Awesome Online Tools We Use on a Daily Basis

During our first year in business, we use Excel to track our sales and accounting. As our business grew and we added sales executives, we outgrew Excel. We needed to find tools to help us with our daily business needs.
Mostaco Blog – Mostaco Products – Online Tools

Update: We no longer use Zoho People, Pipedrive and Speedy Route. There aren’t many paperworks to automate HR wise so we had to cancel our Zoho People subscription. We no longer use a CRM so we bid goodbye to Pipedrive. And our delivery team has memorized all their delivery routes so we cancelled our Speedy Route account.

During their startup years, SMEs will use manual spreadsheets, columnars and journals to track sales. We went through that as well. During our first year in business, we use Excel to track our sales and accounting. As our business grew and we added sales executives, we outgrew Excel. We needed to find tools to help us with our daily business needs.

We decided on using online platforms for our systems instead of on premise systems. We decided on online systems because it is more economical when you consider hardware, maintenance and IT costs. Aside from one tool, all are online subscriptions.

Below are some of the awesome online tools we use for our daily business.

  • Zoho People

This is our HR system. We demoed Bamboo HR but it has features that we won’t need. We decided on Zoho People since it has all the features we need and scaleable enough for us to add more sales executives in the future. In addition, the pricing is just right and we just added performance management on top of our monthly subscription. For our plan, we are paying $34 dollars for 10 logins and 50 non users. Those non users are the deal breaker. Our delivery team doesn’t need to login so we can save those 10 logins for our future sales executives.

  • Salarium

This is our payroll system. Bar none, the best payroll system made for the Philippines. We tried Sprout but their interface isn’t good. Sprout has free payroll with less than 40 employees but their user experience leaves a lot to be desired. We tried it for a couple of weeks and the free service is enticing. But as they, not all the best things in life are free. Salarium is affordable enough that it is a no brainer to switch from Sprout to Salarium.

  • Pipedrive

This is our CRM system. This is where the sales process begins and ends. Pipedrive is a simple CRM with a visual sales pipeline. Everyday our sales executives use Pipedrive to monitor leads and do follow ups. Probably, the best investment we have as a growing business.

  • Speedy Route

One of the most affordable route delivery planning software. We tried AceRoute but it doesn’t geo locate most of Manila locations. Speedy Route is able to do that. Just plug in all your delivery schedules for the day and input your vehicles and it will take care of the rest. Believe me, it would really save you the hassle of scheduling deliveries manually. It’s algorithm is so good that we only had to change the route twice for the 4 months we are using it.

  • Zoho Books and Zoho Inventory

This is where we process our quotations, sales orders, purchase orders and inventory. Our Zoho Books subscription includes access to Zoho Inventory which is a big plus. We do not use this for our accounting though since we use…

  • Quickbooks

This is the only system that is not in the cloud. Quickbooks is indispensable for tracking your sales revenue and profitability. We have the UK Enterprise version and it is VAT ready. It means that every month, Quickbooks would generate a VAT report for us. It takes us literally two minutes to report on our VAT for the month. Every small business should have Quickbooks. Yes, it is expensive but it is worth it.

There you have it. Our online monthly subscriptions is about $217 per month. That is roughly ₱10,200.00 per month. Well worth it and beats out hiring 2 people to do HR, payroll and inventory.

How about you? What online tools do you use to run your business more efficiently?