Tech Tools for a Simple Start: How to Set Up Your Online Business Without the Overwhelm
5 min read
Getting Started Series – Part 3 of 5
When you're starting your business, it's tempting to put tech on the back burner. “I’ll sort it later,” you tell yourself - because choosing platforms, learning systems, and setting things up feels like something you’ll figure out when you really need to.
But in reality, that delay often leads to patchwork systems, manual workarounds, and a pile of mental clutter that only grows. The tech you’re not using yet is already costing you time and energy - whether you realise it or not.
This post isn’t about pushing tools you don’t need. It’s about helping you build a calm, functional foundation with systems that suit your style - and grow with you.
Why Tech Choice Matters More Than You Think
One of the biggest myths out there is that if you grab an all-singing, all-dancing platform, you’re set for life.
These big, shiny tools promise to do everything - client management, email marketing, course hosting, social media, you name it. But in reality, you end up paying for a massive toolbox when all you really needed was a few good spanners.
Instead of making life easier, these platforms often become a source of overwhelm. One of my clients - an incredible coach - told me she “didn’t do tech” and had invested in something that was supposedly all-in-one.
But every time she logged in, she felt like she’d been handed the cockpit of a plane and told to fly it solo. She spent weeks (and a good chunk of money) on a system she never used. Not because she wasn’t smart - but because it was never designed with her actual workflow in mind.
When you're faced with that kind of complexity, the temptation is to shut the laptop and tell yourself you’ll “figure it out later.” But later often turns into never. Meanwhile, a simpler setup - something that suits your energy, brain, and bandwidth - would’ve had you signing clients weeks ago.
When you’ve got the right tech in place, it’s like a weight off your shoulders. It quietly supports your day-to-day.
It reminds you about your follow-ups, makes your bookings smooth, and lets you focus on what you’re actually good at - without trying to wrestle a system that never felt like yours in the first place.
What You Actually Need to Get Started
When it comes to setting up your tech toolkit, it’s all about focusing on what you truly need right now, rather than getting lost in bells and whistles. Here are the basics:
Secure Client Records: A secure way to store client notes and details that complies with privacy laws like GDPR. This can be as simple as a password-protected Google folder.
Payment System: Choose a platform that supports various payment methods, offers instalment plans if needed, and automates invoicing. Stripe, PayPal, or Klarna are all solid options.
Online Meeting Tool: Prioritise reliability and ease of use. Zoom, Google Meet, or Microsoft Teams all do the job - choose what feels intuitive to you.
Scheduling Tool: A calendar system that syncs with your availability and reduces back-and-forth. Calendly and TidyCal are both easy to use. Acuity Scheduling is popular, though I find it far less intuitive.
Email Communication: Use a separate platform for 1:1 emails (like Gmail or Outlook) and another for email marketing (like MailerLite or Kit) to stay organised and compliant.
Website: Your own space online, so your business has a stable, searchable presence - independent of social media platforms.
Not all software is built the same. Some platforms offer a free-forever plan that lets you build your foundation and scale up when you’re ready. Others require a financial commitment from the start.
Knowing what you actually need makes it easier to pick tools that support your growth - without locking you into something that never quite fits.
Finding Your Tech Fit (Without the Overwhelm)
At this point, you probably know what you need - but the tools you choose should reflect how you work, your current capacity, and the kind of business you’re building.
Here are the two core setups I recommend - and the one I personally use.
The Familiar & Flexible Setup
(Low-cost tools that do the job well - and feel familiar to use)
Google Workspace
- Client notes (Docs or Sheets), contracts and e-signatures, emails, and Google Meet for calls
- You may only need to pay for extra storage as you grow
MailerLite
- Drag-and-drop email marketing software with a generous free tier
PayPal
- Easy to use and widely recognised (though not always the lowest in fees)
Why it works: It’s a great place to start when you want simple, effective tools with minimal setup.
The Streamlined & Scalable Setup
(This is the one I personally use)
Systeme
- Hosts my website, email marketing, products and courses, sales funnels, and takes payments
- The free tier actually gives you what you need to start and grow
17 Hats
- Handles client management, contracts, invoicing, and session scheduling
- Integrates with Stripe for payments and Zoom for calls
- Keeps everything in one place and automates a lot of admin
Zoom
- I’ve tried a few platforms, but I always come back to Zoom for its background noise control, easy screen sharing, and the whiteboard feature - it’s brilliant for mapping out ideas visually during client sessions
- It has a free tier with a 40-minute call limit, which might be enough to get you started
TidyCal
- My preferred scheduling tool - simple, clear, and includes pre-call questionnaires
- One-off payment (instead of monthly costs)
Why it works: It gives me everything I need to run my business with clarity and ease - without 12 tabs open and 3 cups of coffee just to send an invoice.
You don’t need the fanciest tools. You just need the ones you’ll actually use.
Start with what supports your business today, and let the rest grow with you.
Want the toolkit version?
Need help figuring out which tools to use now - and what to grow into later?
The Tech Pathways Toolkit is just £9.
It’s packed with tool comparisons, setup tips, and honest advice to help you cut through the noise and build a system that works for you - now and as you grow.
And it’ll pay for itself the first time you avoid a bad tech decision (or use one of the discounts inside!)
Hi, I’m Juliette.
Business Alignment Coach, Clinical Hypnotherapist - and full-time slave to a very spoilt whippet.
I’m on a mission to help you build a business that actually fits you - not the other way around.
Hi, I’m Juliette.
Business Alignment Coach, Clinical Hypnotherapist - and full-time slave to a very spoilt whippet.
I’m on a mission to help you build a business that actually fits you - not the other way around.
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