Stop Overpaying for Tools: How to Choose the Best Tools for Your Online Business

You know that little wave of dread when you check your credit card statement and spot a charge for some software you forgot you even had?

Yeah. That.

Most online business owners are paying for tools they don’t use, forgot they had, or “might need someday.” And so many are missing out on some of the best tools for online business that could actually make their life easier.

That's why I recommend a software audit—looking at what you currently have, what you probably don't need, and maybe where you have some opportunities. Because while $9/month doesn’t sound like a big deal, those little charges add up fast—especially when you’re trying to run a lean service-based business.

So let’s talk about how to audit your software stack, figure out what’s actually helping you grow, and cut the rest without spiraling.

Why It Matters (and Not Just Because of the Money)

A tool isn’t just about cost—it’s about energy, mental space, and time. If you’ve got a tech stack full of “maybe later” tools or overlapping systems, it’s likely slowing you down, not speeding you up.

A quick audit gives you:

• Fewer logins to juggle

• Fewer things breaking behind the scenes

• Fewer decisions when it’s time to launch, sell, or grow

  
  

And yeah, more money in your pocket never hurts either.

So how exactly do we do a software audit?

Step 1: List Everything

Start simple: make a list of every tool you’re currently paying for (monthly, annually, or one-time lifetime access).

This includes:

• Software subscriptions (design tools, schedulers, course platforms, etc.)

• Project management tools

• Email platforms

• Payment processors or checkout systems

• Anything with a renewal date

  
  

Pro tip: Check your last 2 credit card or PayPal statements to jog your memory. It’s easy to forget that $8 charge from something you signed up for nine months ago.

Step 2: Add a Review Date Before It Renews

I do this inside ClickUp, where each tool gets a subtask with a due date a week before its renewal. That gives me time to decide if I still need it or want to downgrade.

Not a ClickUp person? A recurring calendar reminder works fine too or honest-to-god pencil and paper. It doesn’t really matter what you use—the goal is to look before you get charged again.

Step 3: Ask Yourself These 6 Questions

Before you cancel (or commit), run each tool through this list:

1. Am I actively using this right now?
   

2. Is it solving a problem I currently have?
   

3. Do I already have another tool that does this?
   

4. Is it easy to use—or is it causing more friction?
   

5. Would switching to something else actually help—or am I just procrastinating?
   

6. Is switching worth the cost (time, energy, lost momentum)?
   

If the answer to most of these is “meh,”, AND if the last questions are a yes, it might be time to let it go.

My Picks: The Best Tools for Online Business (That I Actually Use)

Here’s my current mix of tools for running a service-based business:

Tool	What It’s For
Namecheap	Domain purchases
Wix	Website + hosting
Canva Pro	Graphics, social, visuals
Systeme.io	Course platform + checkout pages
Zoom	Client calls + podcast interviews
Google Workspace	Business email hosting
MailerLite**	Marketing emails + automations
Calendly	Scheduling client calls
Buzzsprout**	Podcast hosting
ChatGPT Plus	Copy drafts, brainstorming, workflows
ClickUp	Project + client management

** = get a $20 credit when you use my link!

Are any of them perfect? Nope. But they work for what I need right now. That’s the key.

What If You Spot a Gap?

Good news—this process also helps you figure out what’s missing.

Maybe you realize you don’t have a clean way to collect testimonials. Or your onboarding could be easier. Or your automations are... nonexistent.

That doesn’t mean you need to go on a software shopping spree. Just make a note. Then when you are ready to add something, you’re making a strategic decision—not a reactive one.

Your Software Audit Game Plan

Here’s a quick recap:

1. List everything you’re paying for

2. Add review dates before renewals hit

3. Ask the 6 honest questions above

4. Cancel, downgrade, or recommit based on what’s serving you now

5. Spot any gaps and make a plan for later

   
   

You can do this once a year or just review one tool each month. Either way, it’ll keep your business lean, clean, and running on purpose.

Doing a simple audit helps you figure out which tools are pulling their weight—and which of those tools someone swore was one of "the best tools for online business" are just hype.

Final Thoughts: Don't Let Tools Distract You From Your Business

Shiny tools can be fun—but they can also become a distraction from actually building momentum. And even the best tools for your online business won’t save you if there’s no clear strategy behind them.

So you don’t need to switch platforms to feel productive. You need systems that work for you—not the other way around.

If figuring this out on your own makes your eyes glaze over? That’s exactly what I help clients do inside The Shortcut—set up the right tools, ditch the wrong ones, and finally build a backend that doesn’t make you want to cry.

You deserve a business that runs smoother. This is how it starts.