There are many amazing tools available to help you run your biz smoothly, automate processes, market your biz better, cultivate leads, save you money, spare you dozens of hours each week, & ultimately help you grow the thriving practice you’ve dreamed of. If you want to build a beautiful digital course, there’s an app for that. If you want to offer a stunning e-newsletter, there’s an app (or 50) for that. With so many options, sometimes it’s difficult to know where to start. And we definitely don’t want to see you waste your time or money on unused gadgets & gizmos.
To help you choose the right tools & services for your biz, we weeded through the masses to create an up- to-date guide of the BEST tools. This is a constant work-in-progress, meaning we will continue to update the guide as we grow more, as new tools emerge, & with your feedback. Bottom line: we are committed to exploring our industry’s offerings to find tools, apps, & services to help you run your biz like a boss.
Pro tip: we always recommend that you try out a free trial of the product you’re considering before purchasing. If you don’t see a free trial advertised, just reach out to the company & ask; it’s likely they’d love to show you a demo, let you try out the tool, & answer your questions. This is the best way to figure out if a tool will meet your needs & work for you.
To be transparent, some of these links are affiliate links, which means we may get a small commission if you purchase. This will in no way impact the price you pay. We are only affiliates for products we’ve personally used & loved. Are you loving a tool or service but don’t see it on this list? Tell us about it so we can check it out!
Squarespace is our go-to recommendation for most small biz owners who want to get a beautiful website up & running quickly. They have modern, fully responsive (works on mobile devices) templates for you to choose from. Once you have a template, it is super easy to update the content, add new widgets, and customize the styling to your fit your brand.
Our biggest critique, specially if you are creating a blog, is the limited SEO on Squarespace. If a blog will become a primary means of income for you, then perhaps consider Wordpress. If you are looking to get a basic website up that is easy to maintain, go with Squarespace.
Bonus feature: The hosting, domain, & email can all be handled through Squarespace. Trust us, that makes everything SO much easier.
Believe it or not we are not an affiliate for Squarespace, we really just think they are great place to get started.
Pricing: $12 /month billed annually or $16 month to month for personal plan. $18 /month billed annually or $26 month to month for Business plan. We recommend starting with the personal plan & then you can easily upgrade to the business plan once you get your feet wet. Pricing Details
Wix has many of the notable features of Squarespace & offers further customization & fine tuning of the interface as well as a plethora of integrations. Wix is a solid option, but for simplicity’s sake, our first recommendation would still be Squarespace.
Pricing: $11 /month for combo. $14 /month for unlimited. $19 /month for pro. Pricing Details
Wordpress was one of the first majorly utilized CMS’s (content management system). It has many bells & whistles to enable tons of customization & is the standard platform for blogging because of its SEO capabilities. But it does require some tech-savvy. If you ultimately want to have a scalable & custom-designed website built, this may be a solid option, especially if are hoping to build & monetize a blog of any sort. In addition, Wordpress offers plugins for just about anything you would want to do.
Pricing: Plans as low as $3 /month billed annually for blogger plan. The premium plan $8 /month billed annually is loaded with most of the essential features yo will want. Pricing Details
If you are looking to register a domain or hosting, any of theses options (& there are many more) will work just fine. Personally, we use GoDaddy. They have a ton of support documentation & their interface is pretty easy to navigate. We use Firebase for hosting, but would only recommend Firebase if you have development experience.
Friendly reminder: if you’re using Squarespace you can handle all of this extra domain stuff directly through them!
Pricing: Domains price can vary, but typically a domain can be registered for a little as $20 a year. Domains with popular words or less characters usually cost more. Hosting can also vary, but typically can cost less then $100 a year (most sites also offer deals when you combo domain + hosting.)
Canva is a super-friendly design tool for non-designers. They have tons (like A LOT) of templates for business cards, flyers, infographics, logos, resumes, etc. that you can use as a starting point. They are even beta-testing some presentation templates right now, which look really cool. I (Danielle) have used them numerous times to make beautiful handouts for my nutrition practice.
Pricing: Free! Though adding certain images or assets may be an additional fee. They do have a Canva for work for $9.95 per user / month, but for most use-cases you would not need this. Pricing Details
People often ask us, “what tools do professional designers use?” If you are looking to use the industry-standard tools for design we recommend checking out Figma or Sketch (Adobe also has a suite of tools but those are pricey & not necessary for most use-cases). Sketch may be more popular but Figma is incredible (& free!). Everything we design for Healthy Work is done via Figma. Just be aware that Figma is not designed for non-designers (remember to check out Canva for a more friendly option!). If you’re highly motivated to learn how to use Figma, there are many Youtube series that can teach you the basics.
Pricing: Figma is free (they do have other plans but you don’t need them). Sketch is $99 a year.
Looking to have a real designer customize something just for you? 99designs crowdsources from a collection of designers to create dozens of design concepts for you to choose from. This is a really convenient & affordable option for when you want to see different variations (like in the case of creating a logo).
Pricing: What you pay depends on what you are looking to have created. For each item there are different pricing tiers based on how many design concepts you want & the experience of designer.
Need a photo, but don’t want to worry about copyright & all that jazz? Unsplash has a ton of free, authentic-looking photos that are not overly “stock”. These can be great to use for your website, newsletter or social media, especially if you’re not ready to drop a bunch of $$$ on custom photography.
The Noun Project is the first place we go when looking for an icon. They have one of the largest collections of icons that can be exported as an image or vector. This makes it easy to change colors, size, & use on any medium.
Pricing: $2.99 per icon for royalty-free license. Or you can download for free if you attribute the creator. They also have a pro account for $39.99 if you want unlimited access to icons.
Envato has a massive library of stock assets including fonts, graphics, videos, photos & just about any asset you would ever need. We use this service a ton! In our opinion, Envato is a must when you need to churn out assets weekly.
Pricing: $16.50 /month for unlimited downloads. Pricing Details
Looking to get some business cards or other printed materials printed? Moo has a very simple interface to make getting things printed easy peasy. Vista Print, StickerMule (this is where printed our brusselin sticker!), & Custom Ink are also other great options for stickers, t-shirts or any other swag you need to print.
Pricing: varies depending on design elements, material quality, order quantity, etc.
This a wonderful must-have add-on for Google spreadsheets. YAMM (for short) allows you to send bulk emails from a spreadsheet. For people getting started with sending emails this is where we recommend you begin. Why? YAAM allows you to self-manage & do things in a way that are already familiar. Here’s how it works. 1. Write an email in Gmail. 2. Go to a spreadsheet where you have collected emails (for example, if you use a form to collect emails on your website and have them connected to a spreadsheet) and 3. send. When you are managing a small list of emails (1 - 100), this is a great place to start. Once you are ready for more bells and whistles, then we recommend moving to a more sophisticated email platform, such as Mailchimp or ConvertKit.
Pricing: You can send up to 50 emails for free. They have a great referral program where you can invite someone & both you & your friend will receive an extra +50 emails per day. Alternatively you can upgrade you account to send more.
Mailchimp is an (awesome) email marketing tool. If you ever want some marketing inspo, take a look at what Mailchimp is doing. They seriously know their stuff & are well respected in the marketing world. We have used Mailchimp in a number of professional settings to create some beautiful one-time & recurring email campaigns. If you want to create a stunning weekly or monthly e-newsletter, we recommend Mailchimp.
Pricing: They have a free account which will give you the basics to get started. For $10 /month you can get their grow plan with all the features. Pricing Details
ConvertKit is another email marketing tool & it has exploded recently. We have not personally used it that much, but it is too popular right now (& seemingly well-loved) not to mention it. How is it different than Mailchimp? Mailchimp focuses on creating beautiful, highly formatted, newsletter-like emails, while ConvertKit is focused on plain text-like emails (which are believed to perform better). For us, this does make ConvertKit appealing. In general, we have found ConvertKit a bit easier to learn & understand than Mailchimp, but have not used it for a major campaign...yet. If your goal is converting potential leads, we say give this ConvertKit a shot. If your goal is to do a monthly newsletter or highly visual marketing campaign, then Mailchimp is the way to go.
Note: We believe ConvertKit’s growth & popularity are largely due to the fact that they have an amazing affiliate program (we are not an affiliate because we honestly haven’t used it enough to endorse). They pay out 30% commissions for everyone a publisher refers, forever. That is pretty phenomenal. By no means are we saying it’s not a great product, but just know there is a lot of motivation for influencers to sell it to you.
Pricing: Starts as low as $29/month for up to 1,000 subscribers & cost increases based on how many subscribers you have. Pricing Details
If you want to have a robust social media marketing strategy, you’ll probably want a content scheduling tool. One option is CoSchedule, a collaborative social media management tool that makes it easy to schedule posts, analyze performance, & manage all of your content & accounts in one place. Their automated social re-sharing feature is a fan favorite, & they also integrate some handy project management features such as a Kanban project dashboard.
Pricing: Their individual plans for solopreneurs & bloggers range from $0 - $40 / month. For multiple users, you’ll have to pay for one of their biz plans. Pricing Details
Hootsuite is another popular option for social media scheduling & management across all of your social media platforms. It has a lot of features but TBH, in the past we found it a little clunky (although it has been several years since we’ve used it professionally).
Pricing: They have a limited free plan & offer free trials of several of their paid plans. Basically, more accounts, more users, more features = more money. Pricing Details
Later is an Instagram scheduling tool. It’s a handy time-saver for anyone using IG in their business because it allows you to batch-schedule posts & then it auto-posts for you throughout the week, month, etc. While we don’t necessarily recommend scheduling everything or scheduling too much in advance (IG is about real-time & authenticity!), batch-scheduling some posts can be a major life-saver. Seriously, you should give it a try.
Pricing: Their most basic plan is free & it’s a terrific way to see if batch-scheduling works for you. For more advanced options, you can choose their plus plan at $9/month or their business plans which start at $19/month & have a bunch of extra features. Pricing Details
If Pinterest is a big part of your marketing strategy and/or drives a lot of traffic to your site, then consider using Tailwind to automate your Pinterest activity. Basically, Tailwind is a tool that can help you discover relevant content, schedule posts, monitor conversations, collaborate with other pinners, amplify reach, & analyze results on Pinterest. It’s a major time saver for anyone who typically spends a lot of time on Pinterest in their biz (check out their smart pin looping feature!). We’re not as familiar with their Instagram offerings, but that’s worth checking out, too.
Pricing: Their account for bloggers & small businesses is $10/month. Pricing Details
Typeform creates beautiful forms & surveys. It’s easy to fill them out & they have an assortment of templates, themes, & customization features to make the perfect form for your use case, whether that’s registration for an event or webinar, quizzes for your clients, market research, etc. Typeform even offers built-in Google Sheets & MailChimp integrations.
Pricing: basic plan is free! It includes up to 100 responses per month. Their Pro plan starts at $30/month. Pricing Details
Did you know we have podcast coming out this year? We explored several different podcast hosting tool options when starting our podcast, & narrowed them down to Buzzsprout. Libsyn & Soundcloud are also popular options. Stay tuned for more about our experience using Buzzsprout!
Pricing: They have a free version that’s useful for learning the tool & comparing it to others, but if you’re planning to invest in podcasting longer term, you’ll probably want to start with one of their paid plans that hosts episodes indefinitely. These plans start at $12/month. Pricing Details
If you are looking to create courses that you can sell online, Teachable is a very popular course-building tool. Side note: if you already use PracticeBetter, they also have the ability to create programs (fixed dates or evergreen!) within their platform so that’s another great option to consider. (P.S. Thinkific is also a great course builder to consider.)
Pricing: Basic plan starts at $29 per month billed annually or if you would like no transaction fees & more bells & whistles they have a professional plan for $79 per month billed annually. Pricing Details
We have used Treehouse to learn some design & coding basics & loved it! They have amazing videos that explain the concepts to you, so if you’re like us & learn so much better when you can see & hear from a real instructor, you’ll probably really like learning with Treehouse. They also have fun challenges & quizzes to test out your knowledge as you’re learning, which we like.
Pricing: Self-guided courses for Treehouse start at $25 /month or you can earn a “tech degree” for $199 /month. Pricing Details
We’ve also benefited from taking in-person General Assembly classes here & there. These are a network of skills-based professional development classes & workshops offered around the country at reasonable rates on topics ranging from coding, design, digital marketing & product development. They now have some online course offerings as well. Take a look at the course offerings in your local area to see if something stands out!
Pricing: varies based on class, location, etc.
In our opinion, Google’s suite of products is your digital biz foundation. From email, hangouts, documents, to polls, Gsuite offers you all the essential tools you need. We recommend getting a professional version. Pro tip: don’t use your personal email for you biz. It’s definitely worth investing in a separate email address. Pro tip x2: If you are using Squarespace, you can get Gsuite Business for free for the first year.
Pricing: Basic is $5 user / month or Business for $10 user / month.Pricing Details
Recently, we've started using Notion to manage our business. So what exactly is Notion? The official tagline reads, "The all-in-one workspace for your notes, tasks, wikis, and databases." People are comparing it to a mash-up of Google Docs, Evernote, Trello and Todoist. We have covered its functionality extensively in this blog post.
Pricing: Free to start! $4 to $8 / month per user for more bells and whistles. Pricing Details
Having a streamlined way to manage your to-dos, timelines, & planning is a must. Once you start having multiple work streams it can quickly become overwhelming to stay organized & on-task. Asana, Basecamp, & Trello are all great options to manage tasks & communication for projects. Asana is great if you are just looking to manage a checklist or want to use a Kanban board to manage your workflow. Basecamp is more sophisticated & really only necessary if you have a team of people working together. Trello is the most simple of the three with a very distinct Kanban-style approach, but we absolutely love it for certain types of projects, personally & professionally. In the past, it’s been a super helpful way for us to manage large quantities of ongoing content pitches, creation, & delivery at an organization-wide level.
Pricing: Asana has a free account for small teams which will most likely do just about everything you need. Upgrade to premium for $9.99 per user, per month billed annually. Basecamp is $99/month total for unlimited users. Trello is free or upgrade to $9.99 per user per month billed annually.
Airtable is essentially a really awesome spreadsheet. It has the power of a database, but functions as a spreadsheet, which makes it really manageable & easy-to-use. It can be customized in so many different ways for your exact use case. We use it as as our database for questions used in our app, StudyFor.
Pricing: You can get started for free. For $10 user / month billed annually you get an increase 5,000 rows. Pricing Details
Zoom is a video conferencing tool we use often. They have focused on building a product that has a reliable connection, which TBH is probably one of the most important aspects of a video webinar or any other video call. While Google Hangouts or Skype can be used for similar purposes, they tend to be a bit unreliable which can be frustrating when meeting with clients, collaborators, etc. Zoom can also be HIPPA-compliant, while Skype & GH are technically not. Side note: if you’re already using Practice Better, you can use their HIPPA-compliant video conferencing to meet with individual clients.
Pricing: For most, the free option will work, but you can upgrade to pro for $14.99 /month per host. They also have add-ons ons, including Video Webinars (which we use!) starting at $40/mo. Pricing Details
There are so many great note taking apps, but we recommend choosing something that allows you to manage quick notes as they come up. Evernote has all the bells & whistles to manage your notes in detail. Bear & Simple offer a more simple approach to note taking (almost like a file of searchable, digital sticky notes) and is what we prefer to use, especially since we utilize other tools for more advanced project management.
Pricing: Evernote is free or upgrade to premium for $7.99 /month. Bear is $14.99 annually, but has a one-month free trial. Simple is free. Pricing Details
Dropbox is a great storage option & backup system for all your files & data. We have been using it for years. While we utilize storage via a number of different tools, Dropbox is our primary archive where everything we want preserved long-term ends up. Pro tip: be sure to download the native app on your computer, which will make it a whole lot easier to drag & drop files.
Pricing: You can get started for free but for $9.99 / month (or $99.00 / year) you get 1TB of space which should be more than enough for most. Pricing Details
Both options are basically the same, but we prefer 1Password because of its simple, easy-to-use interface. Managing your passwords in as secure way (don’t keep these in a note on your phone or in your desk!) is a must. 1Password will create complex passwords (no more using “password1234”) & save them securely for you. You can easily retrieve the passwords wherever you are via the Chrome extension & native app.
Pricing: Both options are about $3 /month.
There are certainly endless ways to communicate digitally, but Slack is becoming the industry standard for internal (i.e. non client facing) communication. We love it. Like a lot. In fact, we use it every single day & have for years. It eliminates all those unnecessary back-and-forth team email convos that end up clogging up your inbox & getting lost in the shuffle. It is super easy to create different channels for different topics that are relevant to our team. For example, we have a channel dedicated to marketing, design, sales, & development to help manage the multiple streams of communication. You can also integrate other apps, like Google Calendar to receive notifications inline (i.e. a calendar event can be posted directly in Slack).
Pricing: The free account will work for most use cases. (They do have paid plans starting at $6.67 per users. ) Pricing Details
For use cases that don’t require a sophisticated client management/booking system, Calendly is a terrific way to schedule meetings without the back-and-forth emails. It has all your must-have calendar integrations (Google, Outlook, Office 365 & iCloud) so you’re never double booked!
Pricing: Basic Plan: free, Premium Plan: $8 per user/month. Pricing Details
Most small businesses will likely start as an LLC & will need to get an EIN. Before using one of these legals services, we recommend you do it yourself via you state business bureau. It’s usually pretty easy & more affordable. Once you have your LLC you can register for your EIN (for free) here. For general legal needs using a commercial service (like Legal Zoom & Rocket Lawyer) typically works just fine. If you’re looking for basic documents to get your LLC set up or looking for a particular legal document these sites are a great place to start.
Pricing: Totally depends on what services you require.
Every site has (or should have) privacy, terms, & disclosures. These can be easily created for a much more affordable price using Termsfeed.
Pricing: Varies based on document but typically between $50 - $100. Pricing Details
Getting a biz bank account is usually one of the first & more painful tasks required to get things up & running. Luckily, Azlo makes this process super easy by handling everything online (including the application!). They offer many standard banking features & there are no hidden fees (you can learn more about how they make money in their FAQ, which was our first question). The only downside is that there are no brick-and-mortar locations & perhaps a slightly more limited menu of features compared to a more traditional bank. But if your goal is basically to accept payments for your biz online, Azlo is the way to go.
Square is a pretty straightforward option for receiving payments. It has an easy-to-use interface & integrates with a variety of apps (including Practice Better!). Using Square makes it easy to see what $$$ is coming into your biz, & makes sending invoices to clients is simple. You just pay a transparent 2.9% + 30¢ per invoice when customers pay with credit or debit online
Pricing: You can find a detailed breakdown of transaction fees here.
We use Stripe for accepting payments on products we’ve created, such as StudyFor. It requires slightly more technical prowess to use & set up but can be integrated with any type of payment flow.
Pricing: 2.9% + 30¢ per successful card charge. Pricing Details
Come April, Uncle Sam will require his cut. Having all your expenses & income managed in one spot will make it so much easier when doing your taxes (or sending to your accountant to do). Quickbooks is the easiest way to go.
Pricing: Get started for $20 /month (You get the first 3 months for $10). Pricing Details
You probably noticed that we referenced Practice Better frequently throughout this guide. And for good reason. Practice Better is an incredible tool that our founder uses in her nutrition biz for all things related to electronic records, forms, session notes, client management & communication, service scheduling, telehealth, & more. It’s basically a one-stop shop to manage your entire practice, offers some handy integrations with other tools you’re probably using, & is completely cloud-based. If you’re a nutrition professional, you should definitely check it out.
Pricing: You can try it out for up to 3 clients free. The professional plan is $45/month & you can pay more for additional features, storage, etc. Pricing Details
Fullscript is an online dispensary platform that gives health practitioners free access to the industry's largest catalog of professional-grade supplements. You can personalize prescriptions, automate refill reminders to clients, customize your patient landing page to match your practice’s branding, & more within the platform.
That Clean Life is hands-down the best meal planning tool in the industry, but is a bit pricey. If you create custom, individualized meal plans in your practice, you probably understand the value & immense time-saving capabilities of a tool like this. Their customer service is also impeccable.
Pro tip: check out That Clean Life’s content marketing via their blog & social handles; they have some great free resources.
Pricing: Do a free demo first! Their standard individual plan is $90 / year; business plan is $600 / year. Pricing Details
Have more to add to the list? This is a living list & we want to keep updating it with the latest & greatest as we learn & use more tools together. Join our Facebook Group to share what tools you use.
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