5 Apps Every New Entrepreneur Needs to Use: And Our Favorite Business Apps

Updated: Nov 13, 2020

Have you ever wished you could peek into the future to see what systems worked for your business?

Are you tired of creating free trial accounts to determine if that’s the right app for your business?

In this article, I’ll show you the 5 apps you need to use to launch your business so you can organize your work and manage relationships with your customers.

Apps you need to manage your work

When launching your new business, you think about setting up an email and a social media account. But after you take those steps, you need to select the right apps to turn your idea into an organized revenue-creating machine. Before you choose apps for your clients, let’s get your thoughts and processes organized.

Project Management App

Helps you manage your different projects simultaneously and organize your deadlines, milestones, and deliverables. Find an app that lets you organize your to-do-list, create monthly and yearly goals, let’s you see your progress and your team’s, and allows you to make comments and upload documents, so everything is in one place.

Our Team’s Favorite:

  • Asana 🥇 - allows you to create different private (for your eyes only) and “public” projects to share with your team. We love it because you can set up projects in Calendar, Board, Timeline, and List view.

Bookkeeping App

Send invoices, bill your clients, and manage your business expenses by maintaining up-to-date information on your business income. Get an app that connects to your business account and lets you reconcile your transactions.

Our Team’s Favorite:

  • Freshbooks 🥇 - we love that you can set up your yearly budget and how easy it is to upload receipts on the phone app. We might manage our client billing and contracts on Honeybook, but Freshbook integrates with almost every other app, so our bookkeeping happens on Freshbooks.

Honorable mentions:

  • WaveApps - the free version is great for consultants, freelancers, and creatives.

  • Wingspan App - perfect for female freelancers that are also looking to enroll in benefits.

Apps you need to manage your client relationships

After you have the tools to organize your work and create a system to track the work you are going to be doing for your clients and the day-to-day operations of your business then it's time to set up the apps you need to manage your clients. Remember that customer service doesn't end in the sale. The following apps will let you spend more time building relationships, and less time writing one-sentence emails.


Book phone or virtual calls and appointments with clients and contractors by allowing them to check their schedules and reducing the back and forth emails. Find scheduling apps that connect with your business calendar and block unavailable times. Make sure you connect your video conferencing app to let calendar invites add a video conference link.

PRO-TIP: Most scheduling apps are free, but you can pay a small monthly fee to bill your clients and create a checkout page when they book a specific appointment type.

Our Team’s Favorites:

  • Calendly 🥇 - we use Calendly every day! Some of our favorite features include your free personalized page, creating different types of meetings, how it syncs to our Google Calendar, meeting reminders, and being able to ask folks questions before they book a time.

Honorable Mention:

  • Acuity Scheduling - great free version.

  • Honeybook - if you use this CRM (see below), you can also use their new scheduling features.

Client Relationship Management

Maintain your clients, contacts, communications, and leads in one place and build a sales pipeline to you know who is ready to become a client. You might want to start with a free version, but a CRM that works for you is one of the best investments you can make from the beginning. Find a CRM that allows you to send proposals, contracts, set up billing, track work hours, and manage client communications.

Our Team’s Favorites:

  • Honeybook 🥇 - get almost every app we mention in this article with Honeybook. The app lets you send, sign, and manage your contacts; create a sales process; “light” bookkeeping; bill clients; schedule appointments; track hours; create tasks, and automate your processes.

Try Honeybook for $1/month for 6 months with my referral link.

Honorable Mention:

  • HubSpot: the free version is excellent for new entrepreneurs.

Pro-Tip: Even if you decide to use another CRM, make sure you check out HubSpot Academy for free certifications and business courses.

Contract Signing

Send contacts to your clients, turn documents into fillable forms, and keep your official records in one place. Find an app that lets you send contracts directly to your clients’ emails and sends a copy once it’s signed.

Our Team’s Favorites:

  • Honeybook (for clients) 🥇 - when you send a proposal to a client, you can also set up payments and add a contract. Their contract templates are great for all businesses.

  • HelloSign (for contractors) 🥇 - the free version allows you to send up to 3 contracts per month. Our go-to app to sign VA contracts and guest blog speaker contracts.

Now that you set up the right apps, looking for a fun way to customize your office or show your clients some love? Sticker Mule offers custom laptop stickers​ for every business. Check them out!*

Paulette Piñero is the owner of LEAD Media LLC, a leadership coaching and management consulting firm that helps professionals of color get the confidence and skills they need to take the next step in their careers.

*Affiliate links.

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