Best Tools to Manage a Business Online (Free & Paid)
To manage a business efficiently, you will need to move away from filling out spreadsheets and keeping paper records to using some sort of cloud-based software.
Whether CRM, Project Management, or Accounting, the right types of management tools have many features that all businesses could benefit from.
These tools come with many benefits that can help you keep track of every aspect of your business, centralize your data, make it easier to access from wherever you are, and let teams collaborate on projects.
This helps your business improve its efficiency, save time, and save money.
But what types of business management tools are there? And which ones are worthy of your attention?
We’ve put together a list of some popular small business tools that will help you manage your business the right way, making your life and your employees’ lives easier now and in the future.
Best Tools to Manage a Business
- CRM Tools
- Project Management Tools
- Accounting Software
- Video Conferencing Software
- Time Tracking & Productivity Tools
- Marketing Automation Tools
- Customer Support & Helpdesk Solutions
- E-commerce Platforms
- Inventory Management Software
- Document Management Systems
All in One CRM Tools – manage your customers & clients
Keeping track of your customers can be a headache for many businesses. Thankfully there are plenty of customer relationship management tools that can aid you to keep full records of your customers, from basic contact details to orders to tracking how they interact with your business.
No matter which type of business you run, keeping records of your clients, customers, or partnering websites can be a time-consuming process. If you don’t capture data correctly or make it easily accessible, it could cost you more time, money, and your business’s reputation.
The best CRM for small business combines many features that give freelancers, sales, and marketing teams the ability to access data easily, quickly, and collaborate, as well as log activity for auditing.
Key CRM Features to Improve Customer Relationships & Sales
- Contact & Interaction Management – Store and organize customer details, communication history, and touchpoints in one place
- Data Import & Migration – Easily transfer existing contacts and records from spreadsheets or other CRM systems
- Document Storage & Attachments – Upload and link important files, contracts, and notes to client profiles for easy access
- Team Collaboration & Role-Based Access – Allow team members to access, update, and manage customer data based on permissions
- Advanced Reporting & Customer Insights – Generate sales forecasts, customer behavior analysis, and performance reports
- Cross-Platform & Mobile Access – Use the CRM on desktop, mobile, and tablets for on-the-go updates
- Automated Follow-Ups & Reminders – Set up alerts for follow-ups, meetings, and task assignments
- Lead Tracking & Sales Pipeline Management – Monitor potential customers and move them through the sales funnel efficiently
- Integration with Email & Marketing Tools – Sync with email marketing platforms, social media, and customer support systems
- Customizable Dashboards & Workflows – Personalize views, workflows, and automation to suit business needs
Best CRM software
- User friendly interface online & mobile with visual pipelines
- Sales assistant offers areas where you can improve and where you could focus more
- Automations to help save time and collect data from sources with a click
- Customize Workflows Effortlessly – Use ready-made templates to streamline project management.
- Stay Organized – Tag contacts, projects, and team members for better collaboration.
- Automate Marketing Tasks – Save time with powerful automation features.
View DealsMonday.com Review: A Powerful Yet Flexible Work Management Platform Features
- Easily manage your projects and tasks with workflows, gantt charts and automations
- Cloud-based CRM software helps manage contacts, sales funnels, and automate processes
- Buil-in financial management tools let you create invoices, track expenses and accept online payments
View DealsFlowlu Review 2025: The Ultimate Business Management & Project Tool? Features
Project Management Tools – easily manage projects online
As a business, it’s not only customers and clients that you need to manage.
Depending on what type of business you’re in, whether it’s creating websites, running an ecommerce store, or developing a new product, project management software can help you schedule your time and resources.
Built to help keep track of every aspect of a project, the best project management software offers a variety of features. These can help you keep track of how your projects are performing, budgetary requirements, resources (people and items), and individual tasks on a detailed level.
Project management features that will keep any project manager happy
- Task & Workflow Management – Organize, assign, and track tasks with deadlines and priorities
- Time Tracking & Resource Allocation – Monitor time spent on tasks to identify bottlenecks and optimize workload distribution
- Advanced Reporting & Analytics – Gain real-time insights into project performance, timelines, and team productivity
- Gantt Charts & Kanban Boards – Visualize project progress and dependencies for better planning and execution
- Activity Logs & Version Control – Track project changes, updates, and team collaboration history
- Document Storage & File Sharing – Centralized storage for project-related files, images, and documentation
- Collaboration & Communication Tools – Integrate chat, comments, and notifications for seamless teamwork
- Automations & Recurring Tasks – Streamline repetitive tasks and reduce manual workload
- Multi-Project & Team Management – Manage multiple projects, teams, and clients from one dashboard
- Integration with Business Tools – Sync with CRM, accounting, and cloud storage for an all-in-one solution
Best project management tools
- Customize Workflows Effortlessly – Use ready-made templates to streamline project management.
- Stay Organized – Tag contacts, projects, and team members for better collaboration.
- Automate Marketing Tasks – Save time with powerful automation features.
View DealsMonday.com Review: A Powerful Yet Flexible Work Management Platform Features
- Manage and track all types of projects from start to finish
- Collaborate with team members via chat in real-time
- In-built reporting dashboard with real-time data
- See team tasks and statuses at a glance with visual cards
- Organize and manage your tasks through cards and boards
- Comment, collaborate, & add files to tasks for better feedback
Project Management Software
Related: How to choose the right Project Management Software for teams.
Accounting Software – manage your business finances
Managing a business the right way isn’t all about keeping track of projects and customers. It also pays to manage your finances, which is where accounting software can help.
Whether you’re a freelancer looking to create quotes and send invoices or a small business looking to keep track of payments and payroll, accounting systems offer you the tools to do that and more.
Accounting software isn’t just for accountants and finance managers, with many of the best online accounting platforms offering a variety of features that make it easy for anyone to keep an eye on their finances. It’ll help you save time each day and when it comes to calculating your taxes.
Common online accounting software features
- Expense & Payment Tracking – Monitor incoming and outgoing transactions in real-time
- Automated Bank Feeds – Securely connect with your bank to import and categorize transactions
- Invoice & Quote Management – Create, send, and track invoices with automated reminders
- Payroll Processing & Automation – Manage employee salaries, taxes, and benefits efficiently
- Tax Calculation & Compliance – Automate sales tax, VAT, and end-of-year tax reporting
- Financial Reporting & Insights – Generate real-time cash flow, profit & loss, and balance sheet reports
- Multi-Currency Support – Handle global transactions with automatic currency conversion
- Integration with Business Tools – Sync with payment gateways, CRM software, and eCommerce platforms
- Cloud-Based Access – Work from anywhere with desktop, web, and mobile access
- Security & Data Protection – Bank-grade encryption and secure backups to protect financial data
Best accounting software
- Create and send unlimited invoices
- Track unlimited expenses
- Automate and setup recurring billing
- Track sales tax, VAT, Self Assessment & CIS
- Manage expenses, store receipts and track mileage
- Send invoices & accept payments
- Unlimited income and expense tracking
- Connect bank and credit card details
- Create estimates and generate invoices
Video Conferencing Software – manage face to face meetings online
Keeping in touch with clients and colleagues no matter where they are in the world has been made easier thanks to the growth of online video conferencing software.
Whether it’s an hour-long online meeting with a client, an interview for a new employee, weekly catchup with your colleagues, or working from home; video conferencing solutions are a great tool to have in your business management tool kit.
Many have free versions available, are secure and let you talk with multiple people simultaneously. It’s been a tool that many small businesses have managed to find new ways to use, from teaching online classes remotely to adding face-to-face customer support to their services.
Video conferencing features
- Supports One-on-One & Group Meetings – Host private meetings or large team calls
- In-Meeting Chat – Send text messages, links, and files during calls
- Screen Sharing & Remote Control – Share screens and allow participants to control remotely
- Cross-Platform Compatibility – Accessible via web, desktop, and mobile apps
- Meeting Scheduling & Calendar Integration – Sync with Google Calendar, Outlook, etc.
- HD Video & Audio Quality – Ensures clear communication with noise suppression
- Meeting Recordings & Cloud Storage – Save and store meetings for future reference
- Virtual Backgrounds & Filters – Enhance video quality with custom backgrounds
- Breakout Rooms – Split participants into smaller groups for discussions
- Live Transcriptions & Captions – Auto-generate captions for accessibility
- Security & Encryption – End-to-end encryption, password protection, and waiting rooms
Best video conferencing software
- HD video and audio for up to 1000 participants
- Record meetings & live transcriptions
- Screen sharing and chat tools
- 1GB cloud storage per license
- No time limits on meetings
- Screen sharing & in-session chat
- Unlimited cloud recording
- Encrypted sessions with noise suppression
- Screen and file sharing
- Ability to record meetings
- Built-in Chat, CTAs, Polling
- Up to 3,000 attendees
Check out more of our best video conferencing software.
Time Tracking & Productivity Tools – boost efficiency and accountability
Whether managing employees or freelancers, time tracking software helps businesses monitor how time is spent across projects. These tools provide insights into productivity, helping businesses optimize workflows and resource allocation.
With built-in analytics, time tracking tools reveal bottlenecks and help businesses make data-driven decisions about work schedules, deadlines, and team performance.
Time tracking features that enhance productivity
- Automated time logging – track work hours and time spent on tasks without manual input
- Project-based tracking – monitor hours per client or project for accurate billing
- Idle time detection – reduce inefficiencies by identifying periods of inactivity
- Timesheet approvals – allow managers to review and approve logged hours
- Productivity reports – generate insights on team efficiency and workload distribution
- Integration with payroll systems – simplify payments for employees and freelancers
Popular Time Tracking Tools
- Toggl Track – Simple and intuitive time tracking for individuals and teams
- Clockify – Free time tracking and project management tool
- RescueTime – Tracks how time is spent on devices and applications
- Hubstaff – Time tracking with screenshots and productivity monitoring
- Time Doctor – Employee monitoring and automated time tracking
Marketing Automation Tools – streamline lead generation and customer engagement
Marketing is essential for growth, but it can be time-consuming. Marketing automation tools help businesses save time by automating repetitive tasks such as email campaigns, social media posting, and lead nurturing.
These platforms improve engagement, allowing businesses to send personalized content at the right time to potential customers.
Key features of marketing automation tools:
- Email campaign automation – schedule and personalize email sequences
- Social media scheduling – post content across platforms automatically
- Lead scoring – prioritize high-value leads based on user behavior
- Landing page creation – design high-converting pages without coding
- A/B testing – experiment with different messages to optimize engagement
- CRM integration – sync customer data for better targeting and sales follow-ups
Popular Marketing Automation Tools
- HubSpot Marketing Hub – Email marketing, lead tracking, and automation
- ActiveCampaign – Customer experience automation with email and CRM tools
- Marketo Engage – Advanced marketing automation for enterprise businesses
- Mailchimp – Email automation with drag-and-drop campaign builder
- Brevo (formerly Sendinblue) – Affordable marketing automation with SMS and email campaigns
Customer Support & Helpdesk Solutions – enhance customer satisfaction
Providing excellent customer service is a key factor in business success. Helpdesk solutions streamline customer inquiries, making it easier to track, manage, and respond to support tickets efficiently.
These tools ensure customers receive timely assistance while reducing the workload for support teams through automation and self-service options.
Customer support features to improve service quality:
- Ticketing system – organize and prioritize customer inquiries
- Chatbots & AI responses – provide instant answers to common questions
- Knowledge base – create FAQ sections to allow self-service support
- Multi-channel support – handle queries from email, chat, phone, and social media in one place
- Customer feedback collection – gather insights to improve service quality
- Workflow automation – route tickets to the right department for faster resolution
Popular Customer Support Tools
- Zendesk – Multi-channel customer service with AI chatbots
- Freshdesk – Ticketing system with automation and self-service options
- Intercom – Live chat, chatbots, and customer messaging solutions
- Help Scout – Customer support tool with shared inbox and knowledge base
- Tidio – AI-powered live chat and chatbot support
E-commerce Platforms – power your online store with the right tools
For businesses selling products online, choosing the right e-commerce platform is crucial. These tools provide everything needed to set up an online store, manage inventory, process payments, and track customer orders.
The best e-commerce solutions offer customization, security, and scalability, allowing businesses to grow without limitations.
Essential e-commerce platform features:
- Customizable storefronts – design a unique website without coding
- Secure payment gateways – accept payments via credit cards, PayPal, or cryptocurrencies
- Mobile optimization – ensure a seamless shopping experience on all devices
- Product catalog management – upload, edit, and organize product listings efficiently
- Order and shipping tracking – keep customers updated on their purchases
- Sales analytics – track revenue, conversion rates, and customer behavior
Popular Ecommerce Platforms
- Shopify – All-in-one eCommerce solution with built-in payment processing
- WooCommerce – WordPress-based eCommerce plugin with flexibility
- BigCommerce – Scalable online store platform with enterprise features
- Magento (Adobe Commerce) – Highly customizable eCommerce solution
- Wix eCommerce – Website builder with integrated online store tools
Inventory Management Software – track stock levels effortlessly
For businesses that sell physical products, keeping inventory in check is crucial. Whether you run a retail store, an eCommerce business, or a warehouse, inventory management software helps you track stock levels, process orders, and prevent overstocking or shortages.
These tools offer automation that reduces human error and enhances efficiency. They provide real-time inventory tracking, making it easier to manage supply chains and fulfill customer orders.
Essential inventory management features:
- Stock tracking – real-time updates on inventory levels across multiple locations
- Order management – streamline purchase orders and sales tracking
- Barcode scanning – quick and error-free product identification
- Automated restocking – receive alerts when stock is low to avoid shortages
- Integration with POS systems – sync inventory with sales data for accurate tracking
- Supplier management – keep records of vendor details, pricing, and past orders
Popular Inventory Software
- Zoho Inventory – Multi-channel inventory tracking with automation
- Ordoro – Shipping and inventory automation for online retailers
- Fishbowl – Advanced warehouse and manufacturing inventory control
Document Management Systems – keep business files organized and accessible
Managing documents efficiently can save businesses time and reduce errors. Document management systems help businesses store, organize, and retrieve files securely while enabling seamless collaboration.
With cloud-based access, these tools allow employees to work on documents from anywhere, ensuring business continuity and streamlined workflows.
Must-have document management features:
- Cloud storage – access and edit files from any device
- Version control – track changes and revert to previous document versions
- Collaboration tools – share documents with team members and set access permissions
- OCR (Optical Character Recognition) – convert scanned documents into searchable text
- Security & encryption – protect sensitive business data from unauthorized access
- Integration with business tools – connect with email, CRM, and workflow automation software
Popular Document Storage Systems
- Google Drive – Cloud-based document storage and collaboration
- Dropbox – File sharing and document syncing for teams
- OneDrive – Microsoft’s cloud storage with Office integration
- Evernote – Note-taking and document organization tool
- Notion – All-in-one workspace for documentation, collaboration, and knowledge management
Time to manage your business the right way
These business management tools don’t make your business more efficient magically or save you time or money by themselves.
You’ll have to put in some time and effort to learn how to use them the best way and figure out what works for you. Do you research, read software reviews and find the best tools for you.
If you can be sure to take free trials to get a feel for how easy it is to use them and how big the learning curve is.
When you’re ready to buy be sure to look around for deals and remember that yearly plans are nearly always cheaper than monthly plans.
