I feel every business, if you don’t have at least a system to track your clients, you better have a CRM. Ideally, you need a CRM to be able to track contracts, invoices, and projects from a high level (not a day-to-day level).

I haven’t seen a CRM I haven’t liked yet. However, I do have my favourites here as well. The critical thing is that you want to have the proper scheduling abilities tied to your CRM (so that you can track leads etc), but you also need to be able to formulate your packages so that your invoices can be a little more automated. 

CRMs can help in this process, plus with your workflow on onboarding/offboarding as well; CRMs with this feature will help formalize your process.

My Favourites are: 

Dubsado

this one allows us to have a lot of customization, the ability to have Paypal integrated alongside your typical credit card provider, plus different workspaces for each currency. it also has a more intuitive design as well for laying out your workflows.

Honeybook

This program, much like Dubsado, directly relates to creative entrepreneurs and is also very easy to use. The only feature difference I have seen so far is the lack of a Paypal option or ease of multiple currencies.

There are many to choose from when it comes to Conference Software – and I have used all. Some have extra features vs. others – it all comes down to the security and stability that your client needs if there are restrictions based on firewalls, etc.

I have used each and found the following about them: 

Zoom

We all know this software. It has expanded its library of features to add apps and has excellent filters for non-make-up moments. They have excellent security protocols as well to secure your meetings.

Microsoft Teams

They are coming for zoom with their software, ease of use, and features (like a better blur background feature than Zoom). They are easy to use as well.

Google Meet

This one is nice because it is embedded in Google Workspace as well. Ease of use and excellent blur background feature.

There are two veins of thought when it comes to cloud storage and documents. When it comes to document software (creation etc) I have and love both these software equally – at the same time, I prefer to lean on Google Workspace for the fact the collaboration is fabulous. They are the OG for online document editing.

A very close second is Microsoft Office & One Drive – they are amazing and the OG in document creation. They have come a long way in the last few years when it comes to online documents; they are primarily a paid feature, however, so if a person doesn’t have access to the full suite of functions when it comes to documents, it can be limiting.

All three, Dropbox, OneDrive, and Google Drive, are comparable in my books when it comes to organizing your SOPs, essential documents and any client info you need to store.

Emails & Calendars – for this one, my winner is Google – their ability to customize your email, and it is relatively cheap is for the win; when it comes to housing my multiple emails, however, I have to tell you to use honestly:

Mailbird

This piece of software is fantastic, I am currently housing personal and business emails in it – it pairs all my calendars and allows me individual signature lines for each.

Some newer features they have integrated are scheduled send and email tracking, and I can also file my emails between email accounts (so I can centralize my ability to organize my emails) easily!

With this software, you can start as free, but they often have great promotions regarding licenses.

If you can, having a website is something I feel if you can, build one out. There are great free options but it is worth the investment to even use a prebuilt site like Wix or WordPress to get your name and services out there!

WordPress

When it comes to website hosting, I am using my own hosting program, but I also would recommend WordPress for this. They offer fantastic support and with plug-ins and other features (plus tons of add-on 3rd party programs like Elementor) you cannot go wrong with their software. 

I have also used WordPress for my URL purchase as well – there are amazing other companies that can do this – I am a one-stop-shop where possible sort of entrepreneur. (Check out my Hosting and Maintenance Packages)

Wix

As for my alternative choice, I think WIX is the next option to use when it comes to building your website and hosting. Their internal CRM, newsletter software and other features make getting on line and selling easy.

Scheduling – my #1 need in my business, from time blocking to discovery calls and beyond, scheduling is my must-have, needed and would be lost without it in my business tool:

Calendly

I have this integrated into my CRM, I have this integrated into my offers, and I have this integrated into so many parts. I have different lengths of schedules. 

I block off my windows for these calls – so that I know my client gets 100% of me in that moment.

If you are service-based – you need to have an app like this.

In the paid version, there are workflows you can also use to help in any appointments you book!

One piece to keep my business flowing is my instant messaging software of choice:

Slack

This tool not only allows me to communicate with my team, I even use it as a hub for me to co-work with others I have connected with, my clients. 

I even use it to alert me when my next appointment is happening on my calendar, when I have a new email list subscriber, and so much more.

So many pieces of software allow you to integrate it – from form builders to email lists to clients. This allows me to not worry about my emails, the same when clients need me when my team has questions, and they are unsure where my Project Manager they need to ask. 

Use it, and I think this is something you all need to try, at least!

I don’t know about you, but security around passwords is getting quite challenging! So as I began my process as a digital entrepreneur, I sought the best possible way for my clients to know their access codes were secure without being in a notebook somewhere ready to get lost.

Last Pass

I found Lastpass and realized that this tool was amazing, so much so that I now use it with personal and business (separate logins to keep me off unnecessary apps!

The ability to put passwords into buckets (depending on team members) or share individual passwords with team members or from clients to me has been so simple. Plus, if your client changes the password, LastPass automatically updates, so you won’t be left in the dark so to speak. 

This is one that is part of the armour in my business!

**Don’t forget, often times CRMs have great Invoice capabilities. Try to use them first for efficiency.

I have tried many pieces of software and for my retainer clients, I default back to:

Wave Accounting

Don’t get me wrong Quickbooks and others are the names of the game but for now, Wave is doing everything I need. Statements, quotes, invoices, the ability for recurring, and so much more.

Other runner-ups, as mentioned are Quickbooks, Xero, Harvest, etc.

For time tracking, I have been using the paid feature in my Project manager, CLICK UP, however, a great free alternative is: 

Toggl

It allows you to both timer and manual – plus, you can download your reports to add to your invoices. I have used it as well, and it is excellent! You can even integrate it into your ClickUp account.

Alternatives – Click up, and Teamwork has ones built in, but Harvest and Clockify are great too.

When it comes to choosing my graphic design software, there is value in to programs. It just comes down to your experience level. One that I use faithfully is:

Canva

This program I cannot believe all the features that you can utilize. It simplifies the way you make your campaigns (online or in print) pop. With a free tier and a PRO Tier (what I have), it is a program for any budget.

With CANVA, I can use it on my phone or on my PC. I can create videos, GIFs, and normal images for any social media platform. I can also create the branded assets needed for my profiles, website, and promotional items. 

Adobe Suites

The next level is with the Adobe Suites. Adobe Illustrator, Adobe Spark, Adobe Photoshop, to name a few. I have been learning small things in each of these programs – by no means proficient – but I do try  Youtube University from time to time to try new things.

There is a reason ADOBE is a juggernaut when it comes to graphics and pdf (more on that later), but it is something you need to take the time to learn – but is an amazing program and skillset to have if you take the time.

Over the length of my business, I have used a LOT of software when it comes to social media scheduling. All of them have their plus/minus but they are all fantastic. My favourite software I am using right now is:

Social Bee

The reason is that it allows me multiple buckets of content that I can schedule as evergreen – one and done, so to speak. 

It allows me to connect my Canva account as well so that I can create one-off imagery (it doesn’t save to your Canva account) for content, especially in a 3rd party sort of way. 

Also, I can connect my URL shorteners to the workspace for a client, so I don’t need to create that short link – plus they have their own internal shortener as well.

The other software I think, is great (and they range in price points). Check out these other programs to see if they serve you:

Metricool

They have an excellent internal analytics downloadable report alongside the ease of posting. There is a version of evergreen as well.

Later

This is the Instagram OG – a great piece of software with its own free hashtag research feature and more!

Hootsuite

The OG of all social media schedulers

When it comes to opening and reading PDFs, or creating fillable PDFs I have used 2 pieces in my career. Adobe Acrobat and NitroPDF. Both are fantastic software, as of right now, due to my software needs, I’m currently an Adobe subscriber but I highly recommend both when it comes to PDF Reader and Fillable Document Fillers.

As for signing, in my past life and in this business, there are a few programs I have tried when it comes to PDF Signing of documents. This all comes down to price point – though your CRMs have the signature feature if you aren’t at that point or you need to make quick adjustments to achieve your signatures – I currently use Adobe Acrobat (through my subscription) to accomplish this. Trying to utilize my tools in the most efficient way.

Other software that are great are:

Sign Now

Docusign

Eversign

Depending on the form – if you need a digital fillable one that you email (pdf style i.e. Adobe created) or an intuitive version like I’m going to be talking about here, you will find in business, having a good and trusted Form Builder software is as essential as your PDF Reader. The only difference is, this form builder will create the necessary reports for you to centralize the information.

Currently, I’m using my project manager, Clickup’s premium feature of forms. The reason for this is as my clients fill out the information for the product they purchased, it creates a centralized hub/folder for the info so I can then implement the tasks needed and locate the original data quickly. I can then take that info and transfer it to the proper location (i.e. Lastpass or contract) from there.

Other software I have used that creates amazing forms and is centralized beautifully:  (Bear in mind, for full features, you may need full paid subscriptions for any of these products – some have decent free options to get a feel for their products):

Typeform

Google Forms

JotForm

The power of email is still the #1 tool you should have in your business. With the need to nurture your clients, you cannot rely on social media for all of this. you need to grow and nurture your list first, adding in other marketing as a supplement. This is the list that you own, not Mark Zuckerberg.

If you are looking for some tools to help you with that, I suggest making sure you can link it in multiple ways. This keeps the user experience a no-brainer as well.

Flodesk

Why do I love Flodesk? it has an amazing template feature to start with. It has recently added the ability to upload your own fonts – amazing – and you can also upgrade for a checkout – thus eliminating click funnels or other software to sell downloadable, etc. if you haven’t started with a WooCommerce or Shopify site

They are still a small company – but they have great functionality and drop/load features.

Honourable Mentions: Convertkit, Mailchimp, Active Campaign.

When it comes to tools that are one of their own, I have a few I use in different scenarios that need a section to call their own! 

Loom

Why do I love Loom? Well, it’s a great training tool – it allows you to record your screen and better demonstrate what you are trying to teach. You can use it to host your videos as well with transcripts and captions as options (on the pro version).

It is also a good resource for edits/collaborations – for example, when trying to show your design team what you need to be changed or if there are additions you want to make.

Check out this awesome tool – believe me – you will love it!