Every business owner dreams of finding that one perfect tool that does everything
Task management, invoicing, file storage, CRM, time tracking, and maybe even makes coffee on the side.
Here’s the truth: that tool doesn’t exist.
All-in-one platforms promise the world, but most end up doing an okay job at lots of things and a great job at none. The smarter approach? Building your own toolkit: a connected set of specialised apps that work together seamlessly.
“All-in-One” Never Means “Best-in-Class”
Many software platforms claim to be the total package. They offer project management, time tracking, chat, accounting, and marketing tools all under one roof. But when a platform tries to be everything, it spreads itself thin.
A tool designed to handle every function can’t possibly master them all. That’s why businesses often find themselves frustrated - the reporting feels clunky, the integrations are limited, and the features never quite fit how they actually work.
Specialist tools exist for a reason. They focus on one thing and perfect it. A great time-tracking tool, for example, is built to make reporting, billing, and productivity tracking effortless because that’s all it does.
The Smarter Setup: Build Your App Stack
Instead of hunting for a “unicorn,” think of your business systems as a toolkit - a custom app stack that supports the way you work.
Each tool has its job, and together, they connect to keeps things running smoothly. For example, one tool might manage tasks, another tracks time, and another handles client communication. When linked properly, they behave like one efficient system.
This also makes it easier to swap or upgrade tools as your business grows. You’re never locked into one rigid platform, you’re simply improving your toolkit as needed.
A Real-World Example
Here's what our toolkit at Strictly Savvy looks like in action:
Task Management: Teamwork handles tasks, projects, and internal chats. While its chat feature isn’t as advanced as Slack, it’s good enough for quick team communication and tagging tasks.
Time Tracking: Harvest focuses solely on tracking time and reporting, and it does it brilliantly. It’s fast, reliable, and designed for businesses that bill by the hour.
Accounting: Xero keeps the financial side of things organised, from invoices to reconciliations.
Password Sharing: LastPass makes it simple and secure to share login details across a team.
File Storage: SharePoint works well for internal files, while Dropbox makes it easy to collaborate with external clients who might not use the same systems.
CRM and Marketing: Juicy CRM (built on HighLevel) manages leads, bookings, and automated follow-ups - all tailored to client management and sales workflows.
Automation: Zapier connects the dots between tools, making sure data flows smoothly without manual updates.
Each of these tools is chosen for what it does best, not because it tries to do everything. Together, they form a system that fits the way our business operates.
How to Make Your Tools “Talk” to Each Other
The key to making multiple tools work seamlessly is integration. There are two main ways to connect your systems:
Built-in integrations (native connections):
Many platforms have built-in options to connect with others. For example:
Xero and Stripe can link so clients can pay invoices online.
Calendly can connect to Mailchimp to automatically add new contacts to a welcome email sequence.
These integrations usually take minutes to set up - just click “Connect” and sign in.
Third-party automation tools:
When two platforms don’t natively connect, tools like Zapier or Make step in. They act as a bridge, triggering actions between tools so your workflows stay smooth.
For example:
A new client books a service.
A folder is automatically created in your file storage.
A welcome email goes out instantly.
No manual steps, no copying and pasting.
Where to Start
Before you rush to add or change tools, step back and ask a few key questions:
Does this tool solve one of my core pain points?
If it doesn’t fix a real problem, it’s probably adding clutter.Can it integrate with my existing systems?
Choose tools that connect easily to what you already use.Is it intuitive for my team?
A powerful tool is useless if it’s too hard to learn or manage.Will it actually improve efficiency?
Avoid the temptation of new tech just because it’s shiny. There should always be a clear return in time, energy, or money.
Start with the essentials (your must-have tools) and build from there.
The perfect all-in-one tool isn’t out there, but the perfect setup for you absolutely is.
When your tools are connected, streamlined, and built around how you actually work, your systems run smoother, your team works faster, and your clients experience a seamless process from start to finish.
Stop searching for the unicorn. Build your own instead.
