Ten software tools small business owners should invest in to bring their A game.
Running a business and not having the right set of tools is no less than bringing a knife to a gunfight. Every small business owner understands how operational and administrative software tools can fast-track growth.
From employee time tracking to payroll management, software tools can help your small business use its limited resources in ways that maximize efficiency. But it isn't easy to identify which small business software would add the best value to your operations.
To help you get started, we’ve compiled a list of top-rated tools from five software categories that are crucial for small businesses: collaboration, project management, customer relationship management (CRM), accounting, and human resources (HR). We identified these categories based on popularity on Google SERPs.
This article looks at the ten best software for small business owners from Capterra’s 2022 Shortlist reports; the products are listed alphabetically.
1. ADP Workforce Now: Access a centralized HR database
ADP Workforce Now is HR management software with payroll processing, employee record-keeping, onboarding, tax filing, talent management, benefits management, and analytics capabilities.
The software functions on a single centralized database that automatically syncs data across HR components, such as employee benefits and time tracking, to minimize manual admin tasks. It offers a scalable payroll tool that grows as your workforce expands and provides real-time employee data to help your HR team make accurate payroll decisions.
With ADP’s HR insights feature, you can create and share comprehensive employee reports using a drag-and-drop option. The tool also provides a library of pre-installed templates and reports, including pre-configured new hire templates and payroll reports, to help you save time.
ADP Workforce Now offers phone, live chat, and email support. It has a mobile application for iOS and Android devices.
For more options like ADP Workforce Now, check out Capterra’s 2021 Shortlist for HR software.
Key Features
- Benefits administration outsourcing
- Employee scheduling
- Time tracking
- Reporting/Analytics
- COBRA administration
- Self-service portal
Trial/Free Version
- Free Trial
- Free Version
Cost to upgrade
Device compatibility
Screenshots
Talent records in ADP Workforce Now
2. Forecast: Use AI to identify profitable projects
Forecast is project management software equipped with resource planning, project budgeting, and team collaboration, among other features. It uses artificial intelligence (AI) to automate operations, identify the most profitable projects, and enhance productivity.
Forecast’s automated project planning feature uses machine learning to help plan projects, estimate timelines, and allocate work to team members based on their availability. Its auto-schedule feature reschedules the project plan when a change request is received from stakeholders.
With a consolidated view of active and future projects, the software allows you to analyze project capacity and adjust workflows. It also offers a holistic view of the financial performance of projects to analyze overall costs and revenue, and identify best-performing projects.
Forecast offers email, call, and chat support. It is a web-based project management tool and also has a mobile app for iOS and Android devices.
For more options like Forecast, check out Capterra’s 2022 Shortlist for project management software.
Key Features
- Project tracking
- Percent complete tracking
- Time tracking
- Reporting/Analytics
- Expense tracking
- Collaboration
Trial/Free Version
- Free Trial
- Free Version
Cost to upgrade
Device compatibility
Screenshots
Project budget tracking in Forecast
3. FreshBooks: Get a double-entry accounting system
FreshBooks is accounting software that automates everyday accounting tasks such as invoicing, expense tracking, billable time tracking, and financial reporting. It uses double-entry accounting to identify revenue items and expenses, offering an accurate profit and loss report.
This accounting software allows you to send proposals and invoices, collect deposits, manage client retainers, track project time, and receive payments. Its dashboard includes a summary of recent activities and a color-coded breakdown of transactions, profit and loss report, and sales tax report to simplify financial reporting and analysis for your business.
FreshBooks offers email, call, and chat support. It offers a mobile app for iOS and Android devices.
For more options like FreshBooks, check out Capterra’s 2022 Shortlist for accounting software.
Key Features
- Billing and invoicing
- General ledger
- Time and expense tracking
- Profit/Loss statement
- Project management
- Proposal generation
Trial/Free Version
- Free Trial
- Free Version
Cost to upgrade
Device compatibility
Screenshots
Invoice generation in FreshBooks
4. Google Workspace: Collaborate and co-edit documents
Google Workspace is collaboration software that helps small businesses as well as large enterprises create and record meetings, customize business emails, and share files.
The software allows cross-functional teams to collaborate in real-time by co-editing Google Docs, Sheets, and Slides. It uses cloud storage to store all business documents in a centralized location.
With Google Workspace, you can manage team meetings by organizing events on a shared calendar, sending reminders via Gmail, joining video meetings via Hangouts, and sharing presentations via Slides.
Google Workspace offers chat, call, and email support. It is a web-based tool and also has a mobile app for iOS and Android devices.
For more options like Google Workspace, check out Capterra’s 2021 Shortlist for collaboration software.
Key Features
- Collaboration tools
- Data storage management
- Calendar management
- Commenting/Notes
- Data synchronization
- Drag and Drop
Trial/Free Version
- Free Trial
- Free Version
Cost to upgrade
Device compatibility
Screenshots
Collaboration in Google Workspace
5. Microsoft 365: Create project-specific mailboxes
Microsoft 365 offers a suite of collaboration and productivity tools for individuals, teams, and organizations. It includes Microsoft Teams, MS Office, OneDrive, SharePoint, and Power BI.
The software allows your teammates to collaborate on, share, and co-edit documents remotely, from multiple devices, without the risk of miscommunication or data breach. Its instant messaging functionality lets you connect with your staff members via real-time chat.
Using this collaboration tool, you can co-author files and documents in real-time and observe the edits and suggestions made by peers. You can also share the documents with external stakeholders and clients for review.
You can create project-specific mailboxes to store all project-related documents and discussions in one place. These mailboxes can be shared with stakeholders for record-keeping.
Microsoft 365 offers chat, live rep, call, and email support. It is a web-based tool and also has a mobile app for iOS and Android devices.
For more options like Microsoft 365, check out Capterra’s 2021 Shortlist for collaboration software.
Key Features
- Collaboration tools
- Document management
- Version control
- Audit trail
- Document generation
- Archiving and retention
Trial/Free Version
- Free Trial
- Free Version
Cost to upgrade
Device compatibility
Screenshots
Microsoft Excel for collaboration in Microsoft 365
6. Rippling: Automate payroll, attendance, and onboarding
Rippling is an HR tool that offers a suite of services, including payroll management, time and attendance tracking, training management, talent management, and professional employer organization (PEO).
The software combines data from all employee systems to update paid time off (PTO), overtime, and leaves for accurate payroll processing. It calculates and files payroll taxes with the IRS and other federal, state, and local authorities. It also covers a range of employee benefits, such as health insurance, referrals, and travel.
Rippling offers an automated learning management system (LMS) wherein you can upload training courses for your employees. You can build enrollment rules or access pre-configured ones for the training sessions. You can also monitor employees’ progress.
This HRIS software allows you to publish new job positions on multiple job portals. You can customize the interview stages based on position, department, and organizational structure. You can also track the time to fill, candidate pipeline, and feedback.
Rippling offers email, chat, and phone support. It has a mobile app for iOS and Android users.
For more options like Rippling, check out Capterra’s 2021 Shortlist for HR software.
Key Features
- Employee management
- Employee database
- Employee profiles
- HR metrics library
- Timesheets management
- Workflow management
Trial/Free Version
- Free Trial
- Free Version
Cost to upgrade
Device compatibility
Screenshots
Dashboard in Rippling
7. Salesforce Sales Cloud: Run AI-driven sales forecasting
Salesforce Sales Cloud is a cloud-based CRM platform that offers lead management, marketing automation, and contact management, among other CRM capabilities. It helps track sales leads, run and monitor marketing campaigns, and organize customer accounts for reporting.
Its sales automation feature lets you set sales quotas, forecast sales, manage territories, and plan or update sales strategies. It offers a holistic view of individual and team performance to help plan and optimize sales procedures.
Salesforce Sales Cloud uses AI to help make data-driven predictions about future sales. You can track the entire sales pipeline using a centralized dashboard. You can also use a drag-and-drop option to add elements such as filters, fields, groups, charts, and graphics to sales reports.
Salesforce Sales Cloud offers email and call support; it also has a knowledge base. It is web-based and provides a mobile app for iOS and Android users.
For more options like Salesforce Sales Cloud, check out Capterra’s 2022 Shortlist for CRM software.
Key Features
- Campaign management
- Contact management
- Content management
- Lead management
- Sales forecasting
- Pipeline management
Trial/Free Version
- Free Trial
- Free Version
Cost to upgrade
Device compatibility
Screenshots
Sales dashboard in Salesforce Sales Cloud
8. Trello: Use Kanban board and Gantt charts to manage projects
Trello is a project management and collaboration tool that uses Kanban boards and Gantt charts to organize projects and manage team workflows. Trello lists, which include to-do, in-progress, and completed tasks, are displayed on a centralized dashboard to support real-time productivity analysis.
This project management tool includes a digital board to create, manage, and prioritize tasks. You can use this board to define employees’ workflows, allocate tasks, establish deadlines, and track progress. You can also share documents and files directly from your Dropbox or Google Drive with remote teams.
Trello comes with a no-code automation feature that automates recurring tasks, including scheduling tasks and sending alerts about upcoming deadlines. It also offers Trello cards, which allow you to collaborate on tasks, add comments, give suggestions, use annotations, and attach documents.
Trello is a web-based tool that offers chat and email support. It has a mobile application for iOS and Android devices.
For more options like Trello, check out Capterra’s 2022 Shortlist for project management software.
Key Features
- Project management
- Project tracking
- Campaign management
- Client management
- Collaboration tools
- Marketing automation
Trial/Free Version
- Free Trial
- Free Version
Cost to upgrade
Device compatibility
Screenshots
Project dashboard in Trello
9. QuickBooks Online: Create custom invoices
QuickBooks Online is cloud-based accounting software that assists with bookkeeping, payroll management, invoicing, expense tracking, financial reporting, tax management, and bank reconciliation. It includes a cash flow dashboard where you can view in-depth financial reports.
Using Quickbooks, your accounting team can generate trading, profit/loss, and tax statements. You can restrict access to these reports based on user role or department. You can generate custom balance sheet reports to analyze accounts receivable and payables.
QuickBooks Online allows you to create customized invoices and sales receipts for clients. You can also automate recurring payments to save time.
QuickBooks Online offers email, chat, call, and live rep support. It has a mobile app for iOS and Android devices.
For more options like QuickBooks, check out Capterra’s 2022 Shortlist for accounting software.
Key Features
- Accounting
- Automatic billing
- Expense tracking
- Time tracking
- Donor management
Trial/Free Version
- Free Trial
- Free Version
Cost to upgrade
Device compatibility
Screenshots
Dashboard in QuickBooks Online
10. Pipedrive: Automate lead nurturing
Pipedrive is cloud-based sales CRM software that helps monitor the sales pipeline and the progress of each deal. It allows you to customize the pipeline stages per your sales cycle and create new team pipelines. You can use filters such as rep, stage, and team to view progress.
The software provides sales reporting for tracking individual and team goals, analyzing sales data, and creating visual reports. Its automation feature lets you automate any sales process. You can auto-nurture leads at every stage of the buying journey by sending follow-up emails and relevant resources. You can also use email automation to send personalized emails.
Pipedrive offers a knowledge base and live rep, call, and email support. It is a web-based tool and has a mobile app for iOS and Android devices.
For more options like Pipedrive, check out Capterra’s 2022 Shortlist for CRM software.
Key Features
- CRM
- Pipeline management
- Predictive analysis
- Workflow management
- Email marketing
- Campaign management
Trial/Free Version
- Free Trial
- Free Version
Cost to upgrade
Device compatibility
Screenshots
Leads overview in Pipedrive
How to choose the best software for small business owners
These considerations can make it easier to select software for small business owners:
Identify your business requirements. Every business has a unique set of requirements. Identify the type of software your small business needs and how it will add value to productivity. For instance, your accounting department might need payroll software to save time. Likewise, your sales team might need CRM software to monitor the sales pipeline more effectively.
Check integration with other tools. Assuming that you work with multiple software tools, you would want to invest in technology that integrates with your existing software. For instance, your CRM tool should integrate with your spreadsheet software to facilitate records management. If your selected business management software integrates with your current tools, you’ll have a smooth workflow.
Set a budget. Evaluate how much you are willing to spend, and then search for small business software solutions that best meet your needs within the set budget. Some software vendors offer free versions of their products, but most freemium versions provide a limited number of features and user seats.
Check customizations. Whether you are purchasing CRM software, accounting software, or any other tool, it should be customizable. This will help meet the unique operational needs of your business. For example, a CRM tool should offer email template customization to match your brand voice.
Common questions to ask while selecting software for small business leaders
Here are some questions to ask software providers before making a final purchase:
What training and customer support options are available?
Before introducing any software in your small business, consider the training and customer support provided by the vendor. Choose a software vendor that assures quick redressals.
What type of deployment and access options do you offer?
Consider investing in a cloud-based solution to ensure high standards of data safety and privacy. A cloud tool will also provide access to work files and documents on any device and from any location.
Are there any user restrictions or limitations?
Some software systems have a limit on the number of users or devices, storage capacity, etc. Before finalizing, check with the vendor whether your small business can work around any such limitations.
Is the software mobile-friendly?
An ideal business software should have a mobile app that lets you take care of operational and administrative tasks on the go. Ask the vendor if they have a functional mobile app for their software.
How did we choose these products? We didn’t—you did
To find your ideal software match, you need information you can trust so you can save time, stay on budget, and focus more on growing your business. It’s why we vet and verify all our user reviews and recommend only the tools endorsed by people like you.
In other words, our product recommendations are never bought or sold, or based on the opinion of a single individual—they’re chosen by your peers, reflecting the views and experiences of our independent base of software reviewers.