The Tech Tools Every Agency Needs to Streamline + Scale

Technology has forever changed how businesses operate, people communicate, and jobs are performed.

Incorporating tools and programs into your business to streamline operations and alleviate the stresses of unorganized projects may be a deal-breaker when it comes to your company’s potential for growth, but also your own personal growth and productivity. 

Every business is different. So you need a unique mix of tools that work for you.

Agency Coach Erin James shares her favorite tools to helo agencies automate, streamline and scale:


Project + File Management


AirTable is one of my favorite tools ever. It’s a smart spreadsheet system that allows you to filter, sort, group, tag, and more. For someone who loves organization, details, and the ability to see things from various angles, AirTable combines everything. My favorite feature is the ability to tag content between tabs. You can also create interfaces and automations.

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Google Drive

I love being able to access every single thing I need for my business from my phone or any computer. Most importantly, it keeps me organized. Gmail also lets you schedule emails, which is helpful when planning ahead or set reminders on emails. You can set mail templates as well.


Notion is a powerful all-in-one workspace that allows you to organize your life and work in one place. It’s a great tool for project management, note-taking, task tracking, and more. One of my favorite features is the ability to create databases within Notion, making it easy to keep track of different types of information. You can also collaborate with others in real-time, making it perfect for team projects.

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I used to be out outlook person but have recently fully committed to Gmail. It’s easy to use, integrates with all my other Google tools, and has a clean and user-friendly interface. I also love the ability to create labels and filters for better organization of my emails. The fact that you can use Chrome extensions is one reason I fully committed to Gmail, although Outlook still has many benefits. 


This has been a game-changer for my team. Whether for lead generation or even PR, this tool saves us so much time. You can create campaign email sequences that allow you to add contacts on an ongoing basis, rather than having to manually send follow-up emails. It also shows you opens and clicks to help you analyze results and who may be the best to engage more with.




Stop complicating how you receive your money. You can still receive checks, wires etc but why not simplify the process and accept online payment via a secure portal. Yes, you do get charged a 3% transaction fee but with Stripe, you can create invoices, send quick payment links, and more. For me, simplicity is worth the 3%.


Invoices and Accounting


From accounting to invoices, Wave is a very handy and affordable tool for small businesses. It integrates with Quickbooks, Stripe and many other platforms, and as of writing this, sending invoices and recurring invoices is free.


Video Conferencing


My favorite video tool. I use Zoom for much more than video calls though. I frequently use it to share my screen with clients for a more effective session or explanation. Record these sessions and share later for future reference.


BONUS tip…if you need to record a video or audio to share, consider recording your zoom meeting rather than complicated software. Record it and you’ll get an audio-only version on top of your regular recording.


Internal Comms

Slack and RingCentral

Internal communication tools are critical for teams, even teams of two. Every tool is different but somewhat similar. RingCentral is similar to Slack, but is more affordable and has a simpler interface.

RingCentral is for simplicity, communication, and tracking/assigning tasks in one place. Slack does the same thing but on a more elaborate scale, so it really depends on your needs.


AI Tools


Although AI shouldn’t do all your writing work for you, it’s great to help create outlines, generate ideas and get your writing started. Jasper has many use cases and is great for helping rephrase content when you are stuck. Make sure to add the Chrome extension if you use Google Drive so that you can edit and create right in your documents and when drafting emails with Gmail.


We use otter to transcribe meetings, training videos and other materials. It’s easy to use and they are also adding more AI features frequently.



Grammarly is great for editing and writing improvement, especially beyond traditional spelling errors. You can also train it to your brand voice, and they are adding more AI features frequently. Make sure to add the Chrome extension if you use Google Drive so that you can edit and get suggestions right in your documents and when drafting emails with Gmail.

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