Tips that save time.
I’m not going to surprise anyone if I say that finding the right stack of mobile apps for your specific needs can be a huge helper in the everyday operations of your business. At the same time, everyone’s set of apps will be slightly different. Today, I want to show you the business apps that have proven to be worthwhile for me, plus also show you other highly recommended tools that have appeared on other people’s must-have lists.
Whether you’re a solopreneur, at the helm of a startup or steering a well-established company, these apps are designed to streamline your processes, enhance your customer interactions, and keep your projects on track.
Join me as I share these top picks, which may just transform your mobile device into your most trusted business ally.
Project management apps
Project management is pivotal in keeping team tasks organized and ensuring that projects are completed on time. Over time, I’ve found Trello to be the most effective tool for my specific needs, but all three are great solutions for different businesses:
Trello
Trello offers a visually intuitive platform that allows me and my team to organize tasks, projects, and workflows using boards, lists, and cards. The flexibility to customize boards and the simplicity of dragging and dropping cards to different progress stages make it ideal for visual planners. It’s particularly effective for managing small projects or distinct phases within larger initiatives.
Asana
Asana has been instrumental in enabling countless teams to collaborate effectively on projects. You can assign tasks, set deadlines, and track progress all within the app. Its comprehensive dashboard and reporting tools provide a clear overview of project statuses, helping ensure that you stay on schedule and accountable.
ClickUp
ClickUp is a comprehensive solution that combines project planning, task management, and team collaboration in one platform. It offers extensive customization options, which means you can tailor the tool to fit the specific needs of different projects and workflows. Its ability to integrate with other tools and centralize communications can streamline your project management processes significantly.
Productivity and workflow apps
Maximizing productivity and optimizing workflows are crucial for any business aiming to maintain efficiency and competitive edge. Here are some tools that I’ve tested over the years:
Notion
Notion is an all-in-one workspace where you can write, plan, collaborate, and get organized. It allows you to take notes, add tasks, manage projects, create custom databases, and more. Its robust template gallery offers numerous options to tailor your workspace to your specific needs, from project tracking to document management. For me personally, Notion bas become my main “all business central hub” if it makes sense. It’s basically where I keep all my projects, most important documents and all resources related in neatly organized databases. Notion also provides a flexible and intuitive interface that can adapt to various work styles and needs of any business.
Toggl
This app allows to track the time spent on various projects and tasks, which is essential for productivity analysis and billing. Toggl’s simple interface and powerful reporting tools make it easy to see at a glance where the time is going, helping me make informed decisions about resource allocation and project management.
Zapier
Automation is key to efficiency, and Zapier is by far the most powerful automation tool I’ve tested so far. This tool lets me connect different apps and services to eahc other and automate the workflows between them. Whether it’s syncing data across platforms or automating routine tasks, Zapier reduces the need for manual intervention, which saves me time and reduces the risk of errors. My favorite integration is between my Notion account, Google Sheets and my blog. I use it to store all published articles, with some added notes on each one.
Calendly
Scheduling meetings can be time-consuming, especially when coordinating with multiple people. Calendly simplifies this process by allowing clients and colleagues to book appointments based on your availability, which is automatically synced with your calendar. I like how it takes care of making sure that you will not double book and ensures efficient use of my time.
These productivity and workflow apps have been crucial in helping me stay organized, focused, and effective in my daily operations. They not only save time but also enhance the overall work quality and output.
Customer management apps
Managing relationships with customers effectively is key to sustaining and growing a business. Although various large-scale CRM systems were never my thing, I do see value in some solutions that sit more in the all-in-one bracket. Here are my favorite ones:
HubSpot
This app is a powerhouse for managing customer data, appointments, sales, and marketing efforts all in one place. Many people find its comprehensive tools for inbound marketing and CRM incredibly helpful for nurturing leads and building stronger customer relationships. The ability to track interactions and automate communications makes HubSpot indispensable for maintaining a seamless customer journey.
Zoho CRM
Focused on enhancing customer relationship management, Zoho CRM helps with storing client information, scheduling, and managing sales tasks efficiently. Its versatility in integrating with other apps and its array of features for tracking sales opportunities and engaging with customers have made it a vital part of many people’s toolkits for driving business growth.
Communication and collaboration apps
Effective communication and seamless collaboration are the backbones of any thriving business. I’ve found several apps that have transformed the way my team interacts and collaborates, ensuring that we stay connected and productive regardless of our physical locations:
Notion Calendar
Notion Calendar can be a viable alternative/additional layer on top of your standard Google Calendar setup. It’s a versatile tool that enhances how you can organize and visualize your time. It integrates seamlessly into the broader Notion workspace, allowing you to link databases, tasks, and notes directly within the calendar. This can help you make sure that all project components are connected and trackable from one central place. The drag-and-drop interface and the ability to view tasks and projects on a timeline or as a calendar make it an excellent tool for planning and tracking progress.
Google Drive
Yes, it’s an obvious pick, but for document storage and collaboration, Google Drive is simply indispensable. I use it to store, share, and collaboratively edit documents, spreadsheets, and (sometimes) presentations in real-time. Its accessibility from any device and robust sharing options ensure that everyone has the latest information at their fingertips, facilitating a dynamic and responsive work environment.
Graphic design and marketing apps
Creating compelling graphics and marketing materials is essential for capturing attention and engaging with customers – especially if you have a significant social media presence with lots of posts needing to be created. I’ve incorporated a couple of tools into my workflow that make graphic design accessible even to those without professional design experience:
Canva
Canva has been a game-changer for creating professional-looking graphics, social media posts, and marketing materials for thousands of people at this point. With its user-friendly platform and vast library of templates, images, and fonts, I can quickly produce designs that look sleek and align with my aesthetic. Whether I’m crafting social media graphics, blog graphics, or presentations, Canva’s intuitive drag-and-drop interface allows to execute my vision without needing extensive graphic design skills.
Adobe Express
Another excellent tool that complements my design needs is Adobe Express. It offers a range of easy-to-use design features and templates that are perfect for creating high-quality visual content quickly. In many cases, I simply find Adobe Express much quicker than Canva – especially when working on the go – plus it also allows for slightly more advanced photo editing, providing options for those who want to venture beyond basic designs and explore more creative possibilities.
Google Analytics
Understanding website traffic and user behavior is critical for any online business. Google Analytics provides detailed insights that help you measure the effectiveness of your marketing efforts and optimize our web presence. The best thing is that Google Analytics integrates with all popular website platforms and it’s completely free to use.
Accounting and bookkeeping apps
Maintaining clear and accurate financial records is crucial for any business. To manage this essential task efficiently, I’ve relied on several accounting and bookkeeping apps that have significantly streamlined the process. For me personally, the first one proved the most useful, but the other ones are also recognized first-class tools:
QuickBooks
This app is a powerhouse for handling invoicing, bookkeeping, payroll, and tax filing. What stands out about QuickBooks is its seamless integration with other tools and its capability to provide a comprehensive view of financial health in real-time.
Wave Accounting
A great freemium option that I’ve recommended to many starting entrepreneurs. Wave offers invoicing, bookkeeping, and comprehensive financial management without the hefty price tag. Its ease of use and cost-effectiveness make it especially appealing for small business owners.
FreshBooks
This app is fantastic for managing invoicing, expense tracking, time tracking, and basic accounting tasks. Its user-friendly interface and powerful features can help you manage client projects and finances with minimal hassle.
Expensify
For expense reporting and reimbursement, Expensify has been a game-changer for many a team. It simplifies the process of tracking expenses and streamlining reports, which is invaluable during busy periods or when managing remote employees.
Each of these apps offers unique strengths that can cater to various business needs, helping to keep your financial management efficient and compliant.
Employee management apps
Effectively managing a team involves multiple aspects, from scheduling to communication. If you require a more hands-on approach and outlook on what your team is doing, the following apps can prove useful:
When I Work
This app has been a cornerstone for handling employee scheduling, time tracking, communication, and labor cost management. What makes it stand out is its user-friendly interface that simplifies the creation and adjustment of employee schedules, even on the go. It’s particularly beneficial for managing hourly workers or teams with shifting schedules.
Homebase
Another excellent tool that you can use for employee scheduling, time tracking, HR tasks, and analyzing labor costs. Homebase provides comprehensive features that help streamline daily operations and keep everything running smoothly. Its ability to send schedule updates and reminders to staff via mobile makes communication effortless and keeps everyone informed.
Conclusion on the best mobile apps for business owners
Integrating the right mobile business apps into your operations can significantly streamline various aspects of your business, from finance and project management to customer relations and graphic design. Each app mentioned in this article has been selected for its robust functionality and ease of use, ensuring that you can manage every facet of your business with efficiency and confidence.
Wondering what my absolute top 5 is when it comes to best mobile business apps? Those would be:
- Notion
- Trello
- Zapier
- Canva
- Google Analytics
Embracing these tools can transform your smartphone or tablet into a powerful hub for your daily business activities, enhancing productivity and enabling you to respond swiftly to business challenges and opportunities. Whether you’re a budding entrepreneur or a seasoned manager, I encourage you to explore these apps. They could redefine the way you work, bringing about a level of organization and efficiency that propels your business forward.
Is there any other app that you already know is awesome and you want everyone else to know about it too?
