I was doing some bookkeeping recently and noticed that I spend over $500/month on over 20 different online services that help make my life & business run smoother. Guess this internet thing has really taken off, huh?
So, adding to the list I had created for my related Pioneer Nation keynote, I now give you over 70(!) of my favorite apps, recommended resources and systems to support you & your business.
Included in this directory:
- Website Themes, Hosting & Content Creation
- Content Creation & Useful Chrome Add-Ons
- Mail & Contact Management
- Scheduling & Calendars
- To-Do’s/Task Management + Team Collaboration
- Modern Faxing (e-Signatures for contracts, etc.)
- Virtual Assistance
- Video Conferencing & Phone Platforms
- Travel Related for the Location Independent + VPN/DNS
- Bookkeeping and Accounting
- Inventory Management
- Information Management (Audiobooks, Notes, Files, Links & more)
- Mac Maintenance
Note: I’m not using every single one of these. A number of these I either used in the past or felt they were worth including in the list of resources for you. I update it regularly.
Website Themes & Hosting
WPCurve – Keep WordPress updated & have professionals help you for one low monthly cost.
MediaTemple – Website hosting.
Dreamhost – Website hosting.
Content Creation & Useful Chrome Add-Ons
Screenflow – Screen capture & video editing.
Editorr App – Writing help from real editors.
Grammarly – On-demand access to qualified editors.
Screencastify – Chrome plugin for quickly recording screencasts.
ClickFunnels – Super easy way to do top-of-funnel lead capture & conversion.
Mail & Contact Management
Google Apps – Email, calendar & more! $5/user = $15 (Currently I have 3 users; 2 for my email addresses and 1 for my assistant + I use groups for various alias email addresses).
SaneBox – Save your inbox & your sanity! So grateful for this app.
EarthClassMail – Scans your snail mail, so you may view/open/recycle online. Email me back if you’d like a free month trial (it gives me a kick back too).
EverContact – Effortless contact management. When someone emails you, all their information automatically go into your contacts. Never go searching for someone’s contact information again… incredibly useful.
AirMail (Mac & iPhone) – Like Mac’s Mail App, but better. Interfaces with Google email very well.
- Pro-Tip 1: Forward emails to Evernote to save notes & valuable tips (instead of using your inbox for that)!
- Pro-Tip 2: Triage your emails by going through & deleting ones you don’t need, and using Stars (simply hit S in Airmail) to indicate the important ones you need to get back to immediately.
Convertkit – I switched from MailChimp to Convertkit and love it!
MailChimp – Basic email marketing service – good for if you need something free & simple.
Contactually – Game changer. Have you ever wondered how you can keep all your contacts straight? For those who love nurturing high-quality relationships, and want a system that will help you keep key contacts top of mind, AND a system that will even help you automate communications for your courses, events and more… look no further.
Insightly – CRM (for sales/customer relationship management)
Streak – CRM inside Gmail!
Kiwi for Gmail – Removes Gmail from your browser so you can use it as an app on your desktop.
Chuck – app for iPhone, which sorts email by Sender (helps for when you want to clean up/archive an entire sender in one fall swoop!)
Scheduling & Calendars
ScheduleOnce – An online booking calendar. Send clients a link to directly put themselves in your schedule.
Satori – I used Satori for years & loved it. It handles scheduling, contact management, contracts, questionnaires AND payments via PayPal.
Acuity – excellent system, preferred by many. Can be embedded in your site, too!
Calendly – Meeting scheduler.
To-Do’s/Task Management + Team Collaboration
Trello – I now use this for all of my team task management.
Asana – Awesome task management & team collaboration tool.
Slack – Great for team chat!
Modern Faxing (e-Signatures for contracts, etc.)
HelloSign – Using this now & love it! Especially great for if you have a standard contract or form – e.g. NDA, W-9 or Standard Contract for a program – which you can simply link to for every person who needs to sign.
Adobe Sign (formerly EchoSign) – I used to use this one prior to HelloSign.
Satori – I moved over to this recently for my coaching business, as it handles contracts AND scheduling, contact management, questionnaires and payment.
Smartwaiver – Online waivers for your business.
FancyHands – Basic VA, booking appointments, making calls/doing research. Great place to start to begin wrapping your head around outsourcing/delegating tasks.
Upwork – I regularly hire people on Upwork now.
Magic – Personal assistant on demand.
Video Conferencing & Phone Platforms
Zoom – My favorite! You can do Webinars through Zoom, too.
GoToWebinar – Very robust, solid platform.
Google Voice – I ported my San Francisco 415 phone number to Google Voice (so long, AT&T!), and have it set up so that when friends/family/clients call me, it rings me on both Google Voice/Hangouts and Skype (which both makes sure it finds me on one or the other, and gives me a choice as to which platform I use to answer – some days one is working better than the other). Also, all of my outgoing Google Voice & Skype calls appear to those I’m calling as my 415#. I pay ~.02/min, and they top up automatically whenever I run out. I’d estimate I average ~$25/mo. Totally worth it!
Skype – Video conference call system.
Travel-Related for the Location Independent + VPN/DNS
TripIt Pro – Organizes all travel documents & alerts you of any delays/updates. Also has perks for Regus remote offices & Hertz!
Dynamite Circle – Worldwide Network of Location Independent Entrepreneurs. Love this crew. (Tell them I sent ya!)
Private Internet Access – Internet security (and how you can still use some of these internet services when you’re not in the US)
StrongDNS – Access your favorite websites from anywhere.
Bookkeeping & Accounting
Xero – Best online accounting software IMO!
Freshbooks – I had been using Harvest & Wave, before moving over to Freshbooks for my time tracking & recurring billing, because Freshbooks works great with Xero. However, now I no longer require time tracking, so I’m no longer using Freshbooks. I am now solely using Xero for my invoices, and one off payments, and doing recurring payments with my membership site (Wishlist Member + Stripe).
Harvest – Another great app for time tracking + invoicing.
WaveApps – Online bookkeeping, accounting, invoicing & payroll. Great service, but if you’re serious about growing your business and having a clear picture into your finances, make sure you’re are working with a Wave Certified professional to set this up & manage it correctly.
Bookkeeping can be a beast, amIright?
In the process of searching for my bookkeeper, I chatted with Dawn at MATAXSF, and Jeff at Streamline Bookkeeping, and was super impressed with both of them. I’ve also heard great things about BeanNinjas!
Stitch Labs – If you have physical products, Stitch is a must-have!
Full disclosure: I served as Co-Founder with Stitch, so I’m partial… but I dare you to find a better solution. It’s tops!
Information Management (Audiobooks, Notes, Files, Links & more)
Audible – Listen to books & read 2-5x as many books!
Blinkist – Read key lessons from 1500+ nonfiction books in 15 mins.
Evernote – For client notes, journaling, developing class outlines, etc. (I’m head over heels for Evernote… it’s like my digital brain!)
Pocket – Save links to read/find/share later. Beautiful reader, and easy to search your saved and archived reads.
Dropbox – File storage & sharing.
Google Drive – Storage & file organization.
Bitly – Creates short links to share, which gives you tracking analytics, but it’s search function also serves as a place to store/reference information.
Clean, optimize, and maintain your Mac with CleanMyMac 3 – Can’t recommend this app enough. I had a bunch of problems with my MacBook Air, and when searching for solutions I saw so many people reference this app. Once I reinstalled my OS, I bought & installed this and it helped me clean up an additional 80GB of space – NO JOKE! I love being able to free up memory with a click of a button.
All my recommended Mac Apps all in one place:
Have you implemented any of these?
What other apps/services do you love & recommend?