6 Apps to Keep Your Online Business Organized

    When you run an online business, organization is extremely important. You have to have a way to keep all of your important files organized. It’s also important to have a process in place that keeps your company operating smoothly. If you aren’t organized, simple things, like onboarding a new client, become really time consuming tasks—and the more time you waste, the more money you lose. Fortunately, you can turn your business into a well-running, money-making machine by using these apps to get organized.


    Evernote is an app that makes it easy to organize notes and other documents you need to manage and run your company well. It allows you to create separate notebooks to organize notes and the notebooks can be organized into stacks to keep similar subjects together. You can use Evernote to:

    • Take and organize notes from client meetings
    • Clip web pages to keep their content, even if the pages move or change
    • Save articles and blog posts you want to read later


    If you regularly collaborate with others on projects or if you have a virtual team, Asana might be a good fit for you. It’s a project management app that lets you view and track tasks within projects to make sure everyone is on the same page and everything is completed on time. You can use it to manage everything from product launches and client projects to regular daily admin tasks your virtual assistant completes. 

    Within the app, you can share notes, communicate with other team members, and upload files without the need to rely on email. As each task is completed, it’s checked off the list. Then, when all tasks are complete, you can check the entire project thread off your list.


    Like Asana, Trello is a project management tool. However, it has a more visual interface. Instead of listing tasks within each project, Trello organizes the information into boards with buckets. Overall, both apps are great tools to use if you need to organize projects, but if you’re a more visual person, you might prefer Trello over Asana.

    Google Drive

    Google Drive is a cloud-storage app that gives you access to Google Docs, Sheets, Slides, and more. The app lets you organize your important business documents into virtual folders. You can also choose to share folders and/or specific files with others to make project collaboration simple. 

    To help you stay organized, consider creating folders for each major type of business operation you have. Then, within those folders, create subfolders to organize your documents. For example, you could create a folder for marketing. Then, inside it, create folders for Facebook marketing, Email marketing, etc. Within each of the smaller folders, create and organize documents within that topic.


    Dubsado is a client management and invoicing app that streamlines your onboarding process. Use it to store email and contract templates, as well as track all communication between you and your client. In addition to sending invoices, the software simplifies the bookkeeping process by tracking incoming payments and giving you the option to enter and categorize expenses. This makes tax time a lot easier. Instead of trying to gather information from multiple places, you can simply use the information you have saved in Dubsado to file your annual taxes.


    When you run a virtual business, time management can be a tricky thing to master. Not only do you have to avoid getting distracted with home-related tasks and activities, but you also need to avoid social media, constantly checking your email, and internet surfing. If you aren’t an extremely focused person, it can be a lot. 

    As a business owner, you aren’t trading time for money, but it’s still important to know how much time you’re spending on specific tasks. Toggl helps you do that. Then, at the end of the day or week, you can run a detailed report and use it to identify where you need to improve.

    Adding new apps and software to your regular operational process helps you stay organized and promotes a well-rounded remote work culture. But before you add anything to the mix, do your research and make sure it’s an app that’s actually benefiting your company. The last thing you want to do is add so many options you’re overwhelmed with all the technology you’re using.


    • Tom La Vecchia

      Founder of New Theory & X Factor Media

      Founder and Publisher of New Theory Magazine and Podcast. Serial Entrepreneur who loves wine, cigars and anything that allows to people to connect and share experiences.

    You May Also Like

    How Personal Loans Can Improve Your Credit Score

    There are many ways to improve your credit score, with some being quite interesting. ...

    PR Is the New SEO with Yitzi Weiner

    Rabbi Yitzi Weiner joined the New Theory podcast as he shares why PR is ...

    Top 40 Millennial Influencers to Follow in 2018

    Check out New Theory’s top Millennial influencers for 2018 So why 40? For one, ...