Tools are useful, but they are not the strategy.

    A lot of businesses and startups with teams are paying for far more tools than they need, and using only a fraction of what those tools can do. Half a dozen subscriptions, three CRMs nobody trusts, and a project tool that everyone has stopped opening.

    My job is the opposite of that. Pick the smallest set of tools that runs your business, set it up properly, and make sure your team can use it without me sitting next to them. The list below is what I work in regularly. If you use something that is not on it, I can usually pick it up in a week.

    Four questions I ask before adding any tool to your business.

    Does it earn its seat?

    If a tool only solves a problem you have once a quarter, it does not belong in your monthly bill.

    Will it work with the rest?

    I prefer tools that connect cleanly with the tools you already use over a fancy tool that creates extra manual work.

    Can the team use it?

    Adoption beats sophistication. A simple CRM that everyone updates beats a fancy one nobody opens.

    Is the data safe and portable?

    I avoid tools that lock you in. You should always be able to export your data and walk away.

    Productivity & Communication

    Google Workspace iconGoogle WorkspaceMicrosoft 365 iconMicrosoft 365Zoom iconZoomMicrosoft Teams iconMicrosoft TeamsGoogle Meet iconGoogle MeetCalendly iconCalendlyAcuity Scheduling iconAcuity SchedulingCal.com iconCal.comMicrosoft Bookings iconMicrosoft BookingsDoodle iconDoodleSlack iconSlackLoom iconLoomOtter iconOtterDropbox iconDropboxOneDrive iconOneDriveSharePoint iconSharePointWhatsApp iconWhatsAppGoogle Forms iconGoogle Forms

    CRM, Sales & Client Management

    GoHighLevel iconGoHighLevelHubSpot iconHubSpotSalesforce iconSalesforceZoho CRM iconZoho CRMKeap iconKeapHoneyBook iconHoneyBookPipedrive iconPipedriveFreshsales iconFreshsalesLittle Green Light iconLittle Green LightJane App iconJane AppAirtable iconAirtableNotion iconNotionLinkedIn Sales Navigator iconLinkedIn Sales Navigator

    Project, Task & Operations Management

    Asana iconAsanaMonday iconMondayClickUp iconClickUpPlane.so iconPlane.soSmartsheet iconSmartsheetNotion iconNotionConfluence iconConfluenceMiro iconMiroLucidchart iconLucidchartAzure Boards iconAzure BoardsTrello iconTrelloJira iconJiraToggl Track iconToggl Track

    Finance, Invoicing & Contracts

    Wave iconWaveQuickBooks Online iconQuickBooks OnlineFreshBooks iconFreshBooksXero iconXeroStripe iconStripePayPal iconPayPalSquare iconSquareGreenShield iconGreenShieldDocuSign iconDocuSignHelloSign iconHelloSignAdobe Sign iconAdobe SignPandaDoc iconPandaDocWeTravel iconWeTravel

    Websites, Ecommerce & Course Platforms

    Kajabi iconKajabiThinkific iconThinkificTeachable iconTeachableSysteme.io iconSysteme.ioShopify iconShopifyWooCommerce iconWooCommerceEtsy iconEtsySquarespace iconSquarespaceWordPress iconWordPressB12 iconB12React iconReact

    Email Marketing, Automation & Integrations

    Flodesk iconFlodeskMailchimp iconMailchimpActiveCampaign iconActiveCampaignConvertKit iconConvertKitZapier iconZapierMake iconMakeComposio iconComposioMicrosoft Power Automate iconMicrosoft Power AutomateGoogle Apps Script iconGoogle Apps ScriptWebhooks iconWebhooksSnov.io iconSnov.io

    Content, Design & Social Media

    Canva iconCanvaAdobe Express iconAdobe ExpressPowerPoint iconPowerPointGoogle Slides iconGoogle SlidesYouTube Studio iconYouTube StudioVimeo iconVimeoPinterest iconPinterestLater iconLaterBuffer iconBufferHootsuite iconHootsuiteMeta Business Suite iconMeta Business Suite

    Customer Support

    Zendesk iconZendeskFreshdesk iconFreshdeskIntercom iconIntercom

    Data, Analytics & Technical

    Python iconPythonTableau iconTableauPower BI iconPower BILooker Studio iconLooker StudioGrafana iconGrafanaStreamlit iconStreamlitAirtable iconAirtable

    AI & Productivity

    ChatGPT iconChatGPTClaude iconClaudeGrok iconGrokGoogle Gemini iconGoogle GeminiPerplexity iconPerplexityNotion AI iconNotion AI

    Password & Security

    1Password icon1PasswordLastPass iconLastPassBitwarden iconBitwarden

    A few combinations I set up over and over.

    Every business is different, but patterns repeat. These are the four combinations I end up recommending most often, depending on where you are.

    The solo operator setup

    Google Workspace, Notion, HoneyBook, Stripe, Calendly, Loom, ChatGPT. Lean, cheap, and enough to run a six-figure consulting or coaching practice without an ops team.

    The growing service business setup

    Google Workspace, HubSpot, ClickUp or Asana, Slack, Zapier, QuickBooks, Loom, Canva. A common setup for ongoing admin and operations support.

    The course or membership setup

    Kajabi or Thinkific, ConvertKit, Stripe, Zapier, Notion, Loom, Canva. Built to launch, sell, and deliver online programs without the duct tape.

    The part-time operations setup

    GoHighLevel or HubSpot, Asana, Make, Airtable, Slack, Looker Studio, 1Password. A common embedded-operations setup when systems and coordination are slowing growth.

    The difference between knowing a tool and running it.

    "Experience with" can mean almost anything on a virtual assistant website. This is how I rate myself across the tools I use with clients.

    Daily driver

    Google Workspace, HubSpot, ClickUp, Asana, Notion, Slack, Zapier, Make, Canva, Loom, ChatGPT, Claude. I am in these tools every day across multiple client accounts.

    Built and shipped

    GoHighLevel, Keap, Kajabi, Thinkific, Shopify, ConvertKit, ActiveCampaign, Airtable, Calendly, Acuity, Stripe. I have built complete setups in these from scratch and handed them over to teams.

    Fluent on demand

    Salesforce, Monday, Trello, Pipedrive, Zoho, WordPress, Squarespace, QuickBooks, Xero, FreshBooks, Zendesk, Intercom. I do not live in these daily, but I can step in confidently when a client uses them.

    What I do with all this software.

    Set it up properly

    Pipelines, fields, automations, integrations, user permissions. Done once, done right, documented so you do not need to redo it in six months.

    Connect it together

    Form to CRM to email to invoice to project tool. The steps that usually break get automated so nothing falls through.

    Maintain and clean

    Quarterly reviews of your tools: duplicates removed, unused seats cancelled, broken automations fixed. The boring work that keeps everything running.

    Squeeze the AI layer

    ChatGPT, Claude, and Notion AI woven into your workflow for drafts, summaries, research, and reporting. Not as a gimmick. As a multiplier.

    Train your team

    Loom walkthroughs, written step-by-step instructions, and live training. Your team should be able to run the process without me on standby.

    Lock it down

    1Password vaults, two-factor everywhere, access reviews. The security hygiene most growing businesses skip until something goes wrong.

    Tools FAQ

    Common questions about the tools.

    Tell me what it is. If it is mainstream, I have probably used it. If it is niche, I will spend the first week of my engagement getting up to speed on my own time, not yours.

    Only if it is clearly worth it. Switching tools is expensive in time and disruption. Most of the time the right move is to use what you already have, properly. When a switch is the right call, I will tell you and walk you through the migration.

    On a small handful, yes (the ones listed on my favourite things page). It never changes my recommendation. If a tool is not right for you, I say so.

    Yes. For retainer clients I manage user seats, billing, renewals, and access reviews so nothing surprises you on a credit card statement.

    When it makes sense. Mostly with no-code (Airtable, Make, Zapier, Google Apps Script). For full custom development I bring in a developer and stay the project lead.

    It is real, and most businesses are underusing it. I weave AI into drafts, research, summaries, and reporting where it saves real time. I do not use it for anything that needs to sound like you, without your sign-off.

    Where to go next.

    CRM and automation services

    Setup, cleanup, and integrations across HubSpot, GoHighLevel, Keap and more.

    Open

    Favourite tools and gear

    The more focused list of what I personally use and recommend.

    Open

    Pricing

    Retainer tiers and project rates, including tool setup work.

    Open

    Ready for reliable administrative and operations support?

    Inbox, calendar, documents, client coordination, CRM upkeep and the workflows behind them. Tell me what your team needs and I will take it from there.

    Let's work together

    Book a free call