With a quickly growing business, we have implemented a lot of tools and processes to stay organized. Or at least… attempt to stay organized. Ha! Here are a few of our essential tools.
1. Google Drive
Without a doubt our most important tool and app! We use Google Drive to upload any videos we take for “vlogs” on our phone, Jeff uses it to send me photos, and we use it to organize brainstorms, among 1,000 other things. We also use it as a working document for when we have to submit drafts of sponsored posts. I heart Google!!!!
2. BaseCamp
We use BaseCamp as our project management and calendar system. Samantha makes a new “project” for every blog post we have in the works and can invite various team members to complete tasks related to that project. For instance, she’ll list a task for Jeff as “Shoot Capsule Wardrobe” or “Turn in Capsule Wardrobe Photos” and for me, “Write Capsule Wardrobe Post.” This ensures that everyone knows what day everything is due.
We keep a separate project category for sponsored posts, so our management company can view how our sponsorships are lining up in the calendar.
When I discovered HelloSign and HelloFax, I thought they were the best thing EVER! I haven’t printed, signed and scanned a document in YEARS because I can just virtually sign and save it with HelloSign. Same with HelloFax, I can send a fax to any fax machine without having to have one. Because… who still has a fax machine anyway!?
4. TurboScan
But speaking of scanning… since we don’t have a scanner either, Samantha has the TurboScan app on her phone that she uses to “scan” receipts and other important documents. Then she just emails them to me! It’s pretty amazing what a difference there is between “scanning” with that app and just taking a photo.
5. Gusto
Gusto is our PayRoll system and as a accounting-deficient person, I’m AMAZED by how user friendly it is. I. LOVE. IT. It’s how I run PayRoll, keep track of employee and contractor documents and they file payroll taxes for you and remind you of other important regulations too! It’s such an asset for us.
6. Deputy
Deputy is what we use for TimeSheets, to track part-time employee hours. It’s not glamorous but it was the cheapest one that worked with Gusto and it gets the job done. Employees log hours in Deputy which I can then approve and export to Gusto before running Payroll!
7. QuickBooks
I used Freshbooks for a really long time but once we had multiple employees and an excessive amount of expenses, it just didnt’ cut it anymore. Our bookkeepers recommended QuickBooks and even though it’s intimidating, it’s SO much more robust than Freshbooks and necessary for all that we have to categorize.
Our bookkeepers run monthly profit and loss reports and status reports on outstanding payments. We also can send invoices through here!
8. Pin Count
I know Pinterest has pretty extensive analytics nowadays, but if I quickly need/want to know how many pins a specific post has, I check this Pin Count tool. I just drop the link in there and it gives me an estimate of the number of pins. To be clear, I can’t guarantee how accurate this is, but it has always seemed pretty close to me!
I use Font Squirrel if I need fonts in addition to my main ones because they are all free for commercial use, so I don’t have to worry about any licensing issues! They have a great selection and I like that you can “test drive” all of them.
10. The Noun Project
Since I’m not an illustrator, if I need a quick graphic for something (like a printable or a DIY), I’ll purchase the rights to a graphic from The Noun Project. They have SO MANY symbols and motifs available. Some are completely free, but most have a small charge to use without credit to the artist.
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