I talk a lot about the processes you need to keep your business running, but you may not know that the tools you use are just as important.
So, no matter what phase your business is in, here are the must-have tools every business owner needs in their toolbox.
Let’s start from the beginning.
Starting Phase
Starting a business can be nerve-wracking- especially if you don’t have the right tools. Here are the top three you’ll need to get your business off the ground.
Accounting
Every business needs a payment software, and I recommend using WaveApps. It allows you to access it from anywhere and can easily be passed off or added to an accounting system when you’re ready.
Google or Excel Sheets
If you don’t have the money to spend on software yet, then Google or Excel sheets are the way to go. They’re free, and you can easily log your income, expenses, payroll, and anything else you need.
QuickBooks
Quickbooks is worth the money because it can track all your income and expenses, handle payroll, send automatic payment reminders, generate reports, and more.
Whatever you use, make sure it can grow with your business. Otherwise, you may have to find something else as your business increases.
Lead Generation
If you don’t have clients, you don’t have a business. Lead generation is crucial for getting sales, and I like to use:
LinkedIn
If your ideal clients are business owners, coaches, finance pros, B2B, and other, more business-savvy positions, LinkedIn is where it’s at.
By optimizing your LinkedIn profile, you’ll make it easier for other businesses to find you, see what you offer, and connect with you.
A CRM System
With a CRM (like Dubsado), you can track where your lead comes from, make notes on conversations, store contact information, plan interactions, monitor your platforms, define your target audience, and more. Plus, several of them have free or basic plans, so you can save money as you get started.
AppSumo
AppSumo is a unique app that gathers the best tools from around the web and organizes them for you. You can also find a lot of good discounts, so there’s always something to fit your budget.
Fulfillment
No matter what your business provides, you’ll need a way to keep track of your orders and fulfill them. Here’s what I recommend:
Google Sheet
Like your accounting, a Google or Excel sheet can help you keep track of your tasks and organize your clients. However, you’ll want to use a dedicated CRM system as your business expands.
A CRM system
Honestly, the best way to organize your business is to invest in a CRM system. Many of them (like Dubsado or ClickUp) have a free plan and include a TON of perks and features, including the ability to:
- Send out contracts and invoices (Dubsado)
- Schedule meetings and deadlines (Dubsado)
- Track tasks and progression (ClickUp)
- Organize teams (ClickUp)
- Store client info (Both)
Plus, a CRM system will grow with your business, making it easier to keep everything running smoothly.
Scaling Phase
When it’s time to scale your business, you’ll want to have these three tools ready to handle the influx of business.
Hiring Tools
Hiring a team is often the first big step in scaling a business, and you need the right tools to make it a smooth process, such as:
Google Forms
Google Forms is free and fully customizable, so you can easily create job applications and ask every question you need to find your perfect team. The one drawback is that it looks very basic, but it does the job well.
Typeform
If you need something a little fancier, try Typeform. They have a free plan that gives you unlimited forms, up to ten responses per month, templates, and limited integrations. However, if you have the budget for something more, you can always try their basic plans for a more professional form experience.
Both of these form tools will help you organize and sort through your applications, making it easier to find the team members that fit your business.
CRM System
I’ve already mentioned these a few times, but you absolutely need a CRM system if you’re trying to scale your business. My favorites are:
Dubsado
Dubsado was born from a need to tie multiple systems together and create a more streamlined, efficient business. Now, it connects your business to clients from across the world and promotes productivity, organization, and healthy client relationships
HoneyBook
Honeybook came about in 2013 and is “on a mission to make it easier to run an independent business and live a life filled with passion and purpose.” Now, it’s a thriving CRM software that can connect your business with clients throughout the US and Canada.
Both of these CRM systems will help you connect with clients and cultivate meaningful relationships, but which one is best for your business?
To answer that question, check out my article: Dubsado Vs. Honeybook: Which Is Better?
Project Management
If you’re scaling your business, you need to invest in a project management system. Thankfully, the top names in the industry offer free plans and come with everything you need to grow your business.
ClickUp
ClickUp is BY FAR my favorite project management system. It has everything you need to take your business to the next level, organize your teams, track your hours, get live reports on task completion, and more.
Asana
Like ClickUp, Asana is free and has several features that can help your business grow, such as unlimited tasks and projects, automated messages, ample file storage, and integrations. Plus, it’s easy to learn and can give your business the professional boost it needs to succeed.
Trello
It’s simple, easy to use, and can help new businesses figure out what they need before committing to something bigger. What’s more, their unique board and card system is the perfect way to organize your business down to the last detail.
Check out my article on How to Choose the Best Project Management System for a more in-depth look at these tools and how to use them.
Final Thoughts
No matter what phase your business is in, the right tools will make all the difference. In the beginning, free is best until you are on your feet. However, as you scale your business, you’ll want to put a little more skin in the game and start investing in the tools that will let your business run more effortlessly.
Use the suggestions above and get your business on the fast track to success from the very beginning.
