Today, I’m sharing the 26 programs that I use to run my 6-figure online business as a business educator! Our business focuses on content marketing, online courses, 1:1 coaching like masterminds, and digital products. We’re often asked how we manage everything we do and what softwares we recommend, so I thought it was time to compile every program in one spot for you! Now, this is not a tutorial on the software I use, but I’m sharing the function and purpose of each one in my business. Below, you’ll find links to each program as well as any discounts or discount codes we can offer! If we have created a tutorial for this software, we’ll also be sure to link that too! Let’s jump in. 

Kajabi

Kajabi is where we host our courses and digital products. Here, people can sign up for our online products and actually pay us via Stripe or PayPal for the offers that we have. We use it to set up our checkout pages. Our students use it to access their site pages and follow their course content. I absolutely love Kajabi and am beyond obsessed with it. We have a 30 day free trial that you can get HERE (which is an additional 2 weeks beyond their standard free trial). We have two tutorials for Kajabi: how to create an online course and how to host a live webinar! 

HoneyBook

Honeybook is how we manage clients in our business. For our video agency, coaching, mastermind programs, or our “done for you Reels” clients, we use Honeybook to manage their contracts, workflows, and questionnaires. I’ve used Honeybook since I started in business 8 years ago as a photographer and I still love it today. Grab 35% off and a 7 day free trial using the link HERE. 

Flodesk

You know I love Flodesk!! I have a 50% off coupon for Flodesk HERE. I use Flodesk almost every day and it’s our email marketing service provider. It’s super easy to use, has beautiful designs, and is great to use as a beginner. Recently, they added in incredible analytics, which makes it even easier to use and they never raise their price on you as you gain more followers! Flodesk is amazing and I definitely recommend you check it out if you don’t have an email marketing software yet! See how to build an email list with Flodesk and why I love it so much!

Stripe + PayPal

So, I combined Stripe and PayPal here because they’re both our payment processors. Essentially, we link them inside Kajabi and it’s how people actually pay us. Stripe allows us to have students pay via CreditCard and PayPal links to their own PayPal accounts to pay. We like having both options for our students to use! 

Showit

Next is Showit. We used Showit to host our website. It’s a drag and drop design process, which makes it super to use. As a creative business owner, being able to design my site in a more visual way was really important to me. I’ve been using them my entire 8 years in business too! Grab a one month free trial with Showit HERE. 

Miro

This is a newer program for me. But, you can create digital whiteboards to map out visuals when planning using Miro. We use it to plan out offer stacking – basically how all of our offers feed into each other, which freebies go with which offer, and our trip wires and workflows. Things like that are so much easier to see visually, so using Miro has been awesome for us. I love being able to map out funnels this way! Personally, I’m someone who LOVES being able to write all of these workflows out and Miro just makes it easier to do it all digitally. 

Slack

We use Slack every single day in our business. It’s how we communicate as a team. Our entire team is in one workspace. I also use it for our mini-mind and mastermind programs. It’s been great to collaborate as well as communicate and organize our conversations. 

Voxer

In addition to Slack, I use Voxer to communicate. Voxer is basically a walkie-talkie app – where you can text and send voice messages. While I use it for my coaching, I tend to use it as a way to reach someone more urgently. It helps us avoid using personal phones to communicate. I let my team know that my Voxer notifications are on, like text messages, and it can be used for SOS situations or if they need something like a code for a program more urgently to be able to do their own work. 

Plann

Plann is the program that I use for my Instagram scheduling. Plann is our absolute favorite app for this and we switched to it earlier this year. We’re obsessed and have been SO happy with it. If you want an app to plan out your Instagram feed, definitely consider using Plann. It’s fantastic! 

Gusto

The next program that we use is Gusto. This software allows us to manage our employees and payroll. Gusto actually helps us ensure that we’re following the various state regulations and policies since our employees are spread out. It also helps with some HR pieces – and we do have an HR manager on our staff who works with us a little each month. Gusto also helps file some of our taxes, too! We love this software! 

Xero

My bookkeeper uses Xero for our finances. I’ll be honest, I don’t use a lot of the functions in this software since I have someone who does it for me. But, when I do go in to review what I need, I love using it! 

Google Drive

Google Drive is simple but it’s our life. We pay for the 2TB version and keep all of our content, documents, handbooks, and more. Literally anything that requires us to create a document is done in Google Drive. It’s super easy to collaborate on the content here, too. If we’re writing an email, blog, or creating a video or podcast, it’s going into Google Drive. 

Trello

We use Trello in conjunction with Google Drive. Our team workflows live here and it helps us know what everyone needs to do for a piece of content. Basically all of the stuff that we create in Google Drive is managed via Trello for publication! Trello is seriously one of my favorite things ever. I have Content Calendar templates available in the SK Shop if you’re interested! As a reminder, Trello is FREE and we have many boards so that we always know what’s going on. 

Asana

We recently started using Asana for our launches. Launches often have a LOT of moving pieces that were harder to manage in Trello. So, we moved our launch workflows to Asana and it’s been great! 

Inshot

I use Inshot for content creation. It’s primarily used to edit short form videos like my Reels. In fact, I prefer it over the Reels editor within the app. See a tutorial HERE about how to edit Reels. Find Inshot for iPhones and Inshot for Androids here. 

Final Cut Pro

I also use Final Cut Pro for video editing on my laptop. Whether it’s me or our video editor, that’s what we use to edit the bulk of our long-form content. 

Descript

For video editing, we also use Descript. This software uses a transcript to help you remove repeat or filler words, gaps, and also creates captions for you. I LOVE Descript – learn more about it HERE. It’s primarily used for our long-form videos but if you see any of our short-form videos with captions, we created that using Descript. 

Lightroom

To edit RAW photos, I’ll use Lightroom. My background as a photographer still comes into play in my business now! I take a lot of photos with my mirrorless camera and I need to edit them, so I’ll use Lightroom for that. I’ve used Lightroom for years and I love it! 

Canva

Canva is basically Photoshop for beginners. A lot of creators now use Canva and they offer a free version. We use the pro version so we can access the full suite of tools. We use Canva every day to design our YouTube thumbnails, Instagram graphics, cover photos, and so much more. There’s so much that you can do using Canva. See a tutorial on making a freebie here! 

Toggl

Before I had the twins, I used to be really good about tracking my time with Toggl. It’s not been happening as much now, but I really do love being able to see what I’m spending my time doing. Toggl provides great insight for how long a task really takes, or how much time you spent on a launch, for example. It’s really allowed me to see how much time I need to work and allows me to plan my future based on time spent in the past. 

Zoom

We use Zoom for our mastermind, team meetings, and 1:1 calls for the business. It’s a great space to connect on video with both our students and our team members! 

Google Voice

I’ve been using Google Voice since I started my business. Using Google Voice allows you to create a business phone number for free. It means you don’t have to use your personal cell phone or give that out to clients. I have a number I set up years ago and still use when I need to provide a business number! 

Zapier

Next, we use Zapier to connect various programs we use together. For example, if I book a client in Honeybook, Zapier could automatically add them to a spreadsheet. Or if someone purchased a course, they could automatically be sent to our Flodesk segment. It’s a more complicated program but allows you to automate a lot of your workflows. 

Libsyn

We use Libsyn to host our podcast. We upload it to Libsyn and then it sends it out to the various platforms (Apple, Spotify, etc.). Libsyn allows us to schedule the podcast episodes in advance and then we never have to worry about putting it up the morning it needs to go out! 

Riverside

Finally, we use Riverside to record our guest interviews on the podcast. We can record on audio and video on separate tracks which means the quality is better than recording on Zoom.

Those are the programs we use on a regular basis! If you want a tutorial on a program that we don’t have already, let me know. I’d love to create whatever you’re interested in. Finally, follow us on Stephanie Kase Education on Instagram – we share tons of tips and advice every week for you!