Dubsado Integrations: What Connects Natively and What Needs Zapier

Dubsado integrations come in two kinds, and most of the confusion I see in the Dubsado Community comes from mixing them up. A handful connect natively inside your Dubsado settings: calendars, email, video conferencing, payment processors, QuickBooks Online and Zapier. Everything else (Airtable, Calendly, Kit, Flodesk, ClickUp, Google Drive) connects through Zapier, which means it only does what Dubsado’s Zapier triggers and its one Zapier action allow.

Below is what each connection actually does, where it stops, and when connecting another tool is the wrong fix.

Dubsado’s native integrations

Native means you connect it inside Dubsado’s settings. Some are on every plan and some need Premier, so check before you build around one.

Calendar sync: Google, iCloud and Microsoft

Dubsado connects to Google, iCloud, Microsoft 365, Microsoft Exchange and Microsoft Outlook calendars through a service called Cronofy. Each calendar you sync has its own import and export settings, so external events can show in Dubsado and Dubsado events can show on your calendar. The big one: your connected calendar can block off availability on your Dubsado scheduler, so nobody books you during the dentist.

The limits: you can connect one calendar account per workspace. Only the workspace owner’s connected calendar affects scheduler availability, so team members’ calendars don’t count unless they’re shared with that account. And if you disconnect, the synced events come out of Dubsado and the exported Dubsado events come off your external calendar. Calendar connection is included on Starter.

Email: Gmail, Outlook and everything else

Dubsado sends project emails from your own address. Google accounts connect with “Continue with Google,” Microsoft accounts (Outlook, Hotmail, Live and Office 365 custom domains) connect with “Continue with Microsoft,” and anything else connects through SMTP. One workspace can have one connected email account at a time.

This is for client communication, not email marketing. Newsletters to your whole list don’t belong in Dubsado, and the full breakdown is in How to (Legally) Use Dubsado for Email.

Zoom, Google Meet and Microsoft Teams

On Premier, Dubsado can generate a video meeting link for every appointment booked through a Dubsado scheduler. It supports Google Meet, Zoom and Microsoft Teams, with one provider active per workspace. You also have to turn conferencing on for each scheduler template, which is the step people miss when the links don’t show up. You need a connected calendar for this to work.

Payment processors: Dubsado Payments, Square and PayPal

Dubsado takes payments through Dubsado Payments, Square or PayPal. You can connect Dubsado Payments or Square, never both, and PayPal can sit alongside either one. Dubsado doesn’t add its own fee on top of the processor’s.

Dubsado Payments runs on Stripe. Card fees usually land somewhere between 2 and 4% depending on the card and the country. ACH bank payments cost 0.8%, capped at $5, but they’re only available to US-based businesses collecting from clients with US bank accounts, and there’s a $20,000 rolling weekly limit on ACH volume unless Dubsado Customer Care raises it for you. Dubsado Payments also supports Klarna and Affirm if you want to offer buy now, pay later.

If you send big invoices, that ACH cap matters. A $5,000 payment by card can cost you $100 or more in fees. By ACH it costs $5.

QuickBooks Online

Yes, Dubsado integrates with QuickBooks, and it’s narrower than most people assume. It works with QuickBooks Online only (Simple Start, Essentials, Plus and Advanced), not QuickBooks Desktop or QuickBooks Self-Employed, and it needs the Premier plan. Here’s how it behaves:

• It’s one way. Dubsado sends to QuickBooks. Nothing comes back.
• Invoices sync after the client pays, not when you create them.
• Invoices and payments from before you connected don’t sync on their own. You sync those manually.
• Dubsado matches clients to QuickBooks customers by email. No match, or more than one match, and it creates a new customer.
• If you charge sales tax, import your QuickBooks tax codes and apply them to your invoices, or taxed invoices won’t sync correctly.
• QuickBooks is not a payment processor here. Clients still pay through Dubsado Payments, Square or PayPal.

Premier also includes a Xero integration, and you can only connect one accounting integration at a time. My longer opinion on whether the QuickBooks sync is worth it, and how I handle processing fees, is in QuickBooks & Dubsado.

Zapier

Every non-native integration on this page runs through Zapier, and Zapier is Premier only. Dubsado gives Zapier five triggers:

• New Project as Lead
• New Project as Job
• New Payment Received (processor payments only, not manually logged ones)
• Contract Signed
• Project Status Updated

And it gives Zapier exactly one action: Create Project. Every project a Zap creates gets the same status, source and workflow, so different outcomes need separate Zaps or filters. That single action is the most important limit in this whole post. Zapier can start a new Dubsado project. It can’t update an existing one, move it along a workflow, or tick off a step for you.

Common Zapier connections

Every one of these runs on Zapier, so every one of them inherits the limits above. Data moves easily out of Dubsado when something happens. Coming back in, the only thing another app can do is create a new project.

Dubsado and Airtable

This is the one people search for most, and the one I build most. Dubsado runs everything the client sees. Airtable tracks what Dubsado doesn’t report on well, like lead sources, revenue by service, inventory and capacity. Zapier sends Dubsado events (new leads, booked jobs, payments, signed contracts) into Airtable as records.

It won’t push changes from Airtable back into an existing Dubsado project, so plan Airtable as the reporting and back-office side, not a second place to manage clients. More in Dubsado and Airtable.

Dubsado and Calendly

Calendly connects through Zapier, with Calendly as the trigger and Create Project as the Dubsado action, so a new booking can start a new Dubsado project and kick off a workflow. That works for a first call with someone brand new.

It doesn’t work mid-project, because Zapier can’t touch a project that already exists, and your workflows won’t know the appointment happened. If the Dubsado scheduler covers what you need, use it, including for paid appointments, which I walk through in my Dubsado scheduler guide. If you have a real reason not to (a team, round robin booking, lots of recurring appointments), my workaround is in Using Calendly inside Dubsado.

Dubsado and Kit (formerly ConvertKit)

ConvertKit is now called Kit, and there’s no native Dubsado and Kit integration. It runs on Zapier. A Dubsado trigger like New Project as Lead or Contract Signed can add a subscriber to a Kit form, add them to a sequence, or tag them. That’s the right split: Dubsado for one-to-one client emails, Kit for your list.

Plan for consent. Becoming a lead doesn’t mean someone agreed to your newsletter, so decide which tag or form they land in.

Dubsado and Flodesk

Same pattern as Kit: a new Dubsado lead or booked job gets added to a Flodesk segment, which can start a Flodesk workflow. The steps are in Dubsado to Flodesk. Check that whatever that segment triggers makes sense for someone who just inquired.

Dubsado and ClickUp

The usual use is creating ClickUp tasks when a project books or changes status, which helps when a team does the delivery work in ClickUp. If you’re solo, check whether Dubsado’s own tasks and task boards already cover it. A second task list is one more place to forget to check. If you run Dubsado setups for clients, my Dubsado ClickUp board is the task list I use for every build.

Dubsado and Google Drive

There’s no native Google Drive integration in Dubsado either. Zapier can create a Drive folder when a contract is signed, a payment comes in, or a project status changes. Handy if every client gets a folder for files and deliverables, but it won’t move their Dubsado documents into it, so decide what lives where.

Showit and Dubsado forms

This one isn’t an integration at all, and that’s a good thing. You embed your Dubsado lead capture form on your Showit site with the form’s embed code, the inquiry goes straight into Dubsado as a lead, and your workflow starts. No Zapier needed. The common headache is the form getting cut off as it grows, and I fixed that in Showit & Dubsado: Make Showit Pages Grow with Dubsado Forms.

When an integration is the wrong answer

Most “how do I connect X to Dubsado” questions are really asking where the work should live. An integration moves data between tools. It doesn’t decide which tool owns the job, and if nobody decides, you end up with two half systems and a Zap in the middle.

A few signs the answer is fewer tools, not more connections:

• Dubsado already does it. The Dubsado scheduler, forms and workflows beat an outside tool you then have to Zap back in, because your workflows can’t see what happens in an outside tool.
• You need two-way sync. Dubsado’s Zapier connection can’t update an existing project, so anything that needs to stay in step in both directions is going to break or need manual cleanup.
• You’re connecting tools to cover a process you haven’t mapped. Automation makes messy things messy faster. Map the client journey first, then decide what connects.
• Nobody owns the Zaps. A Zap can stop working when a field changes or a connection expires, and it’s easy to miss. If no one checks them, assume something will go missing.

For The Party Bar, the biggest decision in mapping was exactly this. Dubsado runs everything the client sees across 12 workflows, and Airtable runs the inventory and balloon math behind the scenes. Each tool has one job, so very little has to pass between them.

Getting your integrations set up

If you’re setting up Dubsado and want the integrations decided before anything gets built, that’s part of a Dubsado setup. If you already know Dubsado needs to work alongside Airtable or another tool, that’s a custom system build. And if you’re not sure which tools should stay in your stack at all, start with tech stack consulting.

Dubsado integrations FAQ

Does Dubsado integrate with QuickBooks?

Yes, QuickBooks Online only, on the Premier plan. It syncs invoices and payments one way from Dubsado to QuickBooks after the client pays.

Does Dubsado integrate with Airtable?

Not natively. Dubsado connects to Airtable through Zapier, which sends new leads, jobs, payments and signed contracts into Airtable.

Does Dubsado integrate with Calendly?

Through Zapier. A Calendly booking can create a new Dubsado project, but it can’t update a project that already exists.

Which Dubsado plan includes Zapier?

Premier. Starter doesn’t include the Zapier integration.