Updated Aug 15, 2023
What is Zapier?
Zapier is an online automation tool that connects your favorite apps, such as Gmail, Trello, Asana, Mailchimp, and over 1,500 more. You can connect two or more apps to automate repetitive tasks without coding or relying on developers to release an integration!
With Zapier, you can create automated workflows, called Zaps, to connect Dubsado with other apps that support Zapier. Zaps have two main components: triggers and actions. A trigger is a specific event in an app that starts the Zap. Once you set up a Zap, Zapier will monitor the trigger app for that event and bring in custom data when it occurs. For example, with Dubsado's New Lead trigger, when a new project with a lead status is created in Dubsado, the Zap will start and pull in the client's name, email, and other information that you mapped when setting up the Zap.
The second part of the Zap is the action. An action is an event that takes place in another app once the Zap is triggered. The action can use the data pulled in by the Trigger. Let's say you set up a Zap with Dubsado's New Lead trigger and add Trello's Create Card action. You'll be able to add the client's contact details from Dubsado to the new Trello card... automatically!
Before you can take advantage of this amazing automation, don't forget to set up your Zapier integration with Dubsado first!
⛔ Heads up! This article references a variety of third-party applications that you can connect with Dubsado through Zapier. Many of the links direct you to Zapier's information on these applications. We are not affiliated with, nor do we endorse any of these applications. The example Zaps in this article are provided as suggestions only. You are solely responsible for choosing the integrations appropriate for your business needs. For more information, check out Zapier's getting started guide.
Dubsado triggers in Zapier
New Project as Lead
This trigger will watch for a new project with a LEAD STATUS to be created in Dubsado. This project can be created manually from the projects page or automatically when a client fills out a lead capture form or public proposal that is set to create a project that has a lead status.
Here is a list of all the information that will be available to map in your Zap with the New Project as Lead trigger:
Project Title
Project Start Date
Project End Date
Project Location Name
Project Location Address Line 1
Project Location Address Line 2
Project Location City
Project Location State Province
Project Location Zip Postal
Project Location Country
Workflow Title (if a workflow is applied via lead capture or public proposal when the project is created)
Project Source
Project Created Date
Project Status
Client Full Name
Client First Name
Client Last Name
Client Email
Client Phone
Alt Contact Full Name
Alt Contact First Name
Alt Contact Last Name
Alt Contact Email
Alt Contact Phone
Client Address Line 1
Client Address Line 2
Client Address City
Client Address State Province
Client Address Zip Postal
Client Address Country
Company Name
Company Email
Company Phone
Custom Mapped Project Fields
Custom Mapped Client Fields
👋 Here’s a tip… The "pretty" version of each date is a formatted version of the date. It will read, "Wednesday, November 20 2019 5:00 PM" instead of "2019-11-20 17:56:40.566Z". You would use the pretty version when you want to print out the date as text, but some situations may require the original date format.
Here are some ideas for using the New Project as Lead trigger:
Send yourself an SMS notification each time you get a new lead in Dubsado.
Create a new Asana task each time you get a new lead in Dubsado.
Add a new Dubsado lead as a new MailChimp subscriber.*
*Please note that you are solely responsible for your own knowledge of and compliance with email marketing and online privacy laws.
New Project as Job
This trigger functions exactly like the New Project as Lead trigger listed above. The only difference is that Zaps with this trigger will fire when a project with a JOB STATUS is created.
Here are some ideas for using the New Project as Job trigger:
Create or update a spreadsheet row in Google Sheets when you get a new job in Dubsado.
Send a channel message in Slack when you get a new job in Dubsado to notify your team.
New Payment Received
This trigger will watch for a payment to be made on a Dubsado invoice using any of the three payment processors. Manually applied payments will NOT fire this trigger at this time.
Here is a list of all the information that will be available to map in your Zap with the New Payment Received trigger:
Project Title
Amount Paid
Payment Method
Date Paid
Date Paid Pretty
Invoice ID
Invoice Number
Invoice Date
Invoice Total
Invoice Subtotal
Invoice Discount Total
All Client, Alt Contact, Client Address, Company, and Custom Mapped Client fields
👋 Here’s a tip… The "pretty" version of any amount or total field is formatted as dollars with a decimal point - no further calculations are necessary!
Here are some ideas for using the New Payment Received trigger:
Record a sale in Wave when a payment is made in Dubsado.
Create a sales invoice in Xero when a payment is made in Dubsado.
Update an existing contact in ActiveCampaign when a payment is made in Dubsado.
Contract Signed
This trigger will fire when any contract or sub agreement is signed by a client in Dubsado. To better control when this Zap runs, you may need to add a filter to your Zap.
In addition to all of the information available with the New Project as Lead trigger, the Contract Signed trigger will include:
Contract Name
Date Signed
Project Status Updated
This trigger will watch for the status of a project to change. This trigger does NOT fire when a new project is created and a project status is assigned at the same time (check out the New Lead or New Job triggers above).
This trigger WILL fire anytime:
A project status is manually changed from within an individual project
The status of one or more projects is changed on the Projects page (individually or through the use of bulk actions)
A workflow changes the status of a project
Similar to the Contract Signed trigger, you may require a filter in your Zap to limit when the Zap runs.
In addition to all of the information available with the New Project as Lead trigger, the Project Status Updated trigger will include:
Current Project Status (the new Project Status)
Previous Project Status (the old Project Status)
Dubsado actions in Zapier
Create Project
This action will create a new project in Dubsado based on a trigger from another app!
When creating the Zap you will have the option to map information from other programs into the following Dubsado Fields:
Project Title (required)
Project Start Date
Project End Date
Project Location Name
Project Location Address Line 1
Project Location Address Line 2
Project Location City
Project Location State Province
Project Location Zip Postal
Project Location Country
Project Source
Project Created Date
Project Status
Client First Name
Client Last Name
Client Email (required)
Client Phone
Alt Contact First Name
Alt Contact Last Name
Alt Contact Email
Alt Contact Phone
Client Address Line 1
Client Address Line 2
Client Address City
Client Address State Province
Client Address Zip Postal
Client Address Country
Company Name
Company Email
Company Phone
Custom Mapped Project Fields
Custom Mapped Client Fields
You will also have the option to automatically assign the following to all projects created from this action:
Project Status
Project Source
Workflow
Any project created from this Zap will be assigned the same project status, project source, and workflow. You can create multiple Zaps or use filters and paths to further control what gets assigned.
Here are some ideas for using the Create Project action:
Create a new project in Dubsado when someone books with you through Acuity.
Create a new project in Dubsado when a Typeform is submitted.