Best Tools to Manage a Business Online (Free & Paid)

To manage a business efficiently, you must move away from filling out spreadsheets and keeping paper records to using some cloud-based software.

Whether CRM, Project Management, or Accounting, the right management tools empower you with features from which all businesses could benefit, giving you a sense of control and confidence.

These tools come with many benefits that can help you keep track of every aspect of your business, providing a sense of security and peace of mind, 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, plenty of customer relationship management tools can aid you in keeping 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 partner websites can be time-consuming. 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

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 e-commerce 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 track your projects’ performance, 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 and track tasks with deadlines and priorities
• Time Tracking & Resource Allocation – Monitor the time your team spends 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 all of your project files and documentation needs
• Collaboration & Communication Tools – Integrate features including chat tools, 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

Related: How to choose the right Project Management Software for teams.

Accounting Software – manage your business finances

Managing a business correctly 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

Video Conferencing Software – manage face to face meetings online

Keeping in touch with clients and colleagues no matter where they are 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, a 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, are secure, and let you talk with multiple people simultaneously. Many small businesses have found new ways to use these tools, 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

Zoom Meetings

• HD video and audio for up to 1000 participants
• Record meetings & live transcriptions
• Screen sharing and chat tools
• 1GB cloud storage per license

View Deals

GoTo Meeting

• No time limits on meetings
• Screen sharing & in-session chat
• Unlimited cloud recording
• Encrypted sessions with noise suppression

View Deals

Livestorm

• Screen and file sharing
• Ability to record meetings
• Built-in Chat, CTAs, Polling
• Up to 3,000 attendees

View Deals

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 tracking, managing, and responding to support tickets easier.

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 – No coding required designing and development. Create unique websites with the need for special skills
• Secure payment gateways – The ability to accept payments via different methods like credit cards, PayPal, or cryptocurrencies
• Mobile optimization – Ensure your users have a seamless shopping experience across all devices
• Product catalog management – The ability to efficiently upload 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 a check on inventory 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 managing supply chains and fulfilling customer orders easier.

Essential inventory management features:

• Stock tracking – Keep track of your inventory levels in real time
• 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 inventory control for warehouse and manufacturing

Document Management Systems – keep business files organized and accessible

When you manage your documents efficiently, it’ll not only save your business time but also help to reduce errors. Document management systems help businesses securely store, organize, and retrieve files, 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 properly and figure out what works for you. Do your research, read software reviews, and find the best tools for you.

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. Remember that yearly plans are nearly always cheaper than monthly plans.