Ask Arcanium: What Software Should my Small Business Use?

This is part of a series called Ask Arcanium. If you have a question about your software project, feel free to ask us by emailing [email protected] and we’ll let you know!

The Question

“What kind of software does a small business typically use?”

Our Answer

Great question! It’s best to think of what the different “departments” are for a startup.

For account management, you will want to use a CRM. I use Hubspot’s free CRM. It’s full featured.

For your website you can’t go wrong with Wordpress, my favorite host for wordpress is Digital Ocean.

For sales, you will want to use a sales automation tool. This sends automated emails out to your target clients. I use

For marketing, you will want to set up Google Analytics, Google Adwords and a marketing automation platform to handle your bulk email sends. Mailchimp and Sharpspring are good choices.

For accounting and bookkeeping, I recommend wave or quickbooks.

For email and file sharing, Gsuite and Google Drive are my go-to solutions.

For HR and recruiting, I recommend Freshteam or Gusto

For phone systems, I usually set up a custom solution with a voice menu built with Twilio

For workflow automation, tying all of these systems together, I recommend Zapier - an extremely powerful workflow automation tool

To automate appointment setting, I recommend Calendly.

For an internal platform, I recommend hiring a consultant to build you a custom application deployed on heroku. This platform will streamline your business processes which pays dividends over the long run.

Let me know if you need help setting anything up. I help companies set up their tech all the time.

Ask Arcanium - Integrating Zapier into a Private App

This is part of a series called Ask Arcanium. If you have a question about your software project, feel free to ask us by emailing [email protected] and we’ll let you know!

A client was seeking a expert and found us. We mentioned that we’ve done all sorts of Zapier work in the past, including helping SaaS companies connect their APIs to Zapier and building custom integrations.

The Question

“We have a private app, and we want to integrate it with Zapier so that when something happens in our app, it triggers into Zapier. How would you do that?”

Our Answer

Zapier has a partner program if you want your app to be on their app store. This requires a decent amount of development time. You would need to build a new API that obeys Zapier standards for authentication and API calls. This is something our team has done for companies. Generally it takes a few months to launch.

In the case of a private app, there are a few shortcuts.

Zapier has a special type of trigger called “Webhooks by Zapier”

In your application code, when the event in question occurs, you can simply send a POST request to the URL zapier generates for you. This request can contain data from your application that you want to send to Zapier.

Zapier also has “Code by Zapier” where you can write custom code to interact with your application as part of a Zapier workflow. is a fully featured integration platform and we love it because it is inexpensive and simple to work with.