How I approach the tools in your business.

    Many businesses and startups with teams pay for more tools than they need and use only part of what those tools can do. It is common to find several overlapping subscriptions, more than one CRM, and a project tool the team no longer opens.

    I help you choose the smallest set of tools that runs your business, set them up properly and make sure your team can use them on their own. The list below shows the tools I work in regularly. Don't see a program? I may know it, but even if I don't, I am very tech-savvy and figure out programs, applications and systems very quickly.

    Four questions I ask before adding any tool to your business.

    Is it needed often enough?

    If a tool only solves a problem you have once a quarter, I look for another way to handle it before adding it to your monthly bill.

    Will it work with the rest?

    I prefer tools that connect well with the ones you already use, rather than a more advanced tool that creates extra manual work.

    Can the team use it?

    I look for something your team will use. A simple CRM that everyone updates is more useful than an advanced one the team never opens.

    Is the data safe and portable?

    I avoid tools that make it hard to leave. You should always be able to export your data if you decide to move.

    Productivity & Communication

    Google Workspace iconGoogle WorkspaceMicrosoft 365 iconMicrosoft 365Zoom iconZoomMicrosoft Teams iconMicrosoft TeamsGoogle Meet iconGoogle MeetCalendly iconCalendlyAcuity Scheduling iconAcuity SchedulingCal.com iconCal.comMicrosoft Bookings iconMicrosoft BookingsDoodle iconDoodleSlack iconSlackLoom iconLoomOtter iconOtterDropbox iconDropboxOneDrive iconOneDriveSharePoint iconSharePointWhatsApp iconWhatsAppGoogle Forms iconGoogle Forms

    CRM, Sales & Client Management

    GoHighLevel iconGoHighLevelHubSpot iconHubSpotSalesforce iconSalesforceZoho CRM iconZoho CRMKeap iconKeapHoneyBook iconHoneyBookPipedrive iconPipedriveFreshsales iconFreshsalesLittle Green Light iconLittle Green LightJane App iconJane AppSimplePractice iconSimplePracticeAirtable iconAirtableNotion iconNotionLinkedIn Sales Navigator iconLinkedIn Sales Navigator

    Project, Task & Operations Management

    Asana iconAsanaMonday iconMondayClickUp iconClickUpPlane.so iconPlane.soSmartsheet iconSmartsheetNotion iconNotionConfluence iconConfluenceMiro iconMiroLucidchart iconLucidchartAzure Boards iconAzure BoardsTrello iconTrelloJira iconJiraToggl Track iconToggl Track

    Finance, Invoicing & Contracts

    Wave iconWaveQuickBooks Online iconQuickBooks OnlineFreshBooks iconFreshBooksXero iconXeroStripe iconStripePayPal iconPayPalSquare iconSquareGreenShield iconGreenShieldDocuSign iconDocuSignHelloSign iconHelloSignAdobe Sign iconAdobe SignPandaDoc iconPandaDocWeTravel iconWeTravel

    Websites, Ecommerce & Course Platforms

    Kajabi iconKajabiThinkific iconThinkificTeachable iconTeachableSysteme.io iconSysteme.ioShopify iconShopifyWooCommerce iconWooCommerceEtsy iconEtsySquarespace iconSquarespaceWordPress iconWordPressB12 iconB12React iconReact

    Email Marketing, Automation & Integrations

    Flodesk iconFlodeskMailchimp iconMailchimpActiveCampaign iconActiveCampaignConvertKit iconConvertKitZapier iconZapierMake iconMakeComposio iconComposioMicrosoft Power Automate iconMicrosoft Power AutomateGoogle Apps Script iconGoogle Apps ScriptWebhooks iconWebhooksSnov.io iconSnov.io

    Content, Design & Social Media

    Canva iconCanvaAdobe Express iconAdobe ExpressPowerPoint iconPowerPointGoogle Slides iconGoogle SlidesYouTube Studio iconYouTube StudioVimeo iconVimeoPinterest iconPinterestLater iconLaterBuffer iconBufferHootsuite iconHootsuiteMeta Business Suite iconMeta Business Suite

    Video, Screen Recording & Voice

    DaVinci Resolve iconDaVinci ResolveCapCut iconCapCutDescript iconDescriptCamtasia iconCamtasiaLoom iconLoomElevenLabs iconElevenLabs

    Customer Support

    Zendesk iconZendeskFreshdesk iconFreshdeskIntercom iconIntercom

    Data, Analytics & Technical

    Python iconPythonTableau iconTableauPower BI iconPower BILooker Studio iconLooker StudioGoogle Data Studio iconGoogle Data StudioGrafana iconGrafanaStreamlit iconStreamlitAirtable iconAirtable

    AI & Productivity

    ChatGPT iconChatGPTClaude iconClaudeGrok iconGrokGoogle Gemini iconGoogle GeminiPerplexity iconPerplexityNotion AI iconNotion AI

    Password & Security

    1Password icon1PasswordLastPass iconLastPassBitwarden iconBitwarden

    A few combinations I set up over and over.

    Every business is different, but some needs come up often. These are the four combinations I recommend most, depending on the stage your business is at.

    The solo operator setup

    Google Workspace, Notion, HoneyBook, Stripe, Calendly, Loom, ChatGPT. It keeps costs low and is enough to run a six-figure consulting or coaching practice without an operations team.

    The growing service business setup

    Google Workspace, HubSpot, ClickUp or Asana, Slack, Zapier, QuickBooks, Loom, Canva. A common setup for ongoing admin and operations support.

    The course or membership setup

    Kajabi or Thinkific, ConvertKit, Stripe, Zapier, Notion, Loom, Canva. It covers launching, selling and delivering online programs, with the steps connected so less is done by hand.

    The part-time operations setup

    GoHighLevel or HubSpot, Asana, Make, Airtable, Slack, Looker Studio, 1Password. A common embedded-operations setup when systems and coordination are slowing growth.

    How well I know each tool.

    "Experience with" can mean different things on a virtual assistant website, so here is how I rate myself across the tools I use with clients.

    Daily driver

    Google Workspace, HubSpot, ClickUp, Asana, Notion, Slack, Zapier, Make, Canva, Loom, ChatGPT, Claude. I work in these tools every day across several client accounts.

    Built and shipped

    GoHighLevel, Keap, Kajabi, Thinkific, Shopify, ConvertKit, ActiveCampaign, Airtable, Calendly, Acuity, Stripe. I have built complete setups in these from scratch and handed them over to teams.

    Fluent on demand

    Salesforce, Monday, Trello, Pipedrive, Zoho, WordPress, Squarespace, QuickBooks, Xero, FreshBooks, Zendesk, Intercom. I do not use these every day, but I can work in them confidently when a client uses them.

    What I do with these tools.

    Set it up properly

    I set up pipelines, fields, automations, integrations and user permissions, and I document the setup so you do not need to redo it in six months.

    Connect it together

    I connect your form, CRM, email, invoicing and project tool, and automate the steps that usually break so items are not missed.

    Maintain and clean

    I review your tools each quarter, remove duplicates, cancel unused seats and fix broken automations so everything keeps working.

    Use AI where it helps

    I bring ChatGPT, Claude and Notion AI into your workflow for drafts, summaries, research and reporting, where they save time.

    Train your team

    I prepare Loom walkthroughs, written step-by-step instructions and live training, so your team can run the process without waiting for me.

    Keep it secure

    I set up 1Password vaults, two-factor authentication on every account and regular access reviews, which growing businesses often put off.

    Common questions about the tools.

    Book a free call

    Tell me what it is. If it is a widely used tool, I have probably worked in it. If it is more specialised, I spend the first week learning it on my own time, not yours.

    Only if the benefit is clear, because switching tools takes time and disrupts your team. In most cases I help you use what you already have properly. When a switch makes sense, I will explain why and guide you through the migration.

    On a small number, yes (the ones listed on my favourite things page). That does not change what I recommend. If a tool is not right for you, I will tell you.

    Yes. For retainer clients I manage user seats, billing, renewals, and access reviews so you are not surprised by a charge on your credit card statement.

    When it makes sense, mostly with no-code tools (Airtable, Make, Zapier, Google Apps Script). For full custom development, I bring in a developer and stay on as the project lead.

    AI tools are useful, and many businesses are not using them as much as they could. I use AI for drafts, research, summaries and reporting where it saves time. I do not use it for anything that needs to sound like you without your approval.

    Where to go next.

    CRM and automation services

    Setup, cleanup, and integrations across HubSpot, GoHighLevel, Keap and more.

    Open

    Book a call

    Talk through the tools you use and what needs setting up.

    Open

    Tell me about the support you need.

    I can help with your inbox, calendar, documents, client coordination, CRM upkeep and the workflows behind them. Tell me what your team needs and I will take it from there.

    Let's work together

    Book a free call