Look, I’ve seen it a hundred times.
A business owner sits down with me, opens their bank statement, and we find five different monthly subscriptions for things they haven’t logged into since 2022.
It usually starts small. You sign up for a cheap email tool. Then you need something to manage your leads. Then someone tells you that you need a fancy AI chatbot. Before you know it, you’re bleeding a few hundred—or a few thousand—dollars every month on software that doesn’t actually talk to each other and certainly isn’t making the phone ring.
Most people call this a 'tech stack audit.' I just call it stopping the bleed.
If you’re running a business in Brisbane, whether you’re a sparky in Coorparoo or running a law firm in the CBD, you don't need more 'tools.' You need more customers.
Here is my honest take on how to go through your software, bin the rubbish, and keep the stuff that actually puts money in your pocket.
Why Your Software is Probably Costing You Sales
You’d think having more tools would make life easier. But for most small businesses, it does the opposite.
When your systems are messy, things fall through the cracks. A lead comes in through your website, but it doesn't go to your CRM. So you have to manually type it in. Or worse, you forget to follow up because you’re too busy jumping between tabs.
I’ve found that most businesses are overpaying for software that they only use about 10% of. You’re paying for the 'Pro' version when the free one does exactly what you need.
Every dollar you spend on a tool that doesn't help you close a deal is a dollar you could have spent on ads or a better apprentice.
Step 1: The 'Bank Statement' Reality Check
Don't start by looking at your apps. Start by looking at your money.
Go back through the last three months of your business credit card or bank statements. Highlight every single recurring software payment.
I’m talking about: CRMs (HubSpot, Salesforce, Pipedrive) Email marketing (Mailchimp, ActiveCampaign) Social media schedulers Website builders Form builders Project management tools (Asana, Monday, Trello)
Write down exactly what each one costs you per month. You might be surprised to see that $29 here and $49 there adds up to a mortgage payment pretty quickly.
Step 2: The 'Does It Actually Work?' Test
Now, look at that list and ask yourself one question for each item: "If I turned this off tomorrow, would I lose a sale?"
If the answer is 'maybe' or 'I don't know,' it’s probably a waste of money.
We see so many people wasting money on tech because they think they should have it. Someone at a networking event told them they needed a specific tool, so they bought it.
But if it isn't helping you get more bookings or save hours of your time, it’s just a shiny toy.
Step 3: Killing the Double-Entry Nightmare
This is the biggest time-killer for small business owners. I see it all the time with tradies and professional services.
You get an enquiry on the website. You copy the name and number into your phone. Then you type it into your quoting software. Then you type it into your accounting software.
That is rubbish. You’re paying for tools to do work that you’re still doing manually.
"If your software doesn't talk to each other, you aren't running a business—you're just an unpaid data entry clerk for your own company."
— Angus Smith, Founder & Marketing Director
When we look at a client's tools, we want to stop data double-entry immediately. If your website doesn't automatically send lead info to your CRM, you’re wasting time. And in business, time is literally money.
Step 4: Pick Your 'Brain'
Every business needs one central place where all the information lives. This is your CRM (Customer Relationship Management). It’s the brain of your business.
If you have customer info scattered across spreadsheets, Post-it notes, and your Gmail inbox, you’re losing money. You can't follow up with someone if you can't find their number.
But don't go out and buy the most expensive thing on the market. We often get asked about the big players. My take? It depends on what you’re trying to achieve. You need to know which one actually makes you money before you sign a yearly contract.
For most Brisbane small businesses, you want something simple. If it takes you three weeks of training just to learn how to add a contact, it’s the wrong tool for you.
Step 5: Consolidate and Conquer
Once you’ve identified the 'brain' of your business, see if it can do the jobs of those other five tiny apps you’re paying for.
Can your CRM send your email newsletters? Great, cancel Mailchimp. Can it host your landing pages? Great, cancel Leadpages. Can it handle your calendar bookings? Great, cancel Calendly.
This isn't just about saving the $20 a month. It’s about having one login, one source of truth, and one place to check when you want to see how many sales you’ve made this week.
Step 6: Automate the Boring Stuff
Now that you’ve trimmed the fat, you can make the remaining tools work harder.
Automation sounds fancy, but it just means "making the computer do the boring stuff so you don't have to."
For example: When a new lead hits your site, they get an automatic text saying "Thanks, we'll call you in 10 minutes." When you finish a job, the system automatically sends an email asking for a Google review.
- When a quote hasn't been signed in 48 hours, it sends a polite nudge.
How long does this take?
Honestly? You can do the 'bank statement' part in 20 minutes this afternoon.
Cleaning up the systems and getting them talking to each other usually takes a bit longer—maybe a few weeks to get it all humming. But the moment you stop paying for stuff you don't use, you’ve already won.
My Honest Advice
Don't get distracted by the latest 'AI' this or 'Automated' that.
Your marketing tools should do three things: 1. Get people to find you. 2. Make it easy for them to contact you. 3. Make it impossible for you to forget to follow them up.
Anything else is probably just fluff.
If you’re looking at your software bill and feeling like you’re being taken for a ride, or if you’re sick of typing the same customer's name into three different apps, we should probably have a chat.
We help local businesses cut through the jargon and get their systems working properly so they can actually grow.
You can shout us a coffee (or something stronger) and we’ll help you figure out what’s actually worth keeping.
Get in touch with us at Local Marketing Group and let’s get your tech sorted.