So with that in mind, here’s the secret sauce.  These are some of the technology tools I’m using to manage the back end tasks for Social Business Strategies:

BatchBook (DeepBlue) – I use BatchBook as my CRM database tool for $19.95 per month.  This level comes with three user accounts, which allows me to set up Bryan Fraker as a user, ensuring that both he and I can work within the database at the same time.  It’s awesome software and I’ve even heard word from the good folks at BatchBook that an iPhone app is coming soon.

FreshBooks – This is my accounting system that goes for $19.99 per month, and might be one of the best pieces of software I’ve ever used.  I am not an accountant and things like QuickBooks are way over my head.  FreshBooks is accounting for dummies.  Here’s the scenario: I have a contact in BatchBook that becomes a client.  I click one button to add them to FreshBooks, and instantly everything syncs up.  I can send and track invoices, receive and log payments, record billable time, and so on.  FreshBooks also has a great iPhone app that lets me do everything I need, right from my mobile device.  I’ve actually invoiced clients on the ride home from a session.  Oh, by the way, the customer service levels with FreshBooks are uberpersonal (and, honestly, just out of this world).  If I have any problems at all, I just contact my rep, John Coates.  He’s an expert who helps me make sure everything is working as it should.  Pay attention to FreshBooks.  They are winning by doing human business.

PayPal – Free for starters, with more functionality available via paid accounts (when you/your company is ready).  You all are probably familiar with PayPal.  In fact, you may even have your own account.  I’m only scratching the surface with this, but so far so good.  I’ve integrated PayPal with my FreshBooks account, so with a couple mere clicks, my clients have the option to pay bills online.  Everything is secure, user friendly, and convenient.

Shoeboxed – This was an application that I wasn’t totally sure about, but it’s worked out nicely.  At $9.95 per month, the basic premise of Shoeboxed is easy document imaging.  I recieve two envelopes per month that allow me to mail in business cards or receipts, postage paid.  The team at Shoeboxed then takes those, scans them into their system, and dumps it into my BatchBook database.  I can even generate expense reports and match them against clients.  Shoeboxed saves me hours of time in data entry and recording.  You can even opt to have them mail back the cards and receipts, or simply have them shredded up once they’ve been entered.

Jott – You can’t beat the pricing on this on at $3.95 per month.  I’ve been using since it was in BETA and have been impressed with it ever since.  I love this application because it helps me stay organized.  Jott allows you to voice record things like to-do messages (and anything else), then it transcribes those messages and sends you alerts.  I’m pretty sure that I owe the good folks at Jott a Christmas card for the the potential car accidents they’ve saved me over the year.  Tweeting and texting, while driving, is just a bad idea.  Jott makes it so I don’t have to.  There’s also a groovy desktop app that works like a dream.

Dropbox – Who needs a server when you have something like Dropbox?  For a whopping $3.99 per month, I have best-in-class file sharing that works on mobile, Mac, and PC.  There are also major benefits to backing up your important files on the web.  I’m pretty comfortable with stating that my Macbook Pro is a solid machine, and the chances of it crashing are slim.  Unfortunately, that doesn’t mean I won’t (accidentally or not) run it over with my car someday.  And once you do that, well, there’s really no coming back.  Dropbox gives me convenience and peace of mind at a super cheap cost.

Now check this out: For, all of these back end tools, my total, per-month, operational software expense comes to $57.83.  Multiply that by 12 months and you have an annual operating cost for software tools at $693.96.

That number above doesn’t even factor in the hours of time I’m NOT spending doing things the old-school way.  To this point, I know that I’m getting some serious ROI for what I spend.

What do you think?  Is it worth reviewing the tools you are using to see if you can trim some fat?

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