Top 10 Must-Have Software for Startups.

Adam Albrecht
6 min readJan 28, 2025

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There has never been a better time to start a business. Because so much of the infrastructure needed to run a business is simply a small stack of software that you can set up and run online. The software needs of a newborn business may seem intimidating from the outside. But they are easy to find, easy to implement and easy to scale. Kinda like Eazy-E. To help make it even easier for you to start your own business, I am sharing ten software suggestions to get your startup party started right.

One of the first things we did when we created The Weaponry in 2016 was set up a series of software accounts. This, in essence, becomes your operational center. It’s super easy to set up. And generally quite affordable to maintain. Not only are the software accounts scalable, which means you pay a small amount for a small business, and then slowly increase your payments as your needs or size increase, but there are free versions or free trial periods of many software offerings that allow you to try them out before you get too deep.

Here’s a quick overview of the software systems we use to run The Weaponry.

Google Workspace is the central hub of our business. It offers email. It offers Google Docs for writing. (I also write my books on Google Docs.) It provides Sheets for spreadsheets (not bed sheets) and Slides for building decks and presentations. (Not playgrounds.) It offers an online calendar, chat, a file storage drive for documents and much, much more. Microsoft Office also offers this type of functionality. Choose your favorite and get businessing!

We use Slack for instant communication. This is the primary venue for our teams day to day communication. This takes a lot of unnecessary traffic out of your email inbox. You can have real-time communications and share files instantly on this platform. Think of it like a super chat platform. (Or chatform.) You can create dedicated channels for specific accounts, departments or teams. There is a ton you can do for free. Or you can upgrade and also use Slack to store all of the documents you ever share on the platform. Which is cool. I also find that Slack is a better platform for sharing funny comments than email because it is quicker. And the little emoji responses make it feel like people think you are funny. (Just in case funniness is important to you.)

Quickbooks is the accounting software we use to track and manage all of our accounting. This is the heart of our accounting world. You connect all of your business bank accounts and credit cards here. It makes it easy to create and send invoices (bills) and to know what is due and when. It also provides reports (profit and loss, profitability, balance sheets, etc.) and dashboards that help you manage your business. You can set up Quickbooks to receive payments from your clients, including via credit cards. Get this going as soon as you can afford to. It will become the backbone of your accounting system. And your business’s scoreboard. It helps make everything official, and easy to share with your tax accountant when it is time to talk taxes. And best of all, Quickbooks is not the book equivalent of quicksand. (Just in case you were wondering.)

We use Harvest for all of our time tracking and reporting. Our team members enter the time they spend on each task, project, or client on a daily basis. This easy-to-use software helps us track our labor costs for every client. Plus it enables us to track our staff utilization. So we always know how much of our team’s time is billable. Which helps you know when you should hire more people. However, this software does not let us know the best time to harvest the stuff we grow in our gardens. I hope they fix that in the next update.

We use Asana as our project management tool. We use this to help house important information like timelines, files, overviews, and due dates on each project, by client. This becomes the central hub for all information needed to deliver a project. Like The Manhattan Project, The Alan Parsons Project, or The Mindy Project.

We use Gusto to process our payroll. You want payroll processing software to help make sure you are automating everything in accordance with the IRS as well as state and local laws related to taxes and various benefits. Plus, it just makes your life a lot easier when you’re not wanted by the feds for tax evasion.

We use Guideline to provide and administer our 401(k) plan. Guideline is offered as a partner through Gusto. That makes it an easy add-on when your organization is mature enough to offer this great employee savings and retirement benefit. Which is kinda like hitting puberty for a startup. Only without the bad skin.

We use DropBox for file storage. This works as both a server and as a way to share and request large files with clients and partners. As an advertising and ideas agency, we create and move a lot of large files. Like art files, video files, X-Files and Simone Files.

We use Zoom for video conferencing. Thanks to the COVID-19 global pandemic, everyone on the planet knows about Zoom. At The Weaponry, we’ve been using Zoom for both internal and client meetings from day one. Because our clients are all over the country and in Canada. Not to mention we have worked with great clients in England, France and India. (Except I did just mention them. Which ruins the not-to-mention thing.) Google Meet also works well and is offered as part of the Google Workspace. And if you go with Microsoft software, you can use Teams.

We use Grasshopper as our virtual phone system. As a startup business, you don’t need a receptionist or a fancy phone system. Grasshopper and options like it allow you to create a virtual system that connects your teams’ mobile phones and makes you appear professional and organized in a way that transcends simply using your personal phone as the phone number for the business. (Which of course is fine to do in your early stages. Part of the charm of a baby business is having a voicemail that says, ‘Hi, you’ve reached Billy’s voicemail, and the world headquarters for Galactic Pickles.)

Specialty Software

You will also find specialty software available for your specific industry. In our world, those things include the Adobe Creative Cloud for all creative development software including Photoshop, Illustrator, InDesign and more. We use Figma when creating websites. A quick Google search will help you discover the useful software services available to you and your industry online.

To Shop or Not To Shop…

There are plenty of other options for each of the software offerings shared above. But my goal is not to list all the options. It is to show you what you can grab today and get going so you don’t put off your great business idea any longer. I encourage you to look at these options first, and if you have a problem with something they don’t offer that you want or need, keep looking. But don’t let research and shopping turn into procrastination and delay. The key is to get going. And get rid of all the things that are stopping you from starting. Which sounds funny, but it’s true.

Key Takeaway

It has never been easier to set up your business infrastructure online. Start with the relevant software shared here. Shop for potential alternatives if these options don’t serve your specific needs. Many of these are available as free versions to get started, or for very low trial rates. The software offerings make it easy for you to set up a fully functional business quickly. So don’t let your infrastructure needs delay your entrepreneurial dreams. You don’t even need an IT expert to get these resources up and running. I am living proof of that.

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Adam Albrecht
Adam Albrecht

Written by Adam Albrecht

I am a growth-minded entrepreneur and author of the book What Does Your Fortune Cookie Say? I share what I'm learning on my journey. And I try to make it funny.

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