Dubsado for Coaches: Automate your Sales and Onboarding Process

 
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As a coach or consultant, vetting and qualifying the right leads then onboarding them can feel like an administrative drain. Maybe you’ve hired a VA to help or maybe you’re managing everything yourself. Either way, coordinating all of the different systems to make sure the information in system A gets to systems B, C, D, and E can get confusing and overwhelming fast.

Enter Dubsado, an all-in-one business management system built for teams of one (or a few), that can help you strategically automate your sales and onboarding processes without leaving your clients feeling like just another number.

Dubsado can help you simplify and automate your sales and onboarding process with these 5 simple steps:

  1. Track and qualify each lead

  2. Follow-up with each lead to book a discovery call (or not)

  3. Prepare a proposal and/or contract

  4. Request and receive payment

  5. Kickoff the onboarding process

Related: Automate your VIP Day Process with Dubsado

Track and qualify each lead

It’s essential in any business to track your incoming leads, so you can identify where your leads are coming from and what they have in common. Logging each lead in a CRM makes it easier for you to capture and use this information in your sales and marketing strategies.

 
Lead metrics charts
 

Additionally, as a coach or consultant, you likely specialize in helping a particular type of client, so you may use a contact/consult form or an “application” to determine which leads are more qualified before hopping onto a call.

Dubsado’s “Lead Capture” forms can help you automate this step, by

  1. Creating forms that can be linked in an email, to your website, and on social media, and

  2. Automatically adding each lead that completes the form to Dubsado.

Follow-up with each lead to book a call (or don’t)

Next, based on how they completed your lead capture form, you’ll want to follow-up with each lead to invite them to book a discovery/consult call or to politely let them know your services may not be the best fit.

For example, maybe you only work 1:1 with established businesses that have been operating for a minimum of 3 years. By adding a question to your lead capture form that asks the lead to select how long they’ve been in business from a drop-down menu of options, you can identify which leads it would make the most sense to invite to book a call.

By using this type of question on your lead capture form, you can use Dubsado to automatically follow-up with each lead.

Here’s an example of how one of my clients uses this feature:

  1. If the lead selects they have been in business for 5+ years on the lead capture form, then Dubsado automatically sends them an email with a link to schedule a discovery call/consultation.

  2. If the lead selects they have been in business for 1-2 years on the lead capture form, then Dubsado automatically sends them an email with a link to the enrollment page for her group program.

  3. If the lead selects they have been in business for 3-5 years on the lead capture form, then Dubsado automatically moves them to a review status for her to move to the 1:1 coaching or group program workflow after looking at the answers to the other questions on the lead capture form.

By using Dubsado’s automation features, she is able to spend more time working with her clients, and less time on the administrative tasks that used to be in her sales process.

Related: All-in-One Solution: Dubsado Review

Prepare and send a proposal and/or contract

After you’ve had the discovery/consult call, you’ll likely need to prepare a proposal and/or contract. While preparing proposals and contracts have a manual component or two, using Dubsado can help you prepare these documents more quickly and accurately.

By utilizing the packages and merge field features, Dubsado can automatically update your client’s contract based on the selections they make in their proposal.

Here’s an example of how one of my clients uses this feature:

  1. She adds the standard proposal and contract from her Dubsado templates

  2. She customizes the proposal by removing any packages she’s not offering to this specific client, leaving them with only two or three options

  3. She uses merge fields to automatically populate the selections her clients make when completing the proposal in the contract

  4. She uses the contract automation features to automatically direct her potential client to sign the contract immediately after they’ve completed the proposal

Request and receive payment

Once your client has signed the contract, you’ll need to collect payment for the package(s) they selected.

In addition to updating the contract, by utilizing the packages feature, Dubsado can also automatically update your client’s invoice based on the selections from their proposal.

Here are a few ways you can automate requesting and receiving payments in Dubsado:

  1. Use the invoice automation features to automatically direct your client to pay their invoice immediately after signing the contract

  2. Use a workflow to automatically send the invoice after the contract has been signed

  3. Enable online payments so your clients can pay with a debit/credit card, PayPal, or ACH

  4. Use a payment schedule to automatically let your client know each time a payment is due

  5. Setup a recurring invoice and ask your clients to sign up for autopay so each time an invoice is created it is automatically charged to their debit/credit card

Kickoff the onboarding process

Shortly after you’ve received the signed contract and initial payment, you’ll want to kick off the onboarding process by sending them a welcome email (1) thanking them for signing up to work with you and (2) letting them know what they can expect moving forward.

Dubsado can help you automate this process by automatically sending a thank you email, welcome PDF, or even a client intake form after the invoice has been signed or a payment has been received.

Here’s an example of how one of my clients uses Dubsado to automate her onboarding process:

  1. Immediately after receiving the deposit payment, Dubsado sends a thank you email to the client with instructions on what they can expect next and a link to complete their client intake form

  2. Dubsado automatically applies a “Timelines and Expectations” template to their project

  3. Within 72 hours my client manually updates the Timelines and Expectations templates, then approves the step in the workflow that sends the link to this page to her client

  4. If the client intake questionnaire is not completed within one week, Dubsado automatically sends a reminder to the client

  5. Once the client intake form has been completed, Dubsado automatically sends the client an email with a link to schedule their kickoff call

Using these 5 automation features can make your sales and onboarding process easier to manage and incorporating an all-in-one software like Dubsado can help save you time, frustration, and maybe even a little money.

Next Steps

To get started using Dubsado, you can sign up for an account and use the code SIMPLEOPS to save 30% off your first month or year.

Need Help?

If you need help getting Dubsado setup for your business, I’d love to help. We offer a variety of services to meet you where you are in your Dubsado journey.

Systems and Processes, Tools & TechKathleen RassDubsado, Software Reviews, All-in-one solution, Automation, Workflows