5 great tools we use to make running our business easier

Here’s a quick round up of some of our favorite tools for running a small creative business.

1. Dubsado

We started using Dubsado in 2020, and we’re likely still under utilizing it, but yet we can’t do without it. I actually tried. After a less than stellar experience with support, I decided not to renew about six months ago. I thought I’d just go back to collecting client questionnaires via forms on my website, and creating proposals in Google Docs.

While I love Google Docs and Gravity Forms (even though neither is getting a formal mention here today) they are not meant for being used as a CRM, which stands for customer relations management. When I realized that my pieced together system from when I was a newer business wasn’t going to work anymore, I tried Honeybook. Honeybook’s support was awesome, but after spending almost 2 months having everything transferred over, I kept finding feature after feature that was missing in comparison to Dubsado.

While I value support, I faced that 9 times out of 10, Dubsado’s is decent, and typically I don’t need it. The features, workflows, and time it saves me is well worth the cost. If you don’t need as powerful of a CRM, I’d recommend Honeybook, but if you want a system that will grow with you, it’s Dubsado.

2. Square

I’ve been using Square since for a long time. All credit card processors have fees. Their fees are on par with everyone else’s. It’s simple to use, blends in seamlessly with Dubsado, and is really easy to look up transactions, or really do anything I need. Admittedly, I am not a power user here. My needs are really simple and I’ve never contacted support. That it’s been years and I’ve never needed to, makes me feel pretty good about the tool. Square is now a part of SquareSpace (which I’ve grown to love enough that it will get it’s own post).

3. Acuity Scheduling

Acuity was also recently acquired by SquareSpace. I know a lot of people prefer Calendly, but I find the setup of Acuity more intuitive. While I can schedule with my clients in Dubsado, I use Acuity to allow potential clients and peers to reserve time on my calendar.

What it has above Calendly is the integration into a website. Check out my Book a Call page. It beautifully integrates the calendar booking.

In this example, it’s integrated into a WordPress Pro Photo website. I haven’t tested it yet with SquareSpace but I’d expect it will work perfectly.

4. Flodesk

I used Mailchimp for years and then I heard about Flodesk, when it was new. From being an early adapter, I have a lower price than it is currently offered at, but it’s worth it even at full price. It’s $19 that I happily hand over each month, even if Mailchimp is free. I save hours and so much frustration. Flodesk has beautifully designed templates, easy visual tools, and just does what it is supposed to do.

If you are running a complicated funnel email system, I can’t vouch for it, but I don’t think most of you are. I send out a weekly email, have an opt-in for a freebie and a short welcome email sequence. Most importantly, I don’t dread having to open my email system, like I used to, which means I actually send out emails and use the tools it has to offer.

This Flodesk link gives you 50% off your first year.

5. Toggl

Toggl is my newest tool, and it’s bringing me such insight. I’m a bit of a numbers geek. My first job out of college, with a shiny new bachelor’s degree in fine arts, was in the accounting department of a local company in the small Hudson Valley town I lived in. Only recently though, have I realized how much understanding business numbers and stats can have.

Toggl tracks my hours breaking it down by project type and assignment. So right now I have a tab open that tells me I’ve spend 35:06 minutes (and running) working on a blog post in my marketing category.

This does two things for me. It keeps me focused on the current task. I don’t end up browsing for our next beach vacation on AirBnB, because that tab quickly jumps in sight reminding me what I’m working on.

Every Monday I have look back on the week before and review a report of how I spent my week. This keeps me on track with business growth. So far, I’m using the free plan on Toggl, but it’s tempting me with an offer to upgrade for even more reporting tools.

If you have questions, you can find me on Instagram at @jessiemaryco, or send me a note. We are accepting new clients for early 2023.

*Some of the links in this post are affiliate.