The problem
A function band's leader handles the admin around everyone's day jobs: replying to inquiries, sending package options, a contract as a PDF, a deposit invoice, then chasing the balance. If the band confirms 6 bookings a month and each takes about 90 minutes of back and forth, that's 9 hours a month, and a slow reply loses couples to the next band.
What the AI does
Dubsado is client management software for service businesses. Its site says a lead capture form on your website brings inquiries in, and one send gives the client the proposal, contract and invoice together, with e-signature and payment plans whose reminders chase the payments. Premier adds automated workflows, triggered by steps such as a signed contract or a cleared payment, and scheduling. Build one proposal with your packages, such as band only, band plus DJ, and ceremony and drinks reception sets, so couples choose, sign and pay in one sitting.
A worked example
A 5-piece wedding and party band in Bristol confirms about 6 bookings a month. The band leader moves inquiries, packages, contracts and deposit invoices into Dubsado Premier, with the balance on a payment plan due 6 weeks before each date.
Before
About 90 minutes per booking from inquiry to paid deposit, plus balance chasing: 6 × 90 = 540 minutes, 9 hours a month
After
About 30 minutes per booking to tailor and check: 180 minutes, 3 hours a month
What it's worth
About $200£150€179A$288C$282 a month saved, against about $44£33€39A$63C$62 to $55£41€49A$79C$77 for Dubsado Premier. That's 6 hours (540 minus 180 minutes) at an assumed $33£25€30A$48C$47 an hour. Premier is $525 (about $524£394€469A$756C$741) a year, about $44£33€39A$63C$62 a month, or $55 (about $55£41€49A$79C$77) month to month. Card fees through Dubsado Payments are 1.5% + 20p on standard UK cards, about $8.25£6.20€7.38A$11.90C$11.66 on a $532£400€476A$768C$752 deposit.
How to set it up
- Start the free trial and set your country to the UK and currency to pounds before connecting Dubsado Payments.
- Build an inquiry form asking for date, venue, finish time, guest numbers and which packages interest them, and embed it on your website.
- Make one proposal with your packages and extras, linked to your contract and a deposit invoice with a payment plan for the balance.
- Set up a Premier workflow so a signed contract and paid deposit send your welcome email.
- Add other band members as users so they can see confirmed bookings; Dubsado includes 3 extra users free.
What goes wrong
- Workflows, scheduling and more than one lead capture form need Premier. Starter at $35 (about $35£26€31A$50C$49) a month has invoices and payment plans but no workflows.
- Dubsado gives you contract tools, not terms. Have cancellation, postponement and noise limiter terms checked for UK consumer law.
- Check a date with every member before the contract goes out. The software doesn't know the drummer's holiday.
- Prices are in dollars, so the sterling cost moves with the exchange rate.