The Top 10 Must-Have Software for Small Businesses - a Comprehensive Guide
Hey, small (or not-so-small) business owners! Running a business can be tiring, juggling too many tasks doesn’t really get anyone far and software (as we all know in 2023) is here to help! But it could feel truly overwhelming to choose the right software especially if you are a growing or scaling firm.
Fear not because in this article, we're going to introduce you to the top 10 must-have software options for small businesses in 2023 covering everything from accounting to project management software, email marketing software to cybersecurity software, pretty much all you need when you are starting or looking to scale a business.
Because some trends are there for a reason, we will also look into offering better client support and what are the right tools to achieve that. So sit back, relax, grab a cuppa and get ready to discover some game-changing software that will take your small business to the next level.
Timworks native integrations
A is for Accounting Software 🧮
You may or may not currently need or have an accountant, but finances are important to keep track of. When you start running a business, a receipt here or an invoice there can easily get lost, but in the long run can turn into a bad habit. Instead, let’s make it easy to keep track of everything so we don’t make costly mistakes that can put a financial strain on our business venture.
Accounting software is essential for small businesses to manage their finances, track expenses, and generate financial reports. Popular options for accounting software include QuickBooks, Xero, and FreshBooks.
QuickBooks is one of the most widely used accounting software for small businesses. It offers a variety of features such as invoicing, tracking expenses, and generating financial reports. QuickBooks is known for being user-friendly and offers a variety of integrations with other software options.
Xero is another popular accounting software that offers similar features to QuickBooks. However, Xero also offers a robust inventory management system, making it an excellent option for businesses that need to manage stock levels and reorder products.
HubDoc, Dext and Datamolino are great examples of data capture tools. For those who are not familiar with this terminology, data capture software allows you to easily keep track of your expenses by uploading invoices and analysing data with a single click (possibly, we could be underestimating this).
If you are using a communication software to chat with your team and clients such as Timworks, you can also use those tools as they are part of the offered integrations and send a snap of your invoice to your chosen data capture tool in seconds.
Gotta Manage These Projects: Project Management Software 🗓️
This one is not to be underestimated. Sure you are probably a great leader and good at managing projects, people and timelines but as your firm or business grows it gets harder and more time-consuming to do this. Having a God’s view on all current parts of the business and monitoring their progress, on the other hand can turn out to be very useful. Project management software allows small businesses to streamline workflows, assign tasks, and track progress. If you think you can save some of your budget on project management software, think twice - business owners often struggle to manage multiple projects, stay on top of deadlines, and collaborate effectively with team members without it being an automated process. Popular options for project management software include Asana, Trello, and Basecamp.
Asana is a popular project management software that offers a variety of features such as task management, team collaboration, and project tracking. Asana is known for being user-friendly and offers a variety of integrations with other software options.
Trello is another popular project management software that offers a visual-based approach to task management. Trello allows users to create boards and cards, making it easy to track progress and collaborate with team members.
Basecamp is a project management software that offers a variety of features such as task management, file sharing, and messaging. Basecamp is known for its simplicity and ease of use, making it an excellent option for small businesses that need a straightforward project management solution.
Customer Relationship Management (CRM) Software ✔️
Customer relationship management (CRM) software is essential for small businesses to manage customer interactions, track sales, and automate marketing campaigns. This may not be for every business, and you could say you don’t need it if you have a small to medium enterprise and an on-going relationship with your clients. In which case, a client support app such as Timworks can be ideal as it allows you to collaborate with your clients in an easy, familiar-looking software without the price tag.
Without CRM software, small business owners that deal with regular sales or client inquisitions or enquiries may struggle to stay organised, find it harder to track customer interactions, and identify potential sales opportunities. Popular options for CRM software include Salesforce, HubSpot, and Zoho CRM.
Salesforce is a widely used CRM software that offers a variety of features such as lead management, sales forecasting, and marketing automation. Salesforce is known for its scalability and integrations with other software options.
HubSpot is an all-in-one marketing, sales, and customer service software that offers a variety of features such as lead management, marketing automation, and customer service ticketing. HubSpot is known for being user-friendly and offers a variety of integrations with other software options. It can however come with a price tag if you are dealing with a lot of new leads.
Zoho CRM is a cloud-based CRM software that offers a variety of features such as lead management, contact management, and marketing automation. Zoho CRM is known for being affordable and offers a variety of integrations with other software options, which can save you a lot of effort and time otherwise spent doing manual tasks.
Email Marketing is Essential 📩
You may be thinking - really, email marketing? Well, it may be a surprise but email marketing is not dead at all. It is not only a way to sell but also a great way to nourish your existing customers/clients and keep them in the loop about important updates.
Without email marketing software, small business owners may struggle to create and send marketing emails that are personalised, engaging, and effective or it could simply be more time-consuming. Email marketing tools not only let you schedule campaigns and filter through your precious email client list, but also shows you open rates, allows A/B testing and you can identify what works and what - not so much whether you are offering a product or a service.
Additionally, it’s important to note that email marketing helps you nurture the clients you already have, and it is five times more effective and budget-friendly that trying to acquire new clients all the time. Popular options for email marketing software include Mailchimp, Constant Contact, and Campaign Monitor.
Mailchimp is one of the most widely used email marketing software options for small businesses. It offers a variety of features such as email templates, list management, and marketing automation. Mailchimp is known for being user-friendly and affordable, making it an excellent option for small businesses with limited resources.
Constant Contact is another popular email marketing software that offers a variety of features such as email templates, list management, and social media integration. Constant Contact is known for its customer support and easy-to-use platform.
Campaign Monitor is a cloud-based email marketing software that offers a variety of features such as email templates, list management, and marketing automation. Campaign Monitor is known for its customization options and advanced reporting features.
Payroll Software 💸
f you have a professional accountant or bookkeeper managing your finances, then you are allowed to skip past this part. If you want everything to be in place however, then get yourself some payroll software. Payroll software is essential for small businesses to manage employee wages, taxes, and benefits. Without payroll software, small business owners may struggle to ensure compliance with labour laws, calculate taxes correctly, and manage employee benefits effectively. Popular options for payroll software include Gusto, Zenefits, and ADP.
Gusto is a popular payroll software option that offers a variety of features such as payroll management, benefits administration, and compliance management. Gusto is known for being user-friendly and affordable, making it an excellent option for small businesses with limited resources.
Zenefits is another popular payroll software that offers a variety of features such as payroll management, benefits administration, and compliance management. Zenefits is known for its comprehensive HR platform and integrations with other software options.
ADP is a cloud-based payroll software that offers a variety of features such as payroll management, time and attendance tracking, and compliance management. ADP is known for its scalability and advanced reporting features.
Human Resources (HR) Software 🤝
We get it, running a remote small business and having everything in the cloud calls for a lack of HR. Until Human resources (HR) software came to change that for good! HR software is essential for small businesses to manage employee information, track time off, and automate onboarding and offboarding. Without HR software, small business owners may struggle to keep track of employee records, manage compliance with labour laws, and streamline HR processes. Popular options for HR software include BambooHR, Workday, and Namely. You can also integrate these with your current software so you get calendar or Slack notifications when someone is away.
BambooHR is a cloud-based HR software that offers a variety of features such as HR management, employee self-service, and performance management. BambooHR is known for its user-friendly interface and integrations with other software options.
Workday is another popular HR software that offers a variety of features such as HR management, talent management, and payroll management. Workday is known for its robust reporting capabilities and integrations with other software options.
Namely is a cloud-based HR software that offers a variety of features such as HR management, benefits administration, and performance management. Namely is known for its user-friendly interface and integrations with other software options.
Cybersecurity Software 🛡️
No matter what your business is about, and especially if it’s remote and cloud-based, you want maximum protection of your files and your clients’ precious data.
Therefore it is no surprise that cybersecurity software is essential for small businesses to protect against cyber threats and prevent data breaches. Without cybersecurity software, small business owners may be vulnerable to cyber attacks, which can result in costly legal and reputational damage. Using popular communication apps such as WhatsApp may sound convenient at first, but you want to take them with a pinch of salt - here is how it can put your firm or business at risk.
Obviously using the right communication tools is one way to ensure you are on the safe side, but that won’t protect your emails and other data such as precious files - then you would need to rely on popular options for cybersecurity software - Norton, McAfee, and Bitdefender as a few examples.
Norton is a popular cybersecurity software option that offers a variety of features such as antivirus protection, firewall, and identity theft protection. Norton is known for its user-friendly interface and comprehensive protection options.
McAfee is another popular cybersecurity software that offers a variety of features such as antivirus protection, firewall, and identity theft protection. McAfee is known for its scalability and integrations with other software options.
Bitdefender is a cloud-based cybersecurity software that offers a variety of features such as antivirus protection, firewall, and anti-spam filters. Bitdefender is known for its advanced threat detection capabilities and integrations with other software options.
Website Builder Software 👩🏽💻
There is the chance that you have enough budget to get someone to build you a website, but nowadays there are builder softwares that make it easy to start one yourself or get a professional to set it up allowing you to make changes as you go. Website builder software is essential for small businesses to create and design a professional website without needing technical skills. If you choose to go for a coded website you may need a bigger budget to achieve what you want and would also make it harder to maintain it, change things and easily adjust it to be more user and mobile-friendly. The cons of using a website builder are that they are often limited to what can be done.
There are many options out there, and some offer a hybrid solution so you can make the most out of both the builder and the code. Popular options for website builder software include Wix, Squarespace, and WordPress.
Wix is a popular website builder software that offers a variety of features such as drag-and-drop interface, customizable templates, and SEO optimization. Wix is known for being user-friendly and affordable, making it an excellent option for small businesses with limited resources.
Squarespace is another popular website builder software that offers a variety of features such as customizable templates, SEO optimization, and e-commerce capabilities. Squarespace is known for its design-focused approach and integrations with other software options. It also supports third-party extensions that allow more flexibility with the design and offers good analytics so you can track what works and what doesn't.
WordPress is a website builder software that offers a variety of features such as customizable templates, SEO optimization, and integrations with other software options. WordPress is known for its scalability and flexibility, making it an excellent option for small businesses with complex website needs. This is the hybrid option – with WP you can make the most out of the functionality and easy simultaneously allowing you to add code in, too.
Communication and Client Support Software 🫶
Last but not least! Supporting your clients is more than delivering an excellent product or service and it comes as no surprise to anyone that picking up the right communication software is essential for small businesses to collaborate with team members, clients, and partners. Choose the wrong one and your business can suffer due to lack of adequate collaboration within the team, lack of support for clients and overall level of friction that can reduce productivity and disappoint clients. We will cover popular communication software such as Timworks, Slack, and Microsoft Teams, so you don’t need to worry.
Timworks is a unique client support app that stands out from other software options due to its excellent team collaboration features and real-time client support capabilities. Timworks makes managing both team and clients easy with added filters and dashboards, allowing small businesses to track client interactions, resolve issues quickly, and provide personalised support. Additionally, Timworks makes work seamless and efficient with native integrations, enabling small businesses to connect with other software options and streamline workflows. By choosing Timworks, small business owners can improve their team collaboration and client support, leading to increased customer satisfaction and business success.
Slack is a popular communication software that offers a variety of features such as messaging, file sharing, and video conferencing. Slack is known for its user-friendly interface and integrations with other software options.
Microsoft Teams is a cloud-based communication software that offers a variety of features such as messaging, file sharing, and video conferencing. Microsoft Teams is known for its integrations with other Microsoft software options and its comprehensive collaboration features.
Conclusion
In conclusion, small businesses owners should make the most out of the software options available to manage finances, streamline workflows, and stay competitive in the market. The top 10 must-have software for small businesses include accounting software, project management software, CRM software, email marketing software, payroll software, HR software, inventory management software, cybersecurity software, communication software, and website builder software but it all depends on the business owner’s needs and the number of employees, time and resources available.
By choosing the right software for client support and communication business owners can improve their efficiency, productivity, and profitability and boost their client retention rate (and retaining a client is five time easier and more budget-friendly than trying to acquire new ones).
We believe that supporting your team and clients should be done in an effortless and efficient way, especially when you have on-going relationships, which is why we built Timworks - the only client and team communication app that scales with your business.
