7 Management Software All Small Businesses Should Use in 2025

Running a small business requires multiple responsibilities.

You need to handle invoices, oversee projects, talk to customers, and monitor your team's work. Exhausting!

But, don’t worry, small business management software makes these tasks easier, freeing up your time to expand your business.

Looking ahead to 2025, AI-powered features are revolutionizing small business management by providing automation and insights that were once only accessible to large enterprises.

In this guide, we’ll explore the top small business management tools. We focus on key areas like project management, accounting, team communication, and customer relationships.

How to Pick the Best Management Software for Your SMB

Choosing the right management software for your small business can feel overwhelming with so many options available. The key is to focus on tools that address your unique needs while offering the flexibility to grow with your business.

Here are a few factors to consider when making your selection:

All-in-One Tools

All-in-one platforms are a game-changer for small businesses.

Instead of passing between multiple tools for CRM, project management, invoicing, and communication, all-in-one solutions consolidate these functions into a single platform.

This saves time and reduces the hassle of managing multiple subscriptions and integrations. A tool like Hubspot is a great example—it centralizes your operations, ensuring seamless collaboration and better workflow visibility.

When evaluating all-in-one tools:

• Look for solutions that cover your essential business processes.
• Check if the platform is easy to navigate and customizable.
• Ensure that it integrates well with any specialized tools you already use.

Affordable Starting Plans with Scalable Options

Small businesses often have tight budgets, so pricing is a critical factor.

Look for tools that offer free trials or affordable entry-level plans with enough features to get started.

For example, QuickBooks provides a range of pricing options tailored to the size and complexity of your accounting needs.

A screenshot of Quickbooks’ pricing page featuring cheap entry prices.

Before committing:

• Confirm there are no hidden fees for essential features like additional users or integrations.
• Check if the software offers a free trial or freemium version to test it first.

Tools That Fit Your Stack

The best management software integrates seamlessly with the tools you already use, creating a unified ecosystem that streamlines your operations.

This could be like connecting to your CRM, accounting software, or marketing platforms. Good integrations save time and reduce manual effort.

Here’s what to check:

• Compatibility with your existing tech stack, such as Slack, or Google Workspace.
• Built-in APIs or app marketplaces that allow for custom integrations.
• Smooth data sharing between tools to avoid silos and double entries.

Tools Built for Your Industry

While many management software solutions are designed for general use, industry-specific tools can be a better fit for certain businesses.

These tools are built specifically for what you need in your industry, with specialized features that generic tools don't have.

When evaluating industry-specific tools:

• Look for features that address your specific pain points, such as field service management, inventory tracking, or appointment scheduling.
• Check if the tool offers reports and analytics focused on your industry.

How We Came Up with This Selection

When it comes to choosing the best small business management software, we focused on tools that have proven their value in real-world use cases, both within our team and third-party reviews.

Here’s how we curated this list:

Battle-Tested: We Use Them Internally

We believe in recommending tools that we’ve personally used and found effective.

Many of the platforms featured in this guide are ones we rely on daily to manage our own operations.

Here’s why we trust them:

• Each tool has helped us save time, reduce errors, or improve workflows.
• They’ve adapted to our needs as we’ve grown, proving their ability to scale with businesses.
• We’ve chosen tools that don’t require a steep learning curve, making them ideal for small business owners and teams.

Third-Party Reviews: Real-World Validation

In addition to our internal experience, we looked at reviews and feedback from platforms like G2, Capterra, and Trustpilot to ensure these tools deliver results across various industries and use cases.

What we analyzed:

• Ratings: Tools with consistently high scores for functionality, support, and usability earned top spots.
• Feedback: We paid close attention to user comments about real-world application and ROI.
• Diversity of Use Cases: Tools that cater to a wide range of industries and business types were prioritized.

Now, let’s explore the best management tools for 2025.

Best all-in-one management tool: HubSpot

Why We Chose HubSpot

HubSpot combines CRM, marketing, sales, and customer service into one seamless platform.

What sets HubSpot apart is its ability to simplify complex workflows while still offering advanced features that scale as your business grows.

We chose HubSpot because:

• It’s incredibly intuitive, meaning you can get started quickly without technical expertise.
• Its AI-powered tools help automate repetitive tasks like lead scoring and email workflows.
• It integrates seamlessly with other tools, creating a unified business ecosystem.
• It offers robust analytics, giving actionable insights to improve marketing and sales strategies.

With HubSpot, You Can:

• Manage Customer Relationships: Track every interaction with leads and customers in a unified CRM, ensuring nothing falls through the cracks.
• Automate Marketing Campaigns: Create personalized email workflows, design landing pages, and schedule social media posts with ease.
• Align Sales and Marketing Teams: Use shared dashboards and reports to improve collaboration and drive better results.
• Gain Actionable Insights: Track the performance of campaigns, emails, and sales efforts with real-time analytics.
• Simplify Customer Support: Handle tickets, automate responses, and keep customers happy with integrated support tools.

Pricing

HubSpot’s pricing model is designed to grow with your business. Here’s an overview of its key plans:

• Free Plan: Includes basic CRM features, email marketing, and live chat tools. Perfect for small businesses just starting out.
• Starter Plan: Starts at $20/month and adds custom properties, email automation, and additional marketing tools. Ideal for small teams looking to expand.
• Professional Plan: Starts at $890/month for up to 2,000 contacts, with advanced automation, A/B testing, and multi-touch revenue attribution. Designed for scaling businesses. Note: This plan requires a one-time onboarding fee of $3,000.

While HubSpot’s advanced plans can be pricey, its scalability and functionality make it a worthwhile investment for growing businesses.

Feedback from Users

HubSpot has received good reviews from small and mid-sized businesses, with 12,253 reviews on G2 and an average rating of 4.4 out of 5. Here’s what users are saying:

Best accounting software: Quickbooks

Why We Chose QuickBooks Online

QuickBooks Online is designed to simplify complex financial tasks, from bookkeeping to tax preparation, while ensuring your records are accurate and accessible.

We chose QuickBooks because:

• It’s incredibly easy to use, even for those without extensive accounting knowledge.
• It offers robust reporting and tax filing features to keep your finances in order.
• It’s cloud-based, allowing you to work from anywhere and collaborate with your team in real time.

With QuickBooks Online, You Can:

• Sync Transactions Automatically: Connect your bank and credit card accounts for real-time updates and streamlined transaction management.
• Send Invoices and Accept Payments: Easily generate professional invoices and accept payments via ACH, credit card, or paper check.
• Simplify Tax Preparation: Automatically calculate sales tax and generate reports for seamless tax filing.
• Pay Vendors Efficiently: Use QuickBooks Bill Pay to schedule ACH payments or send checks with just a few clicks.
• Track and Attach Documentation: Attach invoices and receipts directly to transactions, eliminating the need to hunt down paperwork.

Pricing

QuickBooks Online offers tiered pricing plans to suit businesses of all sizes:

• Simple Start ($19/month): Perfect for sole proprietors and small teams. Includes income and expense tracking, custom invoicing, and basic reports. Comes with access for one user and an accountant.
• Essentials ($28/month): Ideal for growing businesses that need more advanced tools. Includes bill management, employee time tracking, and multi-currency support. Allows up to three users and an accountant.
• Plus ($40/month): For small businesses managing projects and inventory. Features all Essentials tools, with added recurring transactions, inventory tracking, project profitability analysis, and budgeting. Supports up to five users and an accountant.
• Advanced ($76/month): Best for scaling businesses needing comprehensive solutions. Adds advanced features like custom reporting fields, role permissions, workflow automation, revenue recognition, and online data backup. Supports up to 25 users and offers dedicated support.

Each plan includes a 30-day free trial, giving you the opportunity to test the features and find the best fit for your business.

Feedback from Users

With 3,385 reviews on G2 and an average rating of 4.0 out of 5, QuickBooks Online is a trusted choice among small business owners. Here’s what users are saying:

Best knowledge management tool: Slite

Why We Chose Slite

Slite impressed us with its clean, intuitive interface that encourages collaboration and knowledge-sharing across teams.

It’s an excellent tool for creating, sharing, and managing organizational knowledge. Also, for its AI-powered instant answers and robust integrations with tools like Google Drive, Slack, and Zapier.

With Slite, You Can:

• Create and Share Knowledge Effortlessly: Use real-time editing, commenting, and collaboration tools to build a centralized knowledge base.
• Streamline Team Communication: Share notes, documents, and updates instantly with your team, reducing the need for back-and-forth emails.
• Leverage AI-Powered Features: Utilize AI assistance for content creation and instant answers to team queries.
• Enhance Organization: Manage unlimited docs with a dedicated knowledge management panel and workspace analytics.

Pricing

Slite offers affordable plans designed to meet different team needs:

• Standard ($10/month per member): Perfect for small teams scaling knowledge sharing. Features include AI-powered instant answers and editor assistance, doc and workspace analytics, integration with Google Drive, Slack, Zapier, and more.
• Premium ($15/month per member) Ideal for companies requiring advanced security and user management. Features include custom domain for public docs, openID SSO and user provisioning, and more.

Feedback from Users

Slite has an average rating of 4.6 out of 5 on G2, showcasing its popularity among teams.

Best SMB phone system: Allô

Why We Chose Allô

Allô is a phone system designed specifically for small and medium-sized businesses. It stands out by combining essential telephony features with AI-powered tools to help you manage calls professionally and efficiently.

What makes Allô a game-changer is its mobile-first approach and easy-to-use interface with powerful automation, allowing businesses to stay connected in the go and convert leads even when they’re not available.

We chose Allô because:

• It offers AI-generated call summaries and voicemail transcription, saving you time and improving follow-up efficiency.
• The virtual AI assistant can handle calls, answer FAQs, and book appointments, acting like a 24/7 receptionist.
• Its pricing is straightforward, with no hidden fees, making it ideal for businesses of all sizes.
• It’s mobile-first, meaning you can manage calls, messages, and integrations directly from your smartphone.

With Allô, You Can:

• Separate Personal and Professional Calls: Get a dedicated business phone number to keep your personal line private.
• Leverage AI Features: Use tools like call recording, voicemail transcription, and AI-generated call summaries for better organization and customer engagement.
• Automate Caller Interactions: Let the virtual AI assistant handle FAQs, book appointments, and provide key business information to callers.
• Customize Your Call Flow: Tailor how calls are routed and answered to suit your specific business needs.

Pricing

Allô keeps pricing simple and transparent, offering two scalable plans:

• Starter Plan ($19/month per number):
  Perfect for solo entrepreneurs or small teams starting with professional telephony. Features include one local or toll-free phone number per user, greeting message and voicemail transcription,c all recording and AI-generated summaries
• Business Plan ($34.99/month for 3 users):
  Designed for growing businesses that need advanced features and more user access.
  Features include 1,000 outbound minutes, virtual AI assistant for 24/7 call handling, integration with 1,000+ tools (e.g., CRMs, spreadsheets)

Feedback from Users

Allô has received good reviews from business owners who praise its ease of use, advanced features, and ability to improve communication.

Best team communication tool: Slack

Why We Chose Slack

Slack is the go-to communication platform for teams of all sizes, providing a seamless way to collaborate, share files, and stay connected.

Its robust integrations make it more than just a messaging tool—it’s a centralized hub for productivity.

We chose Slack because:

• It simplifies communication by organizing conversations into channels, making it easy to find what you need.
• Its integrations with tools like Google Drive, Zoom, and Trello streamline workflows and keep everything in one place.
• Features like threads, customizable notifications, and AI-powered suggestions ensure teams stay productive without feeling overwhelmed.
• Slack’s adaptability makes it perfect for both in-office and remote work environments.

With Slack, You Can:

• Organize Communication into Channels: Create dedicated spaces for projects, teams, or topics to keep discussions focused and transparent.
• Integrate Seamlessly with Your Workflow: Use Slack’s integrations with over 2,400 apps, including Google Drive, Trello, and Zoom, to streamline processes.
• Reduce Email Dependency: Replace endless email threads with real-time conversations, making information easier to find and act on.

Pricing

Slack offers flexible plans to accommodate businesses of all sizes:

• Starter (Free): Ideal for small teams or those new to Slack. Features include 10 app integrations, 1:1 audio and video meetings, one workspace, and more.
• Pro ($8.75/user/month): Perfect for small teams needing more collaboration power.
  Features include, Unlimited message history, and app integrations, group audio and video meetings, and more.
• Business+ ($15/user/month): Tailored for larger teams needing advanced features.
  Features include SAML-based single sign-on (SSO), data exports for all messages, and more.

Feedback from Users

Slack has over 33,704 reviews on G2, with an impressive average rating of 4.5 out of 5, showcasing its popularity among teams worldwide.

Best document management software: Google Drive

Google Drive, as part of Google Workspace, offers unparalleled ease of use, robust collaboration features, and seamless integration with other tools.

It’s the perfect solution for businesses that need a secure, cloud-based platform for storing, sharing, and managing documents.

We chose Google Drive because:

• It provides effortless collaboration with real-time editing in Google Docs, Sheets, and Slides.
• Its integration with Gmail and Google Calendar makes scheduling and communication intuitive.
• AI features, like the Gemini assistant, add advanced capabilities for productivity and search.

With Google Drive, You Can:

• Store and Access Files Anywhere: Keep your documents secure in the cloud with 30 GB to 5 TB of storage per user, depending on the plan.
• Collaborate in Real-Time: Work simultaneously on documents with team members, providing comments and suggestions without version control issues.
• Enhance Productivity with AI: Use the Gemini assistant to manage tasks, generate insights, and streamline workflows.

Pricing

Google Drive is available through Google Workspace, offering scalable plans to suit different business needs:

• Business Starter ($7.20 per user/month): Ideal for small teams starting with cloud-based collaboration. Features include 30 GB pooled storage per user, Gemini app – AI assistant with enterprise-grade security, and more.
• Business Standard ($14.40 per user/month): Perfect for growing teams needing more storage and advanced video features. Features include everything in Starter, plus 2 TB pooled storage per user, 150-participant video meetings with recording and noise cancellation, AI-powered video creation, and more.
• Business Plus ($20 per user/month): Designed for larger teams requiring enhanced security and management. Features include 5 TB pooled storage per user, 500-participant video meetings with attendance tracking, and more.

Feedback from Users

Google Workspace, which includes Google Drive, boasts 42,663 reviews on G2 with an average rating of 4.6 out of 5, highlighting its reliability and user satisfaction.

Best project management tool: Trello

Why We Chose Trello

Trello stands out as an intuitive and versatile project management tool, perfect for small businesses and teams managing multiple projects.

Its visual, card-based system simplifies organizing tasks, tracking progress, and collaborating seamlessly across teams.

We chose Trello because:

• It offers a straightforward interface, making it accessible even to non-technical users.
• Trello integrates with various apps, including Google Drive, Slack, and Jira, to streamline project management.
• Features like advanced checklists, Power-Ups, and AI-powered insights help businesses scale efficiently.

With Trello, You Can:

• Organize Projects Visually: Use boards, cards, and lists to create an overview of tasks, deadlines, and responsibilities.
• Collaborate in Real Time: Assign tasks, share updates, and communicate seamlessly across teams and devices.
• Customize Workflows: Add Power-Ups for features like calendar views, integrations, and advanced reporting.
• Leverage Atlassian Intelligence: Use AI tools to summarize updates, prioritize tasks, and enhance efficiency.

Pricing

Trello offers plans for different team sizes and requirements, from free usage to advanced features for larger teams:

• Free ($0/month): Ideal for individuals or small teams managing simple projects.
  Includes 10 MB file upload limit per file, assignee and due dates, mobile app access.
• Standard ($5/month per user, billed annually): Perfect for small teams needing advanced collaboration features. Includes advanced checklists, custom fields and 250 MB file upload limit per file.
• Premium ($10/month per user, billed annually): Designed for teams requiring diverse project views and advanced security. Includes calendar, timeline, table, dashboard, and map views, and AI-powered insights.

Feedback from Users

Trello is highly rated, with 13,639 reviews on G2 and a score of 4.4 out of 5, reflecting its usability and effectiveness in managing projects.