Top 10 Tech Tools for Online Businesses (That Scaled My Biz to 1M+)

Last Updated on August 22, 2025

Discover the top 10 tech tools for online businesses that scaled my biz to 1M+ —plus pro tips for simplifying, scaling, and saving money each quarter.

Most six-figure businesses aren’t drowning in client work—they’re drowning in tabs, tools, and decisions.

If you’ve been at this for a while, you already know: more software isn’t the answer—smarter systems are.

This is the tech stack (our top 10 tech tools) that we actually use daily inside our multi-six-figure online business. No fluff. No shiny objects. Just the tools that make our backend run smoother, our team more efficient, and our nervous systems breathe a little easier.

Let’s get into it.

1. Airtable

Think of Airtable as the grown-up version of Google Sheets—on caffeine, with color-coded tabs and automations.

We use it to manage every moving part of our business: daily sales tracking, client onboarding and member management, hiring, even automated milestone + bonus delivery for programs like the Room. It’s visual. It’s powerful. It saves our team hours every week.

Airtable lets us organize the chaos and turn raw data into clear, actionable views.

👉 Check out Airtable

👉 Wanna learn how you can integrate Airtable into your biz? My friend Dama Jue is the genius behind most of my Airtable set up!

2. ClickUp

The holy grail of task management, to do lists and organization, even if you’re just a soloprenuer. This is where the work actually gets done.

ClickUp runs our projects, to-do lists, launch plans, and SOP library. Everyone knows what they’re doing, when it’s due, and what “done” looks like. Which means less “where’s that thing?” and more actual progress. 

If it’s not in ClickUp, it’s not happening!

👉 Get ClickUp

3. Kartra

Kartra is an all-in-one platform that we use for email marketing, funnels, campaigns, course and membership hosting, helpdesks, and more. And the best part is I’m saving thousands of dollars each month with using just ONE platform.

We use it for everything from our evergreen funnels to our shop, to hosting our courses, to sales and checkouts, and internal automations. It’s one of the few tools we haven’t bounced around on—because it just handles the job.

👉 Explore Kartra and get 40% off your first payment with our code SWS40

4. Zapier

This is the glue that makes our stack talk to each other. Zapier integration allows you to automate tasks without having to know code to build these integrations yourself, or spending big bucks to hire someone to build it for you.  

Zapier connects Airtable to Kartra to ClickUp to Google Workspace to Stripe… you get the picture. Without it, we’d be drowning in manual admin tasks or hiring someone just to move data around.

With Zapier integration, you have an insanely powerful automation tool at your disposal that can create an automated workflow in your business, trimming hours of manual work each week, freeing up time, and saving you thousands of dollars each year.  

👉 Automate with Zapier

5. ChatGPT Pro Plan (My Favorite AI Tools)

AI isn’t going anywhere. And honestly? It’s saving us hours.

We use ChatGPT Pro for brainstorming and writing content, writing SOPs, breaking down complicated workflows, and even mapping out logic for Airtable automations. You still need strategy and voice—but when used well, it can 10x your efficiency.

I also create my own CustomGPTs, so I’m not  just automating tasks—but I’m creating an AI-powered assistant that sounds like me, thinks like me, and can help me scale without sacrificing your values, voice, or sanity. 

👉 Try ChatGPT Pro

Honorable Mentions:

• Ellie AI: Writes emails from your inbox in your voice and this is what I use to set up my auto responder and make customer service a breeze!
• Poppy AI: Built by a neurodivergent founder (and fellow creative chaos brain), Poppy is a choose-your-own-adventure interface for thinking, planning, and content creation that doesn’t box you in. I built what I call my, second brain in poppy and it knows everything about my business which allows me to use it to create content, and brainstorm with ease.  I also love the way you can easily add URLs and Youtube videos to the knowledge base and connect and disconnect things from the brain so you can get really specific with the output.  Plus you’re able to use all the different AI tools (Chat GPT, Claude, etc) to get a variety of answers.
• Leave Me Alone: The tool I use to get to Inbox Zero every day!
• Descript: Podcast and video editing, the way non-techies like it. Seriously, descript makes it so easy to edit, clip, and create videos and audios.
• Magai: Magai lets you switch AI models mid-conversation, reuse GPT instructions across models, and collaborate directly with your team. 

6. WordPress + Showit

It’s been 10+ years and I haven’t changed my opinion…WordPress is still the best platform for getting organic traffic to your site and being findable by search engines.

We use WordPress for our website and blog because it’s flexible, Google-friendly, and gives us full control over how our content shows up. If you want evergreen leads from content? You want WordPress.

👉 Use WordPress

Honorable Mentions:

• Restored 316: The easy-to-install, super customizable themes from Restored316 are by far my favorite WordPress themes. They’re affordable, their customer service is excellent and you can have your whole website up and running in a matter of days (if not hours)! Plus they’re SEO-friendly, optimized for core web vitals and everything you need!
• Showit: Drag-and-drop design on top of WordPress (great for custom branding) if you don’t want to go with a traditional WordPress website, the next best thing is Showit with a WordPress blog. Showit’s drag-and-drop builder is so easy to use and if you prefer a more design-forward website, they’ve got AMAZING templates. My own website is hosted on Showit. 
• RankMath: Our go-to SEO plugin for optimizing pages and blog posts. Free and paid versions available. 
• Pretty Links: A must have if you’re sharing links; especially affiliate links!
• Convertbox: Create engaging, personalized on-site messages and opt-in forms to boost conversions, including sticky bars and wallpapers
• Bluehost: The best, cheapest and easiest website hosting option for beginning bloggers is Bluehost. 

7. Zoom + Fathom

Zoom isn’t glamorous, but it’s the backbone of our client delivery.

We use it for group coaching calls, team meetings, Room masterminds—you name it. Add a tool like Fathom (next on the list), and it gets even better.

👉 Use Zoom

And Zoom + Fathom means no one’s scribbling notes during calls ever again.

It records, transcribes, and summarizes your Zoom meetings. Want a quick recap of what your mastermind covered or action items from a team call? Fathom does it for you. No extra brain bandwidth required.

👉 Try Fathom

Honorable Mentions:

• Loom: Record async updates, feedback, and SOPs!
• Slack: Where our community is hosted so we can answer questions and collaborate (we’re anti-social media here and you absolutely CAN build your biz off social)

8. Canva

Canva’s user-friendly platform lets you choose from countless templates and stock photos to craft your visuals. With its intuitive drag-and-drop interface and innovative AI features, creating professional-quality graphics is a breeze. It’s your go-to tool for making design magic happen, no expert skills required!

👉 Get Canva

9. Google Workspace

G-Drive. Docs. Sheets. Calendar. Forms.

Google Workspace is where our team lives behind the scenes. From client folders to podcast workflows to launch tracking—this is where the real-time collaboration magic happens.

No overthinking it. Just the basics done well.

👉 Start with Google Workspace

10. QuickBooks

Bookkeeping that doesn’t make your eyes glaze over.

QuickBooks pulls in all our bank transactions, Stripe payouts, and expenses. It gives us clear reports every month, which means we’re not guessing about our numbers—or making tax season harder than it needs to be.

👉 Try QuickBooks

Honorable Mention:

• Gusto: For running payroll and paying contractors without the spreadsheet chaos

Bonus Pro Tip:

Platforms like AppSumo and Secret are SaaS deal havens—think: Costco for digital tools. We keep an eye on them when we’re exploring new solutions. AppSumo offers lifetime deals on up-and-coming software (we’ve scored gems here for a fraction of the price), while Secret gives you exclusive discounts on major platforms (think: Notion, Airtable, and Stripe). If you’re tech-savvy and budget-conscious, they’re worth bookmarking.

Tech Hack to Stop Expense Bloat: A Quarterly Audit.

Every quarter, we sit down and ask:

• What are we still using?
  
• What’s pulling its weight?
  
• What can we cancel or consolidate?
  

Because bloated tech stacks don’t scale. They just slow you down.

We’ve saved thousands with this review—and kept our team focused on what matters instead of troubleshooting 20 tools we never actually needed.

TL;DR

These aren’t just “cool tools.” They’re the actual infrastructure that supports our team, our clients, and our growth (to the tune of over a million dollars!)

If you’re past the beginner phase and running a real business, these 10 tools can help you do more with less—without drowning in subscriptions or decisions.

If you want to have real conversations (like what tools I’m actually using in my business, check out our 1k/Day Experiment where I take you behind the scenes as I document how I’m going to make $1,000 per day. Inside the 1k/Day Experiment, you’ll get an unfiltered backstage pass into what’s working, what’s not and exactly what I’m doing every day to reach this milestone (and what tech tools I’m using to scale!)