Look, You Need To Do Client Outreach.
Let’s Pick Some Software So You Can Make Money.
There are lots of reasons people don’t start an online side hustle. But being intimidated by tech is the one I hear the most. I know I was!
Do you need a website?
Where do you host it?
What does hosting a website even mean?
How are you supposed to collect money the right way?
Do you need a logo??
Software companies are thrilled to tell you what you need (and that it’s their service) — that’s why there are so many options. So a Google search tends to be *overwhelming* at the least.
Going from a newb to a seasoned copywriter, I’ve found the tools you need to make money with an online service-based business are minimal and stupid simple.
Loads of people put off getting clients (and getting paid!) because they’re stuck waffling over which software to use. (Don’t be loads of people. I was loads of people. We’re gonna figure it out together.)
I’ve written this blog partly for my past self, who was stressing out over picking the “right” software. Since then, I’ve not only run my own copywriting business – I helped over several years with Sarah Turner’s copywriting course Write Your Way to Freedom. That’s 6K+ students. This stuff got talked about a bunch.
I want to help you make quick and confident decisions about what software and online tools to use. By the end of the day, I want you to know exactly what to move forward with.
We’ll cover what I’ve found to be essential, what’s not, and how to find tools that meet your needs while staying within your budget.
Picking the software and tools your business uses is a very reversible decision. Spending tons of time stressing over it (and putting off client acquisition) is not the best use of your time.
At the end, I’m also going to give you
The absolute cheapest yet most efficient tech stack I’ve come up with
A free chatbot (Sierra, your Software Matchmaker) that can help you shop for exactly what you need based on your budget AND help you set it up.
Let’s do it! Because quickly picking your essential biz tools and moving to the next step is a HIGH ROI TASK!
1. The Core Software
When starting an online service business, you don’t need a complicated tech stack. The essentials are surprisingly few and straightforward. As a newbie, I felt like someone was pulling a joke.
But nope. If you’ve got the stuff to get paid, talk to clients, handle a contract, and get them their deliverables, you’re set.
Payment Processing. An easy way to get paid and for clients to make that payment. Popular ones are Stripe, Wave, Paypal, and Venmo. Some fancier ones are Quickbooks, Freshbooks, Dubsado, and HoneyBooks.
Contract Management. CYA from the start by having a tool that you can send/sign contracts. Many tools combine contract management with invoicing, so you can handle everything in one place. Even better – there’s tools that have a contract template you can use. You’ll see things like Docusign, Fiverr Workspace, and HoneyBooks.
Client Communication. An email. Literally, just a regular old Gmail will do. Slap a custom business address on it if you wanna look spiffy.
File Storage and Sharing. Gotta be able to store and share those deliverables. Cloud storage (like Google Drive or Dropbox) works great.
This will cover the basic functions of the biz. Plus, keeping things uncomplicated makes the learning curve easier and the overall systems more sustainable (which is CRITICAL if you’re operating as a one-man band).
And remember that you can upgrade/pick new software any time. Next month. Next year. You’re not tying yourself down.
Bonus: your business peers' tech stack is a great reference point. If they’re doing similar stuff in their businesses, see what software they’re using. It’s probably relevant to what you need.
2. Sorta Essential Tools That Can Make Life Easier
You got your essentials. But there’s a few additional tools that can seriously juice up your day-to-day operations and client acquisition efforts.
A Website. Think of your website as your online storefront you build. The “website hosting” is the land you’re renting. You can get both in one place. It establishes you as a professional and provides leads with the info (like your offers, your pricing, your portfolio).
Calendar Scheduling: Amazing for consultations and meetings. Instead of back-and-forth email tag, you send a link, and clients pick a time that works for them. Many scheduling tools integrate with video conferencing.
Video Conferencing: It feels more personal than a phone call, and you can share your screen to clients.
AI Chatbot: When you’re troubleshooting tech issues or doing research, an AI chatbot can keep you from setting the laptop on fire. It’s often faster and easier than digging through Google hits.
Basic Online Documents & Spreadsheets: They’re simple, effective, and usually free. You can track it all & document it all without getting complicated.
These tools aren’t necessary to start, but they can enhance your workflow and make managing your business a lot easier.
3. Tools You DON’T Need When Starting Out
Most software is overkill when you’re just starting out. Your goal is to have the basics that’ll get a client to pay you – not to appease some business professor with an A+ client funnel and branding.
Here are some tools I’ve found you can skip in the beginning (and often skip forever):
Premium Website Builders & Web Design Services: When your business functions are basic, your website needs are basic too. And don’t hire someone just because you’re intimidated. I’ve got the AI chatbot that’ll walk you through the platform you choose at the end of this blog.
Customer Relationship Management (CRM) Software. CRMs are great for businesses handling a high volume of clients. But if you’re managing 1-10 at a time (especially if you don’t have other team members), a spreadsheet can do the job just fine. Hubspot and Monday do not need your money.
Project Management Software. But Asana and ClickUp look so sexy! Like CRMs, project management tools are OP if you’re not juggling multiple complex projects. Especially if you’re handling the business alone. A to-do list or a basic planner is just fine.
Social Media Platforms for Business. Social media marketing with content creation can be tricky and time-consuming. It demands a significant amount of content and course correcting, so it’s very hard to get a good ROI from it as a new online service business. Direct outreach and networking is easier and more effective in the early stages. I will say, though – using social media to explore potential clients and DM them can be a great way to do some of your outreach.
Accounting Software. Unless you’re dealing with a significant amount of financial data, basic bookkeeping apps or even a spreadsheet is all you need to track income and expenses. Plus, many great invoicing software have accounting tools built in.
Team Communication Tools. Trust me. If you’re not working with a team, you don’t need Slack for clients. Email will cover your communication needs.
Email Marketing Platforms. Marketing yourself via building an email list is a long-game strategy. You don’t need a dedicated platform until you’re ready to have a more in-depth funnel.
Ads. Paid advertising can be effective, but it’s also a quick way to burn through cash if you’re not experienced. Focus on organic growth strategies first.
And while not tech, I’ve found you also don’t need a logo, branding, brand photography, business cards, trademarking your business, and terms & conditions to get started.
Keeping stuff simple lets you to focus on what really matters—serving your clients and growing your business. Right now, you’re building your savings, reputation, and client base. You can always switch gears with software as you learn more.
4. Tech Traps That Love to Eat Online Business Owners
There is no right answer when it comes to picking software for your business. But there are wrong ones.
Overpaying for Features You Don’t Need. Fancy features and a slick interface are cool. But they don’t make you money. You need the stuff that directly supports you making money at this stage. And if it's free, but doesn’t move the needle forward with your goals, you’re still overpaying with your time.
Underestimating the Learning Curve. A software might be cheap, or have amazing features, but if the learning curve is more intense than the return it gives you later…it’s bad math. And you gotta honor your time/energy budget if you want this biz thing to be sustainable. As long as a software does the thing you need it to, simple is always the winner.
Not Giving Yourself A Budget. It’s tempting to think that if you just buy the best tools, premium clients and income will tag along. Then surely you’ll get clients next month to cover the credit card payment. But sticking to a budget—even if it’s zero dollars—forces you to prioritize what’s really essential. You can always upgrade later as your business grows.
Assuming More Expensive Means Better. In the same way you can extend your time frame to fit a project's deadline, you can also extend your budget based on the software's cost. Just because a tool is pricier doesn’t mean it works better than cheaper alternatives. Don’t upgrade if it’s not going to give you a better return. That’s why 7 and 8 figure companies can keep running on spreadsheets. It works.
Treating Software Decisions as Irreversible. If something doesn’t work out, you can switch tools. No biggie. Business owners do it all the time. You don’t get a prize for finding a software that serves you both as a newbie and as an expert. In fact, even with software that’s a total flop, you’ll get insights that’ll make your next decision better than if you’d never tried the flop-software.
Thinking You Did Stuff Wrong/Picked Bad Software When Tech Gets Glitchy. All tech breaks. It can and will happen. Often for no good reason. Figuring out what’s wrong and working with it is just part of the business owner grind.
I saved the best for last because I’ve gotten my foot caught in this trap WAY too often as a recovering perfectionist:
Awesome software will not fix bad business habits.
ClickUp will not make you more organized. Quickbooks will not make you better at bookkeeping. A gorgeous custom Squarespace website will not improve lazy copy.
You have to resolve bad habits and improve weak skills to make your software do what you wanted to do. Thankfully, that just requires good old fashioned reps. Practice, practice, practice.
And I can tell you from experience – once you put in the work of mastering prerequisite skills, relevant software becomes WAY more rewarding to use.
Why do you think I love AI so much?
5. The Cheapest, Highest Return, Easiest-to-Learn Tech Stack I Could Build
If there was ever a time you needed your resources, time, and energy to go the distance, it’s now: the initial business-building trenches.
If you’re on a SUPER tight budget – and you don’t have the time to work around crazy complicated or limited software – this is it.
Here’s the major qualifiers I had:
It can’t have unreasonable limits just because it’s a budget version. It’s cool Docusign is free, but if you have more than 3 new clients in a month, you’re up a creek.
It can’t be hard to learn. You’re busy. Maybe burning the midnight oil. You do not need to spend hours figuring out some free software when $5 would buy back that time.
It’s got to be affordable (duh). We can get the sexy software later when we’re making it rain.
It should be as consolidated as possible. It’s easier to have 3 platforms that do 15 essentials than 15 different platforms for 15 tasks.
Here’s the intersection I’ve found between super affordable, super effective, and super easy to learn:
HoneyBook Starter Plan + Google Account =
everything covered — $16 to $25/month
HoneyBooks Starter plan ($16/month annually or $19/month monthly)
Unlimited invoicing? Covered. Unlimited contract sending (with contract templates you can use)? Covered. All while looking super professional and being user-friendly. That alone is well worth $16-$19 a month.
I’ve explored a ton of contract/template/invoicing/payment processing tools. It’s easy to get free contract sending – with absurd limits and no templates or invoicing. Or contracts, templates, and invoicing all together – at $30+ a month.
This lets you handle all the payments and contracts you need without cobbling together your own contract, a platform to send it, and a payment platform. That’s learning the ropes of 3 different platforms and potentially working around their free limits. I’ve done it, it’s a huge pain in the butt when onboarding a client.
For the price of a Taco Bell meal, you can quit stressing about smoothly onboarding your client (e.g. paid and ready to start them deliverables).
It’s got a bunch more really useful features – so when you’re ready, feel free to look into the automations, client portal, and more that are also included in the Starter plan.
Google Account (free)
It’s a beast. Here’s just the essentials you’ll get:
Gmail (which has a bunch more cool features than you’d guess)
Google Calendar & Meeting Scheduling that connects to Google Meet video conferencing (the client meetings dream duo!)
Google Drive file storage/sharing – Documents. Spreadsheets. Forms. Slides. Calendar.
Google Sites. I was shaken to my core when I discovered it. You can create a free website. And the stuff integrates with all the Google features. It’s pretty basic, but 100% perfect for a simple starter website that features the basics of what you do, who it’s for, services/pricing, about, and contact/booking info. It’s a building block style, and they have templates. You can get exactly what you need pulled together in a day.
If you opt for the $6/month Google Workspace Business Starter upgrade, you get:
A custom business email address (so it’s sarah@checkcopywriting.com instead of sarahcheckcopywriting@gmail.com)
A custom website domain for Google Sites (so it’s checkcopywriting.com instead of genericdomain53845749.com)
24/7 customer support
Recordings for Google Meets
30 gigabytes of storage (instead of 15 on the free plan)
No excuses for moving forward now. And don’t stress about not knowing how to set it up — I’ve got you covered.
Pick Your Tools. Move On To Getting Clients. Make Money.
Starting an online service business doesn’t have to be complicated or expensive. Focusing on the essential functions in your biz (like getting paid) helps you only get essential software.
Remember, simplicity is where the magic’s at. You can always add/upgrade more tools as your business grows and your needs evolve.
Plus, future you has a much better idea of what needs upgrading than current you.
You need to save money right now, but you also need to save your time and energy – since you’re probably operating as a one-man band at the start. Use whatever tech hand-holding you need whenever you can at this stage.
And, if you need it, I highly recommend letting an AI chatbot give you custom directions while setting up these systems. It really cuts down the feelings of overwhelm and analysis paralysis. Instead of clicking around for hours “figuring it out” or endless Google searches, a chatbot can do that for you.
You tell it what you want to accomplish, and it gives you the steps. Literally, it tells you what buttons/dropdowns to click on. If it doesn’t work, you tell it so, and it does some research to give you a better next step.
To help you make confident, budget-friendly decisions, I’ve created a Software Matchmaker chatbot. Her name is Sierra – talk to her about your budget and tech needs, and she’ll do the heavy lifting of the research. You get pros, cons, and your specific questions answered.
And if you need help setting each software up, she'll guide you step-by-step. It’s like DM’ing your tech savvy friend on demand.
Making decisions quickly in your business lets you GROW quickly – and picking your core software is a major step to moving forward to getting clients and getting paid. Very high ROI. Very much worth your next block of free time.
Tell me where to send the link to Software Matchmaker GPT, and I'll ship it right to your inbox. Let’s get your core software figured out so you can move closer to the money – finding clients!