Not every type of business will have defined “projects,” but creating a project in Dubsado is necessary for keeping communication with your clients organized. When it comes to deciding how to use projects in Dubsado, the biggest factors are contracts and invoicing.

As a general rule of thumb, you may want to start a new project if...

  • The client needs to sign a new contract for a new scope of work
  • The amount you need to invoice the client for ongoing work changes

Here are some examples of how to use projects for businesses who work on a recurring basis with their clients:


One Project Per Client

Works best for: Consultants, coaches, and other 1:1 service providers who work with their clients on an ongoing basis under a single contract.

The simplest approach is to create one project for each of your clients. The project title can reflect the client’s name and which package or service they are on with you. You can choose to go without a project date or set the project date to the day they started working with you.

To onboard the client, you would create a new project and send them their contract and any additional forms they need to complete. You might send them a proposal to allow them to pick their package and either use a single invoice with a payment schedule or set them up with a recurring invoice for ongoing work.

Any additional forms or invoices you need to send the client would go through that client’s single project, and everything would remain under the same contract.


One Project Per Contract

Works best for: Coaches and consultants who have packages based on a specific timeframe or certain number of sessions.

Similar to creating one project per client, except that you would create a new project for the same client if they decided to hire you again. For example, your package may include 6 months of support. At the end of the 6 month contract, the client decides to enroll in a different package. You would start a new project for the new contract with the client and invoice them accordingly.


Onboarding Project + One Project Per Month (or Year)

Works best for: Service-based businesses like designers, virtual assistants, social media managers, and accountants who perform recurring work for their clients and need to send multiple highly customized invoices and many additional forms. Anyone who performs custom services each month on retainer.

If you need to create a customized invoice every week or month, keeping them all on a single project may not feel organized to you. If this is the case, you could start a new project for each month. This is a good solution when you are also sending a large number of forms back and forth and want to keep them grouped by what was invoiced.

Another example is someone who performs an annual service, like preparing taxes. Your contract and pricing may change from year to year, so you would want to start a new project each year for each client.

Depending on your specific business, you could use the One Project Per Client method instead - it’s entirely up to your personal preference and how you would like to keep things organized!

One thing to keep in mind with this method is that the recurring work you do is likely under the same contract. To handle the initial onboarding for the client, you may wish to create a separate project to house the contract and any initial documents.



These are just a few examples to get you thinking outside the box on how you decide to use projects in your business! The best method is ultimately the one that works best for you.

Don’t hesitate to reach out to our support if you need assistance. We are here to help!

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