The Solo Business Tool Stack
This blog summarizes learnings from The Future is Freelance Forums. These forums are where stakeholders from all levels of the freelance ecosystem (freelancers, agency leaders, coaches, platform CEOs, enterprise leaders, etc.) come together to surface and solve the biggest problems facing independent work. These summaries serve as a place to house our collective wisdom on these topics. As such, I want to credit everyone who attended this forum for these insights.
I had the pleasure of hosting another Future is Freelance Forum focused on tools and technology. We brought together tool leaders, freelancers, consultants, and solo business owners to dig into the real question: What tools are actually moving the needle in our businesses?
What emerged was a fascinating conversation that went far beyond software recommendations. We discovered that the most powerful "tools" aren't always digital and that our biggest challenges often aren't about finding the right app, but about using our tools strategically while preserving our most valuable asset: our brains.
The Human Tools That Matter Most
One of the most profound insights came early in our discussion when Sean shared that his network was his most powerful business tool. But he took it a step further, introducing us to the concept of a "personal board of directors," 5-10 people you can turn to when you need to be "scraped off the ceiling" or when you're wondering if an idea is completely nuts.
But your network serves another crucial function: it's your personal sales team. As Ben (from Full Scope) pointed out during our discussion, having a good system for tracking network relationships can make your connections "100 times more valuable" because you're able to leverage them strategically.
This is where digital tools become essential for managing human relationships. A good CRM isn't just about tracking clients, it's about remembering when you last spoke to that potential referral source, noting what projects they mentioned they might have coming up, and setting reminders to follow up when they said they'd be ready to work with someone like you. Whether you use HubSpot, build something custom in Notion, or even maintain a well-organized Google spreadsheet, the key is having a system that helps you nurture relationships before you need them. As one participant noted, "so many opportunities slip through the cracks" without a systematic way to manage your network.
This resonated deeply with everyone. The tool we need most isn't an app, it's humans who can sing our praises, watch for the right opportunities, bring us back to ground zero, and remind us we're worth the fight, especially during the inevitable challenging periods of solo business ownership.
The Adoption Challenge: Yours vs. Theirs
A significant portion of our conversation centered around a universal freelancer dilemma: Do you use your tools or your client's tools?
Rachel, a product designer, highlighted this perfectly: "I find that clients generally just want you to use what they use. And so it creates duplicative work sometimes." She described having to translate her detailed scope from her preferred tool into her client's project management system, essentially doing the same organizational work twice.
The consensus? It depends on your negotiating power and the specific situation. Some strategies that work:
- For tools with export capabilities: Use your preferred tool internally, then export data to integrate with the client's system
- For simple communication: Many found that a weekly meeting with a shared agenda document often worked better than forcing tool adoption
- For client-facing collaboration: Tools that don't require login credentials (like published Notion pages) have much higher adoption rates
The Personalization Paradox
One participant shared a key insight about why certain tools work for some people and not others: "I like to personalize everything and make it very specific to me. So if software doesn't allow that, I just get frustrated and give up."
This sparked a broader discussion about the double-edged sword of customizable tools like Notion. While they can do almost anything, they require you to be a "tool person," someone who enjoys the setup and customization process. For others, this flexibility is overwhelming rather than empowering.
The takeaway? There's no one-size-fits-all solution. Your neurodivergence, learning style, and personal preferences all play a role in which tools will actually stick.
Learning Curves and Billable Time
Rachel shared a strategy that many found intriguing: learning new tools on billable time. Her approach is to mentally build in extra time when first using a new tool or feature with a client, knowing that the initial learning curve means lower hourly efficiency. But within a few weeks, she's not only caught up but often more efficient than before.
"I kind of eat it a little bit up front to deal with the learning curve, and then I know that within a couple of weeks, that'll speed me up enough to both make up for it, if not make my hourly rate even better."
This contrasted with Caitlyn's approach of taking quarterly "business retreats," booking dedicated time away to work on the business rather than in it, including tool evaluation and setup.
The Real Wish List
When we analyzed what people actually want from their tools, some interesting patterns emerged:
Not Just Task Management, But Project Management: Many tools help you track tasks, but fewer help you actually manage projects end-to-end.
Tools Priced for Solo Businesses: The frustration with having to choose between limited free versions and expensive enterprise plans came up repeatedly.
Better Integration: The desire for tools that play well together, or all-in-one solutions that reduce tool sprawl.
AI Agents and Assistants: Not just AI for content creation, but AI that can actually handle business processes and decision-making.
Human Resources: Coaches, virtual assistants, project planners, and people to handle client acquisition topped many wish lists.
The Comprehensive Tool List
Based on our forum discussion and pre-event survey, here's what solo business owners are actually using and recommending:
AI & Automation
- ChatGPT/Claude
- Gemini
- Midjourney
- Zapier
- Reclaim.ai
- AI note-taking tools (Otter.ai mentioned specifically)
Project Management & Organization
- Notion
- Asana (with unicorn celebrations!)
- Trello
- ClickUp
- Monday.com
- Sunsama
- Microsoft Planner
- Google Sheets (the reliable fallback)
Time Tracking & Financial Management
- Harvest
- Toggl Track
- QuickBooks (with cost concerns)
- Wave
- Clockify
- Tick Tick
Creative & Design
- Figma
- Adobe Creative Suite
- Affinity Suite
- Canva
- Whimsical
- Miro
- Visio
Client Management & CRM
- HoneyBook
- HubSpot
- Mimiran CRM
- Airtable
- Calendly
- Notion (customized)
- Simple Google Spreadsheets
Communication & Collaboration
- Slack
- Microsoft Teams
- Zoom
- Google Workspace
- Outlook
Specialized Tools
- SE Ranking (SEO)
- Squarespace
- Grammarly
- Boomerang for Gmail
- Papaparse (CSV processing)
- Scribe
- LinkedIn Premium
The "Analog" Tools That Still Work
- Physical notebooks and planners
- Post-it notes
- Good old-fashioned to-do lists you can cross off
The Human "Tools"
- Personal board of directors
- Networking groups
- Good accountants
- Virtual assistants
- Business coaches
- Freelance peer communities
Moving Forward
Throughout our discussion, a meta-theme emerged: How do you use tools to preserve your brain power for what matters most?
Whether it's using Zapier to automate routine tasks, having a CRM that remembers networking conversations so you don't have to, or using time-tracking tools that help you understand your true capacity, the best tools are the ones that free up your mental energy for higher-value work.
The most successful solo business owners aren't necessarily using the most tools; they're using the right tools strategically. They understand that adoption matters more than features, that humans are often better than software for certain problems, and that the best tool is the one you'll actually use consistently.
Want to join the next conversation? Click here for information on the next Future is Freelance Forum.