Updated November 2021

When running a small business, especially when you are a sole trader, you need to be extremely organised. 

There are so many different jobs that need your attention every single day – design, copy writing, social media scheduling, organising meetings, strategising and finances. And that is just the tip of the iceberg! To stay on top of all jobs that need doing you need to think strategically in order to move your business forward in the most efficient way. Thank goodness there are a lot of great tools out there that can help us do just that!

Below is a selection of tools I use in my small business working from home with regards to design, organisation, marketing, email and invoicing. Some have an affiliate link.

Learn more:

4 tips to make working from home a success

Mindfulness Routines When Running a Small Business

Employee vs. Entrepreneur Mindset

Why & How To Set Goals For Your Business


The first tool I use to organise my small business is Canva. This is possibly my all time favourite design tool. Whether you are a complete novice or more experienced graphic designer Canva is a must have tool to use in your business. 

Canva is a graphic design platform that allows users to create social media graphics, posters, presentations and other visual content. Users can use pre-made templates or create their own. The basic package is free to use, which when you are just starting out is more than sufficient, or you can upgrade to Canva Pro  and/or Canva for Enterprise. You can now also get Canva on your mobile phone which is marvelous as it increases productivity. 

I use canva for my own business as well as for my clients.


Tailwind is a scheduling tool for Pinterest and Instagram. I use it extensively for Pinterest but not for Instagram. I am not sure why but I have never been able to get my head around how to use it for Instagram. If I am completely honest I found it quite laboursome using it for my Instagram scheduling.

I use it exclusively for my, and my clients’, Pinterest accounts and find it very easy to use. Tailwind lets you set up your own daily pinning schedule and the SmartGuide will tell you when you are ‘out of line’ with current pinning practices! It is marvelous. Furthermore Tailwind lets you use Smartloops for recurring/seasonal content so you don’t have to remember it all. 

It is easy to join Tribes and they have a good analytics section indicating which boards and pins are performing the best. Again, like with Canva, there is a free version and a paid one. If you want to upgrade to the paid version, click here


The next tool I use to organise my small business is for social media scheduling. Whilst I used different tools for different platforms before, I now just use Later. I absolutely love Later as it is very visual, which I like! You can use Later for all your platforms (Insta, FB, Linkedin, Twitter, Pinterest, TikTok) which is great as it is your one-stop-shop! You can create a ‘basic’ post and then personalise it for the different platforms which saves sooooo much time!

The best feature for me though is the visual grid. It lets you see in an instance if your branding is up to scratch which for my business is very important.

You can start using Later for free. It will give you an x amount of posts for each platform that you use. If this is not enough you can upgrade. The great thing about Later is that the paid plans are not expensive.

Tools to organise your small business


Another great tool I use to organise my business is Gsuite. Gsuite,  or as it is now called Google Workspace, has been fabulous for my business. It is a great productivity tool as you have everything in one place and the fact that you can store everything in the cloud makes it, in my eyes, even easier. Like Gsuite says on their website it is ‘an integrated workplace that is easy to use’. What i really like about it is that you can work from anywhere, from any device and even offline! And it comes with a custom business email. What is not to like!


Trello is a great tool to help you organise your business. It is a project management tool which I use for my business as well as for my private life (is share it with my hubbie!). Trello works with boards, lists, cards and collaborators which enables you to organise and plan your business and projects in an efficient manner. 

Simply put you can have boards, cards/tasks for you but you can also set them up for a team and invite collaborators. Team members can add comments, notes or attachments. There are all kinds of apps available to integrate with Trello and it is possible to integrate Gsuite! Trello syncs across all of your devices so it doesn’t matter which one you are working from you always have the latest version of your boards!


And the last tool I use to organise my small business is for all my financial matters. For this I use Quickbooks!  Smart and very easy to use. Quickbooks is an accounting software that shows all your incomings and expenses in an instant. It is possible to send invoices with an easy to create template. Quickbooks integrates with your bank account, so I have all my transactions in one place, which also means I can stay on top of any tax I owe. Brilliant!

Learn more:

6 Reasons Why You Should Use Tailwind

How To Use Tailwind To Schedule Your Pins

How To Use Canva

Final thoughts

The above tools are not the only ones I use in my small business but I would say these are the most important ones on a day to day basis. 

As always I hope above was helpful! If you want more Pinterest information, sign up for the Clever Pins newsletter. It comes out several times a month and is chock-a-block full of Pinterest and Clever Pins news. You get the Perfect Pinterest Size Guide completely FREE! A handy little document with ALL the Pinterest ratios, sizes and character limits. Or find out information about Clever Pins’ services.

Other helpful resources:

Perfect Pin Guide – How to create the perfect pin image!

Perfect Pinterest Planner – Know what to pin when!

Happy pinning!

This blog contains affiliate links. If you sign up via my link I may receive a small commission. I only recommend products and tools I use myself  and all opinions expressed are my own.