Running a business means juggling a lot of moving parts. Picking the right software can make that juggling act a lot easier, while the wrong choice can slow things down, frustrate your team, and create extra work.
This guide is designed to help you make software decisions with confidence, whether you’re looking at accounting tools, job management apps, or industry-specific solutions.
1. Start by Understanding Your Needs
Before you even look at software options, think about what you really need. Ask yourself questions like:
- What parts of my business take up the most time?
- Where do mistakes happen most often?
- What do I want the software to actually do for me?
For example, if you’re a tradie, you might need job management, team scheduling, and cost tracking. If you invest in property, you might need a tool that helps with rent tracking, expenses, and reporting. Being clear on your needs makes it easier to find a tool that actually helps.
2. Look at Integration
The best software works with the other systems you already use. Look for tools that connect with your accounting software, payroll, CRM, or any other apps that are part of your workflow.
Integration reduces double handling, avoids mistakes, and keeps your team working smoothly without constantly switching between different platforms.
3. Think About Your Team
Even the best software is only useful if your team uses it. Consider:
- Is it easy to learn?
- Will it save your team time, or create more work?
- Can you set up permissions so people only see what’s relevant to them?
Take the time to involve your team early. If they understand how the tool helps, adoption will be much smoother.
4. Check the Industry-Specific Options
Some software is designed for specific industries, and this can save you a lot of setup and customisation. For example:
- Tradies – Fergus and Tradify help manage jobs, track costs, and schedule teams
- Property investors – Re-Leased for commercial property management
- Hospitality – MarketMan or BevSpot help with stock and supplier management
- Automotive – Workshop Software keeps jobs, parts, and invoices organised
Even within these categories, there are smaller tools that may suit your exact business model. Take a look at the Xero App Store or talk to us to see what’ll work best for you.
5. Test Before You Commit
Most software will offer a trial period. Use it. Test it with your actual workflow, get your team involved, and see if it genuinely makes life easier. Don’t just go by reviews or what looks popular online. Your business is unique, and what works for someone else might not work for you.
6. Plan for Growth
The right software should grow with your business. Make sure it can handle increased volumes, additional users, or new features down the track. You don’t want to be switching systems again in a year because your tool can’t keep up.
7. Don’t Be Afraid to Ask for Help
We can help guide you through the options, get you set up, and make sure you’re choosing something that actually supports your business. Investing a little time upfront often saves a lot of headaches later.