Business tools used by Wiltwyck

We are creating a world where local business owners can have consistent high quality leads to keep their business running at a level which allows them to live their best life.

Running a Web Design Company is no easy task.  To build a website you have to tap into creativity, technological know-how, and business acumen. And as most of you know, running a business is not just about offering the services or products, but supporting your clients, bookkeeping, advertising, marketing, taxes, HR…. the list seems endless and can often be overwhelming.  You need to be able to define your processes and find tools that help you do your job as well as run the actual business.

I hate wasting time as much as the next person.  Over the years I’ve found tools to help make running this company more efficient and just plain easier.  I thought it would be a good idea to share those tools and how we use them. Maybe you’ll be able to find something useful.

Website Development and Delivery Tools

This is the biggie of course.  We use WordPress alldayeveryday. As of a couple months ago it was reported that 26% of every website in the world is powered by WordPress. This is the tool that we build all of our websites on.  We have written a separate post on WHY we love WordPress so much, but basically this is our daily grind: WordPress. is web software you can use to create a beautiful website or blog. They like to say that WordPress is both free and priceless at the same time.

Website Development and Delivery Tools

Photoshop is pretty popular at this point.  Everyone has a general idea of what it does.  Basically we use Photoshop to manipulate photos (light, color, cropping, resizing, etc.); to work with icons and logos and web graphics, and also to design websites. We usually build a website in Photoshop using different layers, and then “unlayer” it to turn the various visual elements (graphics, images, etc.) into the actual website “template”.  Then we apply the code necessary and POOF, it’s a website.  (not quite that easy, but you get the idea).

Software delivers even more imaging magic, new creative options, and the Adobe Mercury Graphics Engine for blazingly fast performance.

Website Development and Delivery Tools

Adobe Illustrator is for more complex graphics.  Most logos are actually built here, as well as some of the more complex graphics.  Illustrator allows you to create “vector” graphics which means the graphic can be resized without losing any of its quality, and/or individual pieces of the graphic can be more easily isolated and worked on separately.

Vector graphics software used by designers of all types who want to create digital graphics, illustrations, and typography for all kinds of media: print, web, interactive, video, and mobile

Website Development and Delivery Tools

Canva is something we started using recently, and I’m kicking myself for not diving in sooner. We highly recommend using Canva for high quality graphics such as the one that headlines this blog post. Another tool with a free version, Canva comes with pre-built templates for every kind of image you can imagine, from Infographics to eBooks to Social Media graphics and everything in between.  Give it a try – pretty sure you’ll love it and it will help take your social media posts to the next level. In fact, the featured image for this blog post was slapped together in Canva in about 20 seconds.

Canva is one of the most powerful and user-friendly platforms for graphic design. With Canva, users can create social media graphics, presentations, posters, infographics, flyers and other visual content. Its features include:

- Extensive template library

- Fonts

- Illustrations

- Stock photography

- Simple drag-and-drop user interface

- Different format types for downloading

- Different sizes and quality available

- Power to include content from the web such as Giphy and Google Maps

The best thing about Canva is that you can invite people to collaborate on a project. You can invite up to 350 members to your team and share designs/folders with them. Canva is available for web use and on iOS and Android.

The major downside to Canva is that you can spend hours creating a design only to find out that it is not downloadable because some the features you used were available only on paid accounts.

Project Management

I spent WAY too much time analyzing different Project Management Tools, and I eventually have settled on Freedcamp. I like it because it’s flexible.  I can assign tasks to team members, give them a due date, and give detailed instructions, or link to more robust instructions.  I can link to a graphic or image or text document within the “task” so the person working on it can get everything with just a few clicks. There are areas where we can communicate about the project, report on the project, interact with other tools such as our calendar or Slack, get notified of statuses, and a million other bells and whistles, and guess what….?  It’s FREE!

Freedcamp is a free cloud-based project management tool that’s great for single or multiple users. It offers a plethora of features such as:

- Task prioritization and scheduler
- Time tracking
- Shared calendars

It also has team dashboards, file sharing, and SSO integrations. Overall, Freedcamp’s free offerings are better than others. However, users agree that its paid plans — starting at $1.49 per user per month — are slightly less competitive feature-wise than those of its rivals.

Project Management

When we first started offering our Website Care Plans I knew I would need a tool to help us manage it. Based on too much research and some help from a colleague, I chose Teamwork Desk.

It allows us to have specific email addresses for our different levels of clients, and allows the team to manage those tickets. It also allows us to integrate with Teamwork Project (see below) to manage the tasks that are created for each ticket. We can also build a customer portal which is for the exclusive use of our Care Plan clients, and lets them track the progress of their requests.  If you are providing online customer service, do yourself a favor and get Desk.

Teamwork is a project management platform made specifically for teams that need to manage multiple clients and projects all in one place. Our software enables client services teams to track, manage, and invoice their projects for better automation, productivity, and profitability. Here at Teamwork, we’ve raised $70m in funding and are trusted by more than 20,000 teams around the world.
Try out Teamwork today for free and see why people are moving over to a project management platform they won’t outgrow.

Project Management

I told you I spent a lot of time analyzing different Project Management Tools, right? One of those tools was Teamwork Project.  I came back to this when we needed a slick integration with our help desk software (their Desk tool above).

There are lots of options out there for both of these tools – but we use this combination because they are built to work together and they work well.  

We can access the ticket from within Project, and we can create tasks from within Desk. The only items we run out of Project right now are customer support.  Freedcamp, as mentioned, is for development projects. But once the site is done, when a client requests support of any kind, it goes thru the Teamwork Tools.

Teamwork is a project management platform made specifically for teams that need to manage multiple clients and projects all in one place. Our software enables client services teams to track, manage, and invoice their projects for better automation, productivity, and profitability. Here at Teamwork, we’ve raised $70m in funding and are trusted by more than 20,000 teams around the world.
Try out Teamwork today for free and see why people are moving over to a project management platform they won’t outgrow.

Communication Tools

Other than WordPress, we probably use Slack more than anything else.  The team communicates using Slack. It’s basically a chat tool – but a bit more robust than that. Slack is a SaaS tool, which means it lives in the cloud, but there’s an app for your phone, and an app for your desktop – so you don’t have to have your browser open all the time. I can privately talk to a team member, or talk publicly to a team about a project.

There are ways to invite clients and even the public in to share in one of your Slack “channels” (think chat-room). We have not needed to do that yet. You can upload documents and images, and all that, but we mostly use it to discuss everything and anything.  We even have it set up to “ping” us when a client sends a support request – and also when those requests hit different stages of completion – which helps us cut down on the inter-team email back-and-forth.

Slack is your single workspace that connects you with the people and tools you work with everyday, no matter where you are or what you do.

With Slack you get real-time messaging through calls and chat, a searchable record of all your files and conversations, and integrations with a growing number of handy bots and apps.

Now everyone can finally be on the same page and get their work done. Slack: It’s where work happens.

Communication Tools

Video conferencing is the way to go – and recently with the Coronavirus pandemic more and more people are learing about and how to use Zoom. Zoom allows you to have video conferences – so more of a face to face thing, or you can share your screen.

So when I want to demonstrate something to someone or a group of someones, we open up a quick Zoom meeting and with a click of a button they can see my screen as I describe a problem or a design or a process we need to follow, step by step.  

It’s just silly how simple it is.  You can get away with using the free version if most of your calls are 1-on-1 and if group calls are under 40 minutes.

Zoom helps people stay connected so they can get more done together. From meetings, chat, phone, and webinars to conference room systems and online events, Zoom powers all your communication needs. Our secure, reliable video platform offers a high-quality experience that is easy to manage, use, and customize.

Communication Tools

Nimbus is a tool we use to make screenshots with notes, arrows, etc – which helps us communicate because we all know a picture is worth 1,000 words, right.  It makes communicating ideas, problems, design suggestions, and anything like that much easier.
Additionally, it also records videos.

This is also great for communicating to the team AND to clients. We mostly use it for annotated screenshots – to put an arrow or a box to show what needs to be changed on a website for instance. We also use Nimbusr for documenting our internal processes.

You can create an image and send it – or even better you can store it in your “library” and just send a link – very convenient!

Best part – the free version is all you should ever need.

Use Nimbus Capture to record videos of your entire desktop or browser tabs, or create videos using your webcam. Take screenshots to capture full web pages—or just part of a page. Nimbus Capture is a great screencast tool for Chrome and Chromebooks. Save time from writing by creating visual media to communicate instead.

Communication Tools

Loom is the BEST. We use Loom to record videos. Any kind of video.

We’ve created videos for our clients so they can see how to make a change to their website, or a recorded walkthrough of a design. We use Loom to create training videos for the team, or just to show them what a website is doing wrong so it can be fixed. We use Loom to create videos to record our processes so we have those well documented – it’s really the best video tool I’ve used for these types of things.

Like Nimbus – you can either save the video in a standard format and share it that way – or you can keep it in your library and share a link. When sharing a link in Gmail or other tools Loom is smart enough to just go ahead and embed the video.

Loom is the leading video communication platform for async work. Engineered for simplicity and speed, you can record, share, and interact with videos to move work forward whether you're at your desk or on the move.
Over 14 million people across 200,000 companies use Loom to work smarter with async video. From HubSpot, to Atlassian, to Netflix, Loom is the screen recording and collaboration tool of choice for top companies and small businesses alike.

Communication Tools

When I was hiring someone to do things like help with social media, design and develop websites with me, or help me write the newsletter, I used Process Street to document what I did.  There are a million different ways to do something, and no way is necessarily better than another, except that consistency is an absolute must when working with a team.

I’ve been doing this a long time, so I have a certain way I want things done which is efficient and best helps our clients. Process Street helped me document step by step, with images, videos, links, and detailed instructions.

Then all I do is tell someone to follow the steps and we’re good to go.  You can also assign the process as a task – something like “every Monday do this process” and the person will be notified and need to check off each step as they do it.  We don’t use it for that right now, but it’s there.  This is another tool that has a premium version, but the free version is all we need

Process Street is a modern process management platform for teams. We help teams share their core processes, then transform them into powerful no-code workflows.
Start with employee onboarding to set up new hires for success, then build all sorts of workflows like customer implementation, content approvals and tenant screening.
Manage your team wiki and company handbook 100% free.
Join Salesforce, Colliers, Drift and 3,000+ others who use Process Street today.

Document and File Management Tools

Google Apps, which includes Google Drive, Google Docs, Google Sheets, GMail, Calendar, and a few other tools, is a powerful suite of tools available free from Google.

You can pay for Google Apps for Business, and get more storage and features if you desire.  And the paid version allows you to use your domain name for your email, while using GMail. A no-brainer for $50 per year if you ask me.  (and if you ask me, I can help get you set up).

We use Google Drive for all document and file storage and sharing between the team. It’s just like your drive on your computer, but out in the cloud and more easily sharable. You can share it with your team, or you can share a document with anyone you wish.  Simply sending a link to the document or file will allow that person to either view or edit it (depending on how you shared it with them).

Formerly known as G-Suite, Google Workspace is an enterprise productivity tool that offers collaboration tools for a wide variety of customers. It’s widely used by businesses, educational organizations, and other institutions.

Its Google Drive feature offers file storage and sync services. It features Google Docs, Google Spreadsheets, Google Slides, and other online apps for productivity and collaboration. However, even with a focus on remote collaboration, Google Workspace has online-only apps that require Chrome and advanced planning to work offline.

Document and File Management Tools

Amazon S3 is one of the services provided by Amazon in their cloud.  S3 (real name: Simple Storage Service) provides secure and scalable storage solutions at a VERY affordable price.

It is only one of the MANY cloud services offered by Amazon, and most of them are pretty high tech. We’re only using the Storage Services.

If you are on one of our Care Plans, we back up your site and database to our Amazon S3 account for offsite safe keeping. (if you were not aware, Amazon is basically taking over the world.)

AWS is a cloud computing platform that provides companies with on-demand access to a variety of resources, including storage, computing power, and databases. AWS is used by companies of all sizes for a variety of purposes, such as website hosting, data processing, and applications development.

The only major disadvantage of AWS is that it has a steep learning curve.

Document and File Management Tools

DropBox is a convenient, and again: FREE, way to store and share files. We use Dropbox when we need to have a client send us photos, graphics and videos – anything with substantial size that might be a pain to email. It allows for easy organization into folders, and of course secure sharing so only the people you want to get it, actually get it.

There’s a paid and more robust version of Dropbox, but I’ve found that if you keep it cleaned up and remove the items you no longer need, the free space is enough for us.

Dropbox is a cloud storage and synchronization solution that lets you back up files online and sync folders across multiple devices. The free version offers 2GB of storage, while the paid version offers 2TB for a monthly fee of $11.99.

eSignatures and integrations with major apps — such as Zoom, Canva, and Slack — are available. Dropbox also works with all operating systems. When using Dropbox for business, the pricing can get expensive, starting at $15 per user per month.


I cannot even begin to tell you how much time BookLikeABoss (Blab) has saved me since I started using it. You know that conversation you have every day about setting up a meeting. “Sorry, Monday’s no good, can you do Thursday at 2? – Nope, how about three Fridays from now at 10? – No?  What about…”.  You know you have that conversation daily.

BLAB to the rescue! As mentioned, we use Google Calendar as part of Google Apps (see above). There’s really not a better calendar for all the integrations and access methods – including BookLikeABoss.

BLAB can read your Google Calendar and see what time slots you have available – and let’s people select the date and time that works for them. The appointment is then added directly to your calendar (and theirs if they use Google) and you get an email automatically (and so do they).

Cool, right? But that’s nothing. The best part is that I can set schedules for different types of meetings. If I want to have Care Plan Strategy calls only on Tuesdays or Thursdays between 10am and noon, or 1:30 and 4pm – I can tell BLAB not to book anything outside that time when people try to book that type of event.

Want to have a networking 1-2-1 meeting with me? It will probably be in the morning and not on Mondays.  And of course you’re never saying “no” – you’re saying “yes” by letting them pick a time.

BookLikeABoss is a popular booking system used by many SaaS companies. It allows businesses to create personalized booking pages that convert prospects. BookLikeABoss features let you create:

- Cover & profile photos

- “About Me/Us” section

- Colors & fonts (over 300+ options)

- Custom domain (or embed on your site)

- Social media links

- Testimonials

- FAQs

- Custom sections & buttons

- YouTube video

- Facebook comments

- Custom footer

Some cons that were reported by users were a somewhat complicated setup, and the inability to set up partial payments and deposits.

Document and File Management Tools

Need to send a password, credit card, social security number, nuclear launch codes? This is your tool. It uses security that you won’t really understand (probably) on an interface that you will – to send private information ONCE to someone.  For free.  

You go to the site and enter the private info. You then assign a passphrase and tell it who needs the private info. That person will get an email with a link. Nothing else. When they click the link they need to give the private passphrase – and they will see the private info. Easy (assuming you have told them the passphrase ahead of time. Don’t laugh. It has happened).

I generally will tell the passphrase over the phone or via text – or maybe to a separate email address.  Then send the link.  Works well. Shhhhhh.

Keep sensitive information out of your chat logs and email. Share a secret link that is available only one time.


Stripe is my payment processing tool. It integrates so nicely with my website and allows me to set up recurring or subscription payments (such as for hosting or our Care Plans).

Same fees as most processing companies (such as PayPal) but just easier to use and automatically moves money directly to my invoicing tool.

Online payment processing for internet businesses. Stripe is a suite of payment APIs that powers commerce for online businesses of all sizes, including fraud prevention, and subscription management. Use Stripe’s payment platform to accept and process payments online for easy-to-use commerce solutions.


We used a free tool for a long time and frankly – our books were a MESS. We moved to QuickBooks Online and it was a game changer. It’s the industry leader for a reason.

Clear, easy to use tools and reports. And more importantly, it’s what my Bookkeeper wants me to use. Most of them do.  It is my invoicing tool as well. You’ve heard of it – if you are not using it ask yourself why.

Easy Online Accounting to Organize Your Finances in One Place. Run your entire business with the #1 small business cloud accounting solution!