If you've been using another system (or multiple systems) to manage your business and clients, you may want to bring all of your records into Dubsado so that everything is in one place.
We do offer a White Glove Data Migration service to all users on paid plans, but if you would rather go the DIY route, this guide is for you!
Here's an overview of the process:
- Import your client list.
- Set up your projects.
- Upload existing forms and contracts as PDFs.
- Create payment schedule and package templates.
- Re-create invoices.
This article is meant to be a guide to the migration process, but does not go over every single step and feature in detail. Please follow links to the supporting articles for each step! If you are brand new to the system, we highly recommend watching a full walkthrough first.
Step 1: Import Your Client List
The first step is to bulk import your client list using a CSV file. If you've been using Excel or Google Sheets to keep track of your clients, you can save your spreadsheet as a CSV to import into Dubsado. Otherwise, you'll want to locate the export function in your current system, which will generate a CSV file for you.
You'll import your client list under UTILITIES >> ADDRESS BOOK >> IMPORT.
Follow the instructions in the article below for tips on how to optimize your CSV file for Dubsado:
Tip: To save time in Step 2, you might consider turning on the "Import as Leads" option during your import so that a new project will be created automatically for each of your clients. This is NOT recommended if you do not have contracts, invoices, or ongoing work for the majority of your clients.
Step 2: Set Up Your Projects
In Dubsado, a project is the communication hub with your client, and is used for sending contracts and invoices along with emails, scheduling invites, and other forms. Generally we recommend setting up one project for each "encounter" or new contract with the client. For example, a photographer would create a new project for each session, but a consultant might have one project per client.
If you did not have something similar to projects in your previous system, we recommend checking out the following articles first to understand how projects are used in Dubsado and how they will work for your business:
To create a new project, head to the PROJECTS page and click NEW PROJECT. Give the project a title (this is searchable). With your client list already imported, simply search for or select a client from the dropdown menu to attach them to the project.
For the project status, set the status to:
- JOB if you consider the client to be booked with you (i.e. contract signed, deposit or invoice paid)
- LEAD if the client is still in the inquiry or onboarding stage (i.e. still needs to sign contract or pay deposit)
You can learn more about creating custom statuses to match your process here if you want to set this up at the start, but you can easily come back later and assign your projects custom statuses when you're more established in the system.
Finally, you may also want to set a project date at the bottom of the window when creating your project.
Step 3: Upload Existing Forms and Contracts as PDFs
Now that your projects are created, any contracts or other forms your clients have completed have a place to go!
First, make sure all of the contracts and forms you want to upload have been saved or exported as PDFs.
- Open the project from the PROJECTS page or use the search bar at the top of your screen to find it.
- Select "Upload PDF file as signed contract" from the dropdown under "Contract" in the left sidebar.
- Select your file and click ADD to upload it.
All Other Forms
- Inside the project, head to the FORMS tab.
- Use the dropdown to select "Upload New PDF as Form."
- Select your file and click ADD.
- Hover over the file and click "Apply to Portal" to mark it as already having been sent to the client.
Also, if you have any general notes to add to the project, you can head to the NOTES tab and enter them there!
Step 4: Create Payment Schedule and Package Templates
Before re-creating your invoices, setting up your payment schedule and package templates will save you time.
If you invoice your clients in installments or charge a deposit, you'll want to set up a payment schedule. Payment schedule templates can be applied to invoices to list out the due dates and amounts due. Setting up the templates now will allow you to quickly add one to any invoice that needs it.
A package is anything with a price point in your business. Essentially, it is a template for a line item or a set of line items that you can use to build an invoice.
If you didn't have something similar in your previous system, take a look at your invoices and see if there are any line items you frequently repeat. You will have the opportunity to edit each line item after applying a package to an invoice, so anything you can set up as a template ahead of time will help!
Step 5: Re-create Invoices
The best way to record existing payments and invoices in Dubsado is to recreate each invoice. While you can upload a PDF copy of the existing invoice under the FORMS tab on the project, this would not allow you to record a payment.
- Open the project and head to the INVOICES tab.
- Click ADD to start a new invoice.
- Use the PACKAGES dropdown to click and add package templates to the invoice.
- For any line items that weren't created as packages, click "New Line Item" to fill in the item name, description, price, etc.
- Use the APPLY dropdown and select PAYMENT to record any payments that have been made on the invoice. Enter the date, method, and amount.
- If you would like to add a payment schedule, use the PAYMENT SCHEDULES dropdown to select one of your templates (recommended for open/unpaid invoices only).
What if I have multiple invoices?
If you need to add more than one invoice to a project, just click on the Invoice List tab and repeat!
How about recurring invoices?
Click on the Recurring Invoices tab to add a new recurring invoice. You'll set up the line items the same as before, except you also need to define the recurring settings. Set the invoice to start on the date the client should receive their next invoice.
TIP: To save time recording past payments, you may want to create a single invoice with a line item for the total amount you've invoiced the client on their recurring plan so far and apply the payments to that single invoice.