RECOMMENDED TOOLS
NO TOOL WORSHIP HERE
Useful beats shiny.
If a tool is here, it has a reason. I care about whether it helps the work, not whether it is currently trendy.
BROWSE BY USE CASE
Filter by the kind of problem you are trying to solve. Some links may be affiliate links, but every recommendation still needs to pass the “would I actually suggest this to a client?” test.
HOW I CHOOSE
Tools have to earn their keep.
I look for tools that make work clearer, reduce admin, support real workflows, and do not need a full-time babysitter.
BEST STARTING POINTS
Not sure what you need?
Start with forms if information enters messy.
Start with automation if people copy things twice.
Start with SOPs if quality depends on memory.
WORTH NOTING
A tool will not fix a messy process.
Start with the workflow, then choose the tool. Always.
Task & Team Management
AFFILIATE
Tasks, docs, chat and AI in one workspace, so your team stops jumping between apps.
ProjectBox perk
No ClickUp account yet? Save 15% for your first year on any unlimited or business plans.
Best for
Teams drowning in disconnected tools who want one place for projects, communication, docs, and AI, without stitching it all together themselves. Also great for anyone who just needs solid task and project management that can grow with them as their team and complexity increases.
⭐ 5
Screen Recording
AFFILIATE
Record your screen, face or both and share a link, without Loom's creeping price tag.
ProjectBox perk
New users get 20% off for 12 months!
Best for
Quick video walkthroughs, async updates, bug reports, client demos, and training recordings. Anyone who's been using Loom but is over the price hikes.
⭐ 5
Payments
AFFILIATE
Collect recurring and one-off bank payments automatically, so you stop chasing invoices.
Best for
Service businesses collecting recurring fees, subscriptions or regular client payments.
⭐ 5
Text Expander
AFFILIATE
Save the text you type over and over, then drop it into any email, form or doc in a few keystrokes.
Best for
Anyone repeatedly typing the same bits of text, emails, instructions, support responses or even just your email address!
⭐ 5
Project Management
GENERAL
Send real, handwritten-style cards to clients without the trip to the post office.
Best for
Business owners who want to stand out with clients, whether that's thank-you cards after a project wraps, birthday cards for key contacts, or holiday wishes that don't get lost in an inbox. Also great for anyone who loves the idea of sending cards but never gets around to buying, writing, and posting them.
⭐ 5
Voice Dictation
AFFILIATE
Talk instead of type. Willow turns your voice into polished text in any app.
Best for
Anyone who spends most of their day writing emails, messages, and documents but would rather just talk it out. Great for people who think faster than they type, or who get stuck staring at a blank screen.
⭐ 5
Forms, App Builder
AFFILIATE
Build client portals, internal tools and dashboards by describing them in plain English.
Best for
Business owners and ops teams who need internal tools, client portals, or dashboards but don't have a developer (or the budget for one). Great if you've been cobbling things together in spreadsheets and want something that actually looks and works like real software, without learning to code.
⭐ 5
Project Management
AFFILIATE
Scheduling, time tracking, onboarding, training and team chat for teams on the move, in one app.
Best for
Teams who want it all
⭐ 5
Team Communication
AFFILIATE
WhatsApp-style team chat with built-in tasks, keeping work out of everyone's personal messages.
Best for
Teams that want simple work chat, built-in tasks and clear boundaries from personal messaging.
⭐ 4
Call Recordings
AFFILIATE
A clip-on recorder that turns meetings, site visits and calls into transcripts, summaries and to-dos.
ProjectBox perk
Sign up through the ProjectBox link and you'll get 10% off your Pocket.
Best for
People who spend their day in face-to-face meetings, on site or on the phone, and can't take notes at the same time. Great for tradies, consultants and anyone who's ever said "what did we agree on again?"
⭐ 5
Website Builder & Hosting
GENERAL
A flexible website builder with AI, hosting, SEO and animations built in.
Best for
Service businesses, consultants and creatives who want a website that looks custom-designed and actually reflects their brand. Great if you're over paying a developer every time you need to change one sentence, or your WordPress site feels held together with sticky tape. Running a big online store? Shopify will suit you better.
⭐ 5
AFFILIATE DISCLOSURE
If a tool has an affiliate link, I’ll make that clear. It does not change what I recommend. If something is not the right fit, I will say so, even if I could technically earn from it.
No paid placement nonsense.
These are tools I use, have recommended, or would genuinely consider for the right client. Useful beats shiny. Always.
NEED HELP CHOOSING?
If the tool list confirms you have too many options and not enough clarity, let’s talk about what your business actually needs.
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