How to Automate Your Coaching Business with Dubsado

One of the best ways to reclaim your time as a coach or consultant is by automating your business. The truth is, most of the admin work sending contracts, invoices, or scheduling calls doesn’t need your personal touch.

That’s where Dubsado comes in.

Dubsado is a powerful client management tool that helps you set up smooth, automated workflows so you can focus on coaching and growing your business. In this post, I’ll show you exactly how to use it to simplify and scale.

Why automation matters for coaches and consultants

When you’re working with multiple clients, the small tasks pile up fast. Manually sending reminders, contracts, and invoices isn’t just time-consuming it also increases the risk of mistakes.

With automation, you:

• Save hours each week

• Deliver a professional client experience

• Ensure nothing slips through the cracks

• Free up energy for what matters: coaching and visibility

Step 1: Automate your client onboarding

Dubsado makes it easy to set up an onboarding workflow that runs on autopilot.

Here’s what it can look like:

1. A lead fills out your inquiry form.

2. They’re automatically sent a welcome email and scheduling link.

3. Once they book, Dubsado sends your proposal, contract, and invoice in one go.

4. As soon as payment is complete, they receive a welcome packet and next steps.

Imagine onboarding a new client while you’re asleep that’s the power of automation.

Step 2: Streamline scheduling and reminders

Instead of endless back-and-forth emails, Dubsado integrates with your calendar to let clients book calls directly.

You can also:

• Send automatic reminders before each session.

• Create follow-up emails after calls without lifting a finger.

• Reduce no-shows and last-minute confusion.

Step 3: Automate recurring invoices and payments

If you run long-term coaching packages or retainers, Dubsado lets you set up payment plans and automatic reminders.

No more chasing invoices. No more awkward money conversations. The system does it for you professionally and on time.

Step 4: Keep client communication organized

Inside Dubsado, every email, form, and document is tied to the client’s profile. That means no more digging through your inbox to find a contract or searching Google Drive for a form.

Automation ensures every client gets the right emails at the right time without you having to send them manually.

Step 5: Track progress and stay in control

Dubsado workflows aren’t “set and forget.” You can see where each client is in their journey and step in if needed. The automation handles the admin, while you keep the personal touch in your coaching.

Example: A coaching client journey in Dubsado

Here’s how it might flow for a 3-month coaching program:

• Day 1: Client fills out application form → automated welcome email + call scheduler.

• Day 2: Proposal, contract, and invoice sent automatically after call.

• Day 3: Once signed and paid → welcome packet + access to coaching portal.

• Weekly: Automatic session reminders + feedback forms.

• End of program: Automated offboarding email with testimonial request + next steps.

Professional, consistent, and hands-free.

Quick checklist: What to automate in Dubsado

• Inquiry forms & lead capture

• Contracts & proposals

• Invoices & payment reminders

• Scheduling & session reminders

• Welcome packets & client resources

• Offboarding & testimonial requests

Automation doesn’t replace your personal touch it enhances it. With Dubsado running your backend, your clients get a smooth, professional experience while you stay focused on coaching and growing.

Want to set up Dubsado without the overwhelm? Let’s build your systems together. Book a discovery call today.