Running a small business can be a lot. Between content creation, emails, finances, and everything in between, it’s easy to feel like there just aren’t enough hours in the day. As the owner of a candle business, I know that feeling well. That’s why I live for time-saving tools. Anything that helps me get things done faster (without sacrificing quality or my sanity)? Add to cart. In this post, I’m sharing my favorite ride-or-die tools that help me stay organized, automate the boring stuff, and keep my business running like a soft CEO dream.
Whether you’re a product-based business, a service provider, or somewhere in between, these tools are here to help you get your time (and energy) back.
Tool #1: Inventora – For Inventory & Product Management
If you’re running a product-based business and still tracking your inventory in a spreadsheet (or…not tracking it at all 👀), it’s time to meet your new BFF: Inventora.
This tool is made specifically for handmade and small product-based businesses. It keeps track of your materials, finished products, and even automates restock alerts, so you always know what you have and what you’re running low on. Plus, it syncs with your online shop, which means you don’t have to manually update your inventory in two places. 🙌
Why I love it:
It’s simple, visual, and actually made for the kind of business I run. I can easily see what materials I need to reorder before market days, and it’s been a huge time-saver during candle-making season.
Soft CEO Bonus:
Less inventory chaos = more time for creating, resting, and doing literally anything other than digging through supply drawers. If you use this link, you will receive a $10 credit!
Tool #2: Flodesk – For Emails That Look As Good As They Convert
Flodesk is hands-down one of the most beautiful and easy-to-use email platforms out there. Whether you’re sending a welcome sequence, promoting a sale, or sharing a new product, it helps you design emails & campains that actually make people want to click.
The drag-and-drop builder makes it super simple to create polished, on-brand emails (even if you’re not a designer). You can save all of your work as a template so the next time you want to write an email, just switch out photos and change the verbage! It’s super easy! Flodesk even has automation built in, so you can welcome new subscribers and nurture your list while you sleep.
Why I love it:
It doesn’t just work, it’s fun to use. I’ve created templates for different email types so I can drop in new text, hit send, and get back to running my candle business. The vibes are strong, and the emails look like they were made by a pro. Already use Flodesk? Grab my email templates here to up your email game!Soft CEO Bonus:
Flodesk saves me so much time because I’m not reinventing the wheel every week. Plus, automating things like my welcome sequence and newsletter means my email list keeps working even when I’m offline. Use my link here to get 50% off of your first YEAR!
Tool #3: Later – For Stress-Free Social Media Scheduling
Later is a visual social media scheduler that makes planning your content feel more like dragging around stickers than doing actual work. You can map out your grid, schedule posts across multiple platforms (including Instagram, Facebook, Pinterest, and TikTok and more), and keep all your content ideas in one place.
You can even save your best hashtags, write captions ahead of time, and auto-publish posts while you do literally anything else.
Why I love it:
Batching and scheduling posts in Later means I’m not scrambling to post while pouring candles or mid-market chaos. I can plan content in advance and reuse high-performing posts without overthinking it. Plus, the visual calendar is 10/10 for my brain.
Soft CEO Bonus:
Later frees up my mental space so I can show up consistently without being glued to my phone or social media 24/7. It helps me work smarter, not harder, and that’s the dream. Get 10 free posts when you use my link here!
Runner-Up: Metricool – For Scheduling Everything (Even Threads + YouTube!)
If you’re looking for a scheduler that covers all the platforms (including YouTube, LinkedIn, and even Threads & Blue Sky) Metricool might be your match. It doesn’t have the same drag-and-drop media library as Later, but it makes up for it with its wide reach and solid analytics.
Why it’s worth considering:
You can schedule everything in one place and even reply to comments or DMs from inside Metricool (hello, time-saver). It’s especially handy if you’re posting across a ton of platforms or want deeper performance insights.
Tool #4: Notion – For Planning, Organizing & Actually Remembering Stuff
Notion is basically your second brain, minus the burnout. It’s a flexible workspace where you can plan content, track goals, outline blog posts, manage projects, and literally anything else you want to stay on top of.
Whether you want to keep it minimal with checklists or go full Virgo with databases and dashboards, Notion can flex to fit your style.
Why I love it:
I use Notion for everything: planning blog posts, mapping out email sequences, organizing content ideas, tracking launches, you name it. I’ve built my own templates, so I’m not starting from scratch every time, and now it feels like my business actually lives in one place.
Heads-up:
Notion does have a bit of a learning curve, but once you get the hang of it? Total game-changer. It can be as simple or as advanced as you want. It truly becomes whatever you need it to be.
Soft CEO Bonus:
Having all my plans, schedules, and ideas in one chill, customizable space makes running my business feel more peaceful and way less chaotic. Notion lets me stay creative and organized, without the pressure.
💌 Special Bonus: Grab my Small Business Notion Template FREE when you sign up through this post (normally $20 in my shop)!
Tool #5: Soft CEO Cash Allocator Calculator – For Financial Clarity Without the Overwhelm
Budgeting doesn’t have to be complicated or soul-sucking. The Soft CEO Cash Allocator Calculator is a simple tool I created to help small business owners (like us!) figure out exactly where their income should go. Think: taxes, expenses, savings, and paying yourself, all broken down in a way that actually makes sense.
This is the calculator I wish I had when I first started my candle business. It takes the stress out of money management so you’re not guessing or Googling percentages at midnight.
Why I love it:
It gives me instant clarity on what to do with each sale. No more wondering how much to set aside for taxes or feeling guilty about paying myself. I plug in the numbers, and it tells me what’s what, soft CEO style.
Soft CEO Bonus:
Peace of mind. That’s it. That’s the bonus. Knowing my money has a plan (without spreadsheets or stress) is the kind of main character energy I need.
Wrap-Up: Work Smarter, Not Harder
Time is your most valuable resource as a small business owner, and these tools help you protect it. Whether you’re scheduling posts, planning content, managing inventory, or figuring out your finances, having the right systems in place can make your business feel way more manageable (and way less like chaos in a cute outfit). I’d love to hear what you think! What are your favorite time-saving tools? Tell me in the comments!
xx CBBC
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