Tools I Work With.
I stay fluent in the platforms that power modern businesses. This is the full toolkit I bring to every engagement.
Tools are useful, but they are not the strategy.
A lot of businesses and startups with teams are paying for far more tools than they actually need, and using only a fraction of what those tools can do. Half a dozen subscriptions, three CRMs nobody trusts, and a project tool that everyone has stopped opening.
My job is the opposite of that. Pick the smallest set of tools that actually runs your business, set it up properly, and make sure your team can use it without me sitting next to them. The list below is what I work in regularly. If you use something that is not on it, I can usually pick it up in a week.
Four questions I ask before adding any tool to your business.
Does it earn its seat?
If a tool only solves a problem you have once a quarter, it does not belong in your monthly bill.
Will it work with the rest?
I prefer tools that connect cleanly with the tools you already use over a fancy tool that creates extra manual work.
Can the team actually use it?
Adoption beats sophistication. A simple CRM that everyone updates beats a fancy one nobody opens.
Is the data safe and portable?
I avoid tools that lock you in. You should always be able to export your data and walk away.
Productivity & Communication
CRM, Sales & Client Management
Project, Task & Operations Management
Finance, Invoicing & Contracts
Websites, Ecommerce & Course Platforms
Email Marketing, Automation & Integrations
Content, Design & Social Media
AI & Productivity
A few combinations I set up over and over.
Every business is different, but patterns repeat. These are the four combinations I end up recommending most often, depending on where you are.
The solo operator setup
Google Workspace, Notion, HoneyBook, Stripe, Calendly, Loom, ChatGPT. Lean, cheap, and enough to run a six-figure consulting or coaching practice without an ops team.
The growing service business setup
Google Workspace, HubSpot, ClickUp or Asana, Slack, Zapier, QuickBooks, Loom, Canva. The setup most of my Growth tier clients land on.
The course or membership setup
Kajabi or Thinkific, ConvertKit, Stripe, Zapier, Notion, Loom, Canva. Built to launch, sell, and deliver online programs without the duct tape.
The part-time operations setup
GoHighLevel or HubSpot, Asana, Make, Airtable, Slack, Looker Studio, 1Password. The Partner tier setup for businesses where operations is the work slowing growth down.
The difference between knowing a tool and running it.
"Experience with" can mean almost anything on a virtual assistant website. This 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 am in these tools every day across multiple 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 live in these daily, but I can step in confidently when a client uses them.
What I actually do with all this software.
Set it up properly
Pipelines, fields, automations, integrations, user permissions. Done once, done right, documented so you do not need to redo it in six months.
Connect it together
Form to CRM to email to invoice to project tool. The steps that usually break get automated so nothing falls through.
Maintain and clean
Quarterly reviews of your tools: duplicates removed, unused seats cancelled, broken automations fixed. The boring work that keeps everything running.
Squeeze the AI layer
ChatGPT, Claude, and Notion AI woven into your workflow for drafts, summaries, research, and reporting. Not as a gimmick. As a multiplier.
Train your team
Loom walkthroughs, written step-by-step instructions, and live training. Your team should be able to run the process without me on standby.
Lock it down
1Password vaults, two-factor everywhere, access reviews. The security hygiene most growing businesses skip until something goes wrong.
Tools FAQ
Common questions about the tools.
Ready for a dedicated virtual assistant?
Admin, inbox, design, automation, you name it. Rellatech handles it end to end so you don't have to.