The Business Tools We Use (And Actually Love)
When you’re starting or growing a business, it can be a lot to figure out what tools you need behind the scenes. There are so many platforms and programs out there—and it’s easy to fall into the trap of trying everything and mastering none.
At Venlo Studio, we’ve tested a lot of systems over the years. What we’re sharing here are the tools we actually use and love—no fluff, no filler. A few of these links are affiliate codes, which means we may earn a small commission if you sign up, but we only recommend tools we trust and rely on to keep our business running smoothly.
Let’s dive in:
Customer Relations Management (CRM): HoneyBook
HoneyBook was one of our first business investments—and it’s still one of our favorites. It keeps all our client communication, contracts, scheduling, and payments in one place.
We use HoneyBook to send beautifully branded proposals, schedule meetings, and stay organized from inquiry to delivery. If you’ve booked a discovery call or signed a contract with us, chances are it went through HoneyBook.
Get 30% off your first year with our code: click here
Website Hosting: Squarespace
We’ve worked in several website platforms, but for service-based businesses, Squarespace is the winner. It’s clean, easy to update, and offers just enough customization without being overwhelming.
Need a Squarespace designer? We know a great one—reach out and we’ll connect you.
Project Management: Milanote
We love Milanote for its visual-first approach to organizing. Every brand and photo project gets its own collaborative board where we keep inspiration, shot lists, planning notes, and timelines.
Best part? Clients can comment, upload files, or reference the board anytime throughout the process. You can even sketch and annotate your ideas right in the board. Try it for free, up to 100 cards!
Studio Rentals: Peerspace
Ever wondered how we always seem to find the perfect studio space for each shoot? Peerspace is our secret weapon. We use it to rent beautiful, local spaces for photography, content creation, and even events.
New to Peerspace? Get $50 off your first rental: click here
Online Photo Galleries: CloudSpot
CloudSpot is our go-to for delivering brand and product photography. The galleries are fully customizable, easy to navigate, and let our clients download their favorites in high or web-res versions. We also love the ability to create curated folders or hide specific sets for proofing.
Photographers: if you're not using CloudSpot yet, you’re missing out.
Use this link to get 20% off your first year: click here
Design Software: Adobe & Canva
We use both. Adobe is our home base for advanced design work (logos, packaging, full brand systems), and Canva is our go-to for creating client-friendly templates they can easily update themselves.
If you’re just starting out, Canva is a fantastic tool. Upgrade to Pro when you’re ready to upload your brand kit and get access to premium tools. If you need help getting you’re account set up or need a quick tutorial, we can help!
Email & Cloud Storage: Google Workspace
Google Workspace powers our email, file storage, shared calendars, and collaborative docs. It’s a must for keeping things organized and professional (plus, having a custom domain email just looks better). Want a business phone number without sharing your personal line? Google Voice has your back.
Copy & Proofing: ChatGPT
We use it too. After defining our brand voice with a professional copywriter, we use ChatGPT to help proofread, brainstorm, and polish our marketing content. It’s become a quiet little teammate behind the scenes.
Need help developing your voice before jumping in? We’d love to connect you with our go-to copywriter.
Bookkeeping: QuickBooks
Let’s be real—keeping up with your finances can be messy. QuickBooks helps us track expenses, monitor profit margins, and prepare for tax season.
Need help setting it up? We know a great local bookkeeper.
Email Marketing: MailerLite
We’ve tried several email platforms, and MailerLite is hands-down our favorite for small business owners. The free plan is generous, the template builder is easy to use, and the automation features are solid.
Upgrade and get a $20 credit: click here
Want to see MailerLite in action? Join our newsletter and get branding tips, behind-the-scenes updates, and helpful insights delivered once a month.
We hope this peek behind the scenes helps you streamline your business a little more. Whether you're starting from scratch or refreshing your systems, the right tools can make all the difference in how confident and professional you feel.
