If you’ve ever posted “What’s the best CRM?” or felt overwhelmed by all the tech options out there, this post will help you learn how to choose the right tools for your online business—without wasting time, money, or your peace.

In this episode, I share why I don’t recommend business software the usual way. And what I do instead to help you pick the right tools that truly support your business and bring more ease into your life. If you ever wasted money or time on a tool that sounded perfect for others but just didn’t work for you, tune in as I guide you through my approach to choosing software with intention.

Key Insights:

• Why your business strategy should come before picking any tools
• How asking the right questions leads to better software choices
• Simple ways to avoid shiny object syndrome and save your sanity

Let’s Talk About Those “What’s the Best Tool?” Posts

You’ve probably seen them. Or maybe even posted one yourself.

• “What CRM do you recommend?”
• “What email platform do you love?”
• “Looking for a new tool for client onboarding. Any recs?”

While these questions seem helpful, the answers can be misleading. Why? Because most recommendations come without context. People share what works for them—not what works for you.

That’s exactly why I don’t recommend business software the usual way. Instead, I lead with what really matters: strategy.

If you want to build a system that works, you have to know how to choose the right tools for your online business based on your business model, your goals, and your capacity.

Why Strategy Comes Before Software

One of the core truths I teach is this: Process before tools!

When you jump into a new platform without first understanding your needs, you risk:

• Paying for features you never use
  
• Duct-taping workflows together in ways that confuse your clients
  
• Burning hours trying to “figure out” something that doesn’t fit
  
• Automating a messy system (which just makes the mess faster)
  

This is why knowing how to choose the right tools for your online business starts with questions, not just recommendations.

How to Choose the Right Tools for Your Online Business (The Smart Way)

Here’s how I help my clients (and how you can help yourself) make confident software decisions:

Start by asking these foundational questions:

• What’s your business model? (Are you service-based, coaching, digital products, or a membership?)
  
• What does your client journey or sales process look like? (Do you need contracts? Onboarding workflows? Upsells?)
  
• What do you want this tool to help you accomplish? (Save time? Improve client experience? Automate backend tasks?)
  
• How much time and energy can you realistically dedicate to setup and maintenance?
  

Once you answer these, it becomes much clearer how to choose the right tools for your online business in a way that aligns with your unique needs, not someone else’s setup.

Why I Don’t Believe in “One-Size-Fits-All” Tools

Even though I love tools like Dubsado, I don’t recommend them blindly. Because not every business needs complex automations. Sometimes, a simpler platform like HoneyBook, Flodesk, or even a Fillout Form + Stripe combo makes more sense.

Years ago, I signed up for a white-label version of HighLevel. I barely scratched the surface of its features because I didn’t need all that functionality at the time. That monthly subscription was a cost I didn’t need just because it was highly recommended.

It wasn’t until I zoomed out and looked at my goals and workflows that I realized:I didn’t need more software. I needed a clearer system.

Tools Don’t Fix Broken Systems. They Just Automate Them

This is what I want every mompreneur to know: A tool is only as strong as the system it’s supporting.

If your processes are unclear or overcomplicated, even the best software can’t save them. That’s why knowing how to choose the right tools for your online business is really about choosing tools that support what you’ve already clarified.

Once you’ve mapped your client journey and aligned it with your capacity, you can confidently pick a tool that:

• Does exactly what you need
  
• Matches your tech comfort level
  
• Improves your client experience without overwhelming you
  

Feeling Stuck or Overwhelmed by Tool Options?

If your backend feels clunky, your workflows are stitched together with duct tape, or you’re still deep in the “what’s the best tool?” spiral, that’s a sign to pause.

You don’t need more software. You need more clarity.

That’s exactly what I help you do through:

• The Workflow Work Session – a one-time strategy session to map your client journey and identify which tools will support it best
  
• The Harmony Systems Sprint – a VIP Week where I build your workflows from inquiry to offboarding, so your client experience is smooth, intentional, and automated
  

Both are linked if you’re ready to simplify your systems and choose tools that actually serve your business.

Let’s Recap: What Matters Most

Before you buy another tool or fall for another software trend, slow down. Get clear on your process. Get honest about your capacity. Then choose tools that serve your business not just someone else’s success story.

And remember: learning how to choose the right tools for your online business isn’t about finding the most popular platform; it’s about building a system that brings peace, not pressure.

DM me on Instagram and let me know, what’s one tool you’re realizing might not be serving you anymore?

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Ways I Can Serve You

Harmony Systems Sprint: A VIP Week where I’ll set up the automated workflow for your client experience, from inquiry to offboarding. The full process includes a pre-sprint meeting to map out your workflow, and time for you to gather the assets needed before the VIP week. And after your VIP Week, you still have 2 weeks of support!

Workflow Work Session: Only need your workflow mapped out, no automation implementation or CRM setup? Check out this one time session.

Harmony, No Hustle Private Podcast: Are you tired of trying to juggle your business and family life, only to feel like you’re constantly dropping the ball. It’s time to say goodbye to the impossible balancing act and embrace something better. Work-life harmony. I created the private podcast Harmony, No Hustle just for moms like you. It’s your go-to, faith based resource for practical tips and actionable strategies to help you integrate your work with your family life. So you can thrive in both without sacrificing either.

Join Email Community: In this community, you can expect to get email notes, written by me, that focus on all things business systems including processes, client experience and automation. I also believe life systems are important too, so I’ll be sharing content related to home management, self care and more. Plus I’ll give you an inside look into my journey of navigating entrepreneurship as a Christian mom.

Let’s Connect

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