The Exact Tools I Would Use to Run a Streamlined Online Business
Not all business tools are created equal, and after working with coaches, agencies, and online businesses, I’ve learned that the right tool really depends on your business model. What works beautifully for a real estate company won’t always fit a coaching business. So here’s the stack I actually recommend for coaches and online service providers who want operations that just work.
Project Management
I personally love Asana. I have used Trello and ClickUp, but I prefer Asana. Honorable mention, but I do prefer Airtable as a project management tool the best.
Client Relationship Manager (CRM)
Plenty of clients use Dubsado. But generally, I think Airtable can be used as a CRM since it has an interface, automations, forms, and data.
Email Marketing
I have the most experience with Kit. But I have also used Flodesk and Mailerlite for past clients too. I think that they are all great platforms, but it depends on your business type.
Automation Platform
I have used Zapier the most. And I just started using Make. I will report back here which one I like best overall.
Funnels
Past clients have used ClickFunnels the most. And I’ve dabbled in LeadPages for myself, but I go back and forth with GoHighLevel. I think ClickFunnels I have had the most experience with, but I will come back here to leave my review soon.
Course Hosting
MemberVault, Teachable, and Kajabi have been the top tech tools I’ve seen for a lot of clients. I’ve had the most experience with Teachable.
Scheduling
Calendly and Acuity have been the most popular tech stack. I love Calendly personally, though.
Web Hosting
A lot of clients use Squarespace, WordPress, and Showit. Personally, I love Showit and WordPress those are my top platforms. I think it’s very easy to use and can be used for any business. BONUS: Showit makes a great landing page for your funnel.
If I Could Only Pick 3
Okay, I’ll just tell you, here’s the stack I keep coming back to no matter what.
First, Airtable. It’s endlessly flexible, you can build out client onboarding, project management, forms, and even a CRM all in one place. Second, Kit for email marketing. It’s intuitive, powerful, and grows with your business. And third, Asana for project management — especially if you’re running a team. When you’ve got a podcast editor, video editor, VA, ads manager, and social media manager all moving at once, Asana keeps everyone on the same page without the chaos.
Simple, powerful, and they all play well together.
At the end of the day, the best tool is the one that fits your business, not the most popular one or the one everyone in your Facebook group is raving about. What I’ve shared here is what I’ve seen work consistently for coaches and online service providers who want a backend that actually supports their growth. If you’re feeling overwhelmed by your current stack or are not sure if your tools are even the right fit, that’s exactly what I help with. Start with the basics, keep it simple, and build from there.
