Consider your projects handled

PART 1 OF 3

Project suggestions

If you manage a lot of projects, you know the feeling: something slips through. A contract your client signed sits waiting for your countersignature. A workflow step is stuck waiting on your approval.

The only way to catch these things before now was to open each project individually or look around on other pages.
​

Project suggestions fixes this. Open any project and you’ll now see a suggestions card at the top of the overview... it scans your project automatically and surfaces anything that needs your attention, with a one-click action to handle it right there.

What it introduces

There are four suggestion types. Here’s exactly what triggers each one and what you can do about it:

1. Signature needed

When a client signs a contract or sub-agreement and your countersignature is still missing, Dubsado flags it. You’ll see the contract name, when the client signed, and a Countersign button that takes you directly to the signing flow — no hunting through the Forms tab.

What triggers it: Client has signed. Your signature field is still empty.

What does NOT trigger it: Locked forms, form templates, or contracts you’ve already countersigned.

2. Overdue payments

When an invoice is past due, Dubsado surfaces it with a Remind button. Clicking it opens a pre-populated payment reminder email with your client’s name, project details, and invoice amount already filled in. Edit if you want, send when you’re ready.

What triggers it: An invoice is past its due date based on installment status, invoice status, or the next scheduled payment date.

Note: Even if a project has multiple overdue invoices, only one suggestion appears per project. It’s a signal, not a full invoice list.

3. Workflows requiring approval

When a workflow step is waiting on your manual approval and the trigger date has already passed, Dubsado flags it. You can approve individual actions right from the card, or — if you’re working across multiple projects — approve everything in bulk (more on that below).

What triggers it: Active, non-paused workflow actions that require your approval and have passed their scheduled trigger date.

4. No activity for 6+ months

Projects that have gone completely quiet — no activity log entries, no updates — for more than six months get flagged for archiving. This one is especially useful for cleaning up a project list that’s gotten out of control. You’ll see the last activity date and an Archive button.

What triggers it: Both the most recent activity log entry AND the project’s last-updated timestamp must be older than six months. Both conditions have to be true.

Note: Archiving from suggestions is reversible. You can restore projects from the Archive view any time.

How to find it

• Open any project from your Projects list
• Look for the Suggestions card at the top left of the project overview
• If there’s nothing to flag, the card won’t appear — a clean project stays clean

PART 2 OF 3

Expanded bulk actions

Bulk actions have been in Dubsado for a while, but this release takes them significantly further. You can now select multiple items from any view — Projects, Contacts, Tasks, or Invoices — and take action on all of them at once from a redesigned action bar.

Here’s everything that’s new:

In the Projects view

• Apply a flow to multiple projects at once. Select your projects, choose Apply Flow, pick your workflow template, and Dubsado applies it to all of them. Projects that already have that flow are automatically skipped — no duplicates, no error messages.
• Close primary invoices across multiple projects. Marks primary invoices as uncollectible across all selected projects in one action.
• Assign projects to team members in bulk. Select a group of projects and assign them all to a team member at once.
• Bulk add tags and change statuses. Apply tags or update project statuses across your whole selection simultaneously.
• Bulk archive and delete. Archive or permanently delete multiple projects at once. Archive is reversible. Delete is not.
• View project suggestions in bulk. Select multiple projects, open the All Actions menu (…), and choose Suggestions. More on this in Part 1.

In the Contacts view

• Send bulk email to multiple contacts. Select contacts and send them all a personalized email at once. Each recipient gets their own individual message — not a group send. (See Part 3 for everything about how bulk email works.)
• Bulk archive and delete contacts. Clean up your contacts list without going one by one.

In the Tasks view

• Mark tasks complete or to-do in bulk. Select a group of tasks and flip their status all at once.
• Bulk assign tasks to team members. Reassign a batch of tasks to a different team member in a single action.
• Move tasks between projects in bulk. Select tasks across your list and move them all to a different project at once.

In the Invoices view

• Bulk close invoices. Mark multiple invoices as uncollectible across your invoice list.
• Bulk sync to QuickBooks or Xero. Push multiple invoices to your accounting software at once.
• Bulk sync with payments. Reconcile multiple invoices against your payment records in one action.
• Bulk delete invoices. Remove multiple invoices at once. This is permanent — use with care.

How selection works

The bulk action system has a few mechanics worth knowing:

• Click the checkbox next to any item to select it
• Hold Shift and click another item to select everything in between
• Use Select All to grab up to 50 visible items at once
• Items load as you scroll — if you need more than 50, scroll down to load the next batch, then Select All again to add them to your selection
• Once you have items selected, the action bar appears at the top of the view. Look for the … icon for additional actions including Suggestions
• Right-click any selected item for a context menu with the same options

PART 3 OF 3 — THE BIG ONE

Bulk email sending

This is the feature that changes how you communicate with clients at scale. You can now select multiple projects or contacts and send a personalized email to every single one of them — in one send.

And when we say personalized, we mean it. Each recipient gets their own individual email with your smart fields — their name, their project name, their invoice details — populated automatically. It does not look like a blast. It looks like you sent it just to them.

This matters because the best follow-ups feel personal. Bulk email sending in Dubsado gives you the scale of a mass send with the feel of a one-on-one message.

Where you can send from

• From the Projects view: Select multiple projects → choose Send Email from the action bar. Dubsado emails the primary contact on each selected project.
• From the Contacts view: Select multiple contacts → choose Send Email from the action bar. Dubsado emails each selected contact directly.
• From the Suggestions modal: When reviewing bulk suggestions across multiple projects, you can send payment reminder emails to every client with an overdue invoice — all at once.

How the composer works

When you trigger a bulk send, a dedicated email composer opens. It works like your regular Dubsado email composer, with a few things to know:

• Smart fields work exactly as they do in regular emails
• You can use an existing email template or write from scratch
• You’ll see a recipient count before you send so you know exactly how many people are getting the email
• There is no “preview per recipient” before sending — review your smart fields carefully before hitting send

What happens after you hit send

Bulk emails don’t send instantly the way a regular one-to-one email does. They process in the background so your account isn’t locked up while Dubsado works through your list. Here is what is happening in the background:

• Emails are sent at 25 per minute. Example: A send to 50 contacts takes roughly 2 minutes. A send to 100 takes about 4 minutes

• You can navigate away from the screen. The send continues in the background
• Each recipient gets a separate, individual email — not a thread with everyone CC’d or BCC’d

Requirements and limits

Bulk email has a few requirements and guardrails in place to protect your sender reputation:

When to use bulk actions

Bulk email sending is not for any type of marketing content. Here some ideas that you can do with bulk email:

✔️ Check in on the leads who never booked

✔️ Out of office, vacation or maternity leave notice

✔️ Reach back out to clients who went quiet mid-project

✔️ Introducing a new team member

✔️ Holiday season delivery schedule update