6 Best Apps for Small Business Owners to Save Time & Reduce Stress
Running a small business is a juggling act. Between managing employees, handling finances, and meeting deadlines, it’s easy to feel stretched thin. That’s why finding the right tools to help streamline your operations isn’t just helpful—it’s essential.
Apps for small business owners are designed to save time, simplify workflows, and even reduce stress. The good news? You don’t need a big budget to access powerful tools that make your life easier. Whether you’re looking to manage HR, automate tasks, or keep track of projects, there’s an app out there for you.
In this post, I’ll walk you through six must-have apps for small business owners. These are tools I use or recommend regularly, and they’ve proven to be invaluable in making day-to-day operations smoother and more efficient.
1. Breathe HR
Cost: Starts at £13 per employee, per month.
Managing HR can be one of the biggest headaches for small business owners. From tracking holidays to handling performance reviews, the tasks can quickly pile up. That’s where Breathe HR comes in. Designed specifically for small and medium-sized businesses, Breathe HR simplifies your HR processes with an all-in-one platform.
Breathe HR allows you to:
- Store employee records securely.
- Track absences and holiday requests.
- Automate performance reviews and reminders.
Its user-friendly interface makes it easy to access important information, and it’s scalable, so you can start small and add more features as your team grows.
Why I recommend it:
- Saves hours of admin time by automating routine HR tasks.
- Keeps everything organised in one centralised platform.
- Ensures compliance with employment regulations.
If HR tasks are eating into your day, this app is a no-brainer for small business owners.
2. Zoho One
Cost: £37 per user, per month (billed annually).
Zoho One is the Swiss Army knife of apps for small business owners. It’s a comprehensive suite of over 40 apps that handle everything from CRM and accounting to project management and marketing. With Zoho One, you don’t need to juggle multiple tools—everything you need is in one integrated system.
Some key features include:
- CRM to manage leads and track customer interactions.
- Accounting tools for invoicing and expense management.
- Marketing automation for email campaigns and social media scheduling.
Zoho One is flexible and highly customisable, which makes it suitable for businesses of all sizes. The seamless integration between its apps saves time and eliminates the frustration of switching between platforms.
Why I recommend it:
- A cost-effective solution for businesses needing multiple tools.
- Customisable workflows that suit your specific needs.
- Easy to scale as your business grows.
For small business owners who want an all-in-one solution, Zoho One is hard to beat.
3. Make.com
Cost: Free plan available; premium plans start at €9 per month.
Automation is a game-changer for small business owners, and Make.com (formerly Integromat) is one of the best tools out there for connecting apps and creating workflows. It allows you to automate repetitive tasks and ensure that your apps “talk” to each other seamlessly.
Here’s an example: Imagine a customer places an order through your website. Make.com can automatically update your CRM, send a confirmation email, and create a task in your project management app—all without you lifting a finger.
With Make.com, you can integrate thousands of apps, including Breathe HR, Zoho One, and Dext. Its visual interface makes it easy to create workflows, even if you’re not tech-savvy.
Why I recommend it:
- Saves hours by automating repetitive tasks.
- Supports a wide range of integrations with popular apps.
- Intuitive design that’s easy to use for beginners.
If you want to save time and reduce admin, Make.com is a must-have app for small business operations.
4. Dext
Cost: Plans start at £8 per month.
Tracking expenses and managing receipts can be a hassle, but Dext (formerly Receipt Bank) makes it simple. It’s a powerful tool that helps you capture, store, and organise your financial documents.
With Dext, you can:
- Snap photos of receipts, which are then automatically categorised.
- Sync expense data with your accounting software.
- Keep track of invoices and cash flow in real-time.
For small business owners, the ability to reduce manual data entry and keep everything in order is invaluable—especially during tax season.
Why I recommend it:
- Saves hours of bookkeeping by automating expense tracking.
- Works seamlessly with accounting platforms like QuickBooks and FreeAgent.
- Provides real-time financial insights to help with decision-making.
If you dread bookkeeping, Dext will be your new best friend.
5. Microsoft Planner
Cost: Included with Microsoft 365 Business Standard (£9.40 per user, per month).
Every business needs a way to manage tasks and projects effectively, and Microsoft Planner is an excellent option. It’s a visual task management tool that helps you organise work, track progress, and collaborate with your team.
Features include:
- Drag-and-drop task boards to prioritise work.
- Integration with Microsoft 365 for seamless scheduling.
- Options to assign tasks, set deadlines, and monitor progress.
Microsoft Planner is simple to use, but it’s also robust enough to handle complex projects. Whether you’re managing a team or flying solo, it’s a great way to stay organised and ensure nothing falls through the cracks.
Why I recommend it:
- Visual task boards make it easy to see what needs to be done.
- Syncs with Microsoft apps like Teams and Outlook.
- Helps you stay on top of deadlines and prioritise effectively.
For small business owners juggling multiple projects, this app is a lifesaver.
6. Insight Timer
Cost: Free, with optional premium features starting at £50 per year.
Running a business is stressful, and taking care of your mental health is just as important as managing your workload. Insight Timer is a mindfulness and meditation app that offers a vast library of free guided meditations, calming music, and tools to help you relax.
Whether you’re looking for ways to improve your focus, sleep better, or reduce stress, Insight Timer has something for everyone. It’s easy to use and accessible for beginners, making it perfect for busy small business owners who want to incorporate mindfulness into their daily routine.
Why I recommend it:
- Offers a huge variety of meditations and exercises for free.
- Helps improve focus and productivity during work hours.
- Provides tools for better sleep and stress relief.
If you’re feeling burnt out, Insight Timer is an essential app for small business owners to recharge and refocus.
Why These Apps Are Essential for Small Business Owners
The apps for small business owners mentioned above aren’t just tools—they’re solutions to the everyday challenges of running a business. They help you work smarter, not harder, by automating tasks, improving organisation, and even boosting your wellbeing.
Here’s why these apps matter:
- Breathe HR simplifies HR management, saving you time and keeping your team on track.
- Zoho One consolidates multiple tools into one affordable platform.
- Make.com automates repetitive tasks and ensures your apps work together seamlessly.
- Dext makes expense tracking effortless and keeps your finances in order.
- Microsoft Planner helps you stay organised and prioritise effectively.
- Insight Timer supports your mental health and productivity with mindfulness tools.
The Cost of Investing in Apps
Some business owners hesitate to invest in apps, thinking they’re an unnecessary expense. But here’s the reality: the right apps can save you hours each week, improve your productivity, and reduce stress. Consider the cost of your time—how much is it worth to free up hours for strategic planning, client work, or even taking a well-earned break?
For example:
- Spending £13 per employee each month on Breathe HR can eliminate hours of manual HR admin.
- Investing £37 per user per month in Zoho One can replace multiple separate tools, saving you money and simplifying your workflow.
- Even the free version of Make.com can automate processes that would otherwise take hours.
The time saved and the stress reduced often outweigh the cost of these tools, making them a smart investment for small business owners.
Final Thoughts
If you’re a small business owner looking to save time, reduce stress, and work more efficiently, these six apps are worth exploring. They’re affordable, easy to use, and designed to tackle the everyday challenges of running a business.
Need help setting up HR software like Breathe HR Get in touch—I’d be happy to help you find the right tools to make your business life easier.
