suggestions that highlight field mappings. Verify that date fields and other mapped fields align with your Dubsado workflow triggers to make sure your automations work correctly.