This week we're bringing back episode five, one of the most downloaded episodes of the show, originally recorded in April 2024. Whitney walks through the software she uses to save time and make money: her scheduler, CRM, accounting and forecasting tools, Zapier, cart system, project management, Canva, and time tracking. Along the way, she shares how she decides whether a tool is worth paying for, including a simple frequency test and the eliminate, automate, delegate order for any task you're ready to stop doing. Then she comes back with a new intro and outro covering what's changed in two years. That includes the software she once said she didn't need and now pays for, and the tools that have joined the stack since, like Claude, LastPass, and Google Workspace.

Takeaways:

• Use the frequency test before you subscribe. Whitney's rule: if she won't use a tool more than three times a year, there's no point paying for it. Look for something you already own that can do the job, or pay month to month and pause it between uses.
• Eliminate, then automate, then delegate. When a task is eating your time, first ask whether it needs to exist at all. If it does, see if software can handle it. Only then hand it to a person.
• Don't skimp on a scheduler. A booking link for discovery calls is part of your sales process. It lets people move forward with you when they're ready, without the back-and-forth.
• Get clear on your numbers before buying fancy tools. Whitney forecast in Google Sheets for years before investing in a forecasting platform. Start simple so you're learning your numbers, not learning software.
• Track your time to check your pricing. Time tracking shows whether your prices cover the hours a service really takes, overhead included. If they don't, go back to eliminate, automate, or delegate.

Resources Mentioned

• Scheduling: Acuity, Calendly
• CRM and practice management: Dubsado, Practice Better
• Money: QuickBooks Online, Fathom, Google Sheets
• Automation: Zapier
• Selling digital products: ThriveCart, Payhip, Gumroad, WooCommerce
• Funnels: Deadline Funnel, Divi
• Project management: Wrike
• Design: Canva Pro
• Time tracking: Clockify
• AI: Claude, ChatGPT
• Course and membership platforms: Kajabi, Thinkific, Teachable, Circle, Practice Better
• Team tools: LastPass, Google Workspace, Slack, Notion, Airtable

Connect with Whitney:

Follow Whitney on Instagram @whitneybateson

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