How I Use Mydoma to Automate My Design Business (and Reclaim My Time)

PART 1

Let’s be honest: most designers didn’t start their businesses because they love admin work.

And yet…
Our inboxes are overflowing.
We’re booking calls manually.
We’re retyping the same emails.
We’re chasing down signatures and payments like it’s our full-time job.

I’ve been there. And it’s exhausting.

That’s why I’m such a big fan of using Mydoma as my digital HQ—and today, I’m pulling back the curtain on exactly how I use it to automate the not-so-fun parts of my decorating business.

Because when your backend runs smoothly, you reclaim hours of your week—not to mention a whole lot of mental energy.

If you’re here, we probably met through my work as a Senior Implementation Specialist at Mydoma. While I show up full-time in that role, I also run my own design business and work 1:1 with designers behind the scenes—helping them implement workflows, client onboarding systems, and business strategies that actually fit their life and business.

While I proudly support and personally use Mydoma every day, this blog post is not sponsored—and I’m not being compensated for this endorsement. I simply believe in sharing what works.

That said, here’s how I use Mydoma to streamline the not-so-glamorous parts of my business—so I can spend more time on the creative work I love (and help other designers do the same).

Step 1: Automating Inquiry Responses

The moment someone submits an inquiry through my website, they’re automatically added to Mydoma as a lead. From there, they are able book a discovery call, review their client intro guide and complete a brief from. Automatically upon booking their discovery call,they receive a pre-written welcome email that outlines next steps and what to expect. No more inbox tag or missed leads.

✅ Tip: I keep this email friendly, helpful, and low-pressure—just like I would if I were replying manually.

Step 2: Scheduling Discovery Calls

Rather than going back and forth on availability, I use Mydoma’s appointment feature along with Calendly to let clients book directly into my calendar. I’ve pre-set my availability to match my work rhythm (no more random Saturday morning bookings!).

Clients choose a time, and my systems do the rest—confirmation, reminders, and even follow-up.

✅ Tip: I include a short intake form here to learn about the space and goals before we meet. It sets the tone and saves time on the call.

Step 3: Requst to Schedule Initial Consultation

This email is templated with the link to schedule and pay for their initial consultation. Again, they are able to book their call and complete a quick questionnaire to help me prep for our time together. I also have an automated email series that will be sent to them to help prepare them for our time together. At this phase, it’s all about education, communication and setting expectations.

Step 4: Sending Contracts & Getting Paid

Once the project is a go, I use Mydoma to send a customized proposal with my contract and invoice—together. The client approves, signs and pays in one seamless flow.

No juggling PDFs. No chasing signatures. No awkward emails asking about payment.

✅ Bonus: I’ve created package and project templates so I can customize and send proposals in minutes, not hours.

Step 5: Keeping Everything in One Place

Once the client is onboarded, everything lives in their Mydoma portal—the project brief, mood boards, invoices, communication, and files. No more lost emails or searching for attachments. It’s clear, professional, and easy for both of us to use.

✅ Client feedback? They love that it feels polished and organized. I love that it saves me from reinventing the wheel every time.

The Bottom Line: You Don’t Have to Do It All

The truth is, the more you can automate and streamline the repetitive parts of your business, the more space you have for the creative work you actually love.

If you’re a designer who’s tired of doing everything manually—or feeling like you’re one step away from burnout—Mydoma can be a game-changer.

And if you need help getting set up, I offer 1:1 VIP Sessions to walk through your systems, build out your client onboarding, and make sure your workflows are doing the work—so you don’t have to. If you’re ready to delegate the day-to-day tasks that are weighing you down, my new Virtual Assistant services can help you stay organized, show up for your clients, and finally breathe a little easier.

💻 Want help getting your own Mydoma backend working like this? → Book a Strategy Session With Me.