The right tools and systems are important when it comes to accomplishing more.

We are asked all the time what we use. The Scrivener Solutions virtual assistant team has experience with a variety of tools. Listed here are a few of our favorites. Some we use within our company. Others are our clients' favorites. 

​None of us are alike. Although we recommend these tools, they may or may not be the best fit for you. 

Some of the links are affiliate links, which means ​we may get a commission if you decide to purchase. We don't recommend any tool that we haven't used for ourselves and like. Our list will change, grow, and evolve as we try new tools.

Customer Relationship Management Systems

Implementing a customer database is essential for any business. 

Less Annoying CRM

A great, entry level CRM. It is truly "Less Annoying." The simple and straight-forward design and capabilities works well for the small business owner. It's affordable with no contracts or commitments. Integrates well with Google and MailChimp. On the rare occasion where we've needed to make a support call, the customer service was superb! 


Insightly is a customer relationship management tool for small and midsize businesses. Industries they serve include: manufacturing, consulting, health & wellness, and media. They have more than 1.5 million users worldwide.


For our massage clinic clients, a good practice management system is needed. Not only is it great to keep track of their massage clients, it includes online scheduling, SOAP notes, intake forms, invoicing and payments, and marketing tools. 


Creating systems to stay organized will help you accomplish more as you grow your business.

An online project management system that helps you keep track of team projects. There’s a variety of ways to organize your projects, assign tasks, and enable your team to move forward to project completion.

A great way to organize your notes and archiving your files. You can type up a note, save a web-page, do a voice recording, handwrite notes, add attachments and much more! You can sort in notebooks or simply tag your notes. They are searchable and can be exported or printed when you need to. You can use on your desktop and all your mobile devices.

As their website says, “Team communication for the 21st century.” Slack is an instant messaging system that is much better than text messaging or email when it comes to team communication. Having the capability to search your archive is quite the handy feature. You can even connect other tools you use to Slack to avoid constantly switching between apps.

Online storage system for all your files including photos, docs, and videos. You have access to your files on any of your devices and even on the Dropbox website. You can access your files from anywhere. The streamlined way of file sharing is incredible.

Email Marketing

Building an email list and staying connected with your customers and prospects is a must for any business! These email marketing systems listed here are perfect for those just starting out.

They are a DYI, drop-and-drag platform, creating innovative products that empower their customers to grow. Has recently included automation tools in their free product.

Another DYI software that not only include email marketing, but also event marketing social campaigns and reporting, survey management and offer management.

A mail system designed for professional bloggers. It’s simple, but powerful. They don’t try to build every feature possible. Instead they focus on email marketing, then build great integrations to landing pages, membership sites, or ecommerce.


These are just a few of the design tools we use daily.

It’s open source software you can use to create beautiful websites. It features customizable designs, SEO friendly, responsive mobile sites, on-the-go management, easy and accessible, and much more. With thousands of templates and plug-ins available, you’ll be able to create your own unique website to fit your needs.

A free graphic design tool website. It has an easy to use drag-and-drop interface. Have access to over a million photographs, templates, fonts, and graphics. Used by non-designers as well as professionals.

Our creative team uses Adobe every day. Our favorite apps are Photoshop, InDesign, Lightroom, Audition and Premiere Pro. A rich and diverse system for the creative professional.

Conversion focused WordPress Themes and plugins that are easy to use. Our favorite tool they offer is the Thrive Content Builder which is the most intuitive visual editor for WordPress. You can easily create drag-and-drop layouts.


Some basic tools to keep your business office running smoothly.

Whether you choose and their online or desktop version, staying current on your finances is crucial. You’ll be able to know where your money is coming and going. Review your monthly financials and timely bill your customers.

Today, every business must have a website. It’s not enough to just secure a URL, you need a company to host your website. Bluehost can do both!

This super simple time tracker is built for the small business owner. As you build your team and add employees, you will need to have an effective way to track their time. Great reporting by project or by team-member.

This is a great payroll and HR system for the small business owner. Great customer service to help you through the process. Easy online system to use.