Written by Running a small business means becoming a jack of all trades, especially when starting out, you might be the finance department, marketing team, boss, sales, IT, and HR rolled into one. Thankfully, technology has made this far easier than it was a decade ago. With the help of smart apps, intuitive platforms, and purpose-built software, you can manage all aspects of your company more easily, leaving you with more of the most valuable commodity there is: time.
With so many popular apps to choose from, and plenty more being marketed as the next essential tool, you may wonder which ones are actually worth having. We’ve picked 10 of the top ones for this list, along with honest reviews from real small business owners about what they’re like.
QuickBooks
Since its introduction over four decades ago, QuickBooks has become a household name across the US. This accounting software is tailored for small businesses, simplifying complex and time-consuming financial processes. It automates invoicing, makes it easy to track expenses, and takes care of bookkeeping and tax prepping. If you sell products or services on a subscription-based model, it can even manage recurring transactions and bills. Pricing is tiered according to features and users, so you can start small and upgrade as you grow.
Hiive
If you’re a modern business owner interested in alternative financial solutions, hiive.com is your go-to marketplace for private market opportunities. On the platform, you can buy and sell pre-IPO companies while operating anonymously up to the point of transaction. This is very beneficial if you’re looking for new investments. As an issuer, you can sell your shares to investors before an IPO, helping you access liquidity. Ultimately, it’s a great tool if you want financial flexibility without relying solely on traditional funding routes.
Slack
When you work with a remote team (even a small one), it’s important to keep communications in one centralized place. Without proper thought and organization, chats quickly spread like wildfire. A conversation that started on Microsoft Teams might move to email, then text, and then to WhatsApp.
Not only is this extremely confusing, but it increases the risk of you missing important details, not to mention the time it takes to find information when you need to recall it. Slack keeps everything in one place, and it integrates with other business tools. Just remember to turn off notifications when you need to focus.
Monday.com
Juggling multiple clients can be a real headache if you’re not on top of your project management. Monday.com helps you stay organized with clear workflows for tracking tasks and deadlines. It’s packed full of powerful features and functionality, with the ability to assign things to different users, integrate other software, and set up automations. While this is all very impressive, it can feel like overkill if it’s just you and your to-do list.
Shopify
Shopify is the big name for e-commerce businesses. If you’re a small business owner just getting started selling online, there’s truly nothing better out there: it’s easy to use, relatively cheap, and scalable. It’s so simple that even beginners with no prior digital marketing knowledge can link social media accounts and set up marketing tools to track sales.
Square
Coming out on top of the pile for payment processing is Square. This point-of-sale (POS) system works for both in-person and online payments, ideal for retail stores, food trucks, and any small business taking credit card payments. While it may not be as cheap as some of its competitors, its user-friendly interface is proving a hit regardless.
HubSpot
Another massive name in the SaaS world, HubSpot is a customer relationship management (CRM) system used by almost a quarter of a million businesses. It helps manage customer interactions across platforms, automate email campaigns, and track sales from one central hub. It’s a game changer for small businesses that are priced out of Salesforce, especially if you’re generating large lead volumes and dealing with prospects.
Asana
If Monday.com isn’t for you, Asana is the next tool of choice for many small businesses. It makes it easy to assign tasks and track progress, with simple to-do lists and checklists. The free version might be enough if you’re a team of one, but the features increase with paid plans if you need more advanced workflow management.
Grammarly
These days, there is no excuse for poor grammar. Tools like Grammarly catch mistakes and suggest edits that polish your writing. You don’t need to be a skilled writer to communicate clearly. It’s a lifesaver for professional emails when you need to sound authoritative; spelling and grammar mistakes can be embarrassing and damage trust. The same goes for branded marketing material, like website copy and blog content. Simply install the extension on your browser for a hassle-free way to check your work as you write.
Zoom
While it’s always nice to do business in person, modern business needs often extend beyond borders. Whether finding new investors, developing creative partnerships, updating shareholders, or offering lead-generating webinars, Zoom is a fantastic tool that makes physical distance no barrier to doing good business. Especially since COVID moved everything online, video calls have become a standard part of running a company. One of the best new features in 2025 is the AI-powered meeting summary tool, saving you even more time with note-taking.
Endnote
Running a small business is done with careful, dedicated management, but also a wise approach to task delegation. When an app, software, or smart tool can take care of it, your time is freed up for more important, revenue-generating activities like speaking to prospects. Platforms like Hiive present exciting financial opportunities, while tools like QuickBooks, Slack, and Asana help keep things ticking over smoothly on a daily basis. Try out the ones that make sense for your business, and don’t be afraid to ditch the ones that don’t.