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Hi, I’m Cait, a Dubsado expert with a passion for helping creative entrepreneurs like you streamline their operations and elevate their client experiences. Recently, I had the privilege of working with Amy Kalvaitis, the talented owner of Hobart & Haven, an award-winning wedding invitation and design studio on Boston’s North Shore. Amy’s studio offers everything from luxurious letterpress and foil stamping to more budget-friendly flat print options—all with a completely personalized client experience. Here’s how we collaborated to take her processes from manual overwhelm to automated excellence.
Amy’s business is built on one-of-a-kind design and personalized service for wedding Save the Dates, invitations, and day-of materials. Her clients expect meticulous attention to detail, which made it essential to create workflows that matched her high standards while saving her time. Before we started, Amy’s processes were manual and time-intensive, involving dozens of back-and-forth emails, custom quotes, and multiple design revisions. She needed a streamlined system that could handle the complexities of her business while maintaining a stellar client experience.
In our Process Mapping Session, Amy and I dug deep into every phase of her client journey. Together, we mapped 146 steps across her three core services: Save the Dates, wedding invitations, and day-of materials. Here’s what we set out to accomplish:
Every business has its hurdles, and Hobart & Haven was no exception. Here’s how we tackled some unique challenges:
By the end of the project, Hobart & Haven’s workflows were transformed. Here’s what we accomplished:
Whether you’re creating timeless letterpress invitations or playful day-of signage, here are some lessons from Hobart & Haven’s Dubsado setup that can revolutionize your stationery business:
Custom quotes are often a sticking point for wedding stationery designers, but they don’t have to be. Amy’s old method involved spreadsheets and manual calculations, which left room for delays and errors. By integrating her quote process into Dubsado:
Pro Tip: Add a question about the couple’s wedding aesthetic or vision to make the quote feel personal. A small touch like “We’ve tailored this quote for your modern garden theme!” can make a big difference.
Stationery design is inherently iterative—clients want revisions to wording, layouts, and colors. While it’s part of the process, manually managing all the back-and-forth is a huge time drain.
Pro Tip: Use a Dubsado form with a file upload option so clients can upload reference images or mark up PDFs. This saves you time interpreting vague feedback like “Make it pop more.”
Many stationery designers miss out on upselling opportunities because they introduce them too late—or not at all. We added an upsell process for Amy’s day-of materials (menus, place cards, signage) to her workflows:
Pro Tip: Pair your upsell proposal with mock-ups of the client’s invitation suite alongside day-of materials. Seeing the full picture encourages clients to invest in the extras.
Chasing clients for details like wedding dates, guest lists, or RSVP deadlines can disrupt your workflow. Amy’s workflows now include detailed inquiry forms that gather critical information upfront.
Pro Tip: Incorporate dropdown menus or multiple-choice fields to make it easy for clients to complete your forms. For example, let them choose from “Modern,” “Rustic,” or “Classic” for their design style instead of leaving it open-ended.
Clear communication is crucial in the wedding industry, where emotions run high and timelines are tight. Amy’s workflows include email templates that:
Pro Tip: Use Dubsado’s scheduler tool to book client calls for revisions or consultations. This avoids endless email threads trying to find a mutually convenient time.
One of Amy’s best business decisions was incorporating a workflow to request professional photos of her designs after the wedding. These photos are invaluable for marketing, social media, and portfolio building.
Pro Tip: Sweeten the deal by offering clients a small discount on future orders (like holiday cards) in exchange for sharing their photos.
Every touchpoint in your client journey should reflect your studio’s brand. For Hobart & Haven, we ensured that all forms, emails, and client portals aligned with Amy’s clean, elegant design aesthetic.
Pro Tip: Use Dubsado’s customization features to add your logo, brand colors, and even curated language to create a seamless, on-brand experience.
Working with Amy was a joy, and I’m thrilled with the results we achieved together. If you’re ready to transform your client experience and reclaim your time, let’s chat! Whether you’re in the stationery business or another creative industry, I’ll help you design a Dubsado setup tailored to your needs. Let’s create a system that works as beautifully as your designs.
Forms & Flows has put together a fantastic DIY Flow Kit for Custom Wedding Stationers in partnership with Elisabeth Stuckey Designs! Check it out!
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