7 Must-Have Processes Every Creative Business Needs
When you’re building a creative business, it’s easy to spend your time in the work: designing, photographing, writing, assisting.
But the real magic happens behind the scenes in the systems that support that work.
Having clear, repeatable, personalized workflows not only helps you stay organized, but it also elevates your client experience and gives you time back to focus on what you do best.
Whether you're just getting started or looking to streamline, here are 7 core processes every creative business needs (plus how Dubsado can help you automate each one).
1. Lead capture and nurture
Why it matters: This workflow captures new inquiries and nurtures them toward booking, and also gives you the opportunity to better qualify leads.
What it includes:
Contact form (on your site or via a Dubsado lead capture form)
Check out this post for questions to ask to better qualify leads
Automatic email confirmation thank-you message. Make sure to include ways they stay in your world… a pricing guide, invitation to connect on social media, or one of your blogs that might be resourceful to the service they are inquiring about.
💡 Dubsado tip: Use a lead capture form + workflow to instantly respond to inquiries and start the relationship off strong — even while you sleep.
2. Consultation scheduling
Why it matters: Remove the back-and-forth of scheduling and let clients book at their convenience.
What it includes:
A scheduler link with your availability
Follow-up emails (1–2 value-packed check-ins if they don’t book right away)
Confirmation email with meeting details
Reminder emails the day and hour before
💡 Dubsado tip: Dubsado’s built-in scheduler syncs with your calendar and lets clients book meetings with ease — no separate tool required.
3. Client booking (Proposal, contract, and invoice)
Why it matters: Bundle everything they need to say “yes” in one seamless experience.
What it includes:
A custom proposal with package options
Your client contract
First invoice or full payment request
Automatic reminders if they don’t complete booking within a few days
💡 Dubsado tip: Combine all three so clients can review, sign, and pay in one go. The even better news? All their project details and proposal package selections will get automatically added to the contract and invoice… so no manual work on your end!
4. Client onboarding
Why it matters: The way you welcome clients sets the tone for your entire working relationship.
What it includes:
Welcome email with next steps
Intake questionnaire form
Welcome guide with project timeline, expectations, and resources
Kick-off meeting request
Invite to a shared folder and client portal
💡 Dubsado tip: Use automated onboarding workflows to deliver a polished, professional experience… without repeating yourself.
5. Service delivery (custom to your industry)
Why it matters: This is where your expertise shines, but a structured process helps it shine even brighter.
What it could include (depending on service):
Client homework or prep assignments
Draft submissions and revisions or gallery deliveries with sign-off approvals
Check-in emails
Progress updates
💡 Dubsado tip: You can trigger task reminders and emails based on project phases, so you never miss a step.
6. Client offboarding
Why it matters: A thoughtful sendoff leaves the door open for referrals, repeat business, and glowing testimonials.
What it includes:
Final deliverables
Offboarding guide or next steps
Testimonial request
Thank-you note or surprise bonus
💡 Dubsado tip: Create a reusable offboarding workflow that wraps things up beautifully every time.
7. Past client check-ins
Why it matters: Staying in touch = staying top of mind.
What it includes:
Quarterly or biannual check-in emails
Seasonal offers or updates
Personalized “just checking in” messages
💡 Dubsado tip: Use date-based workflows to automatically send check-ins 3–6 months after offboarding.
Ready to streamline your client experience?
Setting up these workflows is one of the smartest ways to build a sustainable business — and Dubsado is here to help you automate them all from one centralized place.
Map out your workflows with our free Ultimate Day 1 Checklist
