ProjectBox Digital Tool Garage

Our Digital Tool Secrets

Updated 21 April 2023

It has been a while since we shared a complete list of the tools that help us get the job done here at ProjectBox. 

This list has significantly changed this year as I got sick of plugging holes and having too many tools! So a few months ago, everything was reviewed and some serious decisions where made which resulted in a huge change in the way that we do everything!

So without further ado,  here is a no holds barred list of all the tools we use (click on the tool name to be taken to it’s website).

Accounting: XERO

Xero for me wins hands down in terms of accounting software. I love that it works with Zapier (although a paid version of Zapier is needed) and it’s simplicity and ease of use makes it a winner. For even the most novice of bookkeepers, once it has been set up and you KNOW what you are doing, it is incredibly easy to keep it up and running (and keeping your accounting fees lower!).


In terms of Project Management, ClickUp takes the best of every other tool out there (such as Asana, Trello and Monday) and combines it into one platform. They are rolling out new features all the time but some of my favourites are the Inbox (this has become my new boss telling me what to do each day!) and Forms (which I can embed directly into websites etc!).

ClickUp allows us to track time, plan and track client work, and ensure that we are kept on track and consistent in everything that we do.

EMAIL AND CALENDAR – Google Workspace

I used to hate Gmail. With a passion. But a couple of years ago, I made the switch and I’ve never looked back. Google integrates with EVERYTHING. I can create new tasks in ClickUp and attach the whole email and it’s individual attachments and then file the email (knowing that ClickUp is going to remind me to take action), I can have documents signed, I can create documents, spreadsheets, presentations. It’s an incredibly powerful platform and MUCH easier to manage then an Office365 setup.


I have been with ActiveCampaignn for a while now and just love the platform. I love how customised and segmented the automations can be and I love the CRM and how it integrates with GSuite. There are also some amazing things that you can do with ActiveCampaign and Zapier.


This is a fairly new addition to the ProjectBox garage. I love how you can customise everything within PandaDoc and how you can also do in person signing quickly and simply (streamlined sales process anyone!).

Scheduling to our Google Business Profile – OneUpApp

We use One Up App for scheduling to Google Business Profile. It’s fantastic for it’s ability to create repeating posts! So all we do is create a month of content and set it to repeat for a year (we have tasks to remind us to update the content).


Stripe integrates with all of the other software that we use here making it simple to create and take credit card payments that have been directly linked to our Xero invoices. 

We then use GoCardless for all payment installment plans!


This is what allows all of our tools that don’t natively link to talk to each other. When in peak performance we are utilising the paid plan to allow us to make the most of all the features and apps that Zapier has to offer.


This tool is what we use to create all images. It’s how we add our logo, bring in our colouring, and now we are able to remove backgrounds we also do that in there!! We make the most of the paid account so that we have quick access to logos, branding colours and fonts.


Pictory is how we edit all videos, add in our logo, and layer information over the top of the video. I love it for how cheap it is and how easy and simple it is to use.


There are a lot of appointment booking software options out there. The reason why we chose Acuity and have stuck to it for the last few years, is the simplicity of it’s use, the end user experience, the options to customise EVERYTHING including confirmation emails etc, the ability to create packages and limited use bookings, it’s ability to embed into other pages and also it’s integration possibilities.



So there you have it. These are the main list of tools that run our business. If I had to pick the overall one? ClickUp. Everything runs because of ClickUp. 

Pip Meecham

Systems and Operations Specialist & Founder of ProjectBox