Running a small business in 2025 means working smarter, not harder. From managing customers and projects to handling marketing and money, operating a business can be smoother with the right tools. I’ve rounded up the best small business tools that owners are actually using and loving right now.
Best communication tools for SMBs
Clear, fast communication keeps your business moving. These tools help you stay in touch with your team, clients, and collaborators, whether you’re working from home or managing a distributed team.
Tool | Best for | Key features | Free plan | Ease of use |
|---|---|---|---|---|
 | Team chat and collaboration | Channels, app integrations, file sharing | ✓ | Very easy |
 | All-in-one communication + docs | Chat, video calls, Office 365 integration | ✓ (limited) | Moderate |
 | Video conferencing | HD calls, screen sharing, breakout rooms | ✓ (limited) | Easy |
 | Business email + meetings | Gmail, Meet, Calendar, file sharing with Docs and Drive | ✕ (trial only) ✓ (personal) | Easy |
I use Slack the most for daily team communication. It’s clean and easy to search. Zoom is great for virtual meetings and calls, and Microsoft Teams works best if you’re already using Office 365.
I included Google Workspace here because it bundles Gmail, Google Meet, and shared calendars, making it a solid all-in-one choice for communication and collaboration. If you need email, meetings, and document sharing in one dashboard, it’s hard to beat.
Top project management tools
When you’re juggling tasks, deadlines, and multiple projects, a reliable project management tool helps keep everything on track. These platforms help you break down work, assign responsibilities, and make sure nothing slips through the cracks.
Tool | Best for | Key features | Free plan | Ease of use |
|---|---|---|---|---|
 | Task and project planning | Timelines, task dependencies, team collaboration | ✓ | Easy |
 | Simple visual task management | Kanban boards, drag-and-drop cards, checklists | ✓ | Very easy |
 | All-in-one project + task suite | Tasks, docs, goals, time tracking | ✓ | Moderate |
 | Customizable project dashboards | Visual boards, automations, team collaboration | ✓ (limited) | Easy |
Trello is still one of my favorites for simple task tracking, especially when I just want a quick visual of what’s in progress. Asana gives more structure for multi-step projects and recurring tasks. ClickUp is a powerhouse if you want everything — tasks, docs, time, goals — in one place. And monday.com strikes a nice balance: it’s flexible, clean, and easy to customize. It works well for teams that want visual dashboards and light automation without getting too technical.
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Best CRM solutions
A good customer relationship management (CRM) tool allows you to keep track of leads, manage your pipeline, and build stronger relationships with customers, without losing important info in emails or spreadsheets.
Tool | Best for | Key features | Free plan | Ease of use |
|---|---|---|---|---|
 | Email marketing & automation | Email campaigns, forms, audience segments | ✓ | Easy |
 | Social media scheduling | Plan posts, track engagement, manage multiple platforms | ✕ | Moderate |
 | Visual content creation | Templates for social posts, ads, emails, flyers | ✓ | Very easy |
HubSpot is still my go-to when starting out. It’s simple, clean, and the free version is generous. Pipedrive is ideal if you want a more sales-focused experience with a clean visual pipeline. Zoho CRM stands out for its customization and value. It’s especially strong if you’re looking for a scalable tool without breaking the bank. It does require a bit more setup, but it provides room for growth.
Must-have marketing tools
Marketing is what gets people to notice your business. These tools help you promote your brand, stay consistent online, and connect with your audience without needing a full-time marketing team.
Tool | Best for | Key features | Free plan | Ease of use |
|---|---|---|---|---|
 | All-in-one CRM for growth | Contact management, email tracking, forms, deals | ✓ (limited) | Easy |
 | Simple, visual sales pipelines | Drag-and-drop pipeline, email sync, lead tracking | ✕ (trial only) | Easy |
 | Affordable CRM with flexibility | Sales automation, workflows, multichannel support | ✓ (limited) | Moderate |
Canva is, hands down, one of the most useful tools for small business owners. I use it almost daily for creating graphics, flyers, and social media posts, making content creation significantly easier. Mailchimp is my pick for email marketing when you want something that’s quick to learn but powerful enough to scale. Hootsuite is helpful if you manage several social channels, but if you’re only posting occasionally, you might not need a paid scheduler just yet.
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Essential accounting software
Staying on top of your money is just as important as making it. These tools help you track income, manage expenses, send invoices, and keep things organized for tax time, without needing a full-time bookkeeper.
Tool | Best for | Key features | Free plan | Ease of use |
|---|---|---|---|---|
 | Full-featured small business accounting | Invoicing, expense tracking, reports, payroll add-on | ✕ (trial only) | Moderate |
 | Freelancers & service providers | Free invoicing, receipt capture, basic reports | ✓ | Very easy |
 | Time-based billing | Time tracking, project-based billing, client management | ✕ (trial only) | Easy |
 | Growing businesses with inventory or payroll | Bank reconciliation, inventory tracking, financial reporting | ✕ (trial only) | Moderate |
Wave is still the easiest way to start managing your money for free. It’s perfect for freelancers or solopreneurs. If you’re billing clients by the hour, FreshBooks makes tracking time and sending invoices a breeze. Xero is a strong option if you’re managing inventory or need more advanced reporting for a growing team.
I like QuickBooks when I need more detailed reports and payroll features, and it uses AI to categorize expenses and spot trends automatically. The right tool saves time, keeps things organized, and makes tax season way less painful.
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Best cloud storage solutions
Every business needs a safe place to store files, share documents, and keep backups. These tools make it easy to access your data from anywhere without worrying about lost files or full inboxes.
Tool | Best for | Key features | Free plan | Ease of use |
|---|---|---|---|---|
 | File storage and sharing | Cloud storage, file sync, team folders | ✓ | Very easy |
 | Integrated with Google Workspace | Docs, Sheets, file sharing, collaboration tools | ✓ | Very easy |
 | Microsoft 365 users | File syncing, Office integration, access control | ✓ | Easy |
I use Google Drive for anything that needs collaboration. It’s built into Gmail and Google Workspace, so it keeps everything connected. Dropbox is great for sharing large files and automatically backing up folders. OneDrive is a smart pick if you’re already using Microsoft 365. It works seamlessly with Outlook, Word, and Teams, keeping everything synced across devices.
Top time management tools
Time is one of your most valuable resources as a small business owner. These tools help you track how it’s spent, improve focus, and find more hours in your day without guesswork.
Tool | Best for | Key features | Free plan | Ease of use |
|---|---|---|---|---|
 | Time tracking for teams/freelancers | Timers, timesheets, billable hours, reports | ✓ | Easy |
 | Focus and productivity tracking | Automatic time tracking, focus sessions, distraction alerts | ✓ | Easy |
 | Visual time tracking | Project timers, tags, reporting dashboard | ✓ | Very easy |
I like Clockify for tracking work hours and billing clients. It’s simple, accurate, and great for freelancers or teams. RescueTime runs in the background and gives you a real look at where your time goes, which is eye-opening if you’re trying to cut distractions.
Toggl Track is great if you prefer a clean interface and want to keep time tracking lightweight. Start with one and try it for a full week so you can quickly see where your time’s really going.
Related:
Winning ecommerce tools for SMBs
Selling online doesn’t have to be complicated. These tools help you build your store, manage products, and take payments so you can focus on sales, not tech headaches.
Tool | Best for | Key features | Free plan | Ease of use |
|---|---|---|---|---|
 | All-in-one ecommerce platform | Product listings, built-in checkout, app integrations | ✕ (trial only) | Easy |
 | Scaling product-based businesses | Multi-channel selling, no transaction fees, flexible checkout | ✕ (trial only) | Moderate |
 | Easy drag-and-drop storefront | Templates, galleries, basic ecommerce features | ✓ | Very easy |
 | Custom ecommerce with WooCommerce | Full control, plugin options, best for content + commerce | ✓ (self-hosted) | Moderate |
You don’t need to be a developer to build a great website anymore. If you want something beginner-friendly, Wix gets you selling quickly with minimal setup. Shopify is still my top pick for most small businesses because it’s user-friendly and scales well.
BigCommerce stands out if you’re growing fast, want more control over the checkout process, or plan to sell on multiple platforms. WordPress with WooCommerce is the most customizable, but it’s best if you’re already comfortable managing a site and want full control. Choose the one that fits your business goals and your comfort level with tech.
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Recommended HR and payroll solutions
When you start hiring, managing people becomes just as important as managing products or services. These tools help you handle payroll, benefits, time off, and employee records without drowning in paperwork.
Tool | Best for | Key features | Free plan | Ease of use |
|---|---|---|---|---|
 | Full-service HR + payroll | Payroll, onboarding, benefits, time tracking | ✕ (trial only) | Easy |
| Payroll for QuickBooks users | Automated payroll, tax filing, benefits integration | ✕ (trial only) | Easy |
 | HR management for small teams | Leave tracking, onboarding, performance management | ✓ (limited) | Moderate |
 | HR for growing teams | Employee records, e-signatures, time off, reporting | ✕ (trial only) | Moderate |
Gusto is still my go-to if you want to keep payroll and HR in one place. It’s super user-friendly and built for small businesses. QuickBooks Payroll makes sense if you’re already using QuickBooks for accounting.
Zoho People is great for small teams that just need help managing HR processes, such as leave tracking and onboarding. And if you’re growing fast and want a more complete HR system without going enterprise, BambooHR is a great next step. It’s clean, powerful, and helps you stay organized.
Top AI-powered tools
AI isn’t just for tech giants anymore. These tools help you write faster, respond quicker, and handle the busywork so you can focus on running your business.
Tool | Best for | Key features | Free plan | Ease of use |
|---|---|---|---|---|
 | Quick content and ideas | Writing help, prompts, brainstorming | ✓ | Very easy |
 | Marketing copy | AI writing templates, brand tone, long-form AI | ✕ (trial only) | Moderate |
 | Ecommerce automation | Product descriptions, replies, discounts | ✓ (built-in) | Easy |
 | AI chatbots for support | Live chat, Slack/Teams integration, AI responses | ✓ | Moderate |
I’ve tested a lot of AI tools, and I can confidently say they’ve changed how I work. The key is not to overthink it, just start with one tool and let it take one task off your plate.
ChatGPT is my go-to for quick drafts and brainstorming, while Jasper is better when I need polished marketing copy fast. For e-commerce, I appreciate how Shopify Magic handles product descriptions directly within the platform, which is a huge time-saver. If you want to improve customer support without hiring, Social Intents adds an AI chatbot that works with Slack or Teams.
Related:
Best payments and point-of-sale (POS) systems
Getting paid should be easy for you and your customers. These tools help you accept payments online, in person, or on the go, with features that cater to everything from pop-up shops to full-scale e-commerce stores.
Tool | Best for | Key features | Free plan | Ease of use |
|---|---|---|---|---|
 | In-person and mobile payments | Free POS app, hardware options, inventory tracking | ✓ | Very easy |
| Shopify users with physical stores | Unified online/offline sales, inventory sync | ✕ (included with plan) | Easy |
 | Online payments and custom payment solutions | Developer-friendly APIs, custom checkout | ✕ | Moderate |
 | Simple online checkouts and invoicing | Invoicing, recurring payments, trusted by buyers | ✓ | Easy |
I always recommend choosing a payment tool that fits how and where you do business. Square is one of the easiest ways to take in-person payments and manage inventory. It’s perfect for pop-ups, markets, or service-based businesses.
If you’re already using Shopify, their POS system is a no-brainer for syncing online and retail sales. I like PayPal Business for sending quick invoices or offering an easy checkout option, especially when customers already trust the brand. Stripe is more powerful on the backend and for creating custom payment flows, but it takes a little more setup.
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Essential automation and integration tools
If you’re doing the same task over and over, it’s time to automate it. These online business tools connect your favorite apps and handle the repetitive stuff so you can spend more time growing your business and less time on busywork.
Tool | Best for | Key features | Free plan | Ease of use |
|---|---|---|---|---|
 | Connecting popular apps | No-code automations, thousands of app integrations | ✓ (limited) | Easy |
 | Visual, multi-step automations | Drag-and-drop editor, complex logic, deep customization | ✓ | Moderate |
 | Syncing tasks across platforms | Two-way sync between tools like Trello, Asana, and ClickUp | ✕ (trial only) | Moderate |
Automation has been a game-changer for saving time in my business. I use Zapier to automate simple, repetitive tasks, such as sending form responses to my inbox or creating Trello cards from emails. It’s beginner-friendly and works with almost every app I use.
Make is great when you want more control or need to build multi-step workflows that Zapier can’t quite handle. Unito is a step up when you need two-way sync between project tools, which is great if you work across multiple platforms or with different teams. Start small and automate one thing that slows you down, and you’ll wonder why you didn’t do it sooner.
Top analytics and insights tools
You can’t improve what you don’t measure. These tools show you what’s working, what’s not, and how visitors are actually using your website so you can fine-tune your content, layout, and strategy.
Tool | Best for | Key features | Free plan | Ease of use |
|---|---|---|---|---|
 | Tracking website performance | Visitor behavior, traffic sources, conversion tracking | ✓ | Moderate |
 | Content and keyword research | Search trends, keyword comparisons, geographic insights | ✓ | Very easy |
 | Visual behavior insights | Heatmaps, session recordings, scroll tracking | ✓ | Easy |
I always check my numbers before making big decisions, and these tools make it easy. Google Analytics shows me where my traffic is coming from and what’s working on my site, which helps me tweak content and offers.
Google Trends is where I go to validate content ideas and see what people are searching for. I recently added Microsoft Clarity to the mix and love how it shows actual user behavior through heatmaps and recordings, all for free. It’s a great way to find hidden friction points on your site without the learning curve.
Bonus picks for 2025
These tools don’t fit neatly into one category, but they’re still among the top small business apps I use every day. They’re modern, flexible, and built for the way we work today: remote, digital-first, and always multitasking. If you want smarter systems without the bulk, these are worth a look.
Tool | Best for | Key features | Free plan | Ease of use |
|---|---|---|---|---|
 | All-in-one workspace | Notes, wikis, project tracking, templates | ✓ | Moderate |
 | Quick video communication | Screen + camera recording, shareable links, team libraries | ✓ (limited) | Very easy |
 | Forms for lead capture & feedback | Custom forms, conditional logic, payment support | ✓ | Very easy |
 | Password security & team access | Secure password storage, auto-fill, team sharing | ✓ (limited) | Very easy |
Notion is one of my go-to tools for organizing everything, whether it’s internal SOPs, content calendars, or client notes. Loom helps me cut down on meetings by letting me record quick updates or walkthroughs. And Tally is a fantastic, modern form builder I use for everything from collecting feedback to onboarding clients.
LastPass is a quiet but essential player. It keeps all my logins secure and lets me safely share access with team members without revealing passwords. These aren’t your typical business tools, but once you start using them, it’s hard to imagine running things without them.
Suggested tech stacks for small business owners
You don’t need all 50 tools to run a great business. Here are smart, curated combinations based on different business types. Each stack includes only the most useful business tools for small business to get started or streamline your operations.
Perfect for: Writers, designers, consultants, virtual assistants, coaches
Why this works: It keeps things simple and affordable while covering key areas like communication, tasks, money, and marketing.
- Communication: Slack or Zoom (for client check-ins)
- Project Management: Trello or Notion
- Marketing: Mailchimp + Canva
- Finance: Wave or FreshBooks
- Time Tracking: Clockify
- Cloud Storage: Google Drive
- Security: LastPass
- Automation: Zapier (e.g., connect lead forms to your task list)
- Payments: PayPal Business or Square
Perfect for: Online shop owners, boutique retailers, product sellers
Why this works: This stack ties together sales, inventory, payments, and marketing — everything needed to run an online or in-person store.
- Ecommerce: Shopify or BigCommerce
- POS and Payments: Shopify POS + Square or Stripe
- Marketing: Canva + Mailchimp
- CRM: HubSpot (great for managing customers & promos)
- Finance: QuickBooks or Xero
- Analytics: Google Analytics + Microsoft Clarity
- AI Tools: Shopify Magic (for product descriptions)
- Automation: Make (to connect store actions to customer emails or CRMs)
Perfect for: Agencies, cleaning businesses, consultants, home services
Why this works: It supports collaboration, task management, payroll, and client scheduling, while keeping the backend organized.
- Communication: Slack + Google Workspace
- Project Management: Asana or monday.com
- CRM: Pipedrive or Zoho CRM
- Scheduling and Time: Toggl Track or Clockify
- Finance and Invoicing: QuickBooks + QuickBooks Payments or PayPal Business
- HR and Payroll: Gusto or BambooHR
- Automation: Zapier or Unito (sync tasks between tools)
Perfect for: Coffee shops, salons, fitness studios, retail boutiques, walk-in service providers
Why this works: This stack focuses on in-person sales, simple digital marketing, team collaboration, and tracking what’s driving foot traffic.
- POS and Payments: Square
- Marketing and Promotions: Canva + Mailchimp
- Communication and Scheduling: Google Workspace + Slack
- Finance and Operations: QuickBooks + Clockify
- Insights and Optimization: Microsoft Clarity + Google Trends
Perfect for: Yoga instructors, fitness trainers, massage therapists, nutrition coaches, wellness studios
Why this works: This stack helps you book sessions, collect client info, accept payments, and promote your services, all without needing a receptionist or tech team.
- Communication and Scheduling: Zoom + Google Workspace
- Forms and Intake: Tally (for waivers, surveys, or onboarding)
- Marketing: Canva + Mailchimp
- Payments: PayPal Business or Stripe
- Time Tracking: Clockify
- Storage and Docs: Google Drive
- Security: LastPass
Perfect for: Pet groomers, cleaners, landscapers, handypeople, home repair services
Why this works: This stack is built for running a business on the go, handling appointments, client communication, payments, and team coordination from your phone or tablet.
- Communication: Google Workspace + Slack
- Scheduling and Appointments: Google Calendar or Tally
- Project and Task Management: Trello (for jobs, routes, or client status
- Payments and Invoicing: Square or PayPal Business
- CRM: Zoho CRM (for tracking clients and job history)
- Time Tracking: Clockify
- Finance: QuickBooks
- Automation: Zapier (e.g., create Trello cards from booking forms)
How to choose the right tools
With so many small business management tools out there, it’s easy to feel overwhelmed. I’ve learned to keep it simple by picking tools that solve real problems, not just ones that sound impressive.
Start by asking:
- What’s taking up too much of my time?
- Where am I losing money, clients, or momentum?
- What’s the one task I wish I didn’t have to do manually?
Look for tools that:
- Fit your workflow (not the other way around)
- Integrate with what you already use
- Offer a free plan or trial so you can test before you commit
- Are easy to set up and won’t collect dust after week one
You don’t need everything all at once. Start with one or two tools that give you the biggest time or money win and build from there.
Frequently asked questions (FAQs)
Click through the sections below to read answers to frequently asked questions about small business tools:
Wave, Trello, Canva, and Google Workspace (personal use) are some of the most affordable tools for small businesses, offering powerful free plans. Zapier and Mailchimp also have solid free tiers to get you started.
Startups and small teams often do best with Pipedrive or HubSpot (free). Larger teams may need more features from tools like ClickUp or HubSpot’s paid plans.
Yes, ClickUp and Notion combine task management, docs, collaboration, and planning. Shopify is an all-in-one for ecommerce.
Shopify remains the top pick for its ease of use, built-in features, and scalability.
Use automation tools like Zapier or Unito to connect your apps and streamline tasks like invoicing, lead tracking, or file organization.
Yes, many businesses run on free versions of tools like Trello, Canva, Wave, and Google Workspace, especially when just starting out.
Bottom line
You don’t need to use every one of the tools and resources for small business I’ve listed above. The key is choosing the ones that save time, reduce stress, and help you grow. Start with a stack that suits your workflow. Then build on it as your business evolves. The best tools aren’t always the flashiest. They’re the ones that make your business easier to run every single day.
