Key takeaways
Simple service-business workflows usually suit Dubsado.
Unusual workflows or several roles often suit a custom CRM.
Map your client journey before choosing a tool.
WebKatie offers Dubsado setups from £1,500 and custom CRMs from £2,500.
If enquiries live in your inbox, quotes in Word and follow-ups in your head, a CRM will save you hours every week. The question is which kind, and who sets it up.
Quick answer: service businesses with a simple enquiry → proposal → contract → invoice flow usually do best with Dubsado. Businesses with unusual workflows, several team roles or data that doesn't fit a template are often better off with a custom CRM.
Three routes compared
| Dubsado setup | Off-the-shelf CRM (HubSpot, Pipedrive) | Custom CRM | |
|---|---|---|---|
| Best for | Solo and small service businesses | Sales teams with standard pipelines | Unusual workflows, multiple roles |
| Monthly cost | Dubsado subscription | Per-user subscription | Hosting only |
| Setup | Forms, proposals, contracts, invoices, automations | Pipelines, fields, integrations | Built around your process |
| Watch out for | Needs careful setup to feel seamless | Per-user costs grow with your team | Needs a clear scope |
Who to hire
Dubsado specialists
Good for getting Dubsado working end to end, including branded forms, workflows and payment schedules.
CRM consultants
Good for larger sales teams on HubSpot or Salesforce. Usually charge day rates.
Developers who build custom CRMs
Good when no off-the-shelf tool fits. Check they write the scope down first and that you'll own the code and data.
Red flags
- A setup that copies a template without mapping your actual client journey
- No training or handover documents
- Your data held in an account you don't control
Where WebKatie fits
WebKatie is my studio. I'm Katie Knowles, and I set up Dubsado and build custom CRMs myself from Windsor for small businesses across the UK.
- Dubsado setups from £1,500: forms, proposals, contracts, invoices and automated workflows. See the Dubsado service.
- Custom CRMs from £2,500: built around how you actually work, with full code ownership. See the CRM service.
- Websites to match: Wix sites from £1,600, custom websites from £3,000. See full pricing.
- Reviews: 50+ five-star reviews across Google and Bark, with a 5.0 Google rating.
- How it starts: a free 30-minute call to map your client journey.
My honest recommendation
Write down every step from first enquiry to final invoice before choosing a tool. If it fits a standard pattern, use Dubsado. If it doesn't, consider custom. Get in touch if you'd like help mapping it.
