Biz Benchly

Small-business software guides for owners and freelancers

Author: Biz Benchly Team

  • Affordable CRM for Small Business: How to Find a CRM Under $20 Per User

    Affordable CRM for Small Business: How to Find a CRM Under $20 Per User

    A customer relationship management (CRM) system keeps track of your contacts, conversations and deals in one place. For small businesses, a CRM can replace scattered spreadsheets, sticky notes and inboxes. The challenge is finding a CRM that does what you need without paying for enterprise features you will never use.

    This guide explains how to evaluate affordable CRMs, including those with entry plans around or under $20 per user per month. We do not list specific prices because CRM pricing changes often and varies by billing period. Always check current pricing pages and read plan limits carefully.

    What a CRM Does

    A CRM typically helps you:

    • Store contacts and companies with details, notes and history
    • Track deals through a sales pipeline
    • Log communications such as emails, calls and meetings
    • Set tasks and reminders
    • Report on sales activity and pipeline

    Even a solo business owner can benefit from a CRM if they manage many leads or client relationships.

    Core Features for Small Businesses

    Contact Management

    A CRM should make it easy to add, search and organize contacts. Look for custom fields, tags and the ability to link contacts to companies.

    Pipeline Management

    Visual pipelines show deals by stage. Drag-and-drop pipelines make it easy to update progress.

    Email Integration

    Integration with your email account lets you log emails automatically and send messages from the CRM.

    Tasks and Reminders

    Reminders help you follow up at the right time.

    Mobile Access

    Mobile apps let you check contacts and update deals on the go.

    Reporting

    Basic reports show deals won, pipeline value and activity.

    Understanding CRM Pricing

    Per-User Pricing

    Most CRMs charge per user per month. A low per-user price can add up as your team grows. Calculate the total cost for your current and expected team size.

    Annual vs. Monthly Billing

    Many CRMs advertise prices based on annual billing. Monthly billing often costs more per month. Check which price is shown.

    Free Plans

    Some CRMs offer free plans with limits on users, contacts or features. Free plans can be a good starting point.

    Contact and Storage Limits

    Some plans limit the number of contacts, records or storage. Check limits against your current list and growth plans.

    Feature Gating

    Automation, custom reports, advanced integrations and certain pipeline features are often reserved for higher tiers. Make a list of must-have features and check which tier includes them.

    Add-Ons

    Some CRMs charge extra for add-ons such as marketing tools, calling features or extra storage.

    How to Evaluate Affordable CRMs

    Step 1: List Your Requirements

    Write down what you need:

    • Number of users
    • Number of contacts
    • Pipelines needed
    • Email integration
    • Integrations with tools you use
    • Automation needs
    • Reporting needs

    Step 2: Shortlist Options

    Identify CRMs with entry plans that fit your budget and include your must-haves.

    Step 3: Use Free Trials

    Most CRMs offer trials. Import a sample of contacts and run through daily tasks.

    Step 4: Check Integrations

    Make sure the CRM connects with your email, calendar, invoicing and marketing tools. See our guides to invoicing software for freelancers and email marketing tools.

    Step 5: Consider Ease of Use

    A CRM only helps if your team uses it. Choose one that feels intuitive.

    Step 6: Review Data Export

    Make sure you can export data if you switch later.

    Automation on a Budget

    Entry-level plans may include basic automation, such as assigning leads or creating tasks. More advanced workflows are often in higher tiers. Start with simple automations that save time on repetitive tasks.

    CRM vs. Spreadsheets

    Spreadsheets work for very small contact lists. A CRM becomes valuable when you need reminders, communication history, pipelines and collaboration. If you find yourself missing follow-ups, it may be time for a CRM.

    CRM and Project Management

    CRMs manage relationships and sales; project management tools manage work after the sale. Some tools combine both. See project management tools compared.

    Data Security and Privacy

    CRMs store personal data. Look for two-factor authentication, user permissions and clear privacy policies. Follow applicable privacy laws when collecting and storing customer data.

    Implementing a CRM

    • Clean your data before importing
    • Define pipeline stages that match your sales process
    • Train your team
    • Set rules for logging activities
    • Review regularly

    Common Mistakes

    • Choosing based on the lowest advertised price
    • Ignoring contact limits
    • Buying features you do not need
    • Skipping training
    • Not cleaning data before importing

    Budgeting for a CRM

    When estimating CRM cost, include more than the per-user price:

    • All users who need access, including part-time staff
    • Add-ons you are likely to need within a year
    • Integration costs if connectors require paid plans
    • Setup time, including importing and cleaning data
    • Training time for the team

    A slightly more expensive CRM that your team adopts quickly may cost less overall than a cheaper tool nobody uses. Revisit the budget after a few months to check whether you are paying for unused seats or features.

    Getting Your Team to Use the CRM

    Adoption is often the hardest part. Make the CRM the single source of truth for customer information, agree on what must be logged and review the pipeline together in regular meetings. When people see the CRM helping them follow up and close work, they use it more. Keep required fields to a minimum at first so logging stays quick.

    Frequently Asked Questions

    Can I get a good CRM for under $20 per user?

    Many CRMs offer entry plans in that range, but check current pricing and features.

    Are free CRMs worth it?

    They can be for small teams. Check limits.

    What features matter most?

    Contact management, pipelines, email integration, tasks and reporting.

    How long does it take to set up a CRM?

    It depends on data and complexity. Simple setups can be quick.

    Can I switch CRMs later?

    Yes, if you can export data.

    The Bottom Line

    Affordable CRMs can help small businesses organize contacts and sales. List your requirements, compare current pricing and limits, use free trials and choose a CRM your team will use. Watch for feature gating, billing terms and add-ons.

    Editorial note: Biz Benchly is independent and reader-supported. This guide is based on research into manufacturer documentation, published specifications and widely accepted best practices; we have not been paid to mention any product. If we add affiliate links in the future, they will be clearly disclosed per our Affiliate Disclosure.

  • Gusto vs. ADP: How to Compare Payroll Platforms for a Small Business

    Gusto vs. ADP: How to Compare Payroll Platforms for a Small Business

    Payroll is one of the first systems a growing business needs to get right. Paying people accurately and on time, withholding the right taxes and filing on schedule are essential. Gusto and ADP are two of the best-known payroll providers in the United States, and small-business owners often compare them.

    This guide gives you a framework for comparing the two. It does not declare a winner, because the right choice depends on your business, and features and pricing change frequently. We do not quote prices. Check each provider’s current plans and get quotes. This article is general information, not legal, tax or HR advice. Consult qualified professionals for your situation.

    Overview

    Gusto

    Gusto is a cloud-based payroll and HR platform that is popular with small businesses and startups. It is known for a modern interface and bundles payroll with features such as employee onboarding, benefits administration and contractor payments, depending on the plan.

    ADP

    ADP is one of the largest payroll and HR providers, serving businesses of many sizes. It offers several product lines, including options designed for small businesses and platforms for larger organizations. ADP is known for its scale and range of services.

    What to Compare

    Payroll Processing

    Both providers run payroll, calculate withholding and handle direct deposit. Compare:

    • How easy it is to run payroll each period
    • Whether payroll can run automatically for salaried employees
    • Support for multiple pay schedules
    • Handling of bonuses, commissions and reimbursements
    • Off-cycle payroll runs

    Tax Filing

    Payroll providers typically calculate, file and pay payroll taxes on your behalf, depending on the plan and jurisdiction. Ask each provider:

    • Which federal, state and local filings they handle
    • How they handle multi-state employees
    • What happens if a filing error occurs and whether they offer any guarantee
    • How year-end forms are produced and delivered

    Contractor Payments

    Many small businesses pay contractors as well as employees. Compare how each platform handles contractor onboarding, payments and year-end forms. See our guide to paying contractors.

    Benefits Administration

    Both providers offer ways to manage benefits such as health insurance and retirement plans, sometimes through partners. Compare which benefits are available in your state, how enrollment works and whether benefits administration costs extra.

    HR Features

    HR features can include onboarding, document storage, time off tracking, employee self-service and compliance resources. Compare which features are included in each plan.

    Time Tracking

    Some plans include time tracking or integrate with time tracking tools. If you have hourly employees, this matters.

    Integrations

    Check integrations with your accounting software, time tracking tools and other systems. See our guide to bookkeeping basics for small business.

    Customer Support

    Support quality matters when payroll problems arise. Ask about support channels, hours, whether you get a dedicated representative and response times. Read recent reviews from businesses similar to yours.

    Scalability

    Consider where your business will be in a few years. ADP’s range of products may appeal to businesses planning significant growth. Gusto’s plans also scale, but compare how each handles larger teams, multiple locations and more complex HR needs.

    User Experience

    Request demos or free trials where available. Run through tasks such as adding an employee, running payroll and pulling a report.

    Questions to Ask Each Provider

    1. What is included in each plan, and what costs extra?
    2. Are there setup fees?
    3. Which tax filings are included?
    4. How are multi-state employees handled?
    5. How do benefits work in our state?
    6. What support is available?
    7. How are errors handled?
    8. Can we export our data if we leave?
    9. What are the contract terms?
    10. How long does setup typically take?

    Write the answers down and compare them side by side.

    Switching Payroll Providers

    Switching mid-year is possible but requires care. You need to transfer year-to-date payroll data so tax filings and year-end forms are accurate. Many businesses switch at the start of a quarter or year to simplify the process. Ask the new provider how they handle transitions.

    Payroll Basics to Understand

    Even with software, it helps to understand payroll basics:

    • Gross pay vs. net pay
    • Withholding for taxes and benefits
    • Employer taxes
    • Pay schedules
    • Recordkeeping requirements

    Official government resources and qualified professionals can explain your obligations. See our hiring your first employee checklist.

    When Simpler Tools May Work

    Very small businesses with only contractors may not need full-service payroll. Some accounting and invoicing tools handle contractor payments. As soon as you have employees, a dedicated payroll solution is usually worthwhile.

    Common Mistakes

    • Choosing based on a single feature
    • Ignoring add-on costs
    • Not checking state-specific support
    • Skipping demos
    • Misclassifying workers. See our guide to paying contractors.

    A Simple Comparison Worksheet

    Create a worksheet with one row per requirement and one column per provider. Useful rows include total monthly cost for your headcount, setup fees, states supported, tax filings included, contractor payments, benefits options, time tracking, accounting integrations, support hours and contract terms. Fill it in from demos and written quotes rather than from memory or marketing pages. Score each row by how important it is to your business, not just whether the feature exists. A feature you will never use should not tip the decision.

    Planning the Setup

    Whichever provider you choose, set aside time for setup. You will typically need your EIN, state tax account numbers, bank details, employee information and any prior payroll records for the year. Having these ready before onboarding speeds things up and reduces errors on the first payroll run.

    Frequently Asked Questions

    Is Gusto or ADP better for small businesses?

    It depends on your needs. Compare features, support, pricing and scalability.

    Do both handle payroll taxes?

    Both offer tax filing services, depending on the plan. Confirm details with each provider.

    Can I pay contractors with both?

    Both support contractor payments. Check plan details.

    Can I switch payroll providers mid-year?

    Yes, but transfer year-to-date data carefully.

    Do I need an accountant if I use payroll software?

    Software handles many tasks, but an accountant can help with tax planning and compliance questions.

    The Bottom Line

    Gusto and ADP both offer payroll, tax filing, benefits and HR features for small businesses. Compare plans, add-on costs, state support, customer service and scalability, and request demos. Consult qualified professionals for tax and HR questions.

    Editorial note: Biz Benchly is independent and reader-supported. This guide is based on research into manufacturer documentation, published specifications and widely accepted best practices; we have not been paid to mention any product. If we add affiliate links in the future, they will be clearly disclosed per our Affiliate Disclosure.

  • Invoicing Software for Freelancers: What to Look For and How to Choose

    Invoicing Software for Freelancers: What to Look For and How to Choose

    Getting paid is the part of freelancing nobody teaches you. You can do great work and still lose hours chasing late payments, rebuilding invoices in a word processor or trying to remember which client paid what. Invoicing software solves many of these problems by turning billing into a repeatable process.

    This guide explains what invoicing software does, which features matter most for freelancers and how to compare options. We do not rank specific products or quote prices, because plans and pricing change frequently. Always check each provider’s current plan details before signing up.

    What Invoicing Software Does

    At its core, invoicing software helps you:

    • Create professional invoices with your branding, client details, line items and payment terms
    • Send invoices by email or shareable link
    • Accept payments online through cards, bank transfers or other methods
    • Track status so you know which invoices are sent, viewed, paid or overdue
    • Send reminders automatically when invoices are late
    • Record payments and produce simple reports

    Some tools are dedicated invoicing apps. Others are part of broader accounting software that also handles expenses, bookkeeping and reports. Freelancers often start with invoicing and later want more accounting features, so think about where you might be in a year or two.

    Must-Have Features

    Customizable Invoice Templates

    Your invoice should include your business name, contact details, the client’s details, an invoice number, the issue date, the due date, line items, totals, any applicable tax and payment instructions. Good software lets you save templates so each invoice takes minutes.

    Online Payments

    Clients are more likely to pay quickly when they can click a link and pay. Look for support for the payment methods your clients prefer. Card payments are convenient but usually involve processing fees. Bank transfers may cost less but can take longer. Check each provider’s current fee schedule and whether you can pass fees on where it is legal and appropriate.

    Automatic Reminders

    Polite, automatic reminders before and after the due date save you from awkward follow-ups. Look for control over timing and wording.

    Recurring Invoices

    If you have retainer clients or monthly services, recurring invoices save time. The software creates and sends the invoice on a schedule, and some tools can automatically charge a saved payment method with the client’s permission.

    Estimates and Quotes

    Many freelancers send estimates before starting work. Software that converts an accepted estimate into an invoice reduces duplicate work.

    Client Management

    A simple client list with contact details, payment history and notes helps you track relationships.

    Reporting

    Basic reports show income by month, outstanding invoices and income by client. These reports help at tax time and when planning.

    Nice-to-Have Features

    Time Tracking

    If you bill hourly, built-in time tracking can turn tracked hours into invoice line items. Some tools offer timers, while others integrate with separate time trackers.

    Expense Tracking

    Tracking expenses alongside invoices gives you a clearer picture of profit. Some tools let you add billable expenses to invoices.

    Multi-Currency Support

    International clients may need invoices in their currency. Check how the tool handles currency conversion and payments.

    Deposits and Partial Payments

    For larger projects, requesting a deposit up front can reduce risk.

    Late Fees

    Some tools can add late fees automatically. Make sure any late fee policy appears in your contract and complies with applicable rules.

    Mobile Apps

    Mobile apps let you send invoices and check payments on the go.

    Integrations

    Integrations connect your invoicing tool with other software:

    Fewer, well-connected tools often work better than many disconnected ones.

    Taxes and Invoices

    Invoice requirements and tax rules vary by country and region. Some places require specific information on invoices, such as tax identification numbers or sales tax details. Invoicing software can calculate and display taxes, but it does not determine whether you need to charge them. Consult a qualified tax professional or official government guidance for your situation.

    Good records help at tax time. See our guide to bookkeeping basics for small business.

    Comparing Plans

    When comparing invoicing tools, look at:

    • Number of clients or invoices included in each plan
    • Payment processing fees
    • Number of users if you work with an assistant or bookkeeper
    • Features locked to higher tiers, such as recurring invoices or automatic reminders
    • Free plan limits
    • Contract length and cancellation terms
    • Data export options

    Free plans can be useful when starting out, but check limits carefully. As your client list grows, a paid plan may save time.

    Setting Up Your Invoicing Process

    Define Payment Terms

    Decide on payment terms, such as payment due within a set number of days. Put terms in your contracts and on invoices.

    Number Invoices Consistently

    Use a consistent numbering system. Most software handles this automatically.

    Send Invoices Promptly

    Send invoices as soon as work is delivered or according to your agreed schedule.

    Follow Up Professionally

    Use reminders and keep communication professional. If payment remains overdue, review your contract and consider next steps.

    Reconcile Payments

    Match payments to invoices regularly, ideally weekly.

    Security and Data

    Invoicing software stores client information and financial data. Look for:

    • Two-factor authentication
    • Secure payment processing
    • Data export so you are not locked in
    • Clear privacy policies

    Common Mistakes

    • Using a word processor and losing track of invoice numbers
    • Forgetting to send reminders
    • Choosing a tool without checking payment fees
    • Not keeping records for taxes
    • Mixing personal and business payments. See our business bank account guide.

    Frequently Asked Questions

    Do freelancers need invoicing software?

    Not strictly, but it saves time, looks professional and reduces missed payments.

    Is free invoicing software good enough?

    It can be when starting out. Check limits on clients, invoices and features.

    Should I use invoicing software or full accounting software?

    If you only need invoices, a dedicated tool may be enough. If you want expenses, reports and bookkeeping, accounting software may fit better.

    Can invoicing software handle taxes?

    It can calculate and display taxes, but you need to determine your obligations with a qualified professional or official guidance.

    How do I get clients to pay faster?

    Clear terms, online payment links and automatic reminders help.

    The Bottom Line

    Invoicing software helps freelancers create professional invoices, accept online payments and follow up automatically. Focus on templates, payments, reminders, recurring invoices and reporting, then compare current plans and fees. Keep good records and get professional advice on taxes.

    Editorial note: Biz Benchly is independent and reader-supported. This guide is based on research into manufacturer documentation, published specifications and widely accepted best practices; we have not been paid to mention any product. If we add affiliate links in the future, they will be clearly disclosed per our Affiliate Disclosure.