How to Use Dubsado and ClickUp Together

How to Use Dubsado and ClickUp Together | The Systems and Workflow Magic Podcast

*This blog post was originally published as a companion piece to a podcast episode. It has been updated and expanded to reflect current platform features and best practices. Most family photographers hit a wall at some point: their client communication lives in one place, while their actual project tasks live… well, everywhere else. Sticky notes. A random Google Doc. Maybe a text thread you forgot about. And the worst part? You bought a CRM thinking it would fix everything, but it only covers half the picture. That is exactly why pairing your CRM with a dedicated project management tool makes such a big difference.

When you use Dubsado and ClickUp together, you get a system where client communication and project execution actually talk to each other.

This post breaks down exactly how to set that up, step by step, so you can stop reinventing your workflow every time a new client books with you. If you have been looking for a way to create a contact form and client experience that wows, this Dubsado and ClickUp pairing is the next logical piece of that puzzle.

🎙️To listen to the full podcast episode, click here⬇️

What Is the Difference Between Dubsado and ClickUp?

Dubsado is a CRM (client relationship management tool), and ClickUp is a project management tool. They serve two different purposes in your business workflow. This distinction matters because many photographers assume that having one means they do not need the other. Dubsado handles everything that is client-facing: inquiry forms, contracts, invoices, scheduling, questionnaires, and automated client communication emails. ClickUp, on the other hand, is where you manage the actual tasks, deadlines, and project phases that happen behind the scenes once a client has booked.

Think of it this way: Dubsado manages the relationship. ClickUp manages the work.

When a family photographer tells me they use Trello or Asana as their “CRM,” that is a sign that the roles of these tools have gotten blurred. A project management tool is not a CRM, and a CRM is not a full project management system. You need both working in tandem if you want a workflow that does not fall apart when things get busy. If you are still getting set up with your CRM, you can grab my Dubsado Mini Session Master Checklist to make sure your mini session foundations are solid before adding a project management tool.

Why Should Family Photographers Use Both Dubsado and ClickUp?

Using both tools creates a complete client workflow system that keeps nothing from falling through the cracks, from the first inquiry to final gallery delivery. Here is the reality of running a family photography business as a solo business owner: you are the salesperson, the project manager, the editor, the marketer, and the client experience coordinator all at once. Dubsado handles the client-facing side of that workload beautifully. But when it comes to tracking the actual tasks that need to happen after someone books (sending a welcome gift, preparing a session guide, editing, delivering a gallery, requesting a review), that is where a project management tool steps in. ClickUp gives you the ability to:

• Set recurring tasks that repeat every time you book a new client
• Create task dependencies so nothing starts until the previous step is finished
• Assign due dates automatically based on session dates
• Track where every single project stands at a glance

Dubsado has a basic task feature, but it was not designed for the kind of detailed project tracking that a growing photography business needs. ClickUp fills that gap. And if you value your backend business organization, combining these two tools is a natural next step.

How Do Dubsado and ClickUp Actually Connect?

Dubsado and ClickUp connect via Zapier, a third-party automation tool that automatically triggers actions between the two platforms. You will need a Zapier account to make this work. Zapier acts as the bridge between Dubsado and ClickUp by using “Zaps,” automated workflows that say, “when this happens in Dubsado, do this in ClickUp.” Zapier offers a free tier with limited automations, and paid plans start at a very low monthly cost, so this is not a major investment.

The basic flow works like this:

1. A potential client fills out your inquiry form in Dubsado
2. You send your proposal, contract, and invoice through Dubsado
3. When the client signs the contract (or pays the invoice), a Zap fires
4. That Zap creates a new project folder or task list in ClickUp
5. ClickUp populates your pre-built template with all the tasks, due dates, and assignments for that specific type of session

From that point forward, project execution occurs in ClickUp, while client communication continues in Dubsado. When you reach the offboarding phase (sending a testimonial questionnaire, a thank-you email, or a referral request), you circle back to Dubsado’s automated workflows for that piece.

What Does the Client Workflow Look Like When You Use Both Tools?

The workflow follows a clear path: Dubsado handles inquiry and onboarding, ClickUp handles project execution, and Dubsado handles offboarding. Here is a practical example using a family photography session:

Phase 1: Inquiry and Booking (Dubsado) Your client finds you through Google or a referral, fills out your Dubsado contact form, and receives your automated response. From there, your Dubsado workflow sends the scheduling link, the proposal, and the contract. Once the contract is signed and the retainer is paid, the booking is official.

Phase 2: Project Execution (ClickUp) The signed contract triggers a Zap that creates a new project in ClickUp using your session template. That template includes every task you need to complete: send a session prep guide, confirm the location, edit the gallery, upload to your delivery platform, and so on. Each task has a due date calculated from the session date, and you can see the status of every project on one visual board.

Phase 3: Offboarding (Dubsado) After you deliver the gallery, your Dubsado workflow kicks back in. It sends a thank-you email, a feedback questionnaire, and possibly a referral incentive or rebooking reminder. This full-circle automation means your client feels cared for at every stage, and you don’t have to manually track anything. This three-phase approach is exactly the kind of repeatable system that frees you up to focus on the creative work you actually love. And if you want to see how a full marketing system supports this kind of structure, check out The Family Photographer’s Marketing Society, where we go even deeper on building these workflows.

What Are the Best Automations Between Dubsado and ClickUp?

The most impactful automations include auto-creating project folders on contract signing, duplicating onboarding checklists, and triggering task assignments for team members or yourself. Let me break down the top automations that family photographers (and other creative business owners) find most useful:

1. Auto-Create a Project Folder When a Contract is Signed. This is the single most popular Zap. When your client signs their contract in Dubsado, Zapier automatically creates a new folder in ClickUp with your templated lists inside. Those lists might include client info, session tasks, editing milestones, and delivery deadlines. You never have to manually set up a new project again.

2. Duplicate an Onboarding Checklist. If you have a standard onboarding process (sending a welcome email, mailing a client gift, delivering a session prep guide), you can save that process as a template in ClickUp. When a new booking triggers the Zap, that checklist duplicates itself with pre-set due dates and task assignments.

3. Trigger Reminders for Client Experience Touchpoints. This one is personal to me. I care about how my clients feel at every stage of working with me. Having ClickUp reminders set to fire at specific points in the client workflow (like “send a handwritten thank-you note 3 days after booking” or “email a location prep video 1 week before the session”) means those personal touches happen consistently, not just when I remember.

4. Track Invoice Payments When an invoice is marked as paid in Dubsado, a Zap can update the project status in ClickUp, so you always know which projects are financially cleared to begin work.

Do You Need ClickUp if You Already Use Trello?

Both Trello and ClickUp are project management tools, but ClickUp offers more advanced automation, hierarchy, and team management features than Trello does. I want to be transparent here because I personally use Trello and have a Backend Organization System for Family Photographers built on it. Trello is a fantastic, visual, simple tool that works incredibly well for solo business owners who need a clean board view for their tasks. That said, ClickUp takes things further with its hierarchy structure (spaces, folders, lists, tasks, subtasks), built-in automation that works without Zapier, multiple view options (board, list, Gantt chart, calendar), and native form creation. If you run an agency or have team members, ClickUp’s team management features are significantly more developed than Trello’s.

The bottom line: if you are a solo photographer who likes simplicity and visual boards, Trello paired with Dubsado is a great combination.

If you want more granular control over task dependencies, automations, and project phases, ClickUp paired with Dubsado might be the better fit. Either way, the principle is the same: your CRM handles the client relationship, and your project management tool handles the work.

How Should You Get Started with Dubsado and ClickUp?

Start with one repeatable service, write out every step of your process in a Google Doc, and then build that process into both Dubsado and ClickUp before adding anything else. This is the advice I give to every photographer who asks me about systems, and it applies here too.

Do not try to overhaul your entire business at once. Pick your most-booked service (for most of you, that is, family sessions) and write out every single thing that happens from the moment someone inquires to the moment you deliver their gallery. Once you have that written out, divide it into three categories:

1. Client-facing communication steps (these go into Dubsado workflows)
2. Behind-the-scenes tasks (these go into ClickUp templates)
3. Connection points (these become your Zaps in Zapier)

After you have one service fully built out and working, you can replicate the structure for other services, such as mini sessions, newborn sessions, or branding shoots. The template model means you build it once and duplicate it every time. If you are brand new to Dubsado and want a structured way to set up your CRM before adding ClickUp, get 30% off Dubsado with my affiliate link and start with the foundations first.

What Are ClickUp’s Built-In Forms and How Can Photographers Use Them?

ClickUp has a native form feature that automatically creates tasks when someone submits a response, making it useful for feedback collection, applications, and internal requests. While most of your client-facing forms should still live in Dubsado (because that is where your CRM workflows trigger), ClickUp forms are incredibly handy for internal processes.

If you ever grow to the point of having a second shooter, a virtual assistant, or a contractor helping with editing, ClickUp forms let them submit updates directly to your project management system.

For photographers who also run group programs, coaching, or workshops alongside their photography business, ClickUp forms can be used for student submissions, review requests, or application intake. The form submission automatically creates a task in ClickUp with a due date, so you always know when something needs your attention.

Putting It All Together: Your Repeatable Client Workflow

The goal of connecting Dubsado and ClickUp is not to add more technology to your business. The goal is to build a system you set up once and then repeat for every single client. When your inquiry process, onboarding experience, project management, and offboarding are all automated and connected, you free up mental energy and hours every week. That time goes back into your family, your creative work, or building the other parts of your business that matter to you.

If you are a family photographer who is ready to stop winging your client workflow and start building a repeatable system, here are your next steps:

• Get your CRM set up first: Grab Dubsado at 30% off and use my affiliate link.
• Organize your backend: Check out the Backend Organization System for Family Photographers if you want a done-for-you Trello board to start.
• Build your marketing system: Join The Family Photographer’s Marketing Society for ongoing support in building systems that keep your business visible and your workflow running smoothly.
• Map out your full workflow: Download The Family Photographer’s Workflow Blueprint for a step-by-step guide to structuring your entire client experience.

Frequently Asked Questions About Using Dubsado and ClickUp Together

Can I use Dubsado and ClickUp without Zapier? Not directly. Dubsado and ClickUp do not have a native integration, so Zapier (or a similar automation tool) is required to connect them. Zapier has a free plan that supports basic automations, making it an accessible starting point.

Is ClickUp free to use? Yes. ClickUp has a free plan that includes most of the features a solo photographer would need, including task management, multiple views, and basic automations. Paid plans add more advanced features, such as time tracking, custom fields, and additional automations.

Should I set up Dubsado or ClickUp first? Start with Dubsado. Your CRM handles the client-facing experience (inquiries, contracts, invoices, communication), which is the entry point for every client relationship. Once your Dubsado workflows are solid, layer in ClickUp for the behind-the-scenes project management.

Can I use Trello instead of ClickUp with Dubsado? Yes. Trello also integrates with Dubsado through Zapier. The principles are the same: your CRM handles client communication, and your project management tool handles task execution. Choose the project management tool that matches your working style.

How long does it take to set up this system? Plan for a few hours to build out one service workflow. Write your process in a Google Doc first, then build it into Dubsado and ClickUp. Avoid trying to set up every service at once. Start with one, get it running, and then duplicate the structure for additional services.

Meet Your Favorite Marketing Strategist and Business Coach for Family Photographers (Dolly DeLong Education)

Hi, I’m Dolly DeLong, a Nashville-based family photographer, marketing strategist, and systems educator for family photographers who want structure, clarity, and consistency in their marketing.

My photography journey began in 2006, and over the years, I built a sustainable family photography business while navigating motherhood, client work, and the realities of running a solo creative business. Along the way, I discovered something unexpected: I loved the backend just as much as the creative side.

What started as organizing my own workflows turned into helping other family photographers simplify their marketing, build repeatable systems, and stop relying on last-minute posting or panic marketing.

Today, I focus exclusively on helping family photographers intentionally market their businesses (not with trends but with consistently showing up).

I offer two ways to work with me:

• The Family Photographer’s Marketing Society: a systems-first membership that provides a clear weekly marketing cadence for Instagram and email, so you always know what to focus on without starting over.

• 1:1 Strategic Marketing Support for established family photographers who want hands-on guidance in building a sustainable, SEO-supported marketing system.

Through my blog, podcast, and YouTube channel, I teach family photographers how to think like marketers, plan ahead, and create marketing rhythms that support both their business and their family life.

I still photograph families around Nashville because it’s one of my greatest joys. But helping family photographers build calm, consistent marketing systems that actually fit real life is a close second.

I’m so glad you are here, reading this blog, listening to the podcast, or watching the embedded YouTube video. I hope this educational content was helpful. Please let me know what future systems content you would like me to create!