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.

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Meet Hobart & Haven

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.

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The Plan: Streamlining Stationery Services

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:

1. Save the Dates Workflow:
   • Automated lead responses with pricing guides and custom quote requests.
   • Simplified onboarding to collect wording and design preferences efficiently.
   • Streamlined design revisions with a form for final approvals.
2. Wedding Invitations Workflow:
   • Created email templates to guide clients from inquiry through final design approval.
   • Used conditional logic to trigger specific workflows based on print methods, ensuring Amy could deliver a personalized experience while automating repetitive tasks.
3. Day-Of Materials Workflow:
   • Developed an upsell process for clients booking invitations, offering them day-of materials at the perfect moment in their journey.
   • Built a photo request workflow to gather professional shots for marketing materials post-wedding.

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Challenges and How We Overcame Them

Every business has its hurdles, and Hobart & Haven was no exception. Here’s how we tackled some unique challenges:

• Managing Custom Quotes: Amy relied on Excel for her quotes, which required manual updates. We integrated her process into Dubsado using smart forms that collected client details and generated accurate, professional-looking quotes instantly.
• Balancing Personalization with Automation: Amy’s clients love the personalized touch, so we used smart field mapping and conditional logic to maintain customization in her communications while automating the underlying workflows.
• Handling Design Revisions: With multiple rounds of back-and-forth revisions, managing emails was a major time sink. We created a centralized approval process with automated reminders to streamline client feedback.

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The Results: 88% of Steps Automated

By the end of the project, Hobart & Haven’s workflows were transformed. Here’s what we accomplished:

• 88% of Steps Automated: Out of 146 steps across her services, 128 are now automated, leaving Amy to focus on just 18 manual tasks annually.
• 565 Hours Saved Per Year: Amy reclaimed over 11 hours per week, previously spent writing emails, customizing forms, and managing tasks manually.
• $56,000 in Labor Value Saved Annually: Based on a $100/hour rate, the time savings translate directly into financial value, giving Amy the freedom to focus on what she loves—designing beautiful stationery.
• $14,000 Annual Savings Compared to a VA: By automating what a virtual assistant would have handled, Amy saved over $14,000 per year.

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Lessons for Wedding Stationery Designers

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:

1. Automate Your Quote Process with Detail and Elegance

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:

• We created a smart form that collected all the essential details upfront: print method, design preferences, guest count, and more.
• The form automatically generated a professional, branded PDF quote that Amy could send in minutes, rather than hours.
  This streamlined process saved Amy time and made a polished first impression, establishing trust with clients right from the inquiry stage.

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.

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2. Streamline Design Revisions with Automated Workflows

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.

• We implemented a centralized approval form with Dubsado that clients could use to provide feedback.
• Automated reminders were triggered when clients hadn’t responded within a specific time, reducing delays.
• Clear version tracking ensured that Amy always knew which design was the most up-to-date.

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.”

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3. Upsell Strategically with Timed Proposals

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:

• When clients approved their wedding invitation proofs, they automatically received a proposal for coordinating day-of materials.
• The proposal was pre-populated with design options, allowing clients to choose items and provide quantities directly in the form.
  This streamlined approach not only increased revenue but also enhanced the client experience by helping couples achieve a cohesive design across all their stationery.

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.

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4. Collect Client Details Upfront to Avoid Bottlenecks

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.

• For Save the Dates, the form captures event dates, mailing addresses, and desired wording.
• For invitations, it collects specifics like guest count and preferred colors or motifs.
  By automating this data collection, Amy eliminated the need for follow-ups and sped up her design process.

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.

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5. Use Automation to Set Client Expectations

Clear communication is crucial in the wedding industry, where emotions run high and timelines are tight. Amy’s workflows include email templates that:

• Set clear expectations for response times and revision rounds.
• Outline the timeline for design, production, and delivery so clients always know what to expect.
• Provide gentle reminders about deadlines, like submitting guest lists or approving proofs.
  This proactive communication minimized misunderstandings and ensured Amy could deliver on her promises.

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.

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6. Create a Post-Wedding Follow-Up Workflow

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.

• Clients receive an email two weeks after their wedding asking them to share their photos.
• If they don’t respond, a follow-up reminder is sent a week later.
  This small step helped Amy collect stunning visuals to showcase her work and attract future clients.

Pro Tip: Sweeten the deal by offering clients a small discount on future orders (like holiday cards) in exchange for sharing their photos.

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7. Prioritize Cohesive Branding in Client Communications

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.

• Branded portals provided clients with a luxurious experience that matched the quality of her products.
• Pre-designed email templates reinforced her brand’s tone and voice.

Pro Tip: Use Dubsado’s customization features to add your logo, brand colors, and even curated language to create a seamless, on-brand experience.

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Ready to Elevate Your Stationery Studio?

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.

Prefer to DIY?

Forms & Flows has put together a fantastic DIY Flow Kit for Custom Wedding Stationers in partnership with Elisabeth Stuckey Designs! Check it out!