Which tool should a new business start with?

Usually payments and invoicing first, then a CRM once you have repeat customers to keep track of.

Are free plans really enough?

For many solo operators, yes. Limits tend to appear with seats, contacts or automation, so check them before you build processes around a tool.

How often do prices change?

Often. We list no prices on purpose. Confirm current plans on each vendor's own site.

Business Tools

The best software to run a small business

The right operating tools save hours every week. These five cover taking payments, managing customers, invoicing and keeping projects moving.

Ranked by fit, not commissionBuilt for: Owners, freelancers and growing teamsHow we rank

Our top five

Plans and prices change often, so we link to each vendor rather than quote a price that could be out of date.

Square

Best for payments

Take payments in person and online

Card readers, point of sale, invoices and online checkout from one account, with a free entry plan where you pay per transaction.

Quick to set up with no monthly fee on the free plan
Hardware and software work together
Invoices, online store and POS included

Per-transaction fees add up at volume
Some merchants report held funds, so read the terms

HubSpot CRM

Best free CRM

A capable CRM you can start for free

A widely used customer database with deal tracking and email logging, backed by paid marketing and sales tools as you grow.

Free CRM tier
Large integrations ecosystem
Polished, easy to learn

Paid tiers get expensive as features are added
Easy to over-buy modules

FreshBooks

Best for invoicing

Accounting built for service businesses

Invoicing, expenses, time tracking and basic reporting in an interface designed for people who are not accountants.

Fast, professional invoicing
Time tracking and expenses included
Friendly to non-accountants

Lower plans limit billable clients
Less suited to inventory-heavy businesses

monday.com

Best for projects

Flexible boards for any workflow

A visual work-management platform where boards adapt to anything from content calendars to client onboarding, with templates to start quickly.

Highly flexible boards and views
Large template library
Free plan for very small teams

Paid plans have seat minimums
Can become cluttered without clear conventions

Pipedrive

Best for sales

A pipeline you can read at a glance

A CRM centered on a visual deal pipeline, designed to keep reps focused on the next action rather than on data entry.

Simple visual pipeline
Quick to adopt
Good activity reminders

No free plan
Some features cost extra as add-ons

What to look for

Total cost, not sticker price

Transaction fees, seat minimums and add-ons can outweigh a low monthly price. Model your real usage.

Integrations

A tool that connects to your accounting, store and email saves manual work. Check the integrations list first.

Time to value

If setup takes weeks, adoption suffers. Favor tools your team can use in the first afternoon.

Room to grow

Pick something you will not outgrow in a year, with a clear path from free or entry plans to advanced features.

Go deeper

Best software for small businesses

The core tools a small business needs: payments with Square, CRM with HubSpot or Pipedrive, invoicing with FreshBooks and projects with monday.com.

How to choose a CRM for your small business

A practical guide to choosing a CRM: what to prioritize, common mistakes, and how HubSpot and Pipedrive differ for small teams.

Frequently asked questions

Which tool should a new business start with?: Usually payments and invoicing first, then a CRM once you have repeat customers to keep track of.
Are free plans really enough?: For many solo operators, yes. Limits tend to appear with seats, contacts or automation, so check them before you build processes around a tool.
How often do prices change?: Often. We list no prices on purpose. Confirm current plans on each vendor's own site.

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