Systems to Support You & Your Business

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 keynoteI now give you over 70(!) of my favorite apps, recommended resources and systems to support you & your business. 

Included in this directory:

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.

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Website Themes & Hosting

Thrive Themes – Beautiful, customizable WordPress theme, easy to edit for robust landing pages, a Quiz Builder & so much more!

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.

JumpCut + Copied + Text Expander – Clipboard management & keyboard shortcuts.

Video Speed Controller (Chrome Add-on) + SpeedTube (iPhone App for YouTube)

Screencastify – Chrome plugin for quickly recording screencasts.

Marketing

ClickFunnels – Super easy way to do top-of-funnel lead capture & conversion.

Beth Grant’s Archetype Alignment Grid (Great Medium article here, too) – I’m a Truth Guide, what are you?

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 just switched from MailChimp to Convertkit and love it!

MailChimp – Email marketing service.

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)

GrooveHQ + HelpScout + HelpRace – CRM HelpDesk solutions.

Streak – CRM inside Gmail!

Kiwi for Gmail – Removes Gmail from your browser so you can use it as an app on your desktop.

Scheduling & Calendars

ScheduleOnce – An online booking calendar. Send clients a link to directly put themselves in your schedule.

Satori – I moved over to this recently, as it handles scheduling, contact management, contracts, questionnaires AND payment! Huzzah.

Calendly – Meeting scheduler.

BusyCal (Mac only) – I call this “iCal on crack.” It interfaces brilliantly with Google Calendars, too. I recommend FantastiCal for iPhone.

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.

Virtual Assistance

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.

DesignPickle.com or Undullify – a team to help you make graphics all the time for one low monthly price.

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.

Chase Sapphire – If you don’t have a Chase Sapphire card yet, I highly recommend it for miles! Earn 50k bonus points with this link.

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!

For accounting, I recommend Helena at Sweeter CPA (who we use for YxYY) or GreenBack Tax Services, who I use for my main coaching business (based in US and HK). Please tell them I sent you!

Inventory Management

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.

MediaTemple – Website hosting (I also recommend Dreamhost)

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.

Zapier + IFTTT – hook up various services!

All my recommended Mac Apps all in one place:

Have you implemented any of these?
What other apps/services do you love & recommend?

Comment below, send me an email or a tweet and tell me about it!

Warmly,

xo-willo-transparent