FS Freelance Stack Guide
Dubsado setup guide

Dubsado Integrations: What Connects Directly and Through Zapier

See which Dubsado integrations connect directly, which workflows need Zapier, the important sync limits, and what freelancers should set up first.

For freelancers and solo service businesses Sources checked: September 25, 2026

Short answer

Dubsado directly supports core connections for email, calendars, payments, video meetings, QuickBooks Online, and Xero. Zapier extends Dubsado to other apps, but it requires Dubsado's Premier plan and only supports the triggers and actions Dubsado exposes. The most useful setup usually starts with payments, email, and calendar before adding accounting or automation.

Direct connections vs Zapier

Not every Dubsado integration works the same way. Some connections are configured inside Dubsado, calendar and conferencing connections use Cronofy, and broader app-to-app workflows use Zapier.

The distinction matters because each method has different plan requirements, sync directions, and limits. The matrix below summarizes Dubsado's current documentation rather than implying that every connection was personally tested.

Direct or built-in connection

Configure the connection from Dubsado's settings. Calendar and conferencing access may pass through Cronofy, but Dubsado documents the setup path directly.

Through Zapier

Use a Dubsado event as a trigger or create a Dubsado project as an action. The connection requires the Premier plan and is limited to Dubsado's published triggers, actions, and fields.

Dubsado integrations at a glance

Use the plan and limitation columns before assuming that a connection provides a complete two-way sync. Each connection name opens the official Dubsado source used for that row.

Connection Method What it connects Useful for Plan or access Important limit
Email Direct connection Google, Microsoft, or another provider through SMTP Send from your own address and keep client replies in the Dubsado project record. Available from Dubsado's email settings; confirm current plan access before subscribing. Only one email account can be connected per workspace. Alias addresses without their own password cannot be connected.
External calendars Connection through Cronofy Google, iCloud, Microsoft 365, Microsoft Exchange, and Microsoft Outlook Import external events, export Dubsado events, and block busy times in the scheduler. Configured in Calendar and time zone settings; confirm current plan access before subscribing. Only one calendar account can be connected at a time, although calendars shared with that account may also be available.
Payment processors Direct connection Dubsado Payments powered by Stripe, Square, and PayPal Let clients pay Dubsado invoices and keep invoice payment status current. Options appear after country and currency are selected; processor availability can vary by location. Dubsado Payments and Square cannot both be connected as the main processor. PayPal can be used alone or alongside either one.
Video conferencing Connection through Cronofy Google Meet, GoTo Meeting, Microsoft Teams, and Zoom Generate meeting links for appointments created through selected scheduler templates. Requires a connected calendar and conferencing setup; confirm current Dubsado plan access. Only one conferencing service can be active per brand, and conferencing must be enabled on the scheduler templates that need links.
QuickBooks Online Direct accounting connection QuickBooks Online Simple Start, Essentials, Plus, and Advanced Send Dubsado invoices and payments to QuickBooks Online for accounting and reconciliation. Requires a supported QuickBooks Online small-business account; confirm current Dubsado plan access. The sync is one-way into QuickBooks. Desktop and Self-Employed accounts are not supported, and automatic invoice sync occurs after payment rather than when the invoice is created.
Xero Direct accounting connection Xero online accounting Send Dubsado invoices and payments to Xero for bookkeeping and bank reconciliation. Requires a Xero account; confirm current Dubsado plan access and Xero subscription requirements. The sync is mainly one-way into Xero. Xero does not send invoices, changes, or transactions back to Dubsado.
Zapier API-key connection through Zapier Apps supported by Zapier, subject to Dubsado's available triggers and actions Move lead, job, payment, contract, and project-status data between Dubsado and other apps. Dubsado's Premier plan is required. Trial accounts include Premier features for setup testing. A Zap can only use the triggers and actions Dubsado makes available. API keys are shown once and must be treated like passwords.

Setup order for a freelancer workflow

Start with the connections clients depend on, then add accounting and automation after the core workflow is stable.

1

Connect payments

Choose the processor clients will use to pay invoices. Confirm country availability, currency, payment methods, fees, and autopay support before sending a live invoice.

2

Connect the shared business email

Use the address that should send client messages and receive replies. Dubsado supports one connected email account per workspace, so the choice affects every team member.

3

Connect the working calendar

Import the calendars that define availability and export Dubsado events to one chosen calendar to reduce duplicate events and scheduling conflicts.

4

Add conferencing only where needed

Connect one meeting service, then enable it on the scheduler templates that should create video links. Existing scheduler templates do not automatically change.

5

Choose one accounting path

Connect QuickBooks Online or Xero only after deciding which system owns the accounting record. Review one-way sync behavior and duplicate-payment risks before enabling automatic sync.

6

Add Zapier for a defined gap

Create a Zap only when a specific handoff remains, such as creating a task from a new lead. Test it with sample data before relying on it for client work.

Useful Dubsado and Zapier workflow examples

These are documented workflow patterns, not endorsements of the third-party apps named in the examples. Confirm the current trigger, action, field mapping, and privacy requirements before using live client data.

New lead to task management

Use Dubsado's New Project as Lead trigger to create a task or card in a supported project-management app such as Asana or Trello.

New job to team notification

Use the New Project as Job trigger to update a spreadsheet or notify a team channel when a lead becomes active work.

External form to Dubsado project

Use a submission in a supported form or scheduling app as the trigger for Dubsado's Create Project action, then map only the fields the workflow needs.

Payment to downstream record

Use the New Payment Received trigger for processor-recorded payments. Dubsado documents that manually applied payments do not fire this trigger.

Limits to check before you connect anything

  • A listed connection does not mean every field syncs in both directions.
  • QuickBooks Online and Xero receive accounting data from Dubsado but do not send invoice changes back.
  • Calendar and conferencing connections depend on Cronofy and have account-level limits.
  • Zapier availability does not guarantee that a specific Dubsado field or event is exposed as a trigger or action.
  • Plans, supported services, regional availability, and integration behavior can change after the last-checked date.

Common questions

Does Dubsado integrate with QuickBooks?

Dubsado connects with supported QuickBooks Online small-business plans. It sends invoices and payments to QuickBooks, but QuickBooks does not sync invoices or transactions back into Dubsado. QuickBooks Desktop and QuickBooks Self-Employed are not supported by the documented connection.

Does Dubsado integrate with Xero?

Yes. Dubsado can send invoices and payments to Xero. The documented connection is mainly one-way, so changes made in Xero do not flow back into Dubsado.

Do Dubsado integrations require Zapier?

Not for the core connections listed here. Email, calendars, payment processors, supported conferencing services, QuickBooks Online, and Xero have documented connection paths. Zapier is used for broader workflows with other supported apps.

Which Dubsado plan includes Zapier?

Dubsado's current documentation says the Zapier connection requires the Premier plan. Trial accounts include Premier features, so the connection can be evaluated during a trial.

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Official sources

Product behavior, supported services, and plan access can change. The links below are the official Dubsado pages checked for this guide on September 25, 2026.