Dubsado Project Statuses vs. Tags

The BEAUTY of Statuses Done Right

Let’s talk about Dubsado project statuses vs. tags because I see so many people not using statuses to their full potential. These two features might seem similar at first glance, but they do very different jobs. And when you use Dubsado statuses the right way? It makes a BIG difference.

If you’ve ever logged into your Dubsado dashboard and thought, “Wow, this is a mess,” or struggled to figure out where your projects stand, this blog is for you. Let’s dive into what makes statuses so powerful, how they compare to tags, and a few fun tips to take your workflows to the next level.

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The Difference Between Dubsado Project Statuses and Tags

Here’s the breakdown:

Dubsado Lead Statuses

Lead statuses represent where potential clients are in the inquiry phase, before they officially become a paying client. These might include stages like “Inquiry Received,” “Proposal Sent,” or “Consultation Scheduled.” Leads haven’t committed yet, but they’re actively moving through your sales funnel.

Dubsado Job Statuses

Once a lead has signed a contract or paid you money (depending on your industry- though usually I suggest waiting for the CASH MONEY), they transition into a job. Job statuses represent the progress of confirmed clients through their project lifecycle, such as “Onboarding,” “In Progress,” or “Awaiting Final Payment.” These statuses track the actual delivery of your services.

Tags in Dubsado

Tags are flexible labels you can apply to both leads and jobs for organization. They’re great for categorizing things like project type (“Wedding,” “Corporate Event”) or client type (“VIP”). Unlike statuses, tags don’t trigger automations or represent progress. They’re purely for filtering and organizing.

The Big Difference: Statuses are about progress, while tags are about filtering and organizing. Statuses move your project forward; tags give you extra context.

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Why Dubsado Statuses Are a Workflow Must-Have

Dubsado project statuses are the backbone of your workflows. They tell you where a project stands, and they help you automate tasks, spot bottlenecks, and create a system that works like a dream. Here’s why I’m obsessed with them:

1. Built-In Progress Tracking
   A thoughtful system for Lead statuses ensures no inquiry slips through the cracks. Meanwhile, Job statuses give you a clear picture of where each client stands post-booking.
2. Automation Magic
   Dubsado statuses changing can trigger lots of different automations through Zapier! For example:
   • When a project moves to “Awaiting Payment,” add client to your Email Marketing System
   • When a project reaches “Follow Up Support”, have them automatically added to a new Slack channel.
3. Dashboard Clarity
   With separate pipelines for leads and jobs, you can instantly see how many inquiries are in progress and how many clients are in the delivery phase. Are too many leads stuck at “Proposal Sent”? Are jobs lingering in “Awaiting Final Payment”? Your statuses provide actionable insights and make things infinitely clearer for your team.
4. Client Experience Consistency
   A consistent and clear status progression ensures every client moves through the same polished process- meaning they all feel attended to, from initial inquiry to project wrap-up.

This works for hiring too. Harmony Baby Concierge uses 9 project stages that show exactly where every nanny candidate stands, from new application to placed.

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My Favorite Dubsado Statuses

Pro tip: Add emojis to your statuses for extra clarity and fun! Here’s an updated list of statuses I love and recommend for most businesses:

• LEAD STATUSES
  • New Inquiry 📥: For new leads who haven’t taken action yet.
  • Call Requested ❓: When a lead has expressed interest but hasn’t booked a call yet.
  • Call Scheduled ☎️: For leads who have scheduled a consultation or discovery call.
  • Draft Proposal 📝: When you’re working on crafting the perfect proposal.
  • Proposal Sent 📧: When the ball is in the client’s court to approve or accept a proposal.
  • Follow Up 👀: For keeping track of clients or leads who need a nudge to move forward.
  • Cold Lead 🥶: For leads that have gone quiet or aren’t actively engaging anymore.
  • Waiting for Payment 🤑: For projects where the proposal has been accepted, but the invoice hasn’t been paid yet.
• JOB STATUSES
  • Onboarding 🟡: For getting your client set up and ready to roll with all the necessary details.
  • In Progress 🔵: For projects you are actively working on.
  • Completed ✅: For projects that are done and dusted.

Adding emojis to your statuses gives you quick visual cues that make navigating your Dubsado dashboard faster and more intuitive. Try it out!

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How to Set Up Dubsado Statuses the Right Way

eady to make Dubsado statuses work for you? Follow these steps:

Map Out Your Client Journey

Think about every step your clients go through, from inquiry to completion. Write it all down, then group those steps into categories that could become statuses.

Keep It Simple

You don’t need 25 statuses. Start with the basics and build from there. The goal is clarity, not complexity.

Make Your Statuses Action-Oriented

Every status should clearly indicate what’s happening or what needs to happen next. For example:

• “Call Scheduled” tells you there’s a meeting on the calendar.
• “Follow Up” means it’s time to nudge the client.
  Avoid vague statuses like “Contract Signed” that don’t indicate what comes next. If the contract is signed, what’s the next action? Waiting for payment? Onboarding? Choose statuses that guide your process and make it obvious what’s happening with each client at a glance.

Automate Where You Can

Pair your statuses with Dubsado’s automation features to handle repetitive tasks. For example, when a project moves to “Awaiting Payment,” let Dubsado send out the invoice email automatically.

Use Tags for Extra Organization

Tags are a perfect complement to statuses. Use them to track project types (e.g., “VIP Clients” or “Weddings”) without cluttering your status list.

Review and Refine Regularly

As your business grows, your processes might change. Make sure your statuses still reflect your workflow, and tweak them if needed.

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Fun Tips to Level Up Your Dubsado Statuses

• Add Emojis for Quick Visuals: They make your dashboard easier to scan.
• Color Code Your Projects: Combine statuses with project colors to make your Dubsado dashboard even more organized.
• Track Metrics with Statuses: Use reports in Dubsado to see how long projects spend in each status. This helps you identify bottlenecks or areas to improve.

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Lessons for Dubsado Users

Here’s the big takeaway: If you’re only using Dubsado tags and ignoring project statuses, you’re missing out on half the magic. Tags are helpful, but statuses are the real drivers of efficiency and clarity in your workflows.

• Lead Statuses keep your sales pipeline organized and automate follow-ups.
• Job Statuses ensure smooth service delivery and highlight where bottlenecks are occurring.
• Statuses Keep Things Moving: They’re the backbone of your process.
• Tags Add Context: Use them to organize and filter.
• Automation is Your Friend: Let Dubsado handle the repetitive stuff so you can focus on growth.

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Ready to Master Your Dubsado Statuses?

Dubsado project statuses do a lot more than label your projects. They change how your business operates. If you’re ready to simplify your workflows and make Dubsado work for you, I’m here to help.

Click here to schedule a Strategy Session, and let’s build a system that works as hard as you do.

Want your entire Dubsado account built this way, start to finish? Take a look at my done-for-you Dubsado setup.

For the form side of this, see Dubsado Project Statuses & Tags over on Forms & Flows, my form design shop.