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Top 20 Business Productivity Tools for Small Biz Marketers

mobile-worker1Run your business in the cloud for almost nothing? You bet you can. Here are my Top 20 small business web-based productivity tools. If you are a consultant or agency or a road warrior, chances are you’ll enjoy some or even all of these great time and money savers. They are all free or less than $20/mo and they had to be dead easy to use or they didn’t make the cut as most small business people don’t have IT teams.

  1. CRM – contact and lead tracking, sales and contact management, sales pipeline management and forecasting, customer service and business management. Keep yourself organized! Free version available from, from $7/mo at
  2. Market Research – Google Alerts is a "must-have” clipping service. Set up your favorite key words and finds and delivers articles about any subject of your choosing to your inbox every day. Watch for news and mentions of your own company, your customers and your competitors. Free
  3. Creative Design – Want a design for a new logo, brochure, website or business card? Go to either or, upload your requirements, run a contest and pick your favourite. You pick the purse size, I’ve seen contests get dozens of great results for only a few hundred dollars.
  4. Marketing Collateral – Want fast eay printing? Upload files for brochures, business cards and stationary. These companies, and, will print and ship – too easy. is also available in Canada at
  5. Permission-based Marketing – create and send opt-in newsletters, deliver and track blog posts and updates to customers, prospects and colleagues. starts at $10/mo, starts at $15/mo
  6. Accounting – track your time and expenses, manage contractors, send and
    manage your invoices, totally on-line, getting rave reviews. Join the wave
    at, pricing starts at $15/mo. Intuit also has
    Quickbooks Online For Accountants for those who prefer to work in the cloud. A pricier option may be a software that has automated invoice processing like the one offered by Chrome River.
  7. Conference Calling – when you need to convene a meeting (and look professional doing it), you can get free reservationless conference calling at
  8. Remote PC Access – for those times when you need to get to a file on your computer but your computer is in your office and you’re not. starts at $20/mo
  9. Long Distance Calling offers free or very low cost long distance calling (works best with headphones), and it can also do conference calls
  10. Project Management – web-based project management software that marries time tracking and task management in a collaborative online space with powerful reporting. is $20 for up to 15 projects
  11. Taking orders/selling stuff – the dead easy way to accept credit cards on your website, only charges you when you sell, a transaction fee up to 3% of sale value
  12. Keeping track of it all – make notes on anything on the web or on your computer using and have these memory joggers available (and searchable) at any time – free
  13. Sending really big – for when you need to send a really big file that your customer may not be able to receive otherwise, or when you absolutely need to know a file reached it’s intended recipient – yousendit has a pay as you go option or plans from $10/mo
  14. Virtual Fax – if you deal with Fortune 1000 companies you know how they love their faxes. lets you receive faxes in your email account instead of on a fax machine – way more convenient. You can also send scanned docs as faxes using the same service. Starts at $17/mo
  15. On-line makes your meeting almost as good as in-person and much less expensive than airfare. Use it to deliver synchronized live presentations, whiteboards and web pages and share their voice and video over the Internet. Free and $20/mo options
  16. Virtual Receptionist – an Internet voicemail system accessible by phone, email, or the web. an auto-attendant that acts as your virtual receptionist. You can create virtual mailboxes for your employees and enjoy voicemail call forwarding, call transfers, call routing, voicemail notifications, and much more…. from $10/mo
  17. Transcription – For those people who just hate to type but love to talk, you can record your messaging, upload it to and receive a typed doc back via email in about 3 hours.
  18. Sharing your thoughts – absolutely the best way to publish your powerpoint presentations on the web and share them with others – is free
  19. Document sharing and collaboration – my personal favorite, allows you to upload word or excel files and work on them collaboratively with selected people. Takes all the hassle out of emailing docs around for comments. – free
  20. Running an event? Use to create a webpage for your event, accept and manage registrations and even publish who has RSVP’d. Free if your event is free, 2.5% of ticket price for paid events.

Over 60 people contributed to this list and once we were done there were at least 2 services I hadn’t heard of (but have since tried and enjoyed). How about you? Which ones are new to you? Which ones do you love? Which ones are we missing? If I get enough comments, I’ll do a Part II.


  1. An
    An June 5, 2009

    great article..i personally use google docs for personal finance management. it is super convenient to keep your budget up to date as expenses arise.

  2. Jon
    Jon June 5, 2009

    Great post. And to add to this list a great document management system WITH workflow capability is – Open source all the way or SaaS.

  3. Lex
    Lex June 8, 2009

    Fantastic round up!

  4. Julia
    Julia June 10, 2009

    Thanks for such a resourceful article. I personally use Skype for making long distance calls & Webex for remote pc access.For managing projects, collaboration, time tracking & doc sharing I use DeskAway ( which is an awesome online application and saves a lot time as well as money.

  5. Mark
    Mark June 10, 2009

    GrandCentral is such a cool service.
    Perfect for small offices where the boss is out of the office all the time.
    Also- the ListenIn feature is really cool!
    I haven’t used it- but will when I hit the road for sales calls.

  6. Amen to the virtual receptionist!! My company works with a place called Execucenter and they offer a virtual receptionist for a price much cheaper than hiring a real receptionist would be. This service helps my small company look professional without the huge price tag.

  7. CJ
    CJ June 15, 2009

    This is list is one of the more complete ones i’ve seen in a while. Depending on the amount of leads you are generating and sales people you have, there are a bunch of solutions out there. I use the small business version of Leads360, but you can try their Express product free at

  8. julianne smith
    julianne smith June 16, 2009

    love this list! i also suggest google analytics for anyone with a website. it is free and provides a ton of good info on your web visitors.

  9. Lynda Partner
    Lynda Partner June 16, 2009

    Wow – thanks for all the great comments on this article. it’s so great to read them all and to get even more ideas for useful tools. I have now decided to break this article into two – business tools and marketing tools, and to add another one called Top X tools for starting your own business. You’ve all given me lots of content – gotta love crowdsourcing!
    Thanks again

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