The following apps are things we use, or have used in the past, and genuinely recommend. The referral links offer us a tiny kick back so if you end up subscribing after clicking through, your subscription cost will be the same but we get that extra little benefit.
Project and task management
ClickUp
Benefits: Highly customisable all-in-one workspace that can replace multiple tools. Strong task management, docs, goals, and automation features. Generous free tier makes it accessible for small teams.
Drawbacks: Steep learning curve due to extensive customisation options. Can feel overwhelming initially and requires dedicated setup time to match your workflow.
Pro tip: Start simple with just tasks and lists. Resist the urge to set up every feature at once – add complexity only when you’ve identified a genuine need.
Check it out here: ClickUp referral link
Monday.com
Benefits: Visual workflow platform with excellent templates for different team types. Strong automation and integration capabilities. Intuitive interface makes team adoption easier than many alternatives.
Drawbacks: Pricing scales quickly with users and features. Can be overkill for simple projects or solo work.
Pro tip: Explore their template library before building from scratch. Someone has likely already designed a workflow close to what you need.
Check it out here: Monday.com referral link
Todoist
Benefits: Fast, reliable task management with natural language input. Works across every platform imaginable. Good balance between simplicity and power features like filters, labels, and recurring tasks.
Drawbacks: Limited collaboration features compared to dedicated team tools. Better suited for personal productivity or very small teams.
Pro tip: Master the quick add shortcuts and natural language (e.g., “Call supplier every Monday at 9am p1”) to capture tasks in seconds.
Check it out here: Todoist referral link
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Development and web tools
BugHerd
Benefits: Visual feedback tool that lets clients and team members report website bugs directly on the page. Creates a clear task list from scattered feedback, particularly useful for web development projects.
Drawbacks: Specific use case means it’s only valuable if you’re regularly managing website updates or development. Not a general project management solution.
Pro tip: Set up browser extensions for your team so capturing feedback becomes second nature. Train clients to use it instead of emailing screenshots.
Related article: Website Feedback Tracking Sucks (But BugHerd Fixes It)
Check it out here: BugHerd referral link
Dreamhost
Benefits: Reliable web hosting and domain registration with strong uptime, one-click WordPress installation, and generous storage. Unlimited bandwidth on shared hosting plans. Good customer support and straightforward pricing without constant upsells.
Drawbacks: Interface feels less modern than some competitors. Shared hosting performance can vary during peak times if you’re on a busy server.
Pro tip: If you’re setting up a new site, start with their shared hosting to keep costs low, then migrate to managed WordPress hosting as your traffic grows. Register domains and hosting together to simplify management.
Related article: How to choose a website platform
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Time tracking
Toggl
Benefits: Simple, intuitive time tracking that works across devices. Excellent for understanding where your hours actually go, generating client invoices, and identifying workflow bottlenecks. Clean reports and minimal friction to start/stop timers.
Drawbacks: Limited project management features beyond basic tracking. If you need another tool for task management alongside time tracking, you’ll need another tool.
Pro tip: Set up projects and tags from day one so your data is immediately useful. A week of untagged time entries is harder to categorise retrospectively.
Related article: How to personalise ChatGPT
Check it out here: Toggl referral link
Business operations
Employment Hero
Benefits: Australian-designed HR and payroll platform that handles compliance, leave management, and employee onboarding. Particularly strong for navigating Australian employment law requirements.
Drawbacks: Geographic focus means it’s primarily valuable for Australian businesses. May have more features than micro-businesses need.
Pro tip: Set up automated onboarding workflows and document templates early. The time saved when hiring your next employee will justify the setup investment.
Check it out here: Employment Hero referral link
Xero
Benefits: Gold standard in cloud-based accounting with extensive integrations and excellent data export capabilities. Strong bank reconciliation, invoicing, and reporting. Good customer support and active ecosystem of accountants who know the platform.
Drawbacks: Cost may be prohibitive for smaller businesses or solo operations just starting out. Feature depth can feel excessive if you only need basic bookkeeping.
Pro tip: Do some reconnaissance about your specific business needs in relation to Xero’s features to see if there’s a match. Consider whether you’ll use inventory management, multi-currency, or project tracking before committing to a higher tier.
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Check it out here: Xero referral link
Security
1Password
Benefits: Industry-leading password manager with strong security, shared vaults for teams, and excellent browser integration. Family and team plans make sharing credentials safer than spreadsheets.
Drawbacks: Subscription cost may feel high if you’re used to free options, though the security trade-off is worth it.
Pro tip: Use the password generator for everything and enable two-factor authentication where possible. The watchtower feature alerts you to compromised passwords.
Related articles:
Check it out here: 1Password referral link
Disclaimer: These recommendations are based on our personal experience and are not financial advice. We receive a small commission if you subscribe through these links, at no extra cost to you. This commission helps us keep the site running. We appreciate your support! Always assess whether any software meets your specific business needs before committing to a subscription.