A detailed process outline is the foundation of every effective flow. Use the questions below to map out exactly what happens at each stage of working with a client before you start building flow templates.
It can be helpful to jot down your process as you prepare to build flows and automate your business with Dubsado. The questions below are a starting point, so be specific and detailed when describing each step of how you work with clients.
What is the first thing that happens when a new lead comes in?
Most Dubsado users bring new leads into the system through a lead capture form, often paired with an automatic email response confirming that you received their information. From there, the next step depends on your business. You might book a consultation call, send a questionnaire to gather more information, or start by checking your availability before sending a personalized follow-up.
What are the next steps to get them booked?
Once a client decides they want to work with you, think about what has to happen between an interested lead and a confirmed client. Do they pick from preset packages, or are you sending a custom quote? Sending a contract and an invoice (often for a deposit) usually happens at this stage too. You can send the contract and invoice with the proposal for a quick booking process, or handle them individually if your business has more variables to review first. For appointment-based services, decide when the date gets locked in.
When do you consider the client to be booked?
What criteria do you use to convert a lead into a job? Common booking triggers include a signed contract paired with a paid deposit, or a specific questionnaire submission. Make this choice explicit so your flow knows exactly when to advance the project forward.
Once the client is booked, what happens next?
Map out the steps for delivering the work and communicating with the client along the way. You may need to send additional emails or forms to gather project details before you start, or schedule a kick-off meeting to align on expectations. Are there milestones to hit? Does the project follow a fixed timeline, or does it stay open-ended? List the discrete action steps required to take the project from booked to delivered.
When does your work with the client conclude?
Define what "done" looks like for your projects. Do you deliver final files, send a final invoice, or get a sign-off from the client before wrapping up? Some projects have a clear start and end, while others are retainer or recurring services where the relationship continues indefinitely. If your work is recurring, plan for what should happen if the client decides to cancel.
Do you send any follow-ups after the project ends?
Think about how you stay connected after the project wraps. This might be an anniversary card after a wedding, a check-in to see how the client is enjoying their new branding, or a request for a review or testimonial. Planning these touches in advance means you can automate them later inside a flow.
Once you have the full picture written out, use it as a checklist while building your flow templates so nothing gets missed.
What's next
With your process mapped out, you're ready to keep preparing for flows by gathering the templates and assets each step will need. From there, you can move into building flow templates that automate the work you just outlined.