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HER SECRET WEAPON

Toolbox

Ever wonder, what tools I use to streamline & automate my and my client's businesses? Here's a look behind the scenes of how I make sure the business I'm managing functions like clockwork.

I created this overview as I saw many entrepreneurs struggle when it came to picking the right tool. I’ve used or tried all of those tools in some capacity. 


Start Here: Browse the Categories

Cloud Storage & File Sharing

Project Management

Processes & Workflows

Communication

Security


Client Management

Email Management

Lead Generation

Customer Relationship Management

Social Media

Design

Membership & Courses

Webinars & Live Streaming

Finances & Accounting

I've labelled them with either "free" (meaning there is a free version available), "simple" (they are easy to set up and use), "premium" (they have advanced features compared to others) and "favorite" (they are my personal pick). This doesn't mean that my favorite is not free or the simple tool does not have any advanced features. Also, some of the tools will be replace each other, others compliment each other. You get it ;) 

An overview ranging from free tools to my absolute favorites!

This list features tools for different business stages & needs.

Free video hosting platform owned by Google. It’s amazing if you want to attract a larger audience since you tap into a place where your target audience probably is already hanging out. The downside of YouTube is that is has a quite cluttered interface and high number of third-party ads - which is especially disturbing when you want to embed your videos on your website.

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FREE

YOUTUBE

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An ideal platform to host your videos - from webinar replays to recorded SOPs. The main advantage of Vimeo is that it’s an ad-free platform and their player is designed to seem more like third-party or native media players than an embedded player (no “suggested videos” at the end of a video which could pull your audience away to competitors.) Vimeo has a free version and different pro plans. 

FAVORITE

VIMEO

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Popular cloud storage and file sharing platform that saves files on your hard disk. The free plan offers only 2GB in storage. By purchasing a paid plan you get access to advanced features such as viewer history, smart sync and access control that make the platform superior to Google Drive.

PREMIUM

DROPBOX

An easy-to-use interface, 15GB of free cloud storage and Google’s own office suite make it one of the most popular cloud storage & file sharing platforms.

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FREE

Google Drive

Cloud Storage & File Sharing

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Free and easy to use project management application. Great if you're new to Project Management tools. Create project plans & checklists, organize tasks and assign due dates & team members. Asana also offers a more advanced paid version which comes with some powerful features that make it even more effective to work with larger teams.

FAVORITE

ASANA

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Hybrid online project management that aims to integrate the best features from other tools into a single platform. Some great features include assigning tasks to groups and groups to categories, setting goals and tracking progress, and different ways to view tasks & projects this is great since you and your team don’t have to decide on one view that works for you but not for others.

FREE

CLICKUP

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Powerful online project management, help desk & team messaging platform. Teamwork comes with some outstanding features such as team messaging, assigning multiple team members to a task, and built in time tracking. In contrast to Asana or Trello, Teamwork does not offer a free version.

PREMIUM

TEAMWORK

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Great Project Management & Team Communication Platform that provides one single location for messages, files, to-dos and timelines. Basecamp charges a flat fee of $99/month.

PREMIUM

BASECAMP

Project Management

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Advanced tool to create text-based SOPs, policies or procedures.
Sweet Process is the dream of any Online Business Manager as it allows you to document your Standard Operating Procedures, display tasks in a checklist format and deploy videos and images to help explain tasks.

PREMIUM

SWEET PROCESS

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Free screencasting and video editing software tool that supports screen & webcam recording. With ScreenCast o Matic you can directly share your videos to other platforms such as YouTube which can eliminate steps in your process and save you valuable time. The free version comes with limited features.

FREE

SCREENCAST O MATIC

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Easy and free screen recorder for Mac, Windows, and Chromebooks.
Record your camera and screen with audio directly from your Chrome browser and share by simply copying the URL.
Awesome tool to create SOPs or quick “How To” videos.

FREE

LOOM

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Zapier is by far one of my most favorite tools. Zapier connects the apps you use everyday to automate your work and be more productive. It’s definitely a worthwhile investment into your business that will save you precious time and money.

FAVORITE

ZAPIER

Processes & Workflows

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Voxer is a real time voice messaging app that coaches often use to communicate with their clients.

FREE

VOXER

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Slack is a powerful tool when it comes to instant messaging and communicating with your team (and even your clients!). You can create different conversation threads to organize communication-based on projects or areas of your business. Slack also integrates with a bunch of other tools, including ASANA and G Suite. 

FREE

SLACK

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Zoom is a popular video communication platform, with an easy, reliable cloud platform for video and audio conferencing, chat, and webinars. It’s paid plans offer great features such as video recording and group calls. Zoom is great for (recording) discovery or coaching calls as well as hosting video conferences and mastermind group calls.

FAVORITE

ZOOM

Some of the Project Management Tools listed above offer an integrated team communication feature.

Communication
(with Team or clients)

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Password manager tool which allows you to securely store all of your login details in one vault and share it with your team members.
With Lastpass you can share single or multiple login details via email without making the password visible and create different folders for your login details to keep things organized.

PREMIUM

LASTPASS

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WordPress security plugin to protect your website from hackers.

FREE

WORDFENCE

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Spam fighting plugin that protects your WordPress site from comment and contact form spam.

FAVORITE

AKISMET

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Wordpress plugin that performs complete manual or scheduled backups of all your WordPress files, databases, plugins and themes.

FREE

UPDRAFT PLUS

Security

Online scheduling application that can be synced to your Google Calendar. Clients can quickly view your real-time availability and self-book their own appointments, fill out questionnaires or intake forms, pay online, reschedule with a click, and get auto-reminders. The available times are automatically displayed in the right timezone, so you won’t have to deal with figuring out the time difference anymore.

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FAVORITE

ACUITY

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Easy to use and beautifully designed online form builder software that lets you build interactive, engaging, and conversational online forms. Great for customer experience & feedback surveys or application forms. 

FREE

TYPEFORM

Similar to Acuity, Calendly is a handy tool to schedule appointments & meetings online. It integrates with other applications such as Zoom which makes it even more powerful to use. Providing a great user interface, Calendly is super easy to set up and use however compared to Acuity is has less advanced features.
Calendly offers a free plan.

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SIMPLE

CALENDLY

Client Management

Marketing automation platform that allows you to create segments and automation sequences to easily send emails to the right people in your list. Create sequences of emails or single “broadcast” emails to easily communicate with your list. ConvertKit is designed to prevent paying for duplicate subscribers as it counts each unique email as only one single subscriber.

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FAVORITE

CONVERKIT

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Marketing automation platform and email marketing service that is perfect for anyone getting started with email marketing. Mailchimp offers a free plan that is ideal for email marketing newbies but keep in mind that their subscription plans are relatively expensive compared to similar newsletter tools once your list size grows.

FREE

MAILCHIMP

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Integrated email marketing, marketing automation, and small business CRM. With its advanced features, the all-in-one marketing platform combines features of email marketing softwares and customer relationship management platforms. 

PREMIUM

ACTIVECAMPAIGN

Email Management

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Use Active Inbox to manage your inbox by creating tasks right inside of Gmail and organize all of your emails for a true inbox zero.

FREE

ACTIVE INBOX

Create beautiful and professional-looking Gmail signatures. WiseStamp enables you to share your social profiles and promote information you care about in every email you send.

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PREMIUM

WISESTAMP

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Boomerang for Gmail is a chrome/firefox extension that helps you manage & schedule your emails. With Boomerang you can send emails later, schedule them to come to the top of your inbox exactly when you need it or have it return to you when you have the time to deal with it.

FAVORITE

BOOMERANG

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Chrome extension for online grammar and spell checking. Grammarly detects grammar, spelling, punctuation, word choice, and style mistakes as you write on just about any site on the web, email, Word documents, social media, or on your own website. As professional business owners and content creators you want to avoid embarrassing typos, misspellings, and grammar mistakes!

FREE

GRAMMERLY

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With Typeform you can create beautiful & customized quizzes, forms, and surveys to capture leads. The plug & play functionality is easy to use and requires no coding. Integrates with other apps such as CRM softwares such as HubSpot.

FREE

TYPEFORM

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Easy-to-use landing page builder to generate & capture leads. Build landing pages for your opt-ins & freebies using their customizable templates with drag & drop functionality.

SIMPLE

LEADPAGES

Great & super easy-to-use tool to create quizzes for creating online quizzes that generate leads, and drive traffic to your website.

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FREE

INTERACTQUIZ

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Advanced all-in-marketing tool. Unlike other landing page builders which allow you to create single standalone pages, ClickFunnels is all about building different types of sales funnels. Clickfunnel offers many drag & drop templates for specific funnels such as webinars, membership sites or lead magnets.

PREMIUM

CLICKFUNNELS

Lead Generation

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CRM system that is easier to use than Infusionsoft but has less functionalities & integrations. However, their support is amazing and offers free onboarding demos.  

FAVORITE

ONTRAPORT

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All-in-one customer relationship management software that stores all your customer data. Includes email marketing features such as segmenting, campaign building & automation. Great if you want to keep track of your customers buying journey and optimize your marketing efforts accordingly.

PREMIUM

KEAP/
INFUSIONSOFT

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Simple CRM system that includes everything from sending proposals, contracts, and invoices clients all within one form.
I personally use Dubsado to manage my clients.

SIMPLE

DUBSADO

Customer Relationship Management

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Manage your Instagram posts from your computer and mobile. Plan your feed visually using their drag & drop feature & use their autopost functionality to schedule your posts in batches. You can also create & save hashtag groups so you won’t have to type them in from scratch every time you schedule a post.

FAVORITE

PLANOLY

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Social Media scheduling tool that allows you to schedule your content for all major social media channels and create content categories to curate evergreen content.

PREMIUM

SMARTERQUEUE

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Pinterest scheduling tool to plan out all your pins and repins in a calendar.

FREE

TAILWIND

Social Media

Linktree is a free tool for optimising your Instagram traffic. You'll get one bio link to house all the content you're driving followers to.

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FREE

LINKTREE

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Connect your Facebook pixel to WordPress in order to track your website visitors for retargeting & ad optimization.

FREE

PIXEL YOUR SITE

Don’t have a graphic designer on your team? Canva is a great & easy-to-use online tool to create beautiful graphics for your website, social media or emails. Inside Canva, can create graphics using standard dimensions and customizable templates. Upload & save your own brand kit using their paid plan to make design graphics even easier.

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SIMPLE

CANVA

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Online marketplace to buy everything design related, from
logos to fonts.

FAVORITE

CREATIVE MARKET

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Seen a font on a website and wanted to know what it is? Font Picker is a simple chrome extension to identify fonts and their details on any website.

FREE

FONT PICKER

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Not enough high resolution brand photos? Unsplash has a huge selection of beautiful and free to use stock photos for your website, blog or social media.

FREE

UNSPLASH

Design

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Easy-to-use course building platform including sales pages & checkout pages. You can create your own course marketplace (“school”) to host & sell all your online courses and/or free content.

SIMPLE

TEACHABLE

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The so-called "Binge & Buy" Marketplace is the central hub for all of your content and subscribers. You can add in ALL of your free content/lead magnets along with ALL of your paid offers. The tool also comes with gamification features, like unlockable content to increase engagement and completion rates.

FREE

MEMBERVAULT

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Course hosting platform great for an established brand who requires 100% white-labeled solution.

FAVORITE

THINKIFIC

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All-in one membership solution. Mighty Networks is a great tool if you want to bring your community, content, online courses and subscription commerce together. It's amazing if you want to create a community off Facebook Groups. The platform has it's on app which makes it even more user-friendly.

PREMIUM

MIGHTY NETWORKS

Membership & Courses

You want to house your course content on your Wordpress site? Learndash is a LMS (Learning Management System) WordPress plugin to create courses with lessons, topics, quizzes, and categories that can be accessed via your own website.

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PREMIUM

LEARNDASH

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Membership solution for WordPress. The plugin helps to create, manage and track your membership subscriptions. Integrates with many third-party services and software such as ConvertKit, Stripe and LearnDash.

PREMIUM

MEMBERPRESS

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In addition to its video conferencing & meeting functionality, Zoom also offers a webinar solution. It’s very simple to set up if you are already using Zoom and know the platform. It's perfect if you are just getting started with webinars and you just want something affordable & simple to set up.

SIMPLE

ZOOM

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Crowdcast is by far my favorite webinar platform. It’s simple set up, advanced features to engage your audience and beautiful looks just make it stand out. Plus, their customer service is fantastic. With Crowdcast you are able to broadcast your stream to other platforms such as YouTube or Facebook to reach even more users.

FAVORITE

CROWDCAST

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WebinarJam was designed to market & sell using webinars. It offers built-in countdown timers, pop-up functions for attendees, and the ability to play recorded webinars. They also have easy customer registration pages and automatic email responders that integrate very well with whatever existing tools you may have. Webinar attendees don’t have to download or install anything, which makes attending very user-friendly.

PREMIUM

WEBINARJAM

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A all-in-one livestreaming production platform for Mac. If you like to go live on Facebook, YouTube or Periscope, Ecamm Live is your best friend. You can add up to 5 guests via Skype. You are also able to personalize the stream by adding overlays such as your logo, viewer comments or key points. Great Facebook Support Group to get instant help and get notified when new features are published.

SIMPLE

ECAMM LIVE

Webinars & Live Streaming

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Great payment processing system that allows you to collect payments through your Stripe account. Payouts are then made to the bank account that you have linked to Stripe. Stripe can be linked to a ton of different other systems like invoicing systems, online course platforms, memberships sites, payment gateways, or shopping carts.

FAVORITE

STRIPE

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Easy-to-set up payment gateway for recurring payments & one-time payments. MoonClerk charges monthly based on your transaction volume.

SIMPLE

MOONCLERK

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Quickly create secure checkout pages with professionally designed templates. Insert 1-click upsells and integrate with the leading email autoresponders/CRM tools and payment processors. Allows you to create coupon codes and run your own affiliate programs. One-time setup fee.

PREMIUM

THRIVECART

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Online accounting software that helps to track transactions, automate invoicing, and create reports to improve budgeting and financial decision making in your business.

SIMPLE

XERO

Payment Processing

Payment Gateway

Payment Gateway

Invoicing/Bookkeeping

Finances & Accounting

Need help in setting it all up?

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P.S. I'm an affiliate partner of some of the companies listed, so when you click on these links and try out the tools, I'll receive a small commission, so thank you! 
 This doesn’t cost you anything extra - it often will actually save you money! As an affiliate, I get special discounts. I only recommend tools that I use and can wholeheartedly recommend.  

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