Handpicked Small Business Software and Tools I Recommend
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In this post, I’ll guide you through my Favourite Small Business Software ☕️
If you’re a purposeful small business owner who hasn’t got the time (or let’s face it, the patience) to test a hundred apps or software, this guide is your shortcut, and with discounts!
I’ll walk you through some tools that either I use or I recommend to web design clients — and why they might be a great fit for your business. Think:
website management
client onboarding
automations
video
design and legal bits
— everything that keeps my business running smoothly.
The goal? To help you ditch the overwhelm, choose tools that work together beautifully, and spend more time on the work you actually love.
You can find all the links and full tool list right here:
👉 Visit my Business Tools page
Please note that I may receive a small commission if you use links on this page or my Business Tools page — at no extra cost to you.*
Why your tools matter (and what happens when they don’t)
Let’s be honest — juggling too many systems is like trying to herd cats! When your tools don’t talk to each other, things slip through the cracks: client forms go missing, emails get lost, projects stall. On the other hand, no tools can also be a disaster.
The fix is simpler than you think. Choose a few well-designed tools that do the heavy lifting — so your systems and processes feel calm, not chaotic.
“➡️ 69% of UK firms had adopted cloud-based tools by 2023 — and those that used integrated software were significantly more productive.”
My favourite, trusted tools that I either use myself or recommend to clients
Here’s what’s in my digital toolkit. You’ll find them all listed (with links) on my Business Tools page, with other suggestions.
🖥 Website & hosting
1. Squarespace*
Duh, I would say Squarespace, but seriously, it’s my go-to platform for professional, beautiful sites that clients can actually edit themselves. Simple, secure and stylish.
Use my code GIMME10 to save 10% off your first year of web hosting. If we work together, you get 20% off!
💌 Client experience & project flow
2. Kitchen.co*
My all-in-one client portal and project management space. Keeps conversations, invoices and tasks tidy (and it looks gorgeous). I use this with my clients and have received great feedback, designed to optimise communication. Also, excellent support!
Pay 1x & never again!
3. Bloom.io*
An all-in-one CRM and booking system that keeps all client details in one place — from discovery calls to offboarding. I use this for my leads, and clients love it.
You'll get 50% off for the first 12 months when you upgrade.
4. Notion
My behind-the-scenes brain. The all-in-one workspace for you & your team. I use it for my behind-the-scenes business tasks & for personal use. An invaluable tool for my business, & no code!
🧾 Forms, payments & e-courses
5. Tally Forms*
Sleek, branded forms that feel like part of your website — not an afterthought. Build beautiful, yet powerful forms that also look great (I use them), with their great free plan!
50% off for 3 months on any plan!
6. ThriveCart*
ThriveCart is a leading e-Commerce platform that allows users to build/monetise courses and sell digital/physical products online. No code necessary - click the link! Ideal for course creators or product sales. Integrates beautifully with your existing site.
No code necessary, one-off fee - click the link!
⚙️ Automation, content & support tools
7. Zapier
The “set it and forget it” link between your tools. You can automate everything from form responses to CRM updates.
8. Loom
Quick screen-share videos to guide clients — friendly, visual and personal.
9. Kit (formerly ConvertKit)*
Email isn't just a marketing channel—it's your business foundation. Kit helps you manage email campaigns, grow subscriber lists, & sell products.
Try Kit for Free!
10. Canva
My fast design companion for branded graphics and templates.
11. Cal.com*
Easy-to-set-up scheduling platform that allows others to schedule meetings with you based on your availability. Try for free.
New users get 20% off for 12 months!
🔐 Legal, security & performance
12. Termageddon*
Automatically updates your website policies (GDPR, privacy, cookies, etc.) — a total time-saver and legal lifesaver.
Comprehensive, auto-updating website policy generator tool - than any other solution out there. I use and recommend, including great support.
Use the code HINCHLIFFE for 10% off your first annual payment.
13. SEOSpace*
My fave easy-to-use, jargon-free, DIY-friendly SEO tool for Squarespace. I use this & recommend it for clients. No code required. Start for free!
14. TinyPNG / TinyJPG
Compress images without losing quality. Faster sites = happier visitors and better Google ranking.
The transformation: from scattered to streamlined
I’ve noticed that when we start using the right tools, everything changes. For instance…
The coach who was losing leads due to not having a robust system now has more clients converting due to Bloom.io, a solid CRM
The creative studio that kept missing client files? Now every project lives neatly in Kitchen.co, with reminders.
The consultant who panicked over legal compliance? Termageddon updates her policies automatically.
You don’t need every app — just a few that do the right jobs well.
👉 See the full list: My Business Tools page
Accessibility & simplicity tips
Even the best tools can’t fix a messy user experience. A few pro tips:
Always use alt text on your images — it helps with accessibility and SEO.
Keep text readable (no long walls of words).
Compress your images (TinyPNG again — it’s magic).
Never autoplay videos — give users control.
Good UX = happy visitors = more trust.
Expert insight (SEO & AI ready)
Search engines — and AI — love well-structured websites. Make sure your toolkit works with, not against, your visibility goals:
Use headings (H1, H2, etc.) so Google can read your content properly.
Add FAQs for quick answers and AI indexing.
Keep your site fast — Google ranks faster pages higher.
And remember: your website is your home base. You own it — not an algorithm.
FAQs
-
Start with a CRM (Bloom.io*), a client portal (Kitchen.co*), and automation (Zapier). Together, they remove a lot of admin.
-
No. In fact, too many tools create clutter. Start with just 3–5 key ones.
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Yes — the tools on my list either complement, embed, or connect easily.
🌟 The Takeaway.
You don’t need a complicated system to look professional. You just need the right small business software — the ones that make you look polished and feel calm behind the scenes.
I’ve curated my favourite tools, tested and trusted by me and my clients. I’ve also shared products that I either own or are on my wish list, including: Tech and Creative Set Up, Working Well From Home, and Biz Books to Inspire and Learn From. Click the link to find the right fit for your business.
Thanks 🌟 for being here, and if you’d like more tips, tools, and tricks [without the overwhelm], to help YOU grow your small business, I’d love to have you join my twice-monthly HeartBiz 💌 Letter.
Subscribe here for my Free downloads:
1. 5-Step Web Design Checklist PDF
2. Uncover Your Unique Selling Proposition USP
3. Ideal Customer editable Canva Template
4. SEO Checklist for all platforms (including Squarespace)
5. Is Your Website Holding You Back? A brand identity checklist.
