Summarize Dubsado questionnaire answers with AI

1. On the Dubsado Home page, scan Recent Form Activity for the questionnaires and lead capture forms clients completed, or open Forms in the sidebar and choose Completed forms.
2. Click each completed form and open the Responses tab, which lists the answers as a table and hides empty fields until you click Show empty fields.
3. To reuse the answers, open the actions menu (three dots) and choose Copy responses or Export responses to CSV; Dubsado exports one form at a time.
4. Check the date the lead asked for against your calendar or the Projects page, project by project.
5. Write your own call notes. With several leads a week, the reading repeats, and a date clash or a skipped budget question shows up only on the call.

Every Monday, summarize the questionnaire and lead capture answers my leads completed last week: what they want, the date, the budget, and anything that clashes with a booked job.

1. 01

   Collect last week's leads

   list_projects with category lead and created_since set to last Monday finds new inquiries, including the projects that lead capture forms opened by themselves. Older leads count too when their questionnaire was completed this week.

2. 02

   Read only what was submitted

   list_forms keeps questionnaires and lead capture forms with status completed. A questionnaire the client only saved as a draft is listed apart as "started, not submitted", without its answers.

3. 03

   Pull the answers, blanks included

   get_form_responses runs with include_empty on, so the brief can say "budget left blank" instead of silently skipping the question. File uploads are mentioned by name for you to open in Dubsado.

4. 04

   Check the date against booked work

   The date each lead asked for is compared with the project dates of your job-status projects from list_projects. A lead asking for a day you already have a job on is flagged at the top.

5. 05

   One brief per lead, nothing changed

   Each lead gets three to five lines: what they want, when, budget, where they found you, and open questions for the call. The run only reads, and the brief says it reflects answers as of this morning, since Dubsado lets a completed questionnaire be edited, unlike the other form types.

Week 5 to 11 Oct 2026: 4 completed forms from 3 leads.
Priya Nair, "Nair wedding": 14 Jun 2027, about 120 guests, budget $6,000 to $8,000. Found you via a past bride. Ask: second shooter?
Date clash: 14 Jun 2027 is already the "Okafor wedding" job.
Leo Grant, "Grant headshots": 6 team headshots in November, budget left blank.
Maya Chen, "Spring brand shoot": website and press kit, studio downtown, uploaded 3 mood board images.
Started, not submitted: Shoot questionnaire in "Diaz family session", last saved 9 Oct.

• Dubsado's Responses tab works for contracts, questionnaires, proposals, lead capture forms and sub-agreements, but not for uploaded PDF forms or external link forms, which only show a Preview.
• Dubsado cannot export responses from several forms at once; each form is exported to CSV on its own.
• Saving a Dubsado questionnaire as a draft does not complete it, and a completed questionnaire stays editable, unlike completed contracts, proposals and lead capture forms, which lock.
• Each submitted Dubsado lead capture form opens a new project, and the Starter plan allows one active lead capture form while Premier allows unlimited.

Every tool here only reads, so it can run weekly from n8n, Make, Zapier or cron without waiting for your OK.

Sources: Dubsado Help: Using form response summaries · Dubsado Help: Staying up to date using the Home page · Dubsado Help: Flow triggers, client progress · Official AI Information: Dubsado

curl https://cotlet.dev/api/v1/dubsado/get_form_responses \
  -H "Authorization: Bearer $COTLET_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"form_id":"frm_9b42e6d1","include_empty":true}'

{
  "form_id": "frm_9b42e6d1",
  "type": "questionnaire",
  "name": "Shoot questionnaire",
  "project_id": "prj_3d81b07e",
  "responses": [
    {
      "question": "What is the shoot for?",
      "answer": "New website and press kit."
    },
    {
      "question": "Preferred location",
      "answer": "Studio, downtown"
    }
  ]
}

MCP: add https://cotlet.dev/mcp/v1 with the same key; the tool is dubsado_get_form_responses. Example data.

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