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December 12th, 2018

16 Best Small Business Apps To Save Time With Administrative Tasks


As a follow-up to Creating A Marketing Strategy That Will Help Your Business Succeed, we have a new entry in a series of helpful articles addressing the concerns that small business owners share.

Starting a small business can be a whirlwind experience. Administrative functions can be especially challenging. We’re here to help. There are so many factors we don’t account for when first starting a business. Like how to store and secure your files. Or how to do all of the business management tasks when you’re a one-person show. Or, when you’re ready, how to hire and retain top talent.

If you have employees, benefits and payroll are likely big concerns. With all these issues, there isn’t much time grow your business or handle daily tasks.Business owners have to deal with everything from remembering passwords to tracking receipts. Some have to figure out how to stay compliant as trade laws change. No one should have to manage it all by themselves without the proper tools and we’re here to help!

To put these concerns to rest, we’ve gathered some of the best services. Line by line, we’ll get through your most tedious tasks!

To make this process as efficient as possible, we’re also including a time management plan for getting yourself set up so that you can go back to focusing on what’s most important: running your business. Many entrepreneurs complain that they don’t have the bandwidth to focus on growth, because they spend too much of their day paper-pushing (digitally, these days) and checking email. Put an end to that NOW with the admin solutions we’ve curated for you below.

There’s a saying that you’ve definitely heard before about technology and business… think of anything you need, and: “there’s an app for that.” These days though, we are all bogged down a bit by what business psychologists call “information overload.” The problem with it is, even though there may be an app or software solution for “that” business need, it’s almost impossible to get started when you’re overwhelmed with info. That includes having too many solutions to digital problems and not having a management plan. No worries! We’ve got your back. We’ve put a twist on another saying we prefer better: Keep it simple, and savvy!

Here’s how to make the most of our recommended admin apps:

  1. Make a list of administrative tasks you manage weekly and daily.
  2. Decide if they should be solved by staffing or technological solutions, or both.
  3. Budget how much you can to invest in software licenses and subscription fees.
  4. Read through our list of solutions and check our their apps/websites.
  5. Schedule demos with your favorite.
  6. Sign up and go through the administrative onboarding process.

Final step: Enjoy your new found hour or two to focus on what matters the most for your small business, and let the algorithmic masters help you tackle the rest.

Here are some of our favorite business solutions (with descriptions written by the vendors themselves and compared on ):

Automating Sales and Marketing
  • Constant Contact
    Hundreds of thousands of customers like you trust Constant Contacts effective, easy-to-use email marketing tools and more to help increase sales, engage loyal customers, get new customers, and generate positive word-of-mouth. See for yourself discover why Constant Contact is the #1 choice in email marketing with a free 60-day trial.
  • MailChimp
    Mailchimp is an always-on marketing platform for small businesses. We make innovative, beautiful products that empower you to grow the way you want to. Create unique campaigns, automate your busy work, get smarter as you go.
  • ToutApp
    With ToutApp, easily define multitouch sales campaigns across email phone and social media to drive consistent prospecting process that gets meetings and increases pipeline. ToutApp automatically analyzes emails, calendar events, calls and CRM to accurately conduct health checks on every opportunity and identifies which messaging, and sales strategies are helping in booking meetings, closing deals and growing accounts.
HR Talent/Recruitment
  • Indeed
    Indeed is the #1 job site worldwide, with over 200 million unique visitors per month. Since 2004, Indeed has given job seekers free access to millions of jobs from thousands of company websites and job boards. As the leading pay-for-performance recruitment advertising network, Indeed offers popular ATS features such as the ability to source candidates, manage your jobs, communicate with applicants, schedule interviews, and more for a fraction of the price of traditional ATS software.
  • ZipRecruiter
    ZipRecruiter is a leading online employment marketplace. Unlike other job boards, ZipRecruiter doesn’t rely on candidates searching for your job. Instead, its industry-leading AI matching technology finds the best matches for your job and invites them to apply. The benefits? More quality candidates and reduced time to hire. In fact, 80% of employers who post on ZipRecruiter get a quality candidate through the site within the first day.
  • InDinero
    If you, like many entrepreneurs, aren’t thrilled about balancing your books at the end of the year, and setting fiscal goals for the following year, InDinero has you covered. They can help you prepare and file, federal, state and local tax forms, manage inventory and invoices, as well as guide you through maximizing your tax deductions and credits, all while providing a platform to easily view these reports and financial data in one place. They also partner you with a team of accounting and tax experts that can provide strategic insights throughout the year, and help you set a financial plan for the future.
  • Hire a human
    Technology is a great resource that all business owners rely on to get through their day to day tasks, and grow their business. However, the saying that only two things are certain: death and taxes, is much more than a cliche. Business taxes can be very complicated, and there are professionals out there who can help. Sometimes hiring an accountant, or tax advisor to ensure your business is in good standing with the IRS is well worth the peace of mind.
Password Management
  • 1Password
    Are you worried about weak passwords and password reuse that could undermine your company security? Does your IT team spend most of their time on password reset requests? Solve these problems with 1Password! It is easy to deploy and manage and trusted by over 30,000 businesses and over 15 million users worldwide.
  • LastPass
    LastPass business solutions help teams & businesses take control of their password practices, enable secure password sharing, and eliminate the password obstacles that waste valuable time and resources while endangering the business. LastPass Enterprise offers advanced security features, automated provisioning options, like Active Directory sync, and additional integrations for a more customized experience, helping businesses be more secure, maintain compliance, and increase productivity.
File Management
  • Box
    Box works in any browser and allows you to easily store and manage all of your content online. It also lets you share files instantly and access documents from anywhere. No matter what device you choose, get fast, easy access to documents, project plans, presentations and videos. Always have the latest pitch for your customers, on or offline. Box makes it easy for administrators to maintain a central view of all content and users in their account through a powerful admin console.
  • Dropbox
    Dropbox Business is a central workspace that helps teams stay organized and keep their work flowing. All of your teams content is in one place, making it easy to collaborate and focus on the work that matters. Dropbox Business is trusted by over 300,000 business teams worldwide and over 50% of the Fortune 500 for its industry leading file sync, collaboration, and extensive administration and security features that scale as teams grow.
Project Management
  • is a project management tool your team will actually enjoy using. It makes it fun and easy for everyone to collaborate, focus on what’s important, and get more done at work. It’s the first visual tool of its kind and shows you exactly where things stand at a single glance. Finally get rid of painfully long email threads, cut down on meetings, and experience the satisfaction of turning things green when they’re done.
  • Workfront
    Workfront tames the chaos of Enterprise Project Management with an industry-leading, cloud-based solution that manages all your work. With Workfront, IT PMO groups of any size can streamline requests, plan and prioritize projects, manage processes, digitally review assets, and report on their efforts. Because Workfront is customized to each organization’s needs, teams can immediately benefit from improved productivity, project execution (in Waterfall or Agile views), and executive visibility.
  • SmartSheet
    Smartsheet, an online work execution platform, enables project management & task collaboration that is redefining how teams work. It’s easy to use interface, coupled with file sharing, Gantt charts, kanban view, and work automation features have helped it quickly grow into a favorite business app for productivity.
  • Asana
    Asana is the work management platform teams use to stay focused on the goals, projects, and daily tasks that grow your business.
  • Slack
    Slack is where project management happens. When your team needs to kick off a project, hire a new employee, deploy some code, review a sales contract, finalize next year’s budget, measure an A/B test, plan your next office opening, and more, Slack has you covered.

Now that you’re all set up and ready to rumble, don’t forget to check back on the Onepager blog to stay up to date on the latest business solutions to solve everything from your everyday needs to your most complex business questions. Stay in touch and let us know how the products worked for you and if you have tips for other business owners for how to simplify and streamline the daily grind.

Articles In This Series
Creating A Marketing Strategy That Will Help Your Business Succeed
Where To Find Support As A Small Business Owner
Best Ways To Acquire And Retain Customers
Getting Your Small Business Started
The Survey Results Are In: Small Businesses Share Similar Concerns
Small Business Shared Experiences Survey

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