My Go-To Tools: A Deep Dive into My Tech Stack
In today’s world where many businesses are online, technology is the backbone of how many service-based businesses like mine run smoothly and deliver great client experiences.
There are a few key tools that have transformed how I manage my business. Together, they make up my tech stack: Dubsado, Google Workspace, Zapier, Kit (formerly ConvertKit), Airtable, and more.
In this post, I’ll walk you through each of these tools and show how they work together to boost my productivity, simplify my processes, and enhance the client experience.
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Dubsado: Client Relationship Management
At the core of my tech stack is Dubsado, helping me manage client relationships with ease. It allows me to automate tasks, so I can focus on providing personalized services while ensuring every client feels valued. One of the reasons I love Dubsado is its ability to streamline almost every part of my business, from onboarding to invoicing.
Proposals, Contracts and Invoices: With Dubsado, I can create a seamless booking process for my clients. Sending out proposals, contracts, invoices and onboarding clients is incredibly easy with workflows and pretty much a completely hands-off process. I can even automate follow-ups via workflows to ensure clients never miss a deadline. 🎉
Client Onboarding: Dubsado’s customizable forms and questionnaires make it easy for potential clients to provide the necessary information before their project starts. This helps us get started quickly without the back-and-forth emails.
Communication: With Dubsado’s workflows, my clients receive automated emails with updates throughout their project without me having to manually send each email.
Client Portals: This feature allows clients to log into their own portal to review and submit forms, and access important project details. It gives businesses a professional edge and provides clients with an organized and transparent experience. I don’t use the portal with my clients because I point them to Google Drive, but for many of my clients this is a key feature of Dubsado.
Google Workspace: Email, Video Conferencing, Calendar, File Storage
Google Workspace (formerly G Suite) is my central hub for productivity and communication, helping me stay organized and connected. It’s more than just email, it’s how I manage my calendar, meet with clients, manage tasks, and store and share files.
Gmail: Having a professional email address is crucial. When you’re running a business, using a domain-based email like "info@yourdomain.com" helps you come across as a professional (yes… people won’t take you as seriously if your email is mybusiness@gmail.com). Gmail’s intuitive design and seamless integration with other Google apps make it my top choice for communication.
Google Meet: While I’ve used Zoom in the past, I’ve transitioned to Google Meet for video conferencing because it’s included in my Google Workspace subscription, saving me an extra fee. Plus, it integrates smoothly with all my other Google apps and even Dubsado’s appointment scheduler.
Google Drive: I store all my business documents on Google Drive, ensuring they are secure and easily accessible from any device. I also use it with my clients as a type of portal, creating project folders for each of them to store all their files.
Google Calendar: This is how I manage my schedule. Whether it’s client meetings, project deadlines or my kids sports, everything’s neatly organized so that I’m never double booked.
Google Docs: It allows me to create, share, and edit documents in real-time with clients. Instead of sending multiple versions back and forth, we can work together seamlessly on a single document.
Google Tasks: Google Tasks helps me manage to-dos, and stay on top of smaller action items without needing a separate task manager. I can create tasks, set due dates, see the tasks in my Google calendar and check them off as I complete them.
Zapier: Automation Software
Zapier is the glue that connects all my favorite tools. With Zapier, I can automate tasks that save me hours when I sign a new client. It handles all the behind-the-scenes data transfer between different platforms, which means I spend less time on manual tasks and more time on what matters: serving my clients.
Automating Tasks: I’ve set up a Zap that transfers data from Dubsado to Google Drive, Gmail, Airtable, and other apps as part of my client onboarding process. These Zaps ensure that many of the manual steps I was taking - like creating project folders or copying Google Docs for each new client - are done automatically, without needing to lift a finger.
Reducing Errors: Zapier helps reduce the risk of human error by automating tasks for me. By letting Zapier handle these repetitive tasks, I can focus on higher-level strategic work for my business.
Kit (formerly ConvertKit): Email Automation Software
Kit (formerly ConvertKit) powers my email marketing, helping me stay connected with my audience and nurture client relationships over time. Email marketing can seem overwhelming, but Kit simplifies the process with intuitive automation and a clean interface.
Freebies: I use Kit to send out free resources to people who sign up on my website. These lead magnets help grow my email list while providing value to potential clients.
Email Sequences: With Kit, I can create email sequences that send out relevant content over time. Whether it’s a welcome series or a template purchase sequence, these emails help keep my audience engaged.
Automation: Kit’s automation features save me time by handling repetitive tasks, like assigning tags to subscribers based on their activity. This ensures that each subscriber receives the right content at the right time, enhancing their experience with my brand.
Airtable: Data Management
Airtable is a powerful database tool that helps me keep all my business data organized. Even with a free account, Airtable provides more than enough functionality to keep track of key information across all areas of my business.
Note: I use the free version, I can do everything I want without the paid plan.
Data Tracking: I use Airtable to track leads, client payments, reviews, and even my YouTube video content. It’s my one-stop shop for business data, keeping everything in one organized space.
Interfaces: With Airtable, I can create interfaces that give me a snapshot of my business financials, plus other key metrics. These customized views help me stay on top of important metrics without having to dive deep into spreadsheets.
Squarespace: Website Builder
Squarespace is my go-to platform for building and maintaining a professional website. It allows me to showcase my brand beautifully without needing to know how to code.
User-Friendly: Squarespace’s drag-and-drop interface makes it easy to create and update my website, even if you’re not a tech expert. I can add new blog content, tweak layouts, and update my website pages with just a few clicks.
Beautiful Designs: Their library of templates is professional and visually striking. I love how customizable they are, allowing me to tailor the design to fit my brand perfectly. Whether I need a sleek homepage or a blog layout, Squarespace has me covered.
Canva: Design Software
Canva is my favorite tool for creating eye-catching graphics for my blog post or Pinterest, marketing materials, and social media content. With its easy-to-use design interface, I can create professional-looking materials without needing a graphic designer.
Templates: Canva offers a library of templates for just about any design project: service guides, social media posts, blog graphics and more. I can customize these templates to match my brand colors and style, making the design process quick and fun.
Brand Consistency: Canva allows me to maintain brand consistency by saving my brand’s colors, fonts, and logos in one place. This ensures that everything I create looks cohesive and professional.
Asana: Project Management
I don’t use project management software on a day-to-day basis. For the few tasks I need to remember, write down blog post ideas, and more - I use Google Tasks.
However, during client projects, Asana is essential for keeping me on track. It helps me ensure that I’ve checked off every task and haven’t missed any important details.
Note: I use the free version
Customizable Templates: I’ve created a template in Asana specifically for setup projects. With every new client, I can quickly implement this template to make sure all tasks are completed, from onboarding to final project delivery.
Task Management: Asana helps me break down the setup process into manageable steps. I can track and prioritize tasks, and stay organized, even when juggling multiple client projects.
Loom: Video Creation & Editing
Loom is my go-to tool for recording and editing YouTube videos and to quickly create short, informative videos for my clients.
Because now Loom has an AI feature, it allows me to edit videos by editing the text transcript, saving me tons of time.
It’s also the perfect tool for walking clients through their Dubsado setups and other processes without needing a live call.
Efficient Editing: Instead of manually cutting and trimming video files, I can edit videos by simply editing the transcript. This makes video creation much faster and easier.
Client Walkthroughs: Loom lets me record detailed walkthroughs of a client projects. These videos serve as a mini guide or SOP that clients can refer back to whenever needed.
One-Take Videos: One of my favorite features is Loom’s ability to pause recordings mid-way, so I can create polished, one-take videos even when I need to pause in between takes.
Fast and Convenient: Loom’s simplicity makes it quick to create and share a video with a client. I no longer need to schedule meetings for every minor update or explanation.
Stripe: Payment Processing
Stripe is my trusted payment processor. It allows me to accept payments securely from clients while providing them with a seamless experience.
Stripe takes about 2.9% off each transaction and yes, it adds up. But having a way for clients to pay easily and quickly, means that I’ve signed more clients overall - so it has paid for itself.
Easy Payment Process: Stripe simplifies the payment process for my clients, offering a secure platform for them to pay for services.
Integrations: Stripe integrates seamlessly with Dubsado, so my clients can pay directly through their Dubsado invoices without having to leave the platform. This creates a smooth, professional experience for them and saves me the hassle of manual payment tracking.
Secure Payments: Stripe offers built-in security features like fraud prevention and encryption to ensure client payment information is protected.
Stripe Checkout: With Stripe’s hosted checkout page, clients can pay for my Dubsado templates directly through a beautifully designed, secure interface, ensuring a smooth payment process from any device.
TL:DR
As a solopreneur, my tech stack is key to running a smooth and efficient business. I rely on a variety of tools to streamline processes, save time, and deliver top-notch client experiences.
Dubsado: My go-to CRM for automating client onboarding, contracts, invoicing, and project communication.
Google Workspace: Centralized platform for email, video conferencing, calendar management, task management, file storage, and document collaboration.
Zapier: Automates repetitive tasks by connecting my key tools together.
Kit (formerly ConvertKit): Powers my email marketing with automation and segmentation for better audience engagement.
Airtable: Keeps my business data organized with customized views and powerful data tracking.
Squarespace: Simple, professional website builder that hosts my blog and leads potential clients to book my services.
Canva: Easy-to-use design tool for creating stunning visuals for marketing and branding.
Asana: Helps manage project tasks with customizable templates for staying organized.
Loom: Easy video creation software with transcription-based editing tools. Also great for creating quick client walkthroughs and process explanations.
Stripe: Processes secure and seamless payments for clients.
Each of these tools plays a vital role in keeping my business running smoothly while ensuring a great client experience.
Need help setting up Dubsado?
If you’re ready to step up your business tech game or need help setting up Dubsado to automate tasks in your business to save valuable time, let’s chat!
Book a free, no-obligation 20-minute discovery call, and we can see if we’re a good fit to work together and if a Dubsado setup is right for you.
Click the link to schedule your call → www.emakatiraee.com/call