If you’ve ever found yourself staring at 17 open browser tabs, jumping between project management tools, social schedulers, inboxes, and Canva files… you are not alone.

The right tech stack can make or break your workflow—and in 2025, with more platforms, clients, and content than ever before, you can’t afford to rely on a duct-taped system that drains your time and energy.

So in this post, I’m walking you through the 6 tools I use every single day to run my boutique content agency, Sugarpunch Marketing®. These aren’t theoretical suggestions. These are the actual tools keeping our client work, team collaboration, and content production flowing—and my brain (mostly) sane.

Whether you’re a freelance social media manager, running a micro agency, or simply trying to streamline your business systems, you’ll walk away with clear recommendations, use-case examples, and a few exclusive discounts to make the upgrades a little easier on your budget.

Let’s get into it.

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Why the Right Tools Actually Matter

Let’s start with this: Systems protect your creativity.

When your tools work together, you stop wasting hours copying/pasting links, reformatting client content, and chasing your own deadlines. A great tech stack reduces decision fatigue and gives you space to actually think—and create—like the CEO you are.

Here’s what I see all the time:

• Freelancers spending hours manually doing things that could be automated
• Teams bouncing between 4 different platforms to get one post published
• People overpaying for tools they barely use—while missing the ones that actually move the needle

Your tool stack is like a production crew. Every tool has a job—and when you cast the right team, your entire business performs better.

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The 6 Best Tools I Use Every Day in 2025

1. Butter – For Client Calls & Team Meetings

We broke up with Zoom, and honestly? Best decision ever.

Butter is like Zoom’s cooler, more organized cousin—built for interactive sessions.

What makes it better:

• Built-in agendas, breakout rooms, timers, and polls
• Perfect for onboarding calls, workshops, and internal team sessions
• Easy to customize and super fun to use

Use Case: I run strategy intensives inside Butter with our clients. We’re able to collaborate, drop notes, and co-create strategy in real time—without screen fatigue.

Bonus: Use my link to get 30% off your first 3 months.

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2. Metricool – For Scheduling, Analytics & Social Inbox

This is our all-in-one social tool. It replaced three other platforms for us.

What we love:

• Supports Instagram, LinkedIn, Facebook, TikTok, Pinterest, Google Business + more
• Built-in analytics dashboard (with client-friendly reports)
• Centralized inbox for comments and DMs
• Custom team roles and client access

Use Case: We use Metricool to manage scheduling across 10+ client accounts and track growth with transparent monthly reporting. It’s streamlined everything.

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3. ClickUp – For Project Management & Strategy

ClickUp is our brain. Seriously.

Everything from content calendars to launch timelines to SOPs and approvals lives here. And yes—it took time to set up, but now? We don’t know how we lived without it.

What it does well:

• Custom dashboards for each client
• Comment threads + team chat within tasks
• Timeline, calendar, and doc views
• Integrates with tools like Slack, Google Drive, and Loom

Use Case: Every client has their own space. We track revisions, manage deliverables, and build out campaign timelines with ease. Plus, our team and clients always know exactly what’s happening.

Discount: Use this link for 10% off your first subscription—plus check out the Sugarpunch shop for ready-made ClickUp templates that’ll save you 10+ hours.

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4. Manychat – For Instagram Automation & Lead Capture

If you’ve ever seen someone comment “YES” on a post and instantly get a DM with a freebie… that’s Manychat in action.

Why we love it:

• Build code-free automation flows
• Trigger DMs from comments, stories, or bio links
• Create nurture sequences and mini-funnels directly inside Instagram

Use Case: We use Manychat for lead magnets, webinar promos, and DM-triggered nurture flows. It helps us turn casual followers into engaged leads—automatically.

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5. Circle – For Community Hosting & Digital Education

This is where we host our private community (the SMM Lounge) and our paid workshops. Think of it as a private, fully-branded platform that feels like Slack + Kajabi + Facebook Group in one.

Features we love:

• Easy event hosting, comments, and chat threads
• Private groups for coaching or student cohorts
• Members can DM, RSVP, and interact in real time

Use Case: If you’re planning to build a course, membership, or client community, Circle makes it seamless and customizable.

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6. Canva – For All Things Design

You already know. Canva is the holy grail.

Why it still reigns supreme in 2025:

• Built-in brand kits, team folders, and template libraries
• New features like Magic Resize, Text-to-Image, and animation
• Seamless collaboration across client and internal designs

Use Case: We use Canva to design everything from carousel posts and story graphics to lead magnets, presentations, and client onboarding docs.

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Quick Win Tip: Audit Your Tools

Not sure where to start? Ask yourself:

“Which tool is causing me the most friction right now?”

That’s your signal. You don’t need to overhaul everything—start by solving your biggest bottleneck.

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Bonus Tools We Love (with Discounts)

These aren’t part of our daily tech stack, but they’re absolutely worth the investment if you’re managing clients, growing a business, or looking to get legally legit.

📄 Coaches & Company – Legal Templates

Contracts specifically for social media managers, freelancers, and agencies.

• Proposal, scope of work, and retainer templates
• Written by lawyers who understand the online business world
• Instant downloads with client-friendly formatting

Discount: Use code SHANTE for $50 off

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💼 Novo – Business Banking

We use Novo for streamlined business banking with zero monthly fees.

• Instant invoicing, card access, and automatic tax savings
• Set up in minutes with excellent support
• Integrates with Stripe, QuickBooks, and Shopify

Bonus: Use referral ShanteGorman to get a $100 bonus

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📬 Dubsado – CRM & Client Management

If you’re not using a CRM yet… this is your sign.

• Automate onboarding, proposals, contracts, invoices, and scheduling
• Use templates to reduce admin time
• Brand everything with your business identity

Discount: Use code SUGARPUNCH for 20% off your first month or year

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Final Takeaways

If your systems feel clunky, chaotic, or patched together… you’re not broken—you’re just overdue for a tool upgrade.

Here’s what I want you to remember:

• You don’t need 30 tools—you need 6 (maybe 7) really effective ones
• You don’t have to use what everyone else is using—use what works for you
• The right system will save you hours, protect your creativity, and grow with your business

Start by solving the pain point that’s draining your time the most. That one change can create a ripple effect that transforms your client experience and your workday.

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Want My Templates & Walkthroughs?

• Grab the exact ClickUp layouts we use to run content and client management
• Join the SMM Lounge to get behind-the-scenes chats and tool recommendations from fellow social media pros
• Watch our walkthroughs of ClickUp, Asana, Trello, and more on YouTube

This tech stack helped me build a multi-6-figure agency with a tiny team and zero burnout—and it can help you, too.