The tools that simplify my life as a small business owner

As a work-from-home creative, I need to take advantage of tools and services) specifically made for small businesses, that keep my workflow organized and efficient. Here are some of my favorites — the apps and systems that help me get stuff done and make my life as a freelancer so much easier. Whether you’re a creative or small business owner, many of these tools for small businesses could be game-changers for your productivity.

No matter what stage you’re at, whether you already own a small business, or are planning to, these tools will streamline the way you work on admin, and your communication with clients. They can help you do everything from creating impeccable visuals in record time, to maximizing your tax return. Sound good? Let’s dive in.

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HoneyBook-CRM system

CRM is short for customer relationship management system, and it’s one of those tools for small business that’s vital, in my opinion. Online CRM systems help you stay on top of your prospective clients, current clients, and projects. You can build proposals, send and sign contracts, and keep track of every project. A good CRM app will even simplify getting you paid! If you’ve been trying to manage without a CRM tool, you’ll probably feel a total sense of relief once you try using one.

There are a lot of CRMs out there, but for creative and small business owners, whether you offer products and/or services, HoneyBook is a great choice. Here are some of the reasons I really appreciate how it works.

Pros – design a beautiful proposal

HoneyBook has a host of proposal, agreement, and brochure templates that you can customize to meet your needs. Or you can import your own forms and contracts. The templates are super-flexible. You can add fields to gather the client info you really need. With services like online form-signing and the tools that keep everything organized and secure, life as a business owner gets simpler — and smarter. 

Every interaction with your clients is tracked by HoneyBook. From your initial proposal to day-to-day management of client accounts, every step of the way is documented in real time. From emails to agreements, everything’s organized and a few clicks away in the cloud.

Send invoices from within HoneyBook and get paid quickly

Managing your accounts receivable cuts into valuable time that should be used for your core mission. I’ve learned the hard way that managing bills and invoices is a serious time killer. Creating and sending invoices in HoneyBook is straightforward and efficient.

Although HoneyBook uses Stripe as their credit card and ACH bank transfers processor, it’s a bit different from the way some other CRMs work with Stripe. HoneyBook handles the whole thing, so if you needed more info about a payment, you’d reach out to HoneyBook, and there is no reason to set up a separate Stripe account.

HoneyBook charges a competitive 3% fee for both domestic and international cards, and 1.5% for ACH bank transfers.

Stellar support

Previously, I used a less expensive CRM. At first, their support was really good. But, months in, when I ran into a very odd problem with the system, a problem that I didn’t cause and that was taking up a lot of my time, I wasn’t offered a good solution or good support. That left a sour taste in my mouth.

By contrast, HoneyBook has been a breath of fresh air. I can email or use the chat feature on their website to get my questions answered fast. HoneyBook is more robust than my previous CRM, so there has definitely been a learning curve in getting my account set up. That’s how I came to really appreciate the courteous and clear support I’ve received from their team.

Cons

No desktop time tracker

I wish they’d create a time tracker within their program. They have a time-tracker on their app, which you can access with your phone, and that may be perfect for you. But I want everything in one place, on my desktop computer. I hope they’ll make this capability available in the future, since I need to track all my hours with detailed notes about what I’m doing, and how long it took.

Learning curve

Since HoneyBook is a robust program, I’ve found that there is a learning curve. So, I recommend blocking out some time in your schedule to understand all the capabilities so you can make the best use of the program, and save time in the future.

What’s HoneyBook cost?

Honeybook has three plans to choose from: a starter plan at $9 per month, an unlimited monthly plan for $39, and an annual plan for $390.

Use this link to get 30% off your plan in the first year of your subscription, or use the code willow at checkout.

Sunrise Tax Services

It’s tough to find a tax professional who understands the special needs of Americans who live abroad. If you’re running your US-based business or do independent contracting overseas, Sunrise Tax Services can be a vital partner.

Certified and bonded, Sunrise owner Jeanette understands the unique requirements of US taxpayers working and living overseas. Note that she also offers her expert services to US-based contractors. 

I appreciate Jeanette’s approach in dealing with my questions. Her answers are thoughtful and detailed, and I never get the feeling of being rushed. I’ve used Sunrise to file my taxes the past two years, and the process has been about as painless as you could hope.

If you decide to work with Sunrise Tax Service, please tell them that Willow Paule sent you!

Lyrical Host web hosting service

I can’t rave enough about this internet hosting company. They easily meet the standard of near-zero downtime, but you expect that from any good web host. It’s the customer service that sets Lyrical Host apart. You talk to real people with the skills to help solve your issues right now. And they do it while treating you like a real person too. 

Lyrical Host caters to bloggers but it’s also a good fit for small, creative businesses like my own. Hosting is one of those important considerations when you’re looking for tools for your small business, because you need something reliable for your website.

LH’s hosting is competitively priced and includes a lot of really useful stuff, like free migration from your previous host, pro support for WordPress, scans for malware and viruses, and an online messaging center to get help with problems. And did I mention they’re the most polite support people I’ve ever interacted with?

The owners of Lyrical Host are incredibly knowledgeable and warm. Also, one of the perks of buying hosting from them is the company’s Facebook group where they share essential intel about topics like blogging and SEO. The user group is full of genuine, friendly, and smart people from many parts of the world. The Lyrical Host community offers “residencies” in which experts offer solid advice in the online topics that concern small businesses and bloggers.  

Sign up for one of Lyrical Host’s competitively priced hosting packages, and get 10% off when you use this link.

Moyo Studio

If you need to create beautiful mockups for your digital products, look no further. Moyo has a huge selection of the most beautiful and classy images out there, perfect for any creative brand.

Moyo offers scene creators—tools they describe as “Photoshop files which allow you to create custom scenes. Each file contains a variety of elements which you can move, scale and rotate, as well as customising background colours, shadows and textures so you can create your own unique images.” These are great for editorial projects such as magazines, or books as well as brand guidelines, worksheets, and other opt-in freebies

Since they do require Photoshop knowledge, Moyo has a help center with tutorials and screenshots to help get you started.

Plus, Moyo is another one of those small businesses I love to support. It’s a husband and wife team; Holly & Mark started Moyo when they were living a nomadic lifestyle. They’re good people who totally understand the needs of creative business owners, and make great stuff to support us in selling our products and services.

Final thoughts–plus, what about free tools?

I hope you find some helpful tools among these four services/apps. I know they make my life much easier.

Also, I’m thinking about another blog post with a roundup of all the free or low-cost tools for small business that I use. So, I want to know; would that be helpful for you? Let me know in a comment below!