Latest updates from the Dubsado team
Originally posted: December 1st, 2020
We are excited to announce the arrival of our integration with Xero. Xero is world-leading online accounting software built for small business. When you connect Xero to Dubsado, you'll be able to automatically sync invoices and payments from Dubsado to your Xero account.
After completing the connection process, you'll be redirected back to the Xero integration page in Dubsado.
⚠️ Heads up! There are a few more settings you'll need to configure before the integration is ready to use.
Before you can set up automatic syncing, you must select which Xero payment account will receive your Dubsado invoice payments.
You can choose any account in your Xero chart of accounts that has a code and the enable payments option turned on.
👋 Here's a tip... if you have your bank or payment processor connected to Xero, we recommend setting up a separate "clearing account" to receive payments from Dubsado. Here's an article from Xero on reconciling bulk payments.
There are three options for configuring automatic syncing with Xero:
This option is for you if... you would like payments received through Dubsado invoices to be added as transactions in Xero.
Turn both automatic sync settings ON if you would like to sync both invoices and payments:
This option is for you if... you do not want to see Dubsado payments added to Xero when an invoice is paid.
Turn the setting to sync invoices ON, and the setting to sync payments OFF to sync invoices only:
This option is for you if... you want full manual control over syncing individual invoices and payments with Xero. With this option, you will need to manually sync each invoice and payment.
Turn both automatic sync settings OFF to prevent automatic invoice syncing.
All Dubsado tax items must be mapped to corresponding tax items in your Xero account. For each tax item in Dubsado, select the corresponding Xero tax item in the dropdown.
👋Here's a tip... you'll need to have tax rates set up in Xero before you can map them in Dubsado. This article from Xero explains how to set up tax rates.
⚠️ Heads up! Dubsado invoices with tax items that have not been mapped to Xero tax items will not sync. If you add more tax items to Dubsado in the future, remember to return to the Xero integration settings page and map them.
⚠️ Heads up! Xero does not support line items with more than one tax applied. If you apply more than one tax item to a line item in Dubsado, the invoice will encounter an error when syncing.
In Xero, every invoice line item must be assigned to an account in your chart of accounts. Even if you do not use income categories in Dubsado, you must select a default Xero account here. Xero will automatically assign any "Uncategorized" line items to this account.
Income categories in your Dubsado chart of accounts can be mapped to Xero accounts here. Just use the dropdowns to select the matching Xero account for each of your Dubsado income categories.
⚠️ Heads up! If you add more income categories to Dubsado in the future, remember to return to the Xero integration settings page and map them. Line items with unmapped categories will be applied to the default Xero account.
When you delete an invoice or payment in Dubsado, you will have the option to also delete the invoice or payment in Xero.
Dubsado will try to match clients to Xero contacts using their email address. If no match is found, or multiple matches are found, a new contact will be created in Xero.
No. Payment processing fees are not recorded separately when Dubsado syncs a payment with Xero, just like they aren't recorded separately on Dubsado invoices. You are responsible for reconciling payment processing fees inside your Xero account.
You need at least one "current asset" type of account in with the setting to enable payments turned on to select as your default payment account in Dubsado. You also need at least one "revenue" type of account to set as your default account in Dubsado for categorizing your income.
If you set up separate income categories for different services in Dubsado, it may make sense to do the same in your Xero chart of accounts so you can match them up. Beyond that, it's up to you and your accountant to decide how best to categorize your income and set up your chart of accounts!
You can connect one Xero organisation to each Dubsado brand. After you have connected a Xero organisation to one brand, you cannot connect it to another brand. If you have multiple Xero organisations, you'll be able to select which organisation you want to connect during the connection process.
If you need to disconnect from Xero, click Disconnect Xero on the Xero integration settings page. Disconnecting your Xero account will remove all Xero-related data inside Dubsado and prevent you from syncing further invoices and payments to your Xero account. Dubsado invoices and payments already synced to Xero will remain in your Xero account.
You have the option to delete all Dubsado invoices and transactions from your Xero account as well, however this action cannot be undone.
Originally posted: August 6th, 2020
Dubsado now integrates with 8x8, Google Meet, GoTo Meeting, Microsoft Teams, and Zoom to automatically generate a video conferencing link for your scheduled appointments! The link can then be sent in your appointment confirmation and reminder emails.
This integration is managed through Cronofy, which is also used to connect your calendar to Dubsado (something you've already, most likely, been using).
That's it! Google Meet is active as your conferencing service, but you can switch to 8x8 using the dropdown. You are now ready to add conferencing to your scheduler templates.
Adding Video Conferencing to Scheduler Templates
That's it! You are now ready to add conferencing to your scheduler templates.
Adding Video Conferencing to a Scheduler Template
⚠️ Heads up! Do not make any changes in Cronofy other than in the Conferencing Services tab. You will still manage your calendar connection and scheduling inside Dubsado.
No! You are in full control over which schedulers will generate links for video conferencing. There are also some changes you'll need to make to your canned emails for appointment confirmations and reminders. Check out this article.
Yes! Just return to the conferencing integration page and select a different service from the dropdown. If needed, you can click Add conferencing service and follow the steps above to connect a new account.
You may only have one video conferencing service active at a time, per brand. The service you select on the conferencing integration page will be used for all schedulers that have conferencing enabled in your brand.
Originally posted: July 16th, 2020
Today we are releasing some awesome improvements to our Quickbooks Integration! With these upgrades, sending over invoices to your Quickbooks account becomes both easier and more reliable!
Getting started with connecting your Quickbooks account to Dubsado is largely the same. One key difference is that we have removed the toggle for Quickbooks Online Locale, or the setting for you to choose whether you are using a U.S. or Non-U.S. version of Quickbooks. This setting affected how taxes would need to be applied in Dubsado in order for an invoice to sync over. Our system will now automatically detect that same information right when you connect your Quickbooks account!
If you add tax to your line items in Dubsado, the invoice must have a QuickBooks tax code to sync with QuickBooks. This step is still necessary
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For example, the Quickbooks Tax for Burbank, CA creates 4 different Dubsado Tax items: CA State Tax, Los Angeles County Tax, Los Angeles County District Tax, and Burbank City District Tax. Collectively, these add to the 10.25% tax rate in Burbank.
In order for an invoice from Dubsado to sync to Quickbooks, any tax on that invoice will need to be a Dubsado Tax item created when Quickbooks was connected. When making an invoice, you can still apply a Quickbooks tax to your invoice the same you are currently! This method has you click on the "QuickBooks Tax Codes" button dropdown underneath the line items on your invoice and selecting which tax code you wish to apply.
In addition to this method, you can now apply the taxes directly on to your line items! When editing a line item, you can select which taxes you wish to apply directly in the tax section. The taxes created when you synced your Quickbooks account will appear on this list and are able to be applied to your line item!
This change my seem small but it has some big implications! Since the taxes can be applied directly onto the line items, you can now have the QuickBooks tax applied to Packages and any other template! This is especially useful for invoices that are created by proposals, schedulers, or recurring invoices and can ensure that these invoices are synced to Quickbooks right away!
We also made some pretty big changes to the Invoices page to help manage your all of your invoices as a whole! The first addition to this page is the new Date filter that will allow you to find all of the invoices whose invoice date falls within the entered date range.
The Invoice list gives information the specific parts of each invoice such as invoice date, payments made, and due dates of upcoming or missed payments, but will include information on the QB sync status more clearly.
This page will also show the sync status of each invoice within the brand if Quickbooks is connected. There are 4 different statuses for each invoice:
This page can be used to sync over invoices manually! If you have Quickbooks connected, you will see the "Sync Invoice" option and the "Sync Invoice and Payments" option in the action dropdown to the right of the Sync status.
New to this page is the option to sync information over to Quickbooks in bulk! You can use the checkboxes to the left of each invoice to select a group of invoices you wish to sync over. Once selected, the dropdown option in the header of this column will give you the option to sync over all of the selected invoices! There are options to just have the invoices brought over and to have the invoices brought over with any payments attached.
We will attempt to match Dubsado clients to Quickbooks clients when an invoice is synced over. If a new client in Dubsado makes a payment, we will now search that user's connected Quickbooks account to see if there is a QB client with the same email address. If there is a match we will sync the invoice to that client. If there are multiple Qb clients with the same email address, we will create a new client rather than choosing one or the other. In this scenario the user can manually make the newly created client a "sub-customer" of the correct QB client in your account
Previously, if there was an Quickbooks account in Dubsado, one of the suggested steps we would tell users would be to disconnect and reconnect their account. We found that doing so often fixed the issue but would sometimes create more issues in a user's account since we were not resetting the QB data within Dubsado.
In place of this, we added a Reconnect button to reset the connection between your Dubsado and Quickbooks accounts that will not remove any of the data. This Reconnect button will appear on the Quickbooks Integrations page when there is an error syncing an invoice to Quickbooks. If you encounter an error but do not see the reconnect option, please reach out to support and we will gladly help!
Note: If you do disconnect your Quickbooks account from Dubsado, any QB data in theDubsado will be completely removed. We only recommend this option if you are switching over to a new Quickbooks account. If you do so, you will need to go through the entire sync process over again for each invoice.
Originally posted: May 11th, 2020
Browser Alerts are similar to our Dashboard Alerts (clicking the bell icon), but they have two primary benefits! The first is that they are more apparent and will be shown to you right as an action has happened, once these notifications are enabled. This message will slide in from the upper right corner and alert you without ou having to click on the bell icon or check your email.
The second benefit is that these can alert you even when you are not on a Dubsado page. Since these are set up on a browser, these alerts can be sent at any time you are using your computer. This feature is great for users who want to be made aware of everything that happens within their business right as it happens!
To set up the Browser alerts, go to the Notifications page (Settings>>Notifications). There, you will see a new notification type: Push notifications. In the description of this type, you will see a Subscribe button.
Clicking this button will prompt a message from your web browser to give Dubsado permission to send out these notifications. You MUST allow these notifications on their browser in order to receive our new Browser Alerts. Here is an example message on Google Chrome.
NOTE: If you decline permission for Dubsado to send notifications, you still have the option to set up Browser Alerts at a later time. In order to give that permission, you will need to go into the settings of whatever browser you are using and enable notifications for Dubsado. For Chrome, you can click on the "Lock" icon in the URL bar and update the notification preference from there.
Once that permission is granted, you will be set up to receive Browser Alerts from Dubsado. Like our other Notifications, you will have the ability to customize what actions trigger these Browser Alerts. After you make your selections click Save Changes at the top of the page and you're set!
While similar to other notifications, there are some details about the Browser alerts that should be noted.
When an alert comes in you will be shown three pieces of information. Different web browsers may show the information differently but the same info will all be there.
Like our Dashboard Alerts, clicking on a Browser Alert will take you to the corresponding Dubsado page. This will open up in a new tab of your web browser IF they are logged into Dubsado. If you are not logged in, you will be taken to the login page. Upon logging in, you will be taken to the Dashboard, not the page for the alert.
*****Browser alerts for scheduler appointments (confirmed, rescheduled, and canceled) will NOT redirect to the appointment. This is in line with the dashboard bell alert functionality
Not all web browsers currently support these Browser Alerts. The primary browsers where these will not work right now are Internet Explorer and Safari. Most other commonly used browsers allow for these alerts. The full list can be found here: https://caniuse.com/#feat=push-api
This can be used to set up mobile alerts if a user uses one of the supported browsers on their phone. That you will need to run through the set-up the alerts for each device separately.
*This will not work on iOS devices, even if the user is using mobile Chrome.
Originally posted: April 16th, 2020
We have been gradually making changes to the user interface of our application to prepare for the larger features we have coming down the line. Today, we have released a new look for our Integrations page. This will be making way for our Xero, Wave and Zoom integrations that will be coming later. We just cannot wait!
Originally posted:
The Notification Tab Counter is an additional way to let you know about any notifications within your account.
With the Notification Tab Counter you will see how many notifications you have, even if you are not directly in Dubsado. When a notification is received, the Dubsado web browser tab will update with a counter of all of the unread notifications within the brand.
The "events" that will update this counter will be the same ones that trigger Dashboard Notifications for you in your brand. Updating the any of the Dashboard toggles on the notifications page will also affect this count. In order to clear this count, you can click on the Bell Icon in the upper right corner and click "Mark all as read".
Originally posted: February 27th, 2020
This is a slow roll out. If you don't have it yet, you should soon.
There's no feeling quite like the joy felt when you get little reminders that your business is running smoothly. Contracts being signed, invoices being paid, and appointments being booked are all some of the little victories worth celebrating! As we continue to add new features to Dubsado, the number of notifications you can receive has also grown. Sometimes you feel that you DON'T need to get an email every time Joleena makes a change to the questionnaire you sent her. That's where this new feature can help: Notification Toggles!
With these new options you will be able to customize what notifications you receive from Dubsado! You get so many emails throughout the day and this is a way to help make sure you can see the notifications for what really matters to you!
The notifications page is where you can customize what notifications you receive. The main section of this page is a list of all of the different times you will receive. For each notification, you will have the option to toggle whether or not you receive that notification in-app and via email.
This new page can be accessed via the new Notifications section on the Settings page. These settings are unique in that and edits made on this page are USER specific per brand, meaning that changes you make in your account WILL NOT affect any of your Multi-Users. The same is true for your Multi-Users, their selections will not affect you or any other additional user. The "per brand" aspect means that the settings here will also only take place in the brand to which you save them. If you are have multiple brands in your Dubsado account, the notifications settings will have to be set for each one. You can have different settings for any brand.
As part of the feature, we have added an additional email field: the Notification Email. This is the email where your selected notification emails will be sent. Previously the Brand Email, which can be set in the Branding Section on the Settings page, doubled as the email where notifications were sent. With the additional option of having your Multi-Users receive their own notifications, a new email address will now be collected.
In order to keep current functionality, any existing Dubsado account will have this Notification Email automatically populated with the existing Branding Email so that notifications continue to be sent to your chosen email address. This will only take place for the Owner of the account. Any additional user, Admin or Basic User will have their Login Email populate as the Notifications Email. These users will not receive email notifications until they enable the Emails further down the page.
Any Dubsado user created after Feb 28, 2020 will automatically have the Login Email default as this Notification Email.
To recap there are three distinct email fields used for various purposes:
Moving to the main purpose of this page! The main section of this page will be the list of the different notifications where you can set your notification preferences! The list is broken down into different sections based on different features in Dubsado that could trigger a notification.* Within each section you will see all of the different events when a notification could be sent. This toggles on the left of each event allow you to choose whether or not you receive a notification for that event.
*The Brand owner and any admins of a brand will see a list of all possible notifications broken down these sections. Basic users of a brand will only see the sections they have access to based on the permissions given to them by the owner/admin of an account. Basic users will not receive any notifications for events to which they do not have permission to view.
After you choose what notifications you wish to receive and press Save, you will start to receive notifications for only the events you have enabled. If no changes are made, you will continue to still receive notifications based on default settings. Depending on what role you have within a brand will determine the different Notification default settings.
Brand Owner
Both Dashboard and Email notifications are enabled for all events.
Admin User
Dashboard notifications are enabled for all events. Email notifications are disabled for all events.
Basic User
Dashboard notifications are enabled for any event that a user's permission permits. Email notifications for those same events are disabled.
When an event triggers a notification, each user within the brand that has a notification for that event enabled will receive that notification. Notifications are no longer shared across the brand allowing for different users to clear out any notification separately from the other users.
In addition to the Permission based restrictions, basic users will also only receive notifications for projects to which they are assigned. If a form is filled out in a project not assigned to a basic user, they will not receive a notification even if the alert for when a form is complete is enabled.
As we continue to add new features to Dubsado, the list of Notifications will continue to grow! We also hope to add new ways for you to be notified in the future! As we add to this list, we will make sure to keep everyone in the loop!
Originally posted: February 26th, 2020
One of Dubsado's fun, secret feature is the ability to schedule an email to go out a later time. When in a project, you can draft an email and click on the arrow next to the Send button to select when you want the email to actually be sent. We have updated this feature a bit so that you can now also schedule email replies!
*Note that the Send Later option for emails is only available on emails assigned to a project and not available in the address book.
If you know how to schedule out emails within a project, then you already know how to do so for email replies! The option to send later has been added directly into the reply composer itself Next to the Send button you will see an arrow. Clicking this arrow will bring up three preset options for when the email will go out: 3 hours from then, 9AM the next day, or one week later.
Selecting any of these option will create a one-action workflow that will send that email out. If you wish to adjust the time that the email is sent, you can do so by editing that "Delayed Email" workflow within the project.
If, for whatever reason, you wish to delete an email thread that has a scheduled reply, you will still have the option to do so! When you do so, you will see an additional warning to inform you that the email is still scheduled to be sent. Deleting the email thread will NOT stop that reply from being sent. To cancel the reply, you will need to archive that one-action workflow within the project.
Originally posted: February 25th, 2020
You now have the option to take your client an external page after they book an appointment using a Dubsado Appointment Scheduler. This is especially useful if you have have additional steps for your client after they book an appointment with you. You can redirect your client to a helpful page to give them more information after they book, it can be used to set up conversion tracking for your site, or you can have your clients check out your brand new merch store after they book an appointment 😉
To set up the custom redirect page, head over to the Advanced section of the Scheduler editor. There, you will see a new option labeled "Redirect URL". Enter in the URL of the desired page in that text box, click Save and you are set! When someone books an appointment using that Scheduler, they will be taken to that redirected URL rather than the regular confirmation page.
When someone books an appointment using that Scheduler, they will be taken to that redirected URL rather than the regular confirmation page.
There are some things to note if you do choose to redirect to another page:
Originally posted: February 25th, 2020
We've made another update to have everything you send through Dubsado match YOUR branding. We have updated the "Reschedule Appointment" button so now matches your brand color. All other Dubsado buttons appear in that brand color currently. To demonstrate this, we have updated our brand color to a nice shade of fuchsia!
To update this button color, you can head to the the Settings>>Branding and choose your color in the "Color (form/link buttons)" section. Do note that this will change ALL of your Dubsado buttons to this color!
Once it is updated, the "Reschedule Appointment" button that appears in your Appointment Confirmation emails will match that color. This change will also take affect anywhere you use the "Appointment Reschedule Button" smart field!
