Running a small business means wearing many hats – from managing finances and operations to marketing your services. Fortunately, 2025 offers a wealth of digital tools that can lighten the load and help your business run more efficiently. In this post, we highlight some of the best practical tools for small business owners in the service and manufacturing industries to grow and manage operations. As your trusted Minnesota banking partner, Security Bank & Trust Company is committed to your success – that’s why we’re sharing these insights into top tools (both free and paid) that can make a real difference for your business.
Financial Management Tools
Keeping a healthy cash flow and accurate books is vital. The right financial tools – for banking, accounting, and cash flow management – save time and reduce errors. Here are some top picks to streamline your finances:
- Online Banking & Cash Management (Free) – Take advantage of your bank’s online platform for 24/7 account access. For example, Security Bank & Trust Company’s business online banking offers features like mobile check deposit, bill pay, and account alerts to help you monitor cash flow and payments in real time. Leveraging online banking tools ensures your day-to-day finances are under control without extra software costs.
- QuickBooks (Paid) – QuickBooks is widely regarded as the #1 accounting software for small businesses. It lets you track income and expenses, create invoices, manage payroll, and generate financial reports all in one place. With cloud-based QuickBooks Online, you can also connect your bank (to automatically import transactions) and even forecast cash flow. Note: Requires a monthly subscription, but many owners find the time saved on bookkeeping well worth it.
- Xero or Wave Accounting (Free & Paid Options) – If you’re on a tight budget, Xero & Wave are a capable accounting tool. It provides invoice creation, expense tracking, and basic reports without any subscription fees. Ideal for solo entrepreneurs or smaller businesses that need simple bookkeeping.
- Cash Flow Forecasting Apps (Paid) – To avoid cash crunches, consider add-ons that project your future cash flow. Tools like Float or Pulse integrate with accounting software to forecast incoming and outgoing cash. They let you model “what-if” scenarios (like a large new order or expense) so you can plan ahead. These apps typically require a subscription, but they provide peace of mind by helping ensure you can meet obligations and invest in growth.
SEO & Marketing Tools
Attracting customers in 2025 means having a strong online presence. The following marketing and SEO tools help improve your visibility on search engines and social media, so customers can find you:
- Google Business Profile (Free) – Formerly Google My Business, this free tool is essential for local service and manufacturing companies. It allows you to create a business listing on Google Search and Maps, so nearby customers see your hours, location, and reviews. By keeping your Google Business Profile updated (and encouraging happy customers to leave reviews), you’ll boost local SEO and credibility.
- Google Analytics & Search Console (Free) – These free analytics tools from Google help you track your website’s performance. Google Analytics shows who’s visiting your site, how they found you, and what they do on your pages, so you can measure the success of marketing campaigns. Google Search Console reveals which search terms lead people to your site and flags any technical SEO issues. Together, they provide actionable insights to improve your website and content strategy.
- SEO Tools (Paid) – For deeper SEO and keyword research, consider platforms like Moz or SEMrush (both require subscriptions, though offer limited free features). These tools allow you to research high-value keywords, audit your website’s SEO health, and track your search rankings against competitors. By using an SEO tool, you can make data-driven improvements that boost your online visibility and attract more customers through organic search.
- Social Media & Email Marketing (Free & Paid) – Engaging with customers regularly is easier with the right marketing tools. For social media, platforms like Hootsuite or Buffer offer free plans to schedule posts across Facebook, Instagram, LinkedIn, etc., with paid upgrades for analytics and more accounts. On the email side, Mailchimp provides an easy way to design email newsletters and manage mailing lists (it has a free tier up to a certain number of contacts, then paid plans as you grow). By scheduling social content and sending periodic email updates or promotions, you stay on your customers’ radar and drive repeat business.
Project Management & Productivity Tools
Small businesses need to stay organized and productive, especially when managing projects or a growing team. These tools help streamline workflows, enhance collaboration, and keep everyone on the same page:
- Trello / Asana (Free & Paid) – Trello and Asana are popular project management apps that help you track tasks and deadlines. Trello uses simple boards and cards for a visual overview of projects, while Asana offers lists, calendars, and more advanced project tracking. Both have free versions for small teams and paid plans unlocking extra features (like timeline views or integrations). Using either tool, you can assign tasks to team members, set due dates, and ensure nothing falls through the cracks.
- Slack / Microsoft Teams (Free & Paid) – For better team communication, chat-based tools have become indispensable. Slack (free for basic use) creates channels for discussions, lets you share files instantly, and reduces back-and-forth email. Microsoft Teams (included with Microsoft 365 or free with limited features) combines chat, video meetings, and file collaboration. These platforms make it easy for your staff to ask questions, solve issues quickly, and maintain team cohesion – whether they’re on the shop floor, in the office, or remote.
- Google Workspace / Microsoft 365 (Paid) – Upgrading from personal email accounts to a professional productivity suite can be a game-changer. Google Workspace (formerly G Suite) and Microsoft 365 provide business email addresses, cloud storage, and collaborative documents/spreadsheets. For a monthly per-user fee, you get tools like Google Docs/Sheets or Microsoft Word/Excel online, which allow multiple people to work on the same file simultaneously. These suites also include video conferencing (Google Meet or Microsoft Teams), making it easier to meet with clients or remote team members. In short, an integrated office suite keeps your business information organized and accessible to your team from anywhere, boosting overall productivity.
E-commerce & Sales Tools
Whether you sell physical products or services, the right e-commerce and sales tools help you reach more customers and manage your sales pipeline effectively. Here are some top tools for selling and customer management:
- Shopify / WooCommerce (Paid / Free) – If you’re looking to sell products online, consider an e-commerce platform. Shopify is a paid all-in-one solution that lets you build a professional online store, manage inventory, and process payments with minimal technical know-how. It offers beautiful templates and a full suite of e-commerce features (product catalog, shopping cart, shipping calculations, etc.) for a monthly fee. If you already have a WordPress website, WooCommerce is a free plugin that can turn your site into an online store (though you’ll need to pay for web hosting and any premium extensions). Both options make it much easier to start selling online compared to building an e-commerce system from scratch.
- Square Point-of-Sale (Free hardware/software) – Many small businesses in retail or food service rely on Square for in-person and online sales. Square provides free POS software and a mobile card reader (the hardware is often free or low-cost) that let you accept credit card payments anywhere – from your storefront or on the go at a market. The system also includes inventory tracking and sales analytics. For online sales, Square offers a basic website integration so you can sell products or accept orders through a simple online store with no upfront cost (Square makes money via a transaction fee per sale). If you need an affordable, user-friendly way to handle sales and payments, Square is a great option.
- HubSpot CRM (Free) – Keeping track of leads and customer relationships is crucial for growing your business. HubSpot CRM is a customer relationship management tool that’s free for core features, allowing you to store and organize contacts, log your interactions, and track deals in your sales pipeline. You can see when you last emailed a client, set reminders to follow up on a quote, and generally ensure no customer inquiry gets forgotten. HubSpot also offers paid upgrades (marketing and sales hubs) for email automation, advanced analytics, etc., but many small businesses find the free CRM is enough to significantly improve their customer management. (Alternative: If you need a more advanced solution down the road, CRM platforms like Salesforce or Zoho CRM offer powerful features for a subscription cost.)
Cybersecurity & Compliance Tools
Modern small businesses must stay vigilant about data security and regulatory compliance. A single cyber incident or compliance slip-up can be costly. The good news is that you don’t need an IT department to protect your business – a few practical tools and practices go a long way toward keeping your data safe and your operations compliant with laws. Below are some cybersecurity essentials for small businesses in 2025:
- Anti-virus & Firewall (Free/Paid) – Protect all your business computers and devices with reliable anti-malware software. Options like Windows Defender (built into Windows 10/11 and free) provide basic real-time protection. For more comprehensive coverage, small biz packages from Norton, McAfee, or Bitdefender (paid annual subscriptions) offer features like firewalls, email scanning, and ransomware protection. These tools run in the background to detect and block viruses, spyware, and other threats, significantly reducing the risk of a cybersecurity breach.
- Password Managers & 2FA (Free & Paid) – Weak or reused passwords are a common vulnerability. Using a password manager such as LastPass or 1Password (both have business plans that require payment, with LastPass offering a limited free version) helps you and your team generate and store strong, unique passwords for all your accounts. Combine this with two-factor authentication (2FA) on critical accounts – for instance, use free apps like Google Authenticator or Authy to add a one-time code when logging in. A password manager + 2FA setup ensures that even if one password is compromised, attackers can’t easily access your other accounts, keeping sensitive business information much safer.
- Data Backup & Secure Storage (Paid) – Regular backups are your insurance against data loss, whether from hardware failure or a ransomware attack. Cloud backup services like Backblaze or Carbonite (paid services) automatically back up your files to secure offsite servers. If your computers get damaged or encrypted by malware, you can restore your data quickly and keep operating. Additionally, use secure cloud storage (Google Drive, Microsoft OneDrive, Dropbox, etc.) to store and share documents with encryption – these services invest heavily in security and compliance. Finally, ensure the tools you use (from payment processors to accounting software) are compliant with industry standards. For example, using PCI-compliant payment platforms (like Security Bank's Elavon partnership) and keeping financial records in a trusted accounting system (like QuickBooks) helps you meet legal and regulatory requirements automatically. In short, backing up data and choosing reputable, secure software will protect your business and keep you compliant with regulations.
Conclusion
Adopting the right mix of tools can transform your day-to-day operations – freeing up time, improving accuracy, and ultimately saving money. The practical tools highlighted above are actionable solutions you can implement to boost efficiency, whether it’s automating your bookkeeping or streamlining how you engage with customers online. As a fellow small business champion and one of Minnesota's best banks, Security Bank & Trust Company is proud to be more than just a bank; we’re your partner in growth.
We hope these recommendations empower you to run your business more effectively. With the support of great tools and a trusted banking partner by your side, you can focus on what you do best: delivering excellent products and services to your customers and watching your small business thrive.
