Best Tools for Solopreneurs Running an Online Business

1. Routine: an all-in-one workspace for projects, CRM, and knowledge

Routine brings together project management, a streamlined CRM, documentation, and meetings, giving solopreneurs a seamless way to transition from sales to delivery without losing context. Competing with platforms like Notion and ClickUp, Routine stands out for those who want tightly integrated CRM, project tracking, and a connected knowledge base, all out of the box with intelligent links tying everything together.

• Projects and tasks are directly associated with deals and contacts, making the shift from “sold” to “in progress” effortless.

• A robust CRM houses pipelines, company records, and contacts right alongside the work required to deliver every deal.

• The knowledge base keeps specs, SOPs, and proposals easily searchable across both projects and CRM records.

• Smart connections across modules allow you to link a meeting to a deal, turn action items into tasks, and attach related documents directly to their corresponding projects for easy access.

Example: Pitch a client, log the deal, and immediately schedule a delivery project from the same workspace. The proposal sits beside the task list, and every meeting you hold on that project pushes follow-up items directly into your task list, eliminating manual copying between tools.

2. Shopify: the storefront for product-based solopreneurs

For those selling physical or digital products, Shopify streamlines storefront operations, letting you concentrate on marketing and fulfilling orders.

• Reliable checkout experience with diverse payment options (including credit cards and digital wallets) and effective fraud prevention.

• Extensive app ecosystem for subscriptions, pre-orders, reviews, and shipping, install only what fits your workflow.

• Inventory and order management that grows with your business, from the first sale to peak seasons.

• Centralized sales channels across marketplaces and social platforms for seamless order and product data management.

Example: Launch a single-product store in days, then layer on subscriptions and bundles as your business grows, no need to start from scratch.

3. Stripe: get paid for products, services, and subscriptions

From one-off services to membership products, Stripe enables fast, reliable payments, shifting you from sending invoices to receiving payments with minimal hassle or coding.

• Hosted Checkout and Payment Links for one-time sales, subscriptions, or promotional offers.

• Easy invoicing for services, with automated reminders and tax ID support.

• Comprehensive subscription management for memberships, courses, or tiered offerings (including trials and proration).

• Clear, exportable reports for straightforward bookkeeping and tracking.

Example: Offer a monthly maintenance plan: Share a Payment Link on your Webflow site, set up onboarding emails in ConvertKit, and instantly create a delivery project in Routine with Zapier.

4. Webflow: design-level control for your website and CMS

When generic templates aren’t enough and full-on development is too complex, Webflow lets you craft custom layouts, flexible components, and tailored content structures, all without a developer on call.

• Visual designer producing clean, responsive CSS for polished landing pages and sites, no code needed.

• Custom CMS collections for blogs, case studies, or product catalogs with specialized field options.

• SEO-friendly site architecture (structured URLs, meta tags, 301 redirects) and rapid, global hosting.

• Lead-capturing forms that integrate automatically with your CRM through Zapier or other native tools.

Example: Quickly set up a pre-launch waitlist page, capture emails to ConvertKit, and notify yourself to follow up using Pipedrive.

5. Pipedrive: a sales CRM you’ll actually keep up to date

Pipedrive visualizes your pipeline and makes it actionable so you always know where every deal stands, even when your fulfillment workload is high.

• Kanban-style pipelines with drag-and-drop stages tailored to fit your sales process.

• Email syncing and scheduling straight from each deal record to keep all context in one place.

• Built-in automations to trigger follow-ups and task reminders when a deal stalls out.

• Insights dashboards to track win rates, sales cycles, and day-to-day activity.

Example: Set up a stage-based pipeline (Discovery → Proposal → Negotiation → Won). If a deal remains in the Proposal stage for 3 consecutive days, Pipedrive will send you a reminder along with a follow-up template to ensure nothing slips through the cracks.

6. ConvertKit: email marketing built for lean digital businesses

Your email list is your most reliable channel. ConvertKit simplifies email collection, audience segmentation, and sending automated sequences that turn subscribers into customers.

• Visual automation for welcome emails, launches, and re-engagement, all without coding.

• Forms and landing pages readily publishable, no changes needed to your primary site.

• Built-in commerce features for selling digital downloads, newsletters, or one-off products.

• Tag-based subscriber segmentation, ensuring targeted messaging as your audience grows.

Example: Automatically tag new Stripe buyers as “Customer,” start them on a 7-day onboarding sequence, and make sure they don’t receive further promos for the same offer.

7. Zapier: the glue that makes your stack run itself

Zapier transfers data between your tools so you can focus on your business. Set up automations once and let them streamline your daily operations in the background.

• Connect thousands of apps used for sales, marketing, finance, and customer support.

• Build multi-step workflows with logic-based filters and conditionals reflecting how you really work.

• Utilize webhooks and custom code steps for integrations that native connections don’t cover.

• Track and resolve errors quickly thanks to comprehensive task history and error handling.

Example: When a Shopify order is paid, Zapier can create a related delivery project in Routine, add the customer to Pipedrive, and tag them as a “Buyer” in ConvertKit, all automatically with no manual work.

8. Airtable: a flexible operations database for anything you track

Part spreadsheet, part structured database, Airtable adapts to almost any backend need: CRM, inventory, content pipeline, and more, helping you stay organized as your solo business scales.

• Linked tables and custom fields to accurately represent your business entities (customers, orders, SKUs, etc.).

• Multiple view modes (grid, gallery, Kanban, timeline) so every process has a clear perspective.

• Create simple, sharable internal dashboards for contractors or clients using Airtable Interfaces.

• Built-in automations and a robust API to power integrations with tools like Zapier, Webflow, and Stripe.

Example: Track your entire content calendar, manage ideas, drafts, and published links, and instantly push approved content to your Webflow CMS.

9. Canva: ship on-brand visuals without a design team

From ads to presentations to product shots, Canva empowers you to create compelling, branded visuals quickly, even if you don’t have a background in design.

• Maintain a consistent look with a brand kit for logos, fonts, and color palettes.

• Access a vast library of templates for social content, proposals, ads, and more.

• Use instant tools like background removal and image editing for professional graphics on the fly.

• Bulk-create visuals from spreadsheet data, perfect for campaign or seasonal asset generation.

Example: Upload a spreadsheet of product names and prices, then instantly generate dozens of coordinated ad creatives for your next promotion.

10. Help Scout: customer support that feels personal

Great support is sales in disguise. Help Scout offers a streamlined shared inbox, simple chat, and a clean help center, providing personal customer care without the bloat of enterprise systems.

• Shared inbox with assignment controls and collision detection to ensure no customer is ever double-answered.

• Access to complete customer profiles and conversation histories with every reply for full context.

• Beacon chat widget for on-site support and a lightweight help center to answer common questions.

• Automated workflows, canned replies, and feedback surveys to keep customer interactions efficient and effective.

Example: Receive a billing question, instantly view the customer’s Stripe details in the sidebar, and respond with the correct policy link in seconds.

Wrap-up: Build a stack you can actually run

Choose a small selection of these top tools that you commit to keeping updated. For many solo businesses, a practical starter stack might look like this: Routine (your operations hub), Webflow (site and CMS), Stripe (for payments), ConvertKit (for email marketing), Help Scout (for customer support), and Zapier (for automation). If your business focuses on physical products, swap in Shopify for commerce and connect the remaining tools as needed.

The next step is to identify your biggest bottleneck. It could be website management, payments processing, customer relationship management, fulfillment, or customer support. Once identified, adopt one of the tools discussed above that effectively addresses this issue.

Allow yourself enough time to effectively implement and adapt to each new tool, measure the results, and only once you are comfortable, consider adding the next tool. Building a streamlined, manageable tech stack is the key to scaling your solopreneur business with confidence.

FAQ

How does Routine compare to Notion and ClickUp?

Routine offers a unique blend of CRM, project management, and documentation seamlessly linked, which is distinct from Notion's flexibility or ClickUp's task focus. It integrates these aspects inherently, reducing the need for multiple tools to manage your business. The choice depends on whether you value this kind of integration over flexibility in other areas.

Is Shopify suitable for digital products?

Absolutely, Shopify supports both physical and digital product sales with an efficient setup for digital downloads. However, consider the cost of apps and fees; these can add up if you're not careful. Scalability is a benefit, but make sure you aren't overpaying for features you don't use.

Why should I choose Stripe over other payment processors?

Stripe's strength lies in its reliable and flexible payment processing for both subscriptions and one-time payments. However, be mindful of transaction fees, and consider if Stripe’s complex setup is necessary for your business size. It's invaluable for scale, but could be overkill for small operations.

Can Webflow really eliminate the need for a developer?

Webflow empowers you to create custom, visually stunning sites, making developer reliance largely unnecessary for everyday updates. However, be prepared for a learning curve; complex designs can still demand careful planning. It’s ideal for those willing to invest the effort upfront to learn the platform.

Is Pipedrive a good choice for solopreneurs?

Pipedrive simplifies sales pipeline management with intuitive visuals and automations, suitable for solo operations. However, its CRM capabilities may be limited for complex customer relationship needs. Ensure its features align precisely with your unique sales process before committing.

How does ConvertKit benefit a solopreneur?

ConvertKit excels at turning your email list into a powerful marketing tool with minimal marketing know-how required. It’s designed for lean operations, but make sure the platform’s commerce capabilities match your business model. Don't overlook competitor offerings if your needs extend beyond basic email marketing.

Is Zapier necessary for my business?

Zapier's automation capabilities can significantly streamline processes, effectively acting as the connective tissue between disparate tools. However, decide if its complexity and potential costs are justified by your automation needs. Not every business operation requires sophisticated automation workflows; sometimes simplicity suffices.

When should I consider using Airtable?

Airtable offers a versatile database solution ideal for growing businesses juggling diverse operations. Its flexibility is unmatched, though smaller businesses may find its depth overwhelming. Evaluate your actual data management needs to avoid unnecessary complications or expenses.

Can Canva replace a professional design team?

While Canva enables creating professional visuals quickly, be wary of its limitations in terms of customization and high-end design capabilities. It's perfect for fast-turnaround needs but substituting a design team entirely may not suit more sophisticated branding efforts. Your design strategy should consider both current and future branding complexities.

What makes Help Scout different from other customer support tools?

Help Scout is built for personal customer interactions, avoiding the bloat often seen in enterprise systems. However, its focus on simplicity may lack advanced features larger teams might require. Solopreneurs will benefit from its efficiency, but scaling companies should weigh the trade-offs carefully.