You know that feeling when a client asks for “just one small change” to the project timeline, and suddenly, you’re sweating because you have no idea how to update that Dubsado workflow someone else built for you?
Yeah, that’s a comment I’ve heard a lot.
Let me confess something: I used to offer Done-For-You Dubsado & ClickUp setups before I realised I was creating dependency for my clients, not freedom.
At first, I helped my clients set up their systems within my coaching program. But setup took up so much of our time that I eventually pulled it out, thinking I could serve them better by just doing the work for them.
Seemed like a win-win. Most of my clients—designers who’d rather be creating than fiddling with backend systems—weren’t exactly eager to spend hours in Dubsado and ClickUp. So, I built them polished, perfectly structured setups… only to watch them fall apart.
Clients avoided Dubsado because they didn’t know how to tweak their workflows. ClickUp sat untouched because they weren’t in the habit of using it. Instead of solving a problem, I’d created a new one.
And while charging £2500 for these setups was great on paper, it didn’t sit right with me. I realised I wasn’t truly empowering my clients to manage their systems or workflows confidently.
That’s when I realised: Done-With-You Dubsado setup wasn’t just the better approach for clients who were not already familiar with these programs—it was the only one that actually worked.
The false promise of Done-For-You Dubsado systems setup.
Let’s break down the typical Done-For-You system setup that designers often invest in:
The process usually starts with a hefty price tag of £3,000 (or more) and comes with strict limitations. Here’s the standard playbook:
- The extensive onboarding
- Fill out a lengthy questionnaire
- Participate in a 90-minute to 2-hour discovery call to map out your entire client process (including which emails to send when)
- Hand over sensitive business documents: contracts, proposals, email templates
- The setup
- Systems strategist creates workflows based on your input
- Adds your branding to the system
- Some even write email templates or provide generic templates
- Sets up core services and initial workflows (often with a cap on the number of services or workflows included)
- The offboarding illusion
- 60-minute “training” call that’s supposed to teach you everything
- Here’s a course to “walk through” or a referral to Dubsado’s YouTube channel (translation: good luck figuring it out on your own)
- 30 days of email support
I’ve seen this play out countless times with designers who come to me frustrated and stuck.
Take Marnie, who invested in a Done-For-You Dubsado setup. During a free strategy call, she showed me her system—beautifully designed proposal and forms but completely unusable. “I was terrified to change anything,” she told me. “The person who set up my system created these complex workflows that looked impressive, but the client process changed. I knew something needed to be updated, but I didn’t know how to fix it.”
Another client, Mary Lou, had gone through a “Done-With-You” program that was just a few calls where she was told what to do, without any feedback on her setup. She ended up with an incomplete setup and lost confidence in hiring support.
The hidden costs add up faster than those Adobe subscription fees:
- Workflows that don’t actually solve your specific business challenges
- Time wasted trying to understand a system designed by someone who doesn’t truly know your business
- Continued confusion about how to actually use the setup you paid thousands for
- The emotional toll of feeling technologically inadequate
- Potential lost opportunities while you’re stuck trying to figure things out
Most designers who come to me have one thing in common: they’ve spent either time DIYing their setup or spend money to have it done for them but still have a system that fails where it matters most—actually making their business run more smoothly.
When DFY Dubsado actually makes sense (Yes, sometimes it does)
I’ll be honest—Done-For-You Dubsado isn’t always wrong. DFY makes sense when:
- You already have a proven client experience
- You already know all the nuts-and-bolts of the platform’s features
- You’ve outgrown your current setup and need a professional reorganisation
- You know how to make changes or have the budget for ongoing support when changes are needed
If you checked all those boxes, DFY might work for you.
But for most designers—especially those new to systems or those who don’t have a fully mapped out client process on paper—DFY creates a dependency while a Done-With-You Dubsado setup builds capability. And I’m in the business of supporting capable designers, not creating dependent ones.
The Done-With-You alternative: A coaching-centered approach to systems setup
Most designers are tired of systems (and services) that promise the world but deliver nothing but confusion. My Done-With-You approach is different. It’s not about getting a perfect system handed to you—it’s about building a system that truly works for your unique business.
Here’s what makes this approach unique:
Efficient project management, tailored to you. We don’t just set up workflows—we design 5* client experiences to match how you work. You’ll create clear processes that keep timelines and project scopes in check. No more playing catch-up instead, you’ll always know exactly what comes next.
Automations that actually save time Forget generic automations that are unpersonal. We’ll build automations specific to your business that:
- Eliminate repetitive tasks
- Reduce human error
- Save brain space because you don’t constantly have to think about what’s next
- Save you hours every single week by not having to rewrite the same email again and again
- Work exactly how you need them to work
Consistent client experiences We’ll develop a system that ensures every client feels uniquely cared for, without you reinventing the process each time. Your workflows will be:
- Consistent enough to be reliable
- Flexible enough to adapt to individual client needs
- Designed to make clients feel valued from start to finish
How we work together on your Dubsado setup.
Unlike Done-For-You setups that leave you confused, my approach is hands-on and collaborative:
- 2 x 60-minute implementation sessions each month
- Unlimited email support between calls.
- Customised assignments to ensure immediate progress
- No limits on the number of services, workflows, or automations we can build
The goal isn’t just to set up a system—it’s to teach you how to manage and evolve your systems as your business grows. Because of that, I’m not teaching from my own experience alone. Instead, I learn from every designer I work with, creating solutions that are as unique as your business.
At the end of each session, we’ll identify exactly what you need to focus on next. Hit a roadblock? I’m here to guide you through it. This isn’t about giving you a system—it’s about empowering you to master your business operations.
Most clients take 3-4 months to fully implement Dubsado or ClickUp. I know this might sound long, especially when you’re not starting from scratch. But just like it still takes you the same amount of time to complete a new brand or a rebrand, there is no such thing as a partial Dubsado setup. We’ll need to review and touch everything.
Sue, a brand designer who was one of my coaching clients, had hired a Dubsado expert years ago and still wasn’t using the system. She didn’t understand how it worked, didn’t know what was possible, and had resorted to cobbling things together—scheduling in one tool, designing proposals in InDesign, invoicing through Xero. Everything was scattered.
When we started talking about setting up Dubsado properly, she hesitated. She figured she could just hire someone to do a stripped-down version, then maybe revisit it later. But she took a chance on my Done-With-You setup instead.
By the end, she wasn’t just using Dubsado—she understood it. She knew how to make changes, optimise her workflows, and adapt the system as her business evolved.
“Going through the process myself, even though it took time, made all the difference. Now I actually know how Dubsado works and how to make it work for me.”
And that’s the difference and my goal for this program.
After the Done-With-You program, you won’t just have a functioning Dubsado setup—you’ll confidently be able to:
- Create and modify workflows without second-guessing yourself
- Craft branded forms that convert prospects to clients
- Troubleshoot issues without panicking or external help
- Identify opportunities to further streamline your processes
- Build new service offerings and immediately implement them in your system
More importantly, you’ll view your systems as flexible tools rather than rigid structures you’re afraid to touch.
The numbers don’t lie.
Let’s talk numbers. A typical Done-For-You setup might cost $2,500-3,000 upfront. Seems straightforward, right? But here’s what happens when your business evolves (and it will):
You face two options, and neither is great:
- Pay for updates: If you don’t know how to update Dubsado, you’ll find yourself spending additional $ in “update fees”. If you’re lucky, the systems strategist you hired has a special past client offer for this, but if not, as my systems strategists don’t want to do updates, you find yourself looking for a tech VA to adjust workflows, add services, or modify your client process.
- Bypass the system: More commonly, designers abandon parts of their expensive setup altogether. They revert to manual processes because they’re unsure how to modify the system without breaking it. That $3,000 investment sits partially unused while they cobble together workarounds.
In contrast, my Done-With-You program costs £900-1,200 total – significantly less than a DFY solution plus a round of updates. The real value isn’t just the initial savings – it’s in gaining the skills to adapt your systems yourself as your business grows, without depending on someone else’s availability or budget-draining update fees.
The designers who’ve gone through my Done-With-You program report that the time investment pays for itself but more importantly they gain something priceless: independence. When you need to make changes to your workflows, you can do it immediately, without waiting for someone else or second-guessing if you’re “doing it right.”
When you compare the long-term value, Done-With-You isn’t just more affordable – it’s an investment in your business freedom.
Is a DWY Dubsado setup right for you?
Done-With-You isn’t for everyone, but if you’re thinking about it, ask yourself these questions:
- If a lead disappears halfway through your onboarding, do you want to know why and how to fix it? Or would you rather wait (and pay) for someone else to troubleshoot?
- What happens if a client asks for a payment plan that isn’t in your system? Do you want to tweak it in minutes—or wait days for help while they lose interest?
- Right now, you’re spending hours figuring out workarounds. Imagine having a system that already works—so you spend less time on admin and more time on actual client work.
If you answered yes to most of these, Done-With-You probably aligns better with your long-term goals.
Remember: your systems should serve you, not the other way around. The designer who understands their tools will always have an edge over the one who depends on others to make their business function.
Ready to build a Dubsado setup you’ll actually use?
This article is just the beginning. If you want a system that works for you—not one you’re constantly wrestling with—check out the full Done-With-You Dubsado Program page. I break down exactly how we’ll set up your workflows together so you know your business inside and out.
Already convinced this is the right approach? Let’s skip the awkward sales call. Book your free Dubsado strategy call for an actual coaching session—no pressure, no fluff, just real help so you can make the best decision for your business.
