The Business Tools I Actually Use (and How I Decide What’s Worth Paying For)
Let’s talk about something a little personal… and honestly really telling
One of the most revealing things about how someone runs their business isn’t their offers…
It’s their subscriptions.
The tools.
The software.
The monthly charges quietly hitting your bank account.
Because here’s the thing — subscriptions add up fast. And for creative business owners especially, it’s easy to keep stacking tools thinking they’ll magically make things easier… only to end up with a bloated backend and a nervous system that’s constantly buzzing.
So today, I wanted to pull back the curtain and share how I think about subscriptions in my business — and what I’m actually paying for right now inside The Smarter Creative.
Not as a “go buy all of this” list (please don’t)…
But as a way to help you decide what you actually need.
(Also yes, this was filmed in my kitchen. A random cat showed up. Very on-brand.)
First: subscriptions should support how you work, not how you wish you worked
Before I even list tools, this is the filter I run everything through.
If a tool:
- adds friction
- overwhelms me
- or only works if I suddenly become a different person
…it’s not staying.
I’m an introvert.
I run a service-based business.
I value spaciousness, flexibility, and systems that don’t require constant babysitting.
So when I choose tools, I’m asking:
- Does this reduce decision fatigue?
- Does this replace something else I’m already paying for?
- Does this actually get used weekly (not “someday”)?
That lens matters more than the tool itself.
Communication tools: keep it simple and connected
On the communication side of my business, I’m focused on clarity and consolidation.
I use:
- A hosted website platform that plays nicely with my systems
- Google Workspace for email, calendar, and meetings
- Flodesk for one-to-many email (and occasionally selling digital products)
- A separate texting platform so clients and leads can reach me without having my personal number
That last one was huge for me. I wanted boundaries without feeling disconnected — and having a business number that’s local to where I actually live feels more authentic too.
The big takeaway here?
Your communication stack should feel calm.
If you’re duct-taping five tools together just to book a call, something’s off.
Creative subscriptions: tools that match the output
I separate “creative for clients” from “creative for content.”
For YouTube and content creation, I keep a pretty tight setup:
- One main video editing tool
- A couple SEO support tools for YouTube (and I’m actively evaluating if I need both)
- One music licensing subscription
For client work and design, I use:
- Adobe tools when I need full control
- Canva Pro when speed and collaboration matter
I’m not anti-anything here. Different tools do different jobs.
What I am mindful of is overlap.
If two tools do the same thing, one of them is on borrowed time.
Templates, stock, and inspiration (without the clutter)
I love good design assets. Fonts. Templates. Stock photos.
But I’ve learned I don’t need everything all at once.
So instead of impulse-buying, I:
- use one primary stock photo membership with an aesthetic I love
- keep template access flexible (credits instead of pressure to download monthly)
And I regularly ask myself:
“Is this inspiring me… or just another tab open in my brain?”
Sometimes switching things up creatively is healthy.
Sometimes it’s just distraction in a pretty outfit.
Organization tools: this is where my business actually runs
This is the category I don’t skimp on — because this is what keeps my business breathing.
My core setup:
- A project management tool that works with my brain
- A CRM that handles contracts, invoices, scheduling, and forms
- A time tracker that works outside my CRM (because of how I work in client systems)
- A screen recording tool for client tutorials
Recently, I also added a daily planning tool that pulls everything together — tasks, emails, calendar, and time blocking — without trying to boss me around with AI.
I don’t want software telling me what to work on next.
I want visibility and choice.
That difference matters.
The most important part: regularly pruning your subscriptions
About once or twice a year, I take a step back and ask:
- What am I paying for monthly?
- What do I actually use?
- What sounded good at the time but isn’t supporting me now?
I’ve canceled tools I used for years because they stopped serving me.
I’ve replaced monthly subscriptions with one-time purchases when that made more sense.
And sometimes I keep a tool not just because it’s functional — but because it genuinely supports my energy and focus.
That’s allowed.
A simple takeaway you can use this week ✔️
Pull up your bank statement or subscription list.
Not to judge it.
Just to look at it.
Then ask three questions:
- Do I use this regularly?
- Does it replace something else?
- Does it make my business feel lighter?
If the answer is no across the board… that’s your permission to let it go.
Your business doesn’t need more tools.
It needs the right ones.
Final thoughts
Subscriptions are part of doing business — especially service-based, online businesses like mine.
But more isn’t better.
Intentional is better.
If a tool helps you show up well, serve your clients, and protect your energy… it’s probably worth it.
If not, it’s okay to move on.
With systems and a touch of magic on your side,
Lauren ✨
