Article: 8 Tools I Can't Run My Business Without
8 Tools I Can't Run My Business Without
As a photographer-turned-educator who juggles multiple businesses, systems are everything. From client experience to content creation to staying (somewhat) organized behind the scenes - I rely on a handful of tools that keep me sane and my business running smoothly.
These aren’t just nice-to-have apps. They’re essential. I’ve tested a lot of software over the years, but these are the ones I consistently come back to. Whether you’re a photographer, a creative entrepreneur, or somewhere in between, I hope this list helps simplify your workflow like it has mine.
1. HoneyBook – CRM + Client Workflow
From contracts and invoices to questionnaires and timelines, HoneyBook handles it all. I use it to manage every step of my client process - from initial inquiry to final payment. It’s where I build automations, track projects, and keep everything streamlined (without having to dig through email threads).
2. Canva – Design + Marketing
Canva is my not-so-secret weapon for creating everything from Instagram graphics and Reel covers to pricing guides, freebies, and course slide decks. It’s intuitive, fast, and makes it easy to stay on-brand without needing to hire a designer for every little thing. I love using templates to save time and keep things consistent across my brand.
3. PASS Gallery – Client Gallery Delivery
I’ve used a few gallery platforms, but PASS stands out for its clean layout, beautiful presentation, and ease of use - for both me and my clients. It elevates the delivery experience, while also giving clients options to order prints or albums (and I earn a commission from those sales, too). It makes the final step of the client journey feel polished and professional.
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4. Flodesk – Email Marketing
I use Flodesk to build my list, create automated email funnels, and send beautifully branded campaigns to my audience. Their drag-and-drop builder makes things simple, and unlike a lot of email platforms, Flodesk actually lets you stay on-brand without fighting with formatting. I use it to share product launches and sales, offer education and helpful resources, and keep my community in the loop.
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5. Lightroom – Editing
The heart of my editing process. I use Lightroom (Classic and Mobile) to apply presets, batch edit galleries, and keep my style consistent. Whether I’m editing for myself or teaching others how to edit, it’s the foundation of my post-processing workflow. Every preset I’ve ever created has started in Lightroom.
6. Narrative Select – Culling
Culling used to be the part of editing I dreaded the most - until I found Narrative Select. It uses AI to help me choose the best images faster by detecting things like eye blinks or missed focus. I can review a session in a fraction of the time it used to take, without second-guessing every frame. It’s a total game changer for gallery turnaround time.
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7. QuickBooks – Bookkeeping
This is what keeps my business legit behind the scenes. I use QuickBooks to track income and expenses, categorize transactions, and get everything prepped for tax season. It pulls data from my accounts and helps me stay organized (and in good standing with the IRS). It’s not the most glamorous part of business, but it’s a necessary one.
8. ManyChat – Automated DMs
If you’ve ever responded to one of my posts with a keyword or gotten a DM with a link, that’s ManyChat. I use it to set up automations that reply instantly when someone comments or messages a specific word (like “preset” or “tools”). It’s a great way to boost engagement while saving time in my inbox. I also use it to share freebies, blog posts, and product links directly from my stories.
These tools have helped me scale, streamline, and actually enjoy the process of running my business. If you’ve been looking to simplify your systems, I hope this list gives you a helpful place to start. I’m always testing new tools, but these are the ones I truly don’t want to work without.
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