Dubsado is organized around projects. You can think of a project like a folder for your client. Each project will be associated with an individual client.

In this article

Project basics

Projects are used to send and manage emails, contracts, invoices, forms and scheduling invites. You can also keep track of tasks and notes inside a project.

A new project can be created manually on the Projects page or automatically when a potential client fills out a lead capture form.

Project sidebar

Inside a project, the project sidebar contains important info at a glance:

  1. Project title: The name of your project that will show up on the Projects page. This is searchable and filterable.

  2. Project date: Projects with dates will appear on your calendar. You can also trigger other things like workflow actions and payment reminders based on the project date.

  3. Contract: Each project can have one contract. You’ll add it here.

  4. Tags: Add or remove tags to categorize the project.

  5. Project status: Set a project status to track progress.

  6. Client: Click on the pencil icon to view or edit the client profile.

  7. Portal: Activate the client portal and set a password here.

  8. Project location: Set a location for the project if applicable, like a wedding venue or photo shoot location.

  9. Custom mapped project fields: View and edit data you’ve collected in custom mapped job fields.

  10. Referral source: Assign a referral source to track where the project came from.

  11. Team member selection: Assign a team or team member if you have multi-users

Project navigation

The tabs across the top allow you to interact with the client in different ways:

  • Emails: See all the emails you’ve sent the client from Dubsado as well as any direct replies from the client (if you have a connected email address). You can also send emails here.

  • Invoices: Create and send one-time and recurring invoices.

  • Forms: You’ll use the dropdown menu on this page to select from your existing form templates, upload a PDF, or add a custom URL link. Once you add a form here you can edit and send it.

  • Appointments: Create manual appointments to add to your calendar or send your client an invite to schedule an appointment with you.

  • Workflows: Apply and manage any automated workflows running on this project.

  • Tasks: Add single tasks or task boards.

  • Notes: Take notes and dated call logs. These are private and never visible to the client. You'll also see an activity log that tracks actions taken within this project.


I don't have projects in my business. How do I use projects in Dubsado?

In many cases you can create one project for each client. Check out our other ideas for project organization.

Do I need to make a project for every client?

We strongly recommend it! Although you can do some communicating through the client's profile in the address book, the project is intended as the primary place to communicate with your client. If you're using a lead capture form, a project will be created for each new client automatically.

Even if a client is not a paying client yet, a project is still the best place to manage your communication leading up to booking and onboarding. You can keep track of whether a project is a lead or a booked job using project statuses.

Can I have multiple clients inside of one project for a group program or event?

No, each project can only be associated with one client. If you'll be onboarding multiple clients in a program or event, each client will need their own project.

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