Top 10 Tools Every Small Business Owner Needs to Succeed
Running a small business can feel like juggling a hundred balls at once. If you're anything like me, you want to find the best tools to lighten the load—but with so many options out there, it’s easy to get overwhelmed. I remember spending countless hours researching, testing, and trying to make decisions that I hoped would pay off. But let’s face it—sometimes all you really need is a trusted recommendation from someone who’s been in the trenches.
So, here’s the inside scoop on the tools I used as a small business owner. These were my go-to platforms for everything from planning and payments to marketing and organization. And trust me, they made my entrepreneurial journey a whole lot easier.
Things to Keep in Mind When Choosing Tools
Before I dive into the list, let me share a few tips that helped me decide on the best tools for my business:
Integration: Does the platform work seamlessly with other tools you’re using? For example, having my Shopify website integrate with Square saved me so much time.
Cost: Be realistic about your budget. Some tools are worth the splurge, but others might offer a free or lower-cost alternative that’s just as good.
Usability: Who will be using the tool—just you, or your team as well? Choose something that matches the tech-savviness of everyone involved.
Be Open to Change: Platforms evolve, and what worked last year might not be the best option now. Don’t hesitate to switch if something better comes along.
Try Before You Commit: Many platforms offer free trials, and they’re invaluable for testing whether a tool suits your needs.
The Tools That Made My Life Easier
1. LivePlan for My Business Plan
When I first started, writing a business plan felt intimidating. Enter LivePlan, which turned the process into something I actually enjoyed. Its step-by-step format and financial projection tools made it easy to map out my goals and anticipate future growth. It also taught me to treat my business plan as a living document—something I could update and refine as my business evolved.
2. Trello for Daily and Project Organization
Trello was my lifesaver for staying organized. It’s a project management tool that lets you create boards, lists, and cards to organize tasks. I used it for everything: daily to-do lists, long-term projects, and even brainstorming ideas. The visual layout made it simple to prioritize and track progress.
3. Square for Payments and Inventory
When it came to payments, Square was my go-to. It’s super user-friendly, and the inventory management feature made tracking stock a breeze. Plus, the mobile POS system allowed me to process payments anywhere, which was especially helpful at events or pop-ups.
4. Shopify for My Website
I chose Shopify for my website because it integrated seamlessly with Square, my POS system. Building an e-commerce site felt daunting at first, but Shopify’s templates and tools made it approachable. It also gave me the flexibility to scale as my business grew.
I now use Squarespace.
5. FloDesk for Email Marketing
FloDesk was a game-changer for my email marketing. It’s beautifully designed and easy to use, even for beginners. I loved how customizable the templates were, and the automation features saved me tons of time.
6. Thinkific for Online Courses
When I decided to create an online course, Thinkific was the perfect platform. It helped me design and launch my course without needing any coding knowledge. Plus, the student management tools made it easy to track progress and engage with participants.
7. Facebook, Instagram, Pinterest
Social media is a must for small businesses, but it can quickly become overwhelming. I kept it simple by sticking with Facebook, Instagram, and Pinterest, and used Meta’s scheduling tools to plan Facebook and Instagram posts in advance. I wasn’t ready to dive into TikTok, but this system worked well for my audience.
8. Sticker Mule for Branding
Every business needs stickers, right? Sticker Mule was my go-to for high-quality custom stickers. Their options were affordable, and the quality never disappointed.
Best part: Each order comes with a bottle of hot sauce, which they call “Mule Sauce.”
9. Export Your Store for Cross-Listing Products
This tool made it easy to list my products on multiple platforms without duplicating effort. It saved me so much time and helped expand my reach to new customers.
10. QuickBooks for Accounting
Accounting isn’t exactly the fun part of running a business, but QuickBooks made it manageable. From tracking expenses to preparing taxes, it kept everything in one place and simplified a typically stressful process.
QuickBooks also integrates with many platforms, allowing business owners to seamlessly import your financials from your POS system.
My Advice? Keep It Simple
When I was starting out, I often felt like I had to use all the tools, which quickly became overwhelming. What I learned is that it’s better to start with the basics and expand as needed. For example, you don’t need a dozen social media platforms or the most advanced project management software right away. Choose tools that align with your current goals and adjust as your business grows.
Final Thoughts
As a small business owner, the tools you choose can make or break your workflow. For me, these platforms weren’t just helpful—they were essential. They allowed me to stay organized, streamline processes, and ultimately focus on what mattered most: running and growing my business.
If you’re feeling overwhelmed by all the options out there, I hope this list gives you a good starting point. Remember, there’s no one-size-fits-all solution, so don’t be afraid to experiment and find what works best for you. And hey—if you’ve found an amazing tool that I didn’t mention, I’d love to hear about it!