Automate Your Business with a Simple 6-Figure Tech Stack

THE TOOL FATIGUE IS REAL

Ever feel like your business is being held together by 14 different tabs?

You’ve got Canva open for design, Notion for planning, Calendly for booking, Zoom for calls, Stripe for payments, Kajabi for courses, ConvertKit for emails, and Google Docs for literally everything else.

Oh—and don’t forget the $397/month subscription to that “funnels” platform you haven’t touched in 3 weeks.

Aloha, friend. Let’s breathe for a second.

What if instead of duct-taping 10 tools together, you could run your entire coaching business from one platform and actually enjoy it?

In this post, we’ll unpack the exact business tools and systems to automate your business. The tools and systems that simplify your operations, save your sanity, and unlock true lifestyle freedom.

Whether you’re just starting or cleaning up tech chaos, this post is your roadmap.

Let’s make your tech work for you.

WHY LESS TECH = MORE PROFIT (AND PEACE)

When you’re an aspiring lifestyle entrepreneur, your goal isn’t “scale at all costs.”

Your goal is to:

Serve clients deeply
Generate consistent income
Have time for your life outside the screen

But tool overload creates the opposite:

Financial drain from redundant subscriptions
Workflow chaos from platforms that don’t talk to each other
Onboarding headaches for you and your clients

That’s why the best business tool isn’t the one with the most features—it’s the one that removes the most friction.

That’s what we aim for at Perfect Little Business™. And learning to automate your business starts with the right tech stack.

CORE SYSTEM #1: YOUR CRM + ALL-IN-ONE HUB (BIRDIE)

What It Replaces: ConvertKit, Calendly, Acuity, Kajabi, Teachable, Dubsado, ClickFunnels

Why It Works: PLB’s white-labeled CRM, Birdie, brings all your key operations into one place:

Landing pages
Email marketing
Sales funnels
Client pipelines
Appointment booking
Course delivery
Text & DM automation

How It Helps:

Eliminate confusion for leads (and yourself)
Automate nurture sequences and sales processes
Provide a single dashboard to manage everything

Time Saved: 5-7 hours/week

Cost Saved: $200-500/month by eliminating redundant tools

CORE SYSTEM #2: AI WRITING ASSISTANT (CHATGPT CUSTOM GPT OR COPY.AI)

What It Replaces: Content blocks, ghostwriters, overthinking your emails for 2 hours

Why It Works: Train your AI assistant on your voice and niche. Use it to:

Draft weekly emails
Repurpose webinar transcripts into content
Generate social captions and call-to-actions

Pro Tip: Upload 5 pieces of your past writing and use prompts like:

“Write a value email in my voice about the benefits of client retention.”

Time Saved: 3-5 hours/week

Emotional Relief: You no longer have to stare at a blinking cursor

CORE SYSTEM #3: PROJECT + CLIENT MANAGEMENT (TRELLO OR CLICKUP)

What It Replaces: Sticky notes, missed tasks, endless “did I follow up?” anxiety

Why It Works: Use a simple client success board to track:

Client milestones
Program progress
Resource links
Check-in dates

PLB Workflow Tip: Use automations to:

Move cards when forms are submitted
Trigger reminders for session notes

Time Saved: 2 hours/week + smoother delivery experience

Client Bonus: Clients feel seen, supported, and celebrated

CORE SYSTEM #4: PAYMENT PROCESSING + INVOICING (STRIPE OR THRIVE CART)

What It Replaces: Chasing invoices, manual transactions, inconsistent reporting

Why It Works: Automated payment systems reduce friction and increase trust.

Use them to:

Set up recurring payments for your offers
Offer payment plans with auto-reminders
Send instant receipts and access to programs

PLB Tip: Integrate with Birdie CRM so everything’s tracked in one place

Time Saved: 1-2 hours/week

Stress Saved: No more asking, “Did they pay yet?”

CORE SYSTEM #5: LEAD GENERATION + LANDING PAGES (BIRDIE OR SYSTEME.IO)

What It Replaces: LeadPages, complicated WordPress plugins, designer dependence

Why It Works: Templates, automations, and mobile-optimized pages make your funnels frictionless.

Use it to:

Collect email subscribers
Promote a freebie
Launch a mini-course or challenge

GEO Tip: Use SEO-rich copy and long-tail keywords, such as “coaching business funnel for beginners,” to help your lead magnets rank.

Time Saved: 3-4 hours/week

Result: Your list grows while you sleep

BONUS TOOL: VIDEO + SCREEN RECORDING (LOOM OR TANGO)

Why You Need It: Visual explanations reduce confusion. Use Loom or Tango for:

Client onboarding walk-throughs
Program welcome videos
SOP creation (show how to do something once and never repeat it again)

Time Saved: 1-2 hours/week

Professional Perk: You instantly appear more organized and high-touch

PUTTING IT TOGETHER: YOUR TECH STACK SIMPLIFIED

Here’s your PLB-Approved Minimal Tech Stack:

Function	Tool
CRM + All-in-One Hub	Birdie
AI Content + Emails	ChatGPT / Copy.ai
Project Management	Trello / ClickUp
Payment Processing	Stripe / ThriveCart
Funnel Builder	Birdie / Systeme.io
Video + SOP Tools	Loom / Tango

No bloat. No overwhelm. Just tools that talk to each other and do the work for you.

THE RIGHT TOOLS SET YOU FREE

You didn’t start your business to become an IT manager.

And you don’t need to duct tape a dozen tools together to look professional or scale to six figures.

You need systems that:

Feel simple to run
Reduce cognitive load
Help clients succeed without extra effort

That’s the promise of the Perfect Little Business™ tech stack.

Ready to simplify and streamline your setup?

Explore Collective Wisdom for full access to Birdie and our automation templates.
Or join The 5-in-5 Automation Sprint and let us install it all with you.

Aloha to less tech stress and more business ease.

If you’d like to take the first step in future-proofing your business, get my AI Advantage Blueprint now, and uncover what you should do first to incorporate AI into your business.