Have you ever wondered if you’re using the right tools to run your business? It’s a common question. With so many options out there, it’s easy to feel like you might be missing out on a game-changing app that your competitors already love.
We were curious about this too. So we asked hundreds of professionals a simple question: What are the essential business apps you use every day? We wanted to know what they’d recommend and if they were fully cloud-based or used a mix of tools.
The responses were fascinating, revealing not just the most popular software, but also how different industries build their tech stacks.
Last month we put these questions to our mailing list in the form of a survey, ‘What business apps do you use?’ What we heard back was varied and interesting. While some results were expected (like the popularity of SuiteFiles and Office 365), others took us by surprise.
Below we look at the responses we received and present some app recommendations that you might find useful.
Note: Our mailing list is predominantly made up of SuiteFiles customers and partners. While we’ve tried to make this clear below, please keep this in mind as you read.
Different industries that responded to our survey, ‘What business apps do you use?’
What business apps do you use?
The Business Apps We Actually Use
When it came to the apps businesses use day-to-day, accountants had by far the greatest variety, listing 78 different apps in total! This could be a reflection of the huge increase in cloud apps for the accounting market that we’ve seen in recent years.
Interestingly, the Financial Services and Bookkeeping sectors, while similar to accounting, listed far fewer apps (5 and 7 apps respectively).
IT/Technology had the second largest list of individual apps (22), followed by Professional Services (19) and Legal (16). It’s important to note here that the number of apps used across an industry very much depended on how many responses we received, which were significantly fewer for industries outside of accounting.
Our Go-To Apps for Accounting and Files
What accounting software is used by businesses across different industries
Likely because of SuiteFiles’ integration with Xero, 82% of respondents said that they use Xero in their business. For accountants, this was even higher at 92%. What was surprising though is that 6.4% of accountants told us they also use more than one piece of accounting software, with a few using as many as three different accounting programmes.
“6.4% of accountants use more than one piece of accounting software.”
Document management systems used by businesses across different industries.
Another surprise came when we looked at what document management systems businesses across different industries use. While SuiteFiles was used by 35% of respondents, many also used more than one app to manage their files.
Which Xero Add-Ons Make a Difference?
We also asked accountants who use Xero what add-ons they use in their business. Here are the Top 10:
What apps would you recommend to other businesses?
Respondents were pretty consistent when it came to the apps they recommend to other organisations like theirs, regardless of industry. You can see a breakdown of the top 4-5 apps by industry below. An attempt has been made to list the apps in order of popularity.
Are you 100% cloud-based as a business?
92% of respondents said that they would consider their business 100% cloud-based. While this leaves a pretty small percentage who said that they don’t consider themselves cloud-based, their reasons for it were varied.
Common reasons why businesses aren’t 100% cloud-based:
- Still have processes and/or programmes that rely on-premises services (e.g. don’t have a cloud app or are easier to do on a server)
- Still save files to desktop
- Are in the process of moving to the cloud
- Security concerns about having sensitive data in the cloud or want to keep hard copies on a server
Expanding Your Toolkit: Apps for Other Business Needs
Beyond accounting and file management, a well-rounded tech stack can make a huge difference in your day-to-day operations. The right apps help streamline workflows, keep your team connected, and manage client relationships effectively. Here are some of the most recommended apps across different business functions.
Communication and Collaboration Tools
Clear and consistent communication is the backbone of any successful business. Tools like Slack and Microsoft Teams have become essential for keeping teams in sync, whether they’re in the same office or spread across the globe. These platforms allow for real-time messaging, file sharing, and dedicated channels for specific projects or topics. By centralizing team conversations, you can reduce email clutter and ensure everyone has access to the information they need to move work forward.
Project and Task Management Software
Keeping projects on track requires more than just a to-do list. Project management apps like Trello and Asana help teams organize tasks, set deadlines, and monitor progress from start to finish. Trello uses a visual card-based system that’s great for tracking workflows, while Asana is built to help teams manage complex projects with multiple dependencies. Using a dedicated tool ensures that responsibilities are clear and deadlines are met, preventing important details from falling through the cracks.
Customer Relationship Management (CRM)
Building strong, lasting relationships with your customers is crucial for growth. A CRM system is designed to help you manage every interaction with your clients and leads. Platforms like Zoho CRM and Hubspot CRM allow you to track communications, automate follow-up tasks, and analyze customer data. Hubspot is particularly popular for its free plan that includes contact management and website activity tracking, giving you valuable insights into how customers engage with your business.
Marketing and Design Apps
You don’t need a massive budget or a dedicated design team to create professional marketing materials. Tools like Mailchimp make it simple to build, manage, and track email marketing campaigns to keep your audience engaged. For visual content, Canva is an incredibly popular choice that empowers anyone to create stunning graphics for social media, presentations, and other branding needs. These apps put powerful marketing capabilities directly into your hands.
Payment Processing and E-commerce Platforms
Getting paid should be the easiest part of your job. For businesses that sell in person or online, seamless payment processing is a must. Square is a go-to solution for small businesses, making it easy to accept credit card payments anywhere. If you’re running an online store, Shopify provides a complete platform to build and manage your e-commerce presence without needing any technical skills. These tools handle the complexities of transactions so you can focus on your products and customers.
HR and Payroll Solutions
Managing payroll, benefits, and other HR tasks can be complex and time-consuming. Software like Gusto is frequently recommended for simplifying these essential business functions. It automates payroll calculations, tax filings, and benefits administration, which frees up valuable time for business owners. By handling these critical administrative duties, HR and payroll platforms help you stay compliant and keep your team happy without the administrative headache.
Artificial Intelligence (AI) Tools
AI is quickly becoming a practical assistant for businesses of all sizes. Tools like Otter AI can transcribe meetings automatically, creating searchable notes and saving you from manual data entry. Meanwhile, ChatGPT can help draft emails, generate content ideas, or even write simple code. Integrating these AI tools into your workflow can automate repetitive tasks and provide a creative spark, allowing you to focus on more strategic work.
Electronic Signature Platforms
Sending documents for signature is a common business need, and digital solutions make the process fast and secure. While standalone apps like PandaDocs are an option, many businesses find value in an integrated system. For example, SuiteFiles includes unlimited document signing directly within its document management platform. This approach keeps everything in one place, allowing you to prepare, send, and file signed documents without ever leaving the system, which simplifies your workflow and keeps client files organized.
Finding the Right Apps for Your Business
While we expected accountants, specifically accountants who use Xero and Xero Practice Manager/WorkflowMax, to be the main respondents to this survey, we were surprised that some use two or sometimes three other accounting packages at the same time.
We were also surprised at the number of businesses that use more than one document management system for their files.
We can only assume that there are times when a single piece of software can’t do everything that a business needs. However we are wary of how using multiple apps can split up your data, with businesses running the risk of not knowing what is the source of truth for their business files and information. We’d be very interested to know why some businesses choose to use more than one document management system or accounting software.
We also noticed that some people listed old versions of Microsoft Office as apps they currently use. While this isn’t a bad thing in itself, it indicates that some businesses may also be using older versions of the Windows operating system, which can cause security gaps in your business. Without regular updates (often delivered via the cloud today), you’re not receiving the latest defence against malware. This leaves your systems, and ultimately your business, vulnerable to attack.
The results of this survey gave us food for thought. We hope it’s given you some ideas for what business apps you could be using in your own business.
We’ll be releasing the full list of apps used by each industry soon, so check back later for updates.
Is there a graph that you think is missing from this set? Let us know, or ask us you question about these survey results.
Start With Your Biggest Needs
Before you get lost in a sea of app store ratings and feature lists, take a step back and look at your own business. What are the biggest headaches in your day-to-day operations? Where are the bottlenecks that slow your team down? The best place to start is by identifying the apps that solve your most pressing problems, whether that’s managing client documents, streamlining your finances, or improving team communication.
Think about the core functions of your business. If you’re constantly chasing down files or struggling with version control, a document management system should be at the top of your list. If invoicing and payments are a manual chore, accounting software is your priority. Focusing on your biggest needs first ensures you get the most immediate impact from your investment.
The Power of All-in-One Platforms
Juggling a dozen different apps can be just as chaotic as the problem you were trying to solve. This is where all-in-one platforms come in. Many businesses find value in tools that combine multiple functions into a single, organized space. This approach reduces the mental load of switching between different programs and helps ensure that all of your important information lives in one central hub.
For example, instead of using separate apps for file storage, a client portal, and document signing, a platform like SuiteFiles brings all of those functions together. This not only simplifies your workflow but also creates a single source of truth for your business documents, saving your team valuable time and reducing the risk of errors.
Look for Seamless Integrations
Even the best all-in-one platform can’t do everything. That’s why it’s crucial to choose apps that play well with the other software you already use. Seamless integrations allow data to flow automatically between your tools, which saves you from tedious manual data entry and keeps your information consistent across the board.
When your document management system can connect directly to your accounting software or your CRM, you create a much smoother workflow. Before committing to a new app, check its list of integrations to make sure it connects with the essential tools your business relies on, like Microsoft 365 or Xero.
Take Advantage of Free Trials
You wouldn’t buy a car without a test drive, and the same logic applies to business software. The best way to know if an app is the right fit for your team is to try it out in a real-world setting. Most software providers offer a free trial or a live demo, giving you a chance to explore the features and see how it fits into your existing processes before you spend any money.
Use this trial period to get your team involved. Let them test the features that are most relevant to their roles. This hands-on experience is invaluable for making an informed decision and ensuring the tool you choose will actually get used. You can even start a free trial to see how a dedicated platform can change your daily operations.
Understand Free vs. Paid Options
Free apps can be a great starting point, especially when you’re just covering basic needs or have a limited budget. They allow you to get essential tasks done without an upfront investment. However, it’s important to understand their limitations. Free versions often come with restrictions on features, storage, or the number of users.
Paid apps typically offer a more robust solution with advanced features, better security, and the ability to scale as your business grows. They also usually come with dedicated customer support, which can be a lifesaver when you run into an issue. As you evaluate your options, consider your long-term needs and whether a free tool will support your business down the road.
Ensure Smooth Team Adoption
The most powerful app in the world is useless if your team doesn’t use it. Successful implementation goes beyond just choosing the right software; it’s about getting your team on board. Involve them in the selection process by asking for their input on the problems they need to solve. When people feel like they’re part of the decision, they’re more likely to embrace the new tool.
Once you’ve made a choice, provide thorough training and be clear about how the new app will make their jobs easier. Highlight the specific benefits for their roles, whether it’s saving time on administrative tasks or making collaboration simpler. A smooth rollout with proper support is key to making sure your software investment pays off.
Consider Security and Reliability
When you’re entrusting a third-party app with your company and client data, security is non-negotiable. This is especially true for industries like accounting, law, and finance that handle highly sensitive information. Look for platforms that offer features like two-factor authentication, data encryption, and detailed audit trails.
While some business owners worry about the cloud, reputable cloud-based apps often provide a level of security that would be difficult and expensive for a small business to achieve on its own. These companies have entire teams dedicated to protecting your data, so you can focus on running your business with peace of mind.
When to Consider Custom Solutions
Sometimes, your business has such a unique workflow that an off-the-shelf app just won’t cut it. While the market is filled with excellent tools, there are cases where a custom-built solution is the only way to meet your specific needs perfectly. This is often the case for businesses with highly specialized processes or those in niche industries.
Developing a custom app is a significant investment of time and money, so it’s not a decision to be taken lightly. However, if you’ve exhausted your search for existing software and find that nothing quite fits, it might be time to explore building a solution tailored exactly to your business. This path offers ultimate flexibility but requires careful planning and resources.
Frequently Asked Questions
I’m using several different apps for things like file storage and client communication. Is it better to switch to an all-in-one platform? Using a collection of specialized apps can work, but it often creates extra steps in your workflow. You might find yourself downloading a file from one system just to upload it to another for a client to sign. This is where the risk of version control issues and simple human error creeps in.
An all-in-one platform is designed to prevent this. By keeping document management, client communication, and e-signatures in one place, you create a single source of truth. This simplifies your processes and saves your team from the mental drain of constantly switching between different programs.
The survey showed many businesses aren’t 100% cloud-based. Is it risky to still use older desktop software? While some businesses have specific reasons for keeping certain processes on-premise, it’s important to be aware of the potential security gaps. Older desktop software often doesn’t receive the regular, automatic security updates that modern cloud-based applications do.
Without these updates, your systems may not be protected against the latest malware or security threats. This can leave your business and your client data vulnerable in ways that a secure, professionally managed cloud environment would not.
With so many app recommendations, I’m not sure where to begin. What’s the first step I should take? It’s easy to get overwhelmed by all the options. Instead of starting by browsing apps, start by looking at your own business. Pinpoint the single biggest frustration or bottleneck in your team’s daily routine. Is it finding the right version of a document? Is it getting client approvals?
Focus on solving that one major problem first. Choosing a tool that addresses your most pressing need will provide the most immediate and noticeable improvement to your workday. Once that’s solved, you can move on to the next challenge.
Why would a business use more than one document management or accounting system at the same time? This was a surprising finding for us, too. It often happens gradually. A business might adopt one system, but then a specific team finds a different tool that better suits their unique workflow. In other cases, a company might acquire another business that was already using a different platform.
The main challenge with this approach is that it splits up your data. You can end up with different information in different places, making it hard to know what’s the most current or accurate. This can lead to confusion and inefficiency that a single, centralized system is designed to prevent.
How can I get my team to actually use a new app after we’ve chosen one? Adoption starts long before you purchase anything. The best way to ensure a new tool gets used is to involve your team in the selection process from the beginning. Ask them what their biggest challenges are and what features would make their jobs easier. When people feel they have a say in the decision, they are far more likely to embrace the change.
Once you’ve made a choice, provide clear training that focuses on the benefits for their specific roles. Show them exactly how the new software will save them time or eliminate a frustrating task. A smooth rollout with good support is just as important as the software itself.
Key Takeaways
- Consolidate your core tools: Juggling multiple apps for the same job, like document management, can lead to confusion. Opt for an all-in-one platform or tightly integrated software to create a single, reliable source for your business information.
- Target your biggest operational headaches: Instead of chasing every new app, focus on software that solves your most pressing daily challenges. Addressing major bottlenecks first provides the quickest return on your investment and improves your team’s workflow immediately.
- Choose software your team will actually use: The best app is useless if no one adopts it. Involve your team in the decision-making process and use free trials to ensure a new tool is a practical fit for your real-world needs before you commit.
