How my client saved 10+ hours a week with a Dubsado workflow (3175% ROI proof)

Written By Rebecca Overdijk

Let’s talk about the admin monster

Ever feel like you’re running your business and babysitting your inbox at the same time? Yeah, same.

Here’s the thing: scaling doesn’t mean adding more hours (or more coffee). It means building systems that do the boring stuff for you, so you can stay in your creative genius.

That’s what happened when I built a custom Dubsado workflow for a branding + website designer who was drowning in admin. Spoiler: we saved her 1310+ hours a year. That’s over 32 work weeks back in her pocket. Oh, and the ROI? A casual 3175% in year one.

Meet the Client: a branding + website designer at max capacity

The challenge: too much admin, not enough time

My client is a powerhouse. Two signature services, fully booked, charging $4,000 per project. The dream on paper.

Except her actual dream (freedom, creativity, calm Fridays off) was being hijacked by:

  • Endless manual emails

  • Customizing forms from scratch

  • Back-and-forth scheduling

  • Tiny admin tasks that ate entire afternoons

She wasn’t behind on clients. She was behind on life.

The workflow glow-up

We started with a workflow mapping session. Across both of her services, we mapped 211 little steps. Out of those, 173 are now fully automated inside Dubsado.

The big picture transformation

  • 82% of her process now runs without her lifting a finger

  • The 18% she still touches comes with reminders so nothing slips

  • Clients get a smoother experience without her staying glued to her laptop

Breaking down the ROI

Emails: From chaos to clarity

Before: she was writing every single client email manually.
Now: she has 63 email templates doing the heavy lifting.

If she had to do it manually, she’d spend 850 hours a year just typing the same “Here’s your form” or “Let’s schedule a call” emails.

That’s 850 hours back every year.

Forms without the frustration

Before: each form took 25 minutes to build or customize. Multiply that by 42 forms a year, and that’s 175 hours gone.

Now: templates cut the work down to 5 minutes.
That’s 175 hours saved every year.

Appointment scheduling without the back and forth

We built 4 scheduler templates to eliminate “Does Tuesday at 2 work?” emails.

Before: 25 hours a year lost to scheduling.
Now: zero.

The small tasks that add up

Think project status changes, archiving, tagging — all the little 5-minute tasks.

She had 3,420 of them a year. Dubsado handles them now.
That’s 285 hours saved every year.

The grand total: 1310 hours saved

When we add it all up:

  • 850 hours saved on emails

  • 175 hours saved on forms

  • 25 hours saved on scheduling

  • 285 hours saved on admin tasks

That’s 1310 hours back in her life every single year.

To put that in perspective: that’s over 32 work weeks. Imagine what 8 extra months of freedom would feel like.

The ROI in dollars

The CEO hourly rate

At $100/hour, those tasks were costing her $131,000 per year in lost potential.

The VA Alternative

At $45/hour, a virtual assistant would have cost $58,950 per year to manage the same tasks.

The actual ROI

Instead, one Dubsado setup delivered a 3175% ROI in year one. And the savings compound every single year.

The emotional ROI

Yes, the financial return is powerful. But here’s the real win:

  • No more inbox dread

  • Systems that support her even during low-energy weeks

  • Clients getting a polished experience without the chaos behind the scenes

She went from “constantly catching up” to “calmly in control.” And that energy shift is something her clients feel too.

Why every creative business owner needs a Workflow Mapping Session

Most CEOs wait until they’re already burned out before fixing their systems. But you don’t have to.

Here’s the truth:

  • Hustling harder won’t solve it

  • Hiring help without systems only adds chaos

  • Ignoring it guarantees things will break

One strategic setup = freedom, flexibility, and the confidence to scale sustainably.

Final thoughts: Why this setup was worth every second

For my client, this wasn’t just about automation. It was about designing a business that finally supported her life.

Her results?

  • 1310 hours saved annually

  • $131,000 in value unlocked

  • 3175% ROI in year one

But the biggest return wasn’t money. It was peace of mind, clarity, and the freedom to build her business on her terms.

If you’re ready to stop drowning in admin and start running your business with calm confidence, it’s time for your own workflow glow-up.

 
Rebecca Overdijk