One of the most requested items I hear from readers is what tools and services do I use to run my business. While I’ll often test out new services and products, I’m a firm believer in using well-supported software – I’d rather use the industry standard rather than a fly-by-night new app or software that may not be in business next year. Plus, when you use standard systems, you’re more likely to find integration between other systems – allowing you to connect and automate tasks.
Every few months I evaluate what’s working or not working in my systems (and find any “money leaks” – a term I love from Bari Tessler Linden) – Recently I realized I could be save $150 a month by removing some long forgotten services I was no longer using. (that’s $1800 a year – not exactly chump change).
What follow is a comprehensive list of the tools and services I use to run my business, why I use them, and what they cost me, and what I do to save tons of money (Note: some of these services have free or discounted plans – I note what I pay for them. Please also note that some of these links are affiliate links, at no additional cost to you – these are the actual products I use and recommend in my own business).
Foundation Services
Accounting + Payment Systems
Quickbooks Online – $15/month
It’s a business standard – so I’ve been using the desktop version of quickbooks since I started my business. This one program was the sole reason I ran a dual boot system on my mac machines. With the demise of support for winxp, I finally made the migration from quickbooks desktop to quickbooks online – and I wish I had done it a lot earlier! Clean interface, easy to use (and easy to grant access to my accountant) – it even has a friendly app for on the go transactions.
Harvest Billing – $12/month
Stripe.com – 2.9% + .30 per transaction, no monthly fee
One thing I wasn’t a fan of in the old quickbooks was invoicing and taking credit cards payments. For the past few years, I’d been using Quickbooks Merchant Account to process online payments – not only did it have a significant monthly fee and high transactional percentage, but the interface was clunky and hard for clients to use.
Enter Harvest Billing – gorgeous clean interface, easy to setup retainers and invoices – and integrated time tracking. All for $12 a month? Big fan. Clients can now easily pay approve estimates, add funds to retainers and pay invoices with one click from their email. This one change cut down the time it took me to get paid by at least 2-3 weeks – improving cash flow and my bottom line.
Stripe.com is now my preferred payment processor of choice – no monthly fees, 2-day direct transfer to my bank account and a competitive percentage rate – not to mention that it easily integrates into a lot of 3rd party shopping carts and other systems (Like Harvest mentioned above).
Bonus: Harvest Billing auto-integrates into quickbooks online to instantly show invoices and paid transactions.
Web
Webhosting
Media Temple – $29-$100 month (various plans)
I’m a web designer – and I need fast, reliable service for not only my own site, but for developing client sites. I’ve been with Media Temple since 2005 – outages are rare and support is 24/7 and reliable. I’m a big fan of their newest product – managed WordPress Hosting where I can instantly create staging sites and have automated backups.
Wireframing
Balsamiq – $12 month
Large comprehensive projects often call for wireframe and/or prototypes. This is a great web-based service that allows me to share wires between clients and developers.
Password Management
LastPass – $12 year
The safest passwords are the ones that aren’t able to be found. Last pass is encrypted software that stores your logins with a master key.
Email
Boomerang for Gmail – Free+
Send your emails to go out at specific times – a huge resource for this night-time designer!
Domain Names
hover.com // $ varies
While I use mediatemple to purchase domain names for myself, I like hover.com for clients. It’s simple and quick to use to register your next big idea. Tip: (use founderscard membership to save $$ on domain registration)
Project + Client Management
Basecamp + Highrise // $49 month
As a designer I’m often handling several projects at once (both internal and client side.) Prior to using a pro system, I was uploading files by hand to my own server (time consuming and not secure.) Changing to basecamp changed my business in a big way. Many of my clients work with me for many years – Basecamp allows me to archive old projects, grant specific access to contractors and clients and manage everything in one convenient location. (Bonus Tip: Harvest Billing time tracking integrates directly into Basecamp).
To store client contact information, I use Highrise – a free offshoot of 37 signals, the makers of basecamp.
Scheduling
TimeTrade – $50 year
Stop the scheduling runaround. Implementing a system where people can set their own appointment time saves me countless emails and valuable hours. TimeTrade integrates with my Google calendar – so I can block off when I’m not available.
Intake forms and surveys
Wufoo – $14 month
I love Wufoo! Simple form management – easily allow me to create intake forms, questionnaires, and testimonial follow-ups. Great for getting instant feedback from readers and clients. Powerful software that can even be used to take payments.
Marketing
Newsletter
Mailchimp – $ varies
As a designer, I’ve used all sorts of newsletter tools – from the big guns, to the archaic to the high-end customized systems. By far, the chimp remains my favorite – it really is the most designer friendly and flexible system. I make active use of segmenting and group functionality – and the app is a fantastic tool to track reporting on the go.
Bonus Tip: I often use the 3rd party tool Zapier to add functionality like moving people automatically from one list or segment to another.
Digioh – $9 per month
Easily upload .pdfs to their service and insert links to your site or newsletters – one of the simplest opt-in solutions I’ve found. Users click the link and instantly signup for your newsletter to gain access to the download.
Social Media Management
Buffer – $120 a year
Simple and easy to use, Buffer connects your various social media accounts (both personal and business). This service provides dummy-proof scheduling, easy-to-understand statistics and the ability to quickly mange multiple accounts in one location.
Design + Development Tools
Creative Cloud – $49 month
Every project I touch uses a minimum of 3 Adobe products. I was thrilled when they came out with the cloud service – instead of spending $2500+ every 2 years to upgrade my software, I now have instant access to the latest version of every Adobe product for a low monthly fee.
Bonus 1: Typekit (Adobe online webfonts). Normally a $50+ yearly fee, this is included for free with creative cloud subscription – this allows you to choose from their amazing webfonts on your website
Bonus 2: Echosign (digital signature software) – 5 forms per month are included for free with cloud membership. I can easily upload contracts and have clients instantly and securely sign documents. No more mailing contracts!
Stock illustration, photography, fonts and elements – (typically $100-$250 month)
You’re only as good as your toolbox – and often that means you need to buy stock elements for projects. I’m always looking for interesting new fonts and creative elements to keep my work fresh and engaging.
My favorite resources for new graphic elements and fonts:
YouWorkForThem
Wegraphics.net
Creative Market
Plugins – $50+ month
The majority of my development work is in WordPress – and I’m always searching for the next great plugin that will serve my clients. I typically buy the developer license and test any plugin before using it on live sites. I have no problem spending money on a well-vetted solution. Paying for plugins means that the developer can spend time supporting their product – meaning it’s going to be around for a while.
All time fav plugins:
Backup Buddy – Backup your site
Gravity Forms – The ultimate contact form
Sucuri – WordPress Security
Soliloquy – photo slider
Envira Gallery – photo gallery
Events Calendar – clean calendar
WishList Member – membership site/online course
OptinMonster – simple, clean pop-up optins
WordPress Themes – $30+
After years of testing themes and frameworks, I’m sold on the Genesis Framework from Studiopress. It’s the basis of every single custom site I create. While Studiopress offers a ton of child themes, there are new 3rd party sites cropping up all the time that can get you that unique look.
Other sources of 3rd party Genesis Themes
Zigzagpress
BluChic
Boring, but necessary
Internet + Phone – $200 month
I spend a bit more to get business internet speed and a landline phone. Quick tip: Does your wireless seem slow? Remember to upgrade your router – I hadn’t upgraded mine in 5 years…it felt was like a whole new network when I got a new router!
Business Cards
Moo Cards – $50+
Business cards aren’t dead yet! Get simple, clean and pro designed cards at moo.com – I’m a big fan of their luxe cards.
Music
Spotify – $8 month
I need music to create – and I love the variety and ease of use of spotify. Bonus: I can create playlists and take it anywhere with the mobile app.
How to save money + get discounts!
Running a business can get expensive really fast – so I’m always on the lookout for a great deal. Here are a few ways I save on ongoing fees.
Join an industry-related membership program
Are you a designer? AIGA memberships gives you discounts on many creative services.
Are you a business owner? Check out founders card (this card alone saves me hundreds of dollars a year from vendors like apple, at&t, hover.com, moo, harvest billing and various airlines and hotels.)
Get a smart credit card
I love my amex platinum – while there is a yearly fee, I get great benefits like access to airline lounges (so needed for long layovers!). All of my expenses go on this card – then I turn the points into savings on travel.
Always search BEFORE you buy
Looking for a popular program or software? Do a quick search on the product name + “promo code” – often you’ll find a coupon on a site like retailmenot.com
The post Behind the Scenes: What I Use to Run My Business appeared first on Minima Designs.