How a Copywriter Uses Dubsado for Copywriting to Save 25–50 Hours Every Month

The Challenge: A Copywriting Studio Outgrowing Manual Systems

Samantha has been running her copywriting studio since 2018, serving clients around the world with powerful messaging and high-quality copywriting. But as her client list grew, the systems she relied on fell behind.

She originally kept everything simple: one Notion profile for each client, a mix of Google files, and a CRM that she wasn’t fully using to support her copywriting process.

“Back in July, I was trying to (test out) this agency model.

I had the most janky system because at first, you’re just trying it and seeing if it works. I had a notion profile for each client and really liked that people didn’t have to log into it. I wanted to keep it simple.

But over time, I realized I could probably do so much more if I had systems — I would not need so many manual reminders.”

Her workflow required constant oversight:

• Dubsado for contracts
  
• Airtable to collect copy requests
  
• Google Docs for drafts
  
• A new email drafted at every step
  
• No automations to send forms, send invoices, or help with client management
  

She knew Dubsado had more potential, but without a proper build, she wasn’t using Dubsado in a way that supported her day-to-day work or her retainer structure. As her workload increased, she found herself spending more time managing the backend of her business and less time writing and serving clients.

Where Dubsado Fell Short Before the Setup

Even though Samantha used Dubsado, she wasn’t using it to streamline her client experience or support her retainer. It functioned more like a basic contract tool than a workflow system.

Dubsado wasn’t the problem — the missing structure was. Without a proper setup, she couldn’t:

• send forms automatically
  
• create proposals
  
• send invoices through an automated sequence
  
• track tasks or projects in one place
  
• maintain consistent communication
  

Everything stayed manual, and she felt the pressure of doing it all herself. Samantha wanted Dubsado to take more off her plate, but her original Dubsado setup wasn’t built to handle the volume of tasks she was juggling.

The Turning Point: Worrying About Client Experience at Scale

“As the roster started to grow, I was really worried about having clients slip through the cracks or things being forgotten. That’s when I was like, I better call Ashley and (have her) help me.”

Samantha wasn’t just looking for efficiency. She wanted sustainability, consistency, and a client experience she could confidently stand behind.

“One of the ways I like to build community is working with people who’ve worked with me. And so, I was like, I know an expert. I’m going to work with her and see if she can help me get my agency off the ground.”

Why a Copywriter Needed More Than a Basic CRM

Samantha had tried systems in the past that looked great initially but didn’t adapt to the way a copywriter works.

“I think my biggest fear was, ‘Is it going to do what I want to do’? I’ve had systems built and then something breaks or doesn’t work. Or it’s too rigid and doesn’t account for clients making mistakes. 

She didn’t want to constantly fix things or worry about whether something would fail in the middle of a client project.

“I wanted to be in a place where I could be really confident the system could work and I wouldn’t have to go through major edits or revisions.“

The Process: Mapping a Real Dubsado Setup for a Growing Agency

The first step was a full workflow review to understand every part of her copywriting process — from inquiries to offboarding. Seeing the full picture helped reveal exactly where Dubsado could step in and how a strategic Dubsado setup would reduce the amount of manual work she was carrying each month.

“On that call, I wasn’t quite sure what she was going to do with it. But I knew that by showing her what I was doing, she’d be able to see even things I didn’t know could be automated.”

Once the workflow was mapped, I created a custom Dubsado setup connected to Airtable and Google Drive. Instead of using Dubsado just for contracts, it became the system running her entire client journey.

Her new structure included stages for:

• inquiries
  
• proposals send
  
• contracts create
  
• onboarding
  
• delivery
  
• monthly client tasks
  
• offboarding

“I’ve never had a system build this robust, that had so many moving pieces. Everything from ongoing delivery, offboarding, 

So it definitely felt like I was doing a major upgrade.”

Replacing Manual Emails With Automated Canned Emails

Every message she used to rewrite monthly — reminders, updates, approvals — is now a canned email triggered at the right time. The tone still sounds like her, but it no longer requires her time. With Dubsado managing these communications, she no longer worries about missing a follow-up or forgetting a step in the client flow.

Automating Client Tasks Like Reminders and Send Invoices Steps

Her Dubsado workflow now handles:

• monthly reminders
  
• task notifications
  
• submission follow-ups
  
• send invoices steps
  
• send forms steps
  

This removed the mental load and gave her time back for writing and client work. This is where Dubsado truly shines, because the workflow now triggers tasks, reminders, and important touchpoints exactly when clients need them.

The Full Client Journey Inside Her Dubsado Workflow

To create a seamless client experience, her new workflow now supports every step of the journey.

1. Lead submits a request

Dubsado captures the inquiry and tags it automatically.

2. Onboarding begins

The system sends the proposal, contract, and invoice without her needing to create proposals manually each time.

3. Delivery phase

Airtable tracks submission dates, feedback, and tasks so nothing gets lost.

4. Monthly retainer flow

Dubsado sends reminders and check-ins on schedule.

5. Offboarding

Clients receive a thoughtful wrap-up message and next steps.

Every part of the journey now lives inside Dubsado, giving Samantha one central place to view activity, manage requests, and keep clients moving through the process without extra effort.

The Results: A Copywriting Workflow That Saves 10+ Hours per Client

With five clients on average, this became 25–50 hours every month — time she now uses for content creation, lead generation, and rest. The time savings alone made the Dubsado overhaul worth it, but it also gave her the confidence to take on more clients knowing Dubsado was running the background work.

“For every client I bring on, I can easily see where I’ve saved 5 to 10 hours on just little reminders, check-ins, follow-ups, offboarding. At least 10 hours per client.”

Automated Client Experience Without Losing Personal Touch

Her system now autogenerates Google Drive folders and documents for each client.

“Now when clients get onboarded, (the drive) has a folder and a folder document that says, ‘Welcome Lauren or whoever the client is.’ 

For me, it’s these little things that take 10-20 minutes out of your day to do, but now it’s done and it looks good. The client feels welcomed and that’s exactly what I wanted. I can’t say enough good things.”

A System That Expands Her Capacity for More Clients

The Airtable resources tab includes training videos for future support hires, helping her maintain consistent client management without extra effort.

“One of my favorite things that she delivered was in the Air Table base. There’s this tab that’s called ‘resources’ and it has a Loom video for every single step of how to do everything that the system does. That’s so helpful for me.

I literally feel like I have Ashley in my pocket to be ‘Okay, here’s how you do it.’” 

A Ready-to-Use Dubsado Workflow From Day One

Everything was delivered fully functional — including migrating her existing clients into the new system.

“It’s funny. I wasn’t ready. 

I was like, ‘I’m scared. How does it all work? I don’t want to break anything.’ 

But truly everything was ready to use. Another amazing thing she did was to make sure that the clients already on my roster were moved into Airtable. 

So, I could have even had them start using it right away.”

Feature Breakdown of Her Dubsado Setup

Her Dubsado setup now includes:

• workflows that create proposals and contracts
  
• reminders that send invoices and send forms
  
• canned emails
  
• onboarding and offboarding flows
  
• Google Drive auto-creation
  
• Airtable integration
  
• a resources hub for training

More Space for Marketing, Sales, and Retainer Growth

With her backend automated, Samantha confidently promotes her signature retainer without worrying about fulfillment falling behind.

“I felt confident selling my retainer at Emancipation (a conference), in a room with a hundred people.

I was able to confidently put the retainer forward as my signature offer because of these systems“

Continued Support to Keep Her System Running Smoothly

She continues her support through the Systems Support Membership.

“Since we ended in March, I’ve been in her retainer, pinging her with questions. That’s been helpful because little things or little changes have come up. It’s just nice knowing that we can continue to work together and refine it.

(If i could) I would stay in that forever and just keep improving this process.

Why A Custom System Matters for Copywriters Ready to Scale

“If you want the absolute, most comprehensive ready-to-use system that takes into account how to make your life and your client’s lives easier? Have Ashley do it.

I’ve never had a systems build this robust with so many moving pieces — everything from onboarding, delivery, and offboarding.

But it’s not so rigid to the point (where you can’t be flexible). She does a really great job of leaving spots for you to be human with your clients. Even in the automated forms, there’s always a little place where you can say “Hi, I hope you love the copy,” — there’s always that option for personal touch. 

For anyone who is at a growing point in your business, where you’re doing things manually but know there’s ways things could be automated — and even the ways that you don’t know — Ashley’s got you covered.”

This case study was built of a conversation with this specific client, going through our work together.
Anything in quotes is a word-for-word statement said by the client on a recorded call or in a testimonial.

Meet Ashley from Solution Integrators

Hi, I’m Ashley from Solution Integrators. I help service providers, creatives, and agency owners build systems that support the way they work, so their business runs smoothly without them holding every step together.

Dubsado is one of my favorite tools to implement for copywriters because it supports everything from inquiries to delivery. With the right setup, it helps you stay organized, respond to clients quickly, and manage your workload without feeling stretched thin.

If you want a system that gives you back time, supports your client experience, and keeps your business running with more ease, I’d love to help you build it.