8 Tools Your Small Business Should Be Using

The business landscape is becoming increasingly advanced. The incredible pace at which technology has transformed the business world is wondrous! It’s exciting to start a business but if you do not get it done right, odds are you’ll not be successful. So, I have got a list of tools for you that can help you turn your big idea into a success.

#1: HoneyBook for client and project management


HoneyBook is a software solution for customer relationship management and task management for small businesses. It manages everything ranging from inquiry to invoice. HoneyBook provides a clear view of the various tasks and their progress status and keeps the client and the company on the same page. With HoneyBook, you can book clients, sign contracts online, send invoices and handle payments all in one place. It is user-friendly software with an easy learning curve.


  • It can be integrated with Gmail, Google Calendar, Quickbook, Calendly, and Zapier
  • Online payment facility with HoneyBook
  • Inbuilt templates simplify client communication
  • Mobile app available


Though HoneyBook is a great way of keeping all your client payment on track and facilitates making payments through HoneyBook, the only drawback is that it does not show the “on the way” status of a CHECK payment.

Pricing: HoneyBook offers two pricing plans: monthly, or annual!

  • Monthly: $40 per month, billed monthly
  • Annual: $34 per month, billed annually at $400 (an $80/year savings!)

Want to streamline from inquiry to invoice?

HoneyBook allows you to automate and streamline your client process, allowing you to spend more time on what you love and less time managing it. Start free trial.

#2: ProofHub for team collaboration


ProofHub is a collaborative software that can help your team collaborate and communicate seamlessly. ProofHub becomes a place to keep all your project-related files, discussions, tasks, progress reports, schedules, etc. all at one central location. It keeps everyone on the same page regarding duties and responsibilities and avoids confusion. Team members do not need to go back and forth through email threads to communicate and discuss issues. Managers can quickly have a bird’s eye view of the entire project with the help of tools like Kanban boards, Gantt charts, Calendar, etc. and plan, prioritize and direct accordingly. It makes your work easy and organized.


  • Reliable customer support
  • Doesn’t charge per-user (unlimited users)
  • Mobile optimized
  • Sync ProofHub calendar with external calendar apps


Though ProofHub has integration with many third-party apps like Freshbooks, Google calendar and iCal, Box, Dropbox, Google Drive, Onedrive and Outlook but the app doesn’t allow integration with Zapier.

Pricing: Ultimate control plan at $89/ month billed annually (unlimited users)  $99/month billed monthly (unlimited users).

#3: me for Video Conferencing


Join.me is known for its dependability, flexibility, customer service, and cost. It meets the need of most small business owners, especially if you’re just starting out. It works on devices, operating systems, and web browsers without any special arrangements just to get everyone together.


  • Several dial-in locations
  • Screen sharing to transfer presenter role
  • Easy to schedule conferencing calls


  • Doesn’t wait for the connection to stabilize
  • No way to transcribe the audio conversation like GoTo Meeting

Pricing: Business plan at $30 and PRO plan at $20.

#4: Wave for Accounting


Wave is a cloud-based accounting software to provide a complete small business solution to business owners. You can create invoices, enter bill payments, receipt scanning, and run financial statements. It also allows managing multiple businesses using one account. The software comes with a very clean and friendly dashboard, where everything is clearly visible.


  • Set-up is quick and easy
  • Free, unlimited invoicing and accounting
  • Integration with payroll system (ADP)


  • No offline version
  • Customer service needs to be improved

Pricing: Free forever

#5: HootSuite for Social Media Monitoring


It’s an enterprise-level tool but the smaller plans are suitable for small businesses and startups. It’s a great social media management platform to build smarter workflows, track competitor brands, delivers demonstrable ROI, schedule your content across platforms, engage with followers, and manage your social media team.


  • Access to many social networks
  • All-in-one interface
  • Manage accounts multiple streams
  • Unique app directory
  • Auto-Schedule posting


  • The interface can be confusing
  • Longer learning curve

Pricing: Business plan at 126.89 U.S $ per-user monthly and team plan at 31.02 U.S $ per-user monthly.

#6: Mailtrack for Free Email Tracking


Using Mailtrack makes it easy to look through your inbox and see who has opened your emails. When someone has opened your email, the checkmark next to the corresponding email will highlight green. You’ll also get a popup notification to let you know when your email has been opened. The app can track an unlimited number of emails.


  • Keeping track of mail
  • Integrate within Gmail and new mail automatically
  • Ease of checking
  • Usability


  • Price and having to upgrade to pro version to remove the signature

Pricing: Paid plans range from $2.50/month to $19.99/month.

#7: Google Analytics to Know What’s Working (and What’s Not)


Using Google Analytics for email tracking is an essential tool. It is a web analytics tool offered by Google to help you analyze your website traffic. If you are running any business activities such as search ads or social media ads, your users are most likely going to visit your website somewhere along their user journey. So you need to have a handle on your email marketing analytics.


  • Use it on different digital environments
  • Connect your Google Analytics account with your Google Ads account
  • Create custom goals and track your eCommerce platform


  • The overall feel is overwhelming

Pricing: Google Analytics offers a free option and one premium suite, Analytics 360 (customized pricing), which, as per a third-party site, costs $150,000/year.

#8: Toggl to Track Time Everywhere


Toggl is an insanely ideal time tracking tool for small businesses and freelancers. The tool help associates stay on task and streamlines timesheet management. Toggl will help you ensure you’re staying on budget. It allows to break down your hours by projects, clients, and tasks to see what’s making you money, and what’s holding you back.


  • Integrations to regularly used client-facing software
  • Amusing blogs and customer engagement tools
  • Brilliant reporting


  • Requires expensive subscriptions for the features you’d want

Pricing: Starter plan at $9 per user/month (billed yearly) and premium plan at $18 per user/month (billed yearly).

Bottom Line

I hope you like the list of tools for your small business. I have shared the tools that can help save time, be more productive, and track your success. As technology is changing, the business world will change and you need to adopt these trending technologies to match the change.

Have you used any of the tools on this list or do you have any favorites? Share with us in the comments below!

Vartika Kashyap

Vartika Kashyap is the Marketing Manager at ProofHub and has been one of the LinkedIn Top Voices in 2018. Her articles are inspired by office situations and work-related events. She likes to write about productivity, team building, work culture, leadership, entrepreneurship among others and contributing to a better workplace is what makes her click.


  1. Hey Vartika! Splendid content you have penned down. I liked the you have explained all the tools in detail. A small business sometimes fail to generate greater ROI and online presence. But these tools can help a business to reach top positions. Especially, Social media monitoring tools and project management tools. A business should use all these tools together to get the best results.
    Thank you.

  2. Vartika Kashyap

    Thank you so much, Turner. Glad you liked it.
    And, yes it is true a business should use all these tools to get better results.

  3. Thank you for the nice list. I found 3 great apps from the article, which are new to me. Thumbs up!!


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