10 Software Tools Every Small Business Owner Should Know About

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Software tools are essential for running a successful small business, as it’s not just about providing quality goods and services. To thrive as a small business owner, you need to leverage the right tools to streamline your operations and maximize your efficiency.

Not sure how to evaluate the software for a small business? No worries if so. The following guide covers some of the software you should know about if you run your own company. The software you may want to experiment with includes:

CRM Software

Customer Relationship Management (CRM) software, as the name implies, facilitates managing your relationships with existing customers and potential new ones, helping you secure and grow a loyal customer base.


HubSpot’s CRM platform is easy-to-use and free. This makes it an ideal option for a small business owner. The CRM tool stores data relating to virtually every interaction with a lead, making the process of maintaining customer data and information fairly simple.

Workplace Communication Software

Remaining in communication with your team members by using the right software is more critical than ever at a time when remote work is becoming increasingly common.


Some communication tools for small businesses are messaging apps. Some are collaboration tools.

Flock stands out for a critical reason: it’s both. With Flock’s messaging features, creating channels to discuss specific topics and reduce clutter is easy. Additionally, Flock lets users video conference, securely share files, manage projects, and more. It’s a software worth giving a try if your team is dispersed.

Neo Mail

Neo Mail earns a spot on this list because it offers a unique feature that may particularly appeal to a small business owner. With Neo, you can create a professional branded email address without having to purchase a branded domain name. It may not seem like much, but having a branded email address can lend your business a sense of legitimacy during the early stages when convincing customers to take your business seriously is critical.

HR Software

If you’re not sure how to evaluate software for a small business, be aware that your goal is simply to find tools that are effective and make your job easier. This is particularly true when evaluating HR software.


Deel frequently receives praise due to offering an affordable (many of the new HR features are free) HR software that combines various features, preventing a user from needing to buy multiple products to achieve various HR tasks. With Deel, a small business owner can pay both employees and contractors, manage onboarding, and address numerous other HR responsibilities.

Deel also isn’t exclusively for small businesses. As your business grows, Deel will still be able to serve your needs, ensuring you don’t have to buy additional software.

Workforce Management Tools

A strong workforce management tool should help you optimize what is any business’ most valuable asset: its employees.


BambooHR collects and organizes information and data about an employee throughout all stages of the employee lifecycle. This helps you evaluate and make informed decisions regarding employee performance.

In addition, BambooHR automates a range of HR tasks, allowing you to focus on other priorities. Several packages are available to suit your budget.

Work Reporting Tools

Work reporting tools allow you to get a picture of how your employees are devoting their time. 


MeisterTask is a useful work reporting tool because it doesn’t just allow a team leader to monitor what tasks their team members are working on—it also allows them to establish workflows that break projects down into individual tasks. In doing so, it gives you the ability to envision how your team will complete a given project.

This helps all team members remain aligned. It may also boost engagement, as employees are more likely to be engaged when they know their work is helping their employer achieve a significant goal.

Cashflow Software

Managing your cashflow is essential as a small business owner. The right tool can simplify this otherwise daunting task.


Jirav integrates with your existing sources of financial data to easily establish a foundation for financial planning. Along with helping you monitor cashflow, it also offers impressive forecasting tools, helping you pay attention to both the day-to-day details and the big picture.

Invoicing Software

Invoicing can be a time-consuming process, but that doesn’t mean it has to be!


Xero is an invoicing software that allows you to collect payments from a variety of sources, including credit cards and direct deposit. It offers a package specifically for growing businesses, making it an option a small business owner may consider.

Document Management Tools

Gone are the days of managing hard copies of documents with file folders. Now, it’s far more common to manage digital documents in the cloud.

Google Drive

All small business owners need to identify effective ways to save time without cutting corners. When evaluating softwares for your small business, consider how long it will take you to learn how to use it.

Sometimes, the right product for your needs is one you’re already familiar with. For example, you may already use Google Drive in some capacity. It may thus be the perfect document management tool.


Your time is a vital resource as a small business owner. The right software can help you optimize it.


Calendly easily allows you to set appointments, establish when you’re available, customize reminders, and generally clear up your schedule so you’re not wasting mental energy trying to track a schedule and calendar in your head.

The Software a Small Business Owner Needs

Good intentions don’t always result in good business. To thrive as a business owner, you also need to leverage helpful tools. These are just a few examples to keep in mind. Use them to build a strong foundation for success!

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Hanna is Powtoon's Content Marketing Strategist. She joined Powtoon as a copywriter in 2019, after graduating from university with a specialized degree in marketing and business. She continues to inspire people to create incredible video content with blog posts, videos, guides, and more. Hanna's passions include reading, singing, and caring for animals (#proudvegan). Nothing makes her happier than waking up to her two black kitties who, contrary to popular belief, are good luck!
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