If your inbox has ever turned into a chaotic to-do list, you're not alone.
Managing clients shouldn't feel like chasing loose ends. A year ago, I nearly lost a premium client just because I forgot to send a follow-up email. That slip cost me $2,000—and a whole lot of self-doubt.
That’s when I got serious about building a lean, low-cost CRM system using Bonsai, Dubsado, and Notion. Now, for under $30/month, I run everything from first lead to final payment without losing track or wasting time.
Here’s how you can build the same stack—without hiring a VA or using complex automations.
Why I Moved Away from Spreadsheets
Google Sheets helped at first—but it quickly became a mess of tabs, filters, and forgotten deadlines.
I had one sheet for leads, one for contracts, one for payments—and somehow, none of them talked to each other. The final straw was when I double-booked two onboarding calls and had to refund a retainer.
I needed a CRM system, but not a corporate one. Just a freelance-ready stack that kept my clients organized and made me look like a pro—even when working from a coffee shop.
When Admin Starts Stealing Billable Time
Every minute spent chasing invoices or resending onboarding forms is time you’re not getting paid for.
I realized I wasn’t just disorganized—I was losing income. I’d forget to follow up, delay proposals, or send the wrong contract version. It felt unprofessional, and worse, it kept me stuck at low rates.
So I asked: “What’s the leanest way to track clients, automate repeat tasks, and feel in control—without paying $100/month?” That’s when I started testing Notion, Dubsado, and Bonsai in tandem.
Build smooth onboarding
My Freelance CRM Routine Using 3 Tools
Each morning, I open Notion—not my inbox—to plan the day’s client tasks.
I use a Kanban-style board labeled Lead → Proposal Sent → Contract Signed → Payment Sent → Completed. It’s clear and fast. I don’t overthink what’s next—I just move cards.
- 9:00 a.m. – Check Notion for new client movement
- 9:30 a.m. – Send pre-filled form via Dubsado
- 10:00 a.m. – Create contract and invoice in Bonsai
- 5:00 p.m. – Mark completed milestones back in Notion
If you want to see the exact Notion board layout I use daily, I broke it down in this post 👆.
How Bonsai, Dubsado, and Notion Work Together
This trio forms a full-circle CRM flow—without overlap or tool clutter.
Most freelancers try to force one platform to do everything. I took a different path: use each tool for what it’s best at. The result? Faster turnaround and a simpler brainspace.
- Notion: Home base. My client tracker shows where each project stands, what’s due, and what’s done.
- Dubsado: I use this as the first client touchpoint—automated lead forms, project brief collection, and quick reply sequences.
- Bonsai: The final step—where contracts get signed and invoices go out within minutes, with auto-reminders included.
The beauty? There’s no guesswork. Everything is visible, lightweight, and takes less than 10 minutes a day to manage.
How My Freelance Income Changed
I didn’t just save time—I booked better clients and got paid faster.
Before using this stack, I spent hours rewriting onboarding emails and chasing late payments. Within the first month of using this system, I noticed:
- +30% faster project starts due to clear intake flows via Dubsado
- 2x more invoices paid on time through Bonsai automation
- +3 new retainer clients who said my onboarding felt “polished and professional”
The best part? I wasn’t spending extra to look pro. Clients assumed I had a backend team, but it was just me—and this smart CRM rhythm.
See real workflow wins
FAQ: Getting Started with Simple CRM Tools
Q1: Can this replace Airtable or Trello?
Yes—for client workflows, Notion’s flexibility with views, tags, and templates makes it more fluid for solopreneurs. Trello is limited in data types, and Airtable often feels too database-heavy.
Q2: Is it safe to handle client data in this stack?
Yes. Bonsai and Dubsado use industry-standard encryption. For Notion, avoid storing sensitive payment info—just link to secure client portals when needed.
Q3: Do I need all 3 tools from the start?
Nope. Start with Notion to organize tasks, then layer Dubsado for client forms, and finally add Bonsai for legal + payment handling as your pipeline grows.
What Happens When Your Client Load Grows?
This stack scales with you—without adding chaos or bloated costs.
One question I get often: “What if I go from 3 clients to 12?” Easy. The system stays the same. In Notion, I simply duplicate the template and tag by priority. In Dubsado, I set up new forms per service. Bonsai handles recurring payments on autopilot.
You can run this without a VA or setup calls. And when you’re ready to grow, nothing breaks. You just move faster—with structure.
Final Takeaway: Small Stack, Big Confidence
Most freelancers overcomplicate things. You don’t need more software—you need a better rhythm.
This stack works because it gives you visibility and control. No more guessing what’s due, no more scrambling to invoice, no more forgetting discovery questions. Clients sense the clarity and trust you more because of it.
Want a behind-the-scenes look at how I automated 80% of my CRM steps? 👉 Check the full flow here
Whether you're just starting or ready to refine your process, this CRM trio makes growth feel calm—not chaotic.
— Hashtags: #freelancecrm #clientworkflow #notiondashboard #bonsaiinvoices #dubsadoautomation
— Sources: Freelancers Union, Notion for Freelancers (2025), Bonsai Pricing Guide, Dubsado Onboarding Docs
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