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Building a Smarter Tech Stack with Dubsado + Timeline Genius

A Quick Recap

So, we switched CRMs. Yep—we finally did it!

If you haven’t read Part 1 of Why We Switched CRMs yet, go back and check it out first [Click Here]. In that post, I broke down how we researched different options and why we decided to move away from an “all-in-one” platform.

In this post, Part 2, I’m walking you through how we actually built out our new stack, why we paired Dubsado with Timeline Genius, and the unexpected lessons we learned along the way.

1. Why We Left the All-in-One

“We had an “all-in-one”… we moved away from that to get into more specialized CRMs that have better automations, better workflows, and just make our team more efficient.” – Brandee Gaar

For years, my team and I used an “all-in-one CRM.” And honestly, it worked—until it didn’t.

The problem with “all-in-ones” is that they’re trying to be everything at once. Which means… they rarely excel at the one thing you really need them to. We needed better automations, stronger workflows, and tools that could grow with us.

When I looked at how much time we were wasting on clunky features or workarounds, it was clear: it was time to shift to a specialized tech stack.

Instead of one “okay” tool, I wanted best-in-class tools that each did their job exceptionally well.

That’s when Dubsado came in for client management, invoicing, and contracts. But it didn’t solve everything—specifically timelines, vendor management, and client portals. Enter… Timeline Genius.

2. Timeline Genius: More Than Just Timelines

“We knew we were gonna go with Timeline Genius, so what are we pairing with it?” – Brandee Gaar

Here’s the truth: we always knew Timeline Genius was going to be part of our stack. The real question was, what would we pair it with?

I’d promoted Timeline Genius for years because I believed in it, but I didn’t make the switch right away since we were already tied up in an “all-in-one.” Once we let go of that, it was like—game on.

And wow… I was blown away.

“Not only is Timeline Genius very intuitive… but we can customize it in a way that we feel is best used for our vendors, for our clients.” – Eddie Babbage

That customization was HUGE. In our old platform, we couldn’t tweak timelines the way we needed. But with Timeline Genius, not only do the timelines look professional (seriously, they impress clients and vendors alike), but they’re flexible. I can adjust fonts, layouts, colors, and even build in different versions for different vendors.

It wasn’t just about looking polished—it was about efficiency and giving every client and vendor the right information at the right time.

3. White Glove Onboarding (and Why It Matters)

“One of the things that we really loved when we came over to Timeline Genius was your white glove onboarding.” – Brandee Gaar

Let me tell you: switching software can feel overwhelming. It’s tempting to think, “I’ll just figure it out myself” or “I’ll set it up later.” But that mindset is exactly what leads to platform hopping—jumping from one tool to the next because you never fully learned the first one.

We’d been with our old CRM for almost six years, and I didn’t want to fall into that trap. That’s why the white glove onboarding experience with Timeline Genius was such a game-changer. Their team didn’t just hand us the software and say “good luck”—they walked us through everything, built templates with us, and even suggested best practices based on what they’d seen work for other planners.

That last part was priceless. Sometimes you don’t know what you don’t know, and having experts guide you through setup ensures you’re not just using the tool—you’re maximizing it.

Honestly? That’s probably why so many planners stick with Timeline Genius for the long haul.

4. Beyond the Basics: Features + AI Future

“I want people to know, like, this is where you go to get the Rolls-Royce solution for your timelines.” -Eddie Babbage

Timelines are the heart of Timeline Genius, but they’re not the whole story. We quickly discovered the platform also houses vendor contacts, contracts, floor plans, and even checklists. That meant less bouncing between Google Docs, Excel files, and Dropbox folders—and more keeping everything in one streamlined hub.

And then there’s the future of wedding tech: AI.

“You can feed your notes to the Genius Assistant and say, hey, please carefully read these notes and tell me if I need to make any revisions to the timeline.” – Eddie Babbage

Yes, you read that right. Their Genius Assistant uses AI to help you edit and improve your timelines. Imagine uploading your notes or even a venue contract and having the assistant suggest updates—instantly.

This is where I get really excited. Because AI isn’t about replacing us—it’s about making us more efficient so we can serve more clients at a higher level. And Timeline Genius is leading the way.

5. The Perfect Pairing for Our Business

“It really is the only tech stack that you need. Two products, right? One… and then the second one would be Timeline Genius.” – Brandee Gaar

After all the research, testing, and yes, late-night debates with my team, we landed here: Dubsado + Timeline Genius.

That’s it. Two tools.

Dubsado handles the client-facing workflows—contracts, invoices, payments. Timeline Genius handles the execution side—timelines, vendors, client portals. Together, they’ve streamlined our business in a way that no “all-in-one” ever could.

And the best part? My team actually enjoys using them.

If you’re considering rethinking your tech stack, don’t get caught up in having “everything in one place.” Instead, think about what will actually make your business run smoother. For us, it was these two powerhouse tools.

Wrapping It Up

Switching CRMs isn’t easy—it took us nearly a year of conversations, planning, and preparation before we made the leap. But now, I can confidently say it was worth it.

If you’re thinking about switching, remember:

• Specialized tools often beat “all-in-ones.
• Customization and professionalism matter.
• Onboarding is everything—learn the tools you invest in.
• AI is coming, and it can make your work easier if you embrace it.

So if you’re exploring options, check out Timeline Genius. Pair it with something like Dubsado, and you may just find your own “perfect stack.”

FAQ

Q1: Why not just stay with an “all-in-one” CRM?

Because while “all-in-ones” can be convenient, they often sacrifice depth. Specialized tools like Timeline Genius focus on doing one thing exceptionally well—timelines and vendor coordination—while still offering helpful extras.

Q2: How hard is it to migrate from one CRM to another?

It depends on your team and data, but planning the switch carefully and taking advantage of onboarding support (like Timeline Genius’ white glove setup and Taylor Hedden’s VIP Dubsado Experience) makes the process much smoother.

Q3: What makes Timeline Genius different from Excel or Google Docs?

Unlike Excel or Docs, Timeline Genius structures data intelligently. It knows who your vendors are, what their roles are, and can auto-generate tailored versions of a timeline. Plus, editing is lightning-fast.

Q4: What’s the benefit of White Glove Onboarding?

It saves you time, ensures you’re set up correctly, and gives you insider best practices. Instead of guessing, you’re guided by experts who’ve seen hundreds of successful setups.

Q5: How does the Genius Assistant (AI) help wedding planners?

It acts like a thought partner—reading notes, contracts, or updates and suggesting revisions to your timeline. It reduces manual editing and helps you stay efficient.

Q6: Can I use Timeline Genius with CRMs other than Dubsado?

Yes! While we paired it with Dubsado, it can work alongside HoneyBook as well.

Check out the video version of the podcast below. 👇
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