Dubsado is one of the most popular business management tools for service providers. It's powerful, feature-rich, and genuinely capable of running your entire practice.
But there's a reason "Dubsado overwhelmed" and "Dubsado too complicated" are common searches.
If you're a coach who just needs to get intake forms signed and client paperwork organized, Dubsado might be more tool than you need—and more complexity than you want.
This is an honest comparison of Dubsado and IntakeEase. Not a takedown piece—Dubsado is genuinely excellent for certain use cases. The question is whether it's excellent for your use case.
The Core Difference
Dubsado is a full business management system. Forms and contracts are one feature among dozens: CRM, scheduling, invoicing, client portals, workflows, automations, project management, and more.
IntakeEase is a focused intake form tool. Forms, digital signatures, and client organization. That's it.
This isn't a limitation—it's a design choice. Dubsado assumes you want one tool to do everything. IntakeEase assumes you already have scheduling (Calendly) and payments (Stripe) figured out, and you just need the intake piece solved.
Feature Comparison
| Feature | IntakeEase | Dubsado |
|---|---|---|
| Form builder | 12 field types, drag-and-drop | Extensive, highly customizable |
| Digital signatures | Mobile-friendly capture | Yes |
| Pre-built templates | 5 coaching-specific templates | Many, but generic |
| Client organization | Auto-files by client | Full CRM |
| PDF download | Instant | Yes |
| Email notifications | Instant alerts | Yes, plus automations |
| Scheduling | Not included | Built-in |
| Invoicing | Not included | Built-in |
| Client portal | Not included | Built-in |
| Workflow automations | Not included | Extensive |
| CRM | Basic client list | Full CRM |
| Project management | Not included | Built-in |
If you need everything in the right column, Dubsado wins. If you only need the top half, you're paying for features you won't use.
Pricing Comparison
IntakeEase
- Solo: $29/month (50 submissions, unlimited forms)
- Pro: $49/month (200 submissions, priority support)
- No per-client fees
- 14-day free trial, no credit card required
Dubsado
- Starter: $20/month (limited features)
- Premier: $40/month (full features)
- No per-client fees
- Free trial available
At first glance, Dubsado's $20/month looks cheaper. But the Starter plan has significant limitations—most coaches need Premier at $40/month for the full feature set.
The real cost question: Are you paying $40/month to use $10 worth of features?
If you use Dubsado for forms, contracts, scheduling, invoicing, and automations, $40/month is excellent value. If you only use it for intake forms because you already have Calendly and Stripe, you're overpaying.
Setup Time: The Hidden Cost
This is where the comparison gets interesting.
IntakeEase
10-15 min- Sign up, pick a template, customize it, send your first link
- No complex configuration required
- Average coach is sending forms to clients within their first session
Dubsado
2-8 hours- Create your account and workspace
- Set up your brand kit
- Build or customize forms and contracts
- Configure your scheduler
- Set up invoicing and payment processing
- Create workflow automations
- Build client portal settings
- Test everything
Dubsado's power requires configuration. The learning curve is real.
""I spent a whole weekend setting it up and still don't understand half the features."
"The setup is overwhelming. I watched 4 hours of tutorials and I'm still confused."
"It took me three weeks to feel comfortable using it."
— From actual Dubsado users
These aren't complaints about a bad product—they're acknowledgments that powerful tools require investment. The question is whether that investment matches your needs.
Who Dubsado Is Built For
Dubsado excels when you need:
- Workflow automations: "When client signs contract, wait 2 days, then send welcome email, then create project, then send invoice"
- Full client management: Track leads, opportunities, active clients, and past clients in one system
- Integrated scheduling: Book calls and automatically send contracts afterward
- Invoicing and payments: Generate invoices, track payments, send reminders
- Client portals: Give clients a login to see their contracts, invoices, and messages
- One tool for everything: Replace 5+ tools with one system
If this describes your needs, Dubsado is genuinely excellent. The complexity is justified.
Who IntakeEase Is Built For
IntakeEase excels when you need:
- Just intake forms: Contracts, discovery questionnaires, payment authorization, policies
- Fast setup: Productive in 10 minutes, not 10 hours
- Simple workflow: Build form → send link → client completes → download PDF
- Affordable solution: $29/month flat, no hidden costs
- Keep existing tools: You already like Calendly and Stripe, just need intake solved
If you already have scheduling and payments handled, IntakeEase fills the intake gap without replacing what's working.
Quick Assessment Tests
The "Dubsado Is Overkill" Test
Answer honestly:
- Do you need automated workflows that trigger multiple actions?
- Do you need a client portal where clients log in?
- Do you need built-in invoicing?
- Do you need built-in scheduling?
- Do you have 4+ hours to invest in setup?
If you answered "no" to 3 or more, Dubsado is likely more than you need.
The "IntakeEase Is Too Simple" Test
Answer honestly:
- Do you need to automate complex multi-step workflows?
- Do you need integrated invoicing with your forms?
- Do you need a full CRM to track leads through a sales pipeline?
- Do you need scheduling built into your form tool?
- Do you want one system to run your entire business?
If you answered "yes" to 3 or more, consider Dubsado or similar.
Real Talk: When to Choose Each
Choose IntakeEase when:
- You're drowning in intake paperwork specifically
- You like your current tools and just need forms
- Setup time matters—you need this working today
- $29/month fits your budget better than $40/month
- "Simple" sounds like a feature, not a limitation
Choose Dubsado when:
- You're building systems for a growing practice
- You want one tool to replace multiple subscriptions
- You'll actually use automations and client portals
- You can invest a weekend in proper setup
- Complexity doesn't intimidate you
Can You Switch Later?
Yes. Neither tool locks you in.
IntakeEase → Dubsado: If you outgrow IntakeEase, you can export your client data and rebuild forms in Dubsado. You'll lose the simplicity but gain the features.
Dubsado → IntakeEase: If Dubsado feels like overkill, you can simplify. Many coaches realize they set up 20 features but only use 3.
Starting simple and adding complexity later is often easier than starting complex and trying to simplify.
Our Honest Take
We built IntakeEase because we saw coaches struggling with two extremes:
- Cobbled-together solutions: Google Forms + DocuSign + email threads + manual filing. It works, but it's messy and time-consuming.
- Overpowered platforms: Dubsado, HoneyBook, Practice Better. They work, but most coaches use a fraction of the features.
We wanted a middle path: professional intake forms that take 10 minutes to set up, cost $29/month, and just work. That's not better than Dubsado—it's different than Dubsado.
The Bottom Line
Dubsado is a powerful business management system that happens to include forms.
IntakeEase is a focused form tool built specifically for coach intake.
If you need the business management system, use Dubsado. If you just need forms, you don't have to pay for (or learn) everything else.
Try Both
Dubsado has a free trial. So do we.
Sign up for both, build a form in each, and see which experience you prefer. You'll know within 30 minutes which one fits your brain and your practice.
The right tool is the one you'll actually use.
Ready to try simple?
Start your free 14-day IntakeEase trial. No credit card required. No weekend-long setup.
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