I originally shared this post as an exclusive in our newsletter when we first launched. Over time I’ve received so many messages from readers who revisited it as their own businesses grew, so with the empowering message behind our newest clutch, this felt like the perfect time to publish it here. I also added two new tools since that first version. If you’re not on our email list yet, consider signing up to get more tips delivered straight to your inbox.
As our business expanded, we adopted a range of tools and processes to help us stay organized and efficient. Below are 12 essential tools that keep our operations running smoothly—tools I rely on daily.
1. Google Drive
Google Drive is our central hub. We upload phone videos for vlogs, share photos, collaborate on brainstorming documents, and use it as a working space for drafts of sponsored posts. Its sharing and real-time collaboration features make it indispensable for our team.
2. Basecamp 2
Basecamp handles project management and our editorial calendar. For every blog post, a project is created and team members are assigned tasks with due dates—things like “Shoot Capsule Wardrobe” or “Write Capsule Wardrobe Post.” We also maintain a separate calendar for sponsored content so our management and product teams can coordinate promotions and launches alongside our editorial schedule.
3. HelloSign + HelloFax
HelloSign lets us sign documents electronically without printing or scanning, and HelloFax enables sending faxes without a physical fax machine. Both tools have removed frustrating, time-consuming steps from our workflow.
4. TurboScan
Since we don’t keep a physical scanner, TurboScan on a phone is perfect for scanning receipts and important documents. The app produces much cleaner scans than regular photos, and team members can email scans directly to whoever needs them.
5. Gusto
Gusto manages our payroll, contractor payments, and tax documents. It handles payroll taxes and sends helpful reminders about regulatory requirements. For someone who doesn’t love accounting, its user-friendly interface and excellent customer support are game changers.
6. Deputy
Deputy tracks timesheets for part-time staff. Employees log hours there, I approve them, and the data exports directly to Gusto for payroll. It’s simple, affordable, and integrates with our payroll system.
7. QuickBooks
Once our expenses and team grew, we moved from FreshBooks to QuickBooks. QuickBooks is more robust for categorizing expenses and managing accounting at scale. Our bookkeepers run monthly profit-and-loss and accounts-receivable reports from it, and we can send invoices when needed.
8. Pinterest + Pin Count
Pinterest is invaluable for visual organization. We use secret boards to curate product roundups, plan props and outfits for shoots, collect inspiration, and assemble color palettes. Pin Count is a quick tool I use to estimate how many times a post has been pinned—it’s handy for a fast metric when I want to gauge traction.
9. Font Squirrel
Font Squirrel provides free fonts that are safe for commercial use, which eliminates licensing concerns. I use it when I need additional typefaces beyond our primary brand fonts and appreciate the ability to preview fonts before downloading.
10. The Noun Project
When I need simple icons or graphics and I’m not creating illustrations myself, The Noun Project is my go-to. It offers a huge library of symbols and motifs—some free and others available for a small fee to use without crediting the artist.
11. WP Engine
When we redesigned our site we also switched hosting to WP Engine. Their backend is user-friendly, and live chat support makes it easy to get quick technical help—critical when a site needs immediate attention.
12. PLANN
PLANN is a mobile app Jeff introduced me to for planning the Instagram grid. It imports your feed and lets you preview new posts alongside existing content. I don’t use it for every post, but when I’m unsure about how a photo will look in the overall grid, PLANN helps me decide.
If you have tools that help you run your business, I’d love to hear about them in the comments. These are the tools I rely on most—each one helps us work smarter and keep our growing business organized.
Note: Some links included in the original post were affiliate links. Please refer to our editorial policies for more information.