Best Systems and Platforms for Solo Entrepreneurs: Streamline Your Business and Increase Productivity
What systems do you need to start your business?
Which platform is best to build an online course?
How do I set up my business to get paid online or with a credit card?
How can I make running my business easier?
Best Systems and Platforms for Solo Entrepreneurs
Here’s the thing — you don’t know what you don’t know when getting started in your business, especially when it comes to tech.
There are thousands of tools, platforms, and systems, and almost all of them charge a subscription — how do you know which one(s) you should choose, which are the best, and which will best fit your specific business?
That’s exactly what this blog post will help you figure out. Below you’ll find a list of various kinds of systems, platforms, and tools I’ve used and recommend for the different needs of your small business.
Personalized Systems Recommendations for Your Business
You may still feel unsure when it comes to choosing and investing in platforms and tools for your business, let alone the time it will take to get it set up. While this list should get you started knowing what’s out there, which to get started with, and specific options I personally recommend, it really does all depend on your specific business and other tools and functionality you need to make the best recommendation for your business.
Instead of trying to DIY everything and hope for the best, you can also always book a Strategy Intensive with me here so we can dive into the specifics for you and your business, answer all of your questions, and I can also provide support setting up your new systems so you don’t have to try to figure it out alone!
Client Testimonial after System Recommendation, Intensive & Implementation
Table of Contents
Website Platform
Squarespace
Squarespace is the website platform I design on and fully recommend. Not only does create beautiful a beautiful website, but depending on what you need for your business, it can be your all-in-one platform for managing inquiries, clients, invoices, email newsletters, shop and online purchasing, hosting your domain, and more!
If you’re looking to build your first website or redesign your current website, I can help design and built it for you! Plus, I can get you 20% off your first year with a free domain.
Online Course Platform
Zenler
Zenler is the Course platform I use and LOVE! I was quickly impressed with how user-friendly it is on both the setup and user end and how beautifully branded my courses look and feel! Much like Kajabi but at a fraction of the cost, Zenler offers Course Builders, Marketing Funnels, Communities, Email Automations, Page Builder, etc.
Get in as a Founding Member & Save Here
Plus, if you have questions or need help setting it up or building out your course, I can help!
Payments and Invoicing
Stripe
I highly recommend every small business owner sign up for a free Stripe account to use for receiving payments. You need to setup your EIN and business bank account first, and then use those to sign up for Stripe. You can then use Stripe to set up payments on any other platform you use with your business. You can also send invoices directly from Stripe, as well as create payment buttons or links for products. I recommend Stripe over PayPal for small businesses.
Google Sheets & Drive
If you’re brand new to business, I don’t recommend QuickBooks or any bookkeeping software just yet — start simple. I highly recommend using Google Drive to create Google Sheets or even a Google Form to input and track your bookkeeping revenue and expenses. Plus, you can get Gmail, Google Drive with sheets, forms, presentations, and Google Meets for free!
17hats
If you decide to use 17hats as your CRM system, it also includes invoicing and bookkeeping as a all-in-one system. Plus, if you have questions or need help setting it up or building out your course, Book a consult with me!
17hats also includes a Marketplace of templates you can plug, customize, and play into your 17hats system to fast-track your setup and get your business streamlined. I have a variety of affordable templates to help you and your business without the custom-build price tag!
Customer Relationship Management (CRM)
17hats
17hats has become my favorite CRM system for client management, organizing, and automating my small business, and I swear by it! This all-in-one client management system is set up to house contacts, leads, clients and their projects, setup customized workflows and automations, handle invoicing, contracts, proposals, questionnaires, etc., as well as your bookkeeping and reporting. Personally, I’ve saved so much time and money using this single platform for 4 different businesses, and I could not run my business without it!
Plus, if you have questions or need help setting it up or building out your system, Book a consult with me or check out my customizable 17hats templates to fast-track your setup and get your business streamlined. I have a variety of affordable templates to help you and your business without the custom-build price tag!
Project Management
Trello
Trello is my favorite visual project management tool that you can customize completely for how you want each board to look and feel for tracking projects, tasks, clients, podcast episodes, content creation, etc. The best part is, you most likely only need the Free plan to keep things simple.
ClickUp
While Trello is a great place to start, if you need a more comprehensive project management — business management system, especially if you have multiple team members, then ClickUp is the way to go. Not only can you set it up to house your entire business operations, but you can create automations, client dashboards, and manage your team and team’s tasks all in one place.
Google Drive
I highly recommend Google Drive to organize your business — organization, storage, forms, presentation, flush out content, plans, etc., and share with your team or even clients. Google Drive offers a free or affordable way to organize your whole business in one place. I also recommend using Google Drive in tandem with Trello or ClickUp for additional storage for longer form or media content.
Contracts and Legal
The Legalpreneur
Whether you’re just getting started or growing and it’s time to get legit, I understand that legal support and contracts seem overwhelming and daunting. Which is exactly why I’ve partnered with The Legalpreneur to give you the most affordable access to contracts templates and legal support for your small business.
Need Affordable Contract Templates? Get attorney-drafted, industry-specific contract templates here
Need to File a Trademark? Get the Trademark Course here
Time Management
Google Calendar
Google Calendar is a free, user-friendly tool for scheduling, project and task management, calls/events, etc. I couldn’t live without my Google Calendar. Plus, I recommend setting up different calendars for different purposes (especially if you are multipassionate), sharing calendars with team members (or significant others), and color-coding everything!
Toggl
Toggl is a dedicated time tracking tool that is great for freelancers, virtual assistants, online business managers, etc. for a simple time tracking tool.
17hats
If you decide to go with 17hats for your CRM system, it has a built-in time tracking setup that integrates directly with your invoicing and gives you the option to group timed tasks together or show them individually on your invoice.
Plus, if you have questions or need help setting it up or building out your system, Book a consult with me or check out my customizable 17hats templates to fast-track your setup and get your business streamlined. I have a variety of affordable templates to help you and your business without the custom-build price tag!
Online Scheduling
Calendly
If you’re just getting started in business, Calendly is the scheduling tools I would recommend for an easy single-link booking setup. One event type is free with all necessary automation confirmation, reminders, and cancellation, and it integrates with your Google Calendar. I use Calendly for my photography business for photoshoot requests and it makes booking so much easier.
Acuity
If you need more than one event type, need paid booking links with contract, or other advanced options, Acuity is the way to go. I’ve been using Acuity for nearly a decade and I love it. Plus, if you decide to use Squarespace for your website, Acuity is owned by Squarespace and integrates directly.
If you’re looking for help to setup Acuity or a Website, let’s chat! Plus, I can get you 20% off your first year of either!
17hats
If you decide to go with 17hats for your CRM system, it has built-in online scheduling that integrates directly with your email, workflows, invoices, contracts, and client information.
Plus, if you have questions or need help setting it up or building out your system, Book a consult with me or check out my customizable 17hats templates to fast-track your setup and get your business streamlined. I have a variety of affordable templates to help you and your business without the custom-build price tag!
Video Conferencing
Google Meet
If you’re just getting started and need an option for video calls, I highly recommend starting with Google Meet. Plus, if you’ve already setup your Google account for email, drive, etc., you can use Google Meets for free.
Zoom
I have used Zoom for years,and it’s a great platform with lots of new options and features, but I do think it’s expensive if you don’t need everything in the plan. If you have a business that requires lots of video meetings, calls with multiple participants, and need the additional features and options, it can be great. You can get started for free for up to 40-minute meetings.
AI Tools
Perplexity
Perplexity has become my favorite Ai tool so far — I use it for every question I have! It can help you with content, business ideas, every day questions, or even those pesky tech questions that you can’t seem to figure out. It’s been fantastic!
Zapier
Zapier can help you automate multiple things, even with software or platforms that don’t directly integrate. Plus, it has it’s own Ai tools to help you create and setup your “zaps” making it easier to use.
Content Creation
Canva
I highly recommend Canva for a user-friendly graphic design tool perfect for solopreneurs. Create graphics for social media, blogs, PDFs, presentations, videos and reels, etc. Plus, you can get started for free!
Buffer
Buffer is a wonderful social media scheduling tool that allows you to connect your accounts and schedule content for multiple platforms all in one platform.
Loom
Loom is a great browser extension that offers quick screen-share or camera recorded videos with a quick sharing link. I have used this tool for tech walkthroughs, quick how-to videos, client messages, pitch video introductions, and more.
Trello
Trello can be very helpful for organizing your content creation. Setup a board as content to be created with necessary people for creation and approval process or setup a board as a content vault to store and organize your created content.
Google Drive
I highly recommend Google Drive to organize your content and save and store all content and media.
Email Marketing Platform
Mailerlite
Mailerlite is the Email platform I use and LOVE! Over the years, I've used MailChimp, Aweber, Constant Contact, ActiveCampaign, and none of them have come close to what I love about Mailerlite. The Drag & drop email editor makes it so easy to make your emails look amazing! Plus, they continue to add features like AI writing tools, custom block templates and tons of pre-built design blocks.
Gmail
Gmail isn’t for email marketing (for sending newsletters to a list of people), however, I highly recommend it for every day business (and personal) email communication. Plus, it’s free!
Podcasting
Spreaker
Spreaker is the platform I used for years while I ran my own podcast. It is great for a simple podcast setup with all distribution, analytics, and monetization options all in one platform.
PodBean
PodBean is another great option, especially if you want the option of incorporating live streams that you want to also publish as podcast episodes. I set this platform up for a client and it’s helped skyrocket their visibility turning their monthly conference calls into a podcast.
Spotify for Creators
Spotify for Creators is where I actually moved my podcast to after Spreaker. Since I’m not currently podcasting but I wanted my old podcast content to be active, I’ve moved all content over to Spotify for Creators on their free plan.
Business Credit Card
Spark Business | CapitalOne Card
Spark CapitalOne is my favorite (and only) Business Credit Card. I have CapitalOne for personal and business (two separate business credit cards) and it is my go-to credit card. Plus, you accrue points from every purchase that you can use for many things, including travel and statement credit. It’s easy to manage and great to build your business credit and keep your expenses in one place.
Personality Tools
While these are not your typical business system, personality tools can be a effective tool for better understanding how you (and your team) best work, tendencies, etc.
Human Design | myBodyGraph
myBodyGraph is a great site for pulling your Human Design chart as well as helping you understand various aspects of reading your unique chart to help you understand yourself better. If you’re new to Human Design, it is a system that combines principles of Astrology, Kabbalah, Hindu-Brahman Chakra, and the I Ching, to create a unique "Design" that's as individual as your DNA.
Pull Your Free Human Design Chart Here
Enneagram
The Enneagram personality test will show you which of the 9 personality types suit you best to better understand your personality and tendencies, as well as how they shift under stress or relaxation.
Disclaimer: I am an affiliate of the above offers. I choose not to promote things unless I fully believe in them and their value to my audience. As a coach, I know my clients need support with other areas or systems I cannot offer, including the legal side of protecting their business, systems to run their business out of, and other tools to support them. So I've partnered up with the above companies and brands to better support you and your business needs!
