I got my monthly tech stack bill down from £600 to under £70 - here's how

all in one marketing tools business coach business mentor email marketing kajabi sustainable business tech stack Sep 17, 2024

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If your business is still in its early stages and you're unsure which tech tools you need, I’ve got a different blog post that can help! It walks you through selecting the right tech and includes a handy checklist to set up your online business professionally and efficiently. This blog post focuses on reducing your tech costs, which is a valuable read no matter where you are in your business journey.

When I got serious about my business in 2018, I went all-in on tech, subscribing to nearly 20 different tools! Some of them were incredible, while others fell short.

As tech evolves—with AI and all-in-one platforms becoming more advanced—it’s smart to regularly:

Review your current tools.
Ensure you’re not doubling up on functionality.
Explore newer, better options. While switching can be a hassle, the payoff can be significant.

In the last year, I’ve made simplifying my business a side project, not just to cut costs but also to streamline my workflow. And honestly, it’s become my favourite hobby! Here’s a breakdown of what I’ve changed:

How I Simplified My Tech Stack:

Email Marketing

I switched from Active Campaign to Kajabi’s built-in email system. This saved me $147/month, and since I wasn’t using Active Campaign’s full range of features, Kajabi’s email works perfectly for my needs.

Appointment Scheduling

I changed from Calendly Pro to Google Workspace Appointments, saving £144/year. Google’s system integrates seamlessly with my existing calendars, which I love.

Screen Recording

I use screen recordings almost daily for client feedback and team instructions. Recently, I switched from Loom’s paid plan to the free version and started using ClickUp Clips (included with my ClickUp subscription). While Clips doesn’t offer Loom’s editing features, it does the job!

Podcast Hosting

I’m considering migrating my podcast from Libsyn to Kajabi Podcasts, saving me about £15/month. It’s a small amount, but consolidating everything under Kajabi will make life simpler in the long run.

Accounting/Bookkeeping – Over the past year, I’ve made a significant switch in technology and services. I went from paying my accountant around £200 per month to just £80 by moving away from QuickBooks and their bookkeeping services. Now, I use the Starling Business Toolkit and handle most of the bookkeeping myself, which takes only 1-2 hours a month. I’ve been a loyal Starling customer and have all my accounts with them, so for just £7 per month, I decided to give their toolkit a try for invoicing and bookkeeping. I genuinely enjoy using it! While it might be too basic for some businesses, it’s definitely worth considering, especially if you already have a Starling business account. Plus, they offer a free trial—I'm saving £120 a month! If Starling Business Toolkit doesn’t do everything you need, Xero has been recommended by several reliable sources.

Kajabi: My All-in-One Game-Changer

One of the biggest ways I’ve saved money is using Kajabi, which I’ve relied on since 2018. It’s an all-in-one marketing tool that handles everything I need in one place—website hosting, email marketing, funnels, digital products, community management, podcast hosting, affiliate management, CRM, checkout systems, and more.

By using Kajabi, I’ve been able to drop multiple other tools, saving both time and money. It simplifies my workflow, as I only have to learn and use one platform. Plus, the savings on outsourcing tasks I can now handle myself have been substantial.

I go into the pros and cons of Kajabi in much more detail in a different blog post.

Total Savings Breakdown:

In the past year, I’ve gone from over 20 subscriptions to just 10, bringing my monthly tech costs down from £600 to under £200. And thanks to Kajabi’s affiliate program, I’ve even managed to cover its costs, meaning my total monthly spend on tools is now under £70!

The Tools I’ve Kept:

Here’s a step-by-step guide to reviewing your tech costs as a small online business owner:

1. List All Tools & Subscriptions

Start by listing every tool, app, or service you use for your business (e.g., website hosting, CRM, email marketing, social media scheduling, project management).
Include both recurring subscriptions and one-time payments.

2. Evaluate Current Costs

Record the monthly and annual costs for each tool. Be mindful of auto-renewals, hidden fees and price increases!
Calculate the total cost of your tech stack to get a clear picture of your current expenses.

3. Assess Functionality & Necessity

Review each tool’s primary function. Is it essential to your operations? Does it still serve your needs, or have your business needs changed?
Consider tools that have overlapping features. If multiple tools perform the same tasks, you may be able to consolidate and eliminate redundancies.

4. Compare Alternatives

Research alternatives for high-cost or underused tools. Look for options that provide the same value at a lower cost or offer more features for the same price.
Check for free, lifetime payments or discounted tools, particularly for small businesses or startups.

5. Optimise Subscription Plans

Review whether you're on the most suitable pricing tier. Many businesses overpay by using premium plans when a basic plan would suffice.
Consider switching to annual plans if the savings outweigh the upfront cost, but only if you're committed to that tool for the long term.

6. Negotiate or Cancel

Contact your service providers to negotiate better rates or inquire about discounts. They may offer discounts for loyalty or to prevent you from cancelling.
If a tool isn’t adding enough value, don’t hesitate to cancel it and find a more affordable or suitable alternative.

7. Track ROI for Key Tools

Calculate the return on investment (ROI) for higher-cost tools. Are these tools helping you save time, generate revenue, or improve efficiency?
If a tool isn’t providing measurable benefits, consider replacing or removing it.

8. Automate and Streamline

Look for ways to automate processes or streamline workflows with fewer tools. Sometimes, integrating tools can save both time and money.
Explore bundles or suites of tools that offer multiple features in one package (e.g., G Suite, Microsoft 365).

9. Plan for Scalability and Business Growth

Ensure that the tools you keep can grow with your business. Look for flexible pricing structures that allow you to scale up or down without significant cost increases.
Only commit to long-term contracts if you're sure about future needs.

10. Set a Regular Review Schedule

Schedule a tech review every quarter or at least annually (I do mine quarterly). This will help you stay on top of changing needs and costs as your business evolves.

Final Thoughts:

Every business is different, and there’s no one-size-fits-all when it comes to tech. I don’t regret investing in the tools I did early on—they helped me reach this point. But as my business has evolved, so have my tech needs.

Keep in mind that switching tools may result in loss or gain of functionality, so be clear about your current goals before making any changes.

When setting up your business, having support and a mentor can make all the difference! I’ve worked with hundreds of online business owners, helping them confidently launch and grow. If you’re ready to take the next step, explore my 1-2-1 services and book a call. Let’s chat about how we can help your business thrive!