Best software for small businesses
Kahu team·Updated 2 Oct 2026·8 min read
There is no single best tool, but there is a sensible set. A typical small business needs an office suite such as Google Workspace or Microsoft 365, accounting software such as Xero, a CRM such as HubSpot, a booking tool such as Calendly and, later, a connector such as Zapier. Most offer a free plan or free trial, so test with real work before you pay.
How to read this list
These are well-known, widely used tools, grouped by the job they do. It is not a ranking, and it leaves out plenty of good options. Features and plans change often, so check each vendor’s own site before you decide. We have not listed prices, because they change and vary by country.
Email, documents and files
Google Workspace includes Gmail with a custom business address, Drive, Calendar, Meet, Docs and Sheets, and offers a 14-day free trial. Microsoft 365 business plans include Outlook email, Teams, OneDrive and the web versions of Word and Excel. Business Basic does not include the desktop apps, and Business Standard and Business Premium do. Choose the one your team and your accountant already know.
Accounting
Xero is online accounting with invoicing, bank reconciliation, GST tracking and filing in New Zealand, and payroll on its plans. It has no free plan, but your first month is free on any plan. Accounting is the tool most of your other software will want to connect to, so choose it early.
Customers and enquiries
HubSpot offers a free CRM with contact records, deal pipelines, forms, live chat, email templates and a meeting scheduler. The free plan has limits on users and contacts, and the paid tiers add more.
Bookings and automation
Calendly gives you a booking link that checks your calendar to prevent double bookings. Its free plan covers one event type and one calendar connection. Zapier connects thousands of apps so data moves between them without typing, and has a free plan with a monthly task limit.
| Tool | Good for | Watch out for |
|---|---|---|
| Google Workspace | Email, files and shared documents in the browser | AI features vary by plan |
| Microsoft 365 | Teams already used to Word, Excel and Outlook | Desktop apps are not in every business plan |
| Xero | Invoicing, bank feeds and GST | No free plan; plans differ on payroll and limits |
| HubSpot | A free CRM to start keeping customer records | Free plan limits users and contacts |
| Calendly | Simple booking links | Free plan covers one event type |
| Zapier | Connecting apps that do not talk to each other | Free plan has a monthly task limit and two-step workflows |
Where Kahu fits
Two Thursday gaps at 11:00 and 14:30. Drafted messages to 6 waitlisted customers.
Updated the hours on your site and Google profile to Sat–Sun 8–2.
One post about the new hours, using your Sunday counter photo.How to pick your set
- 1Start with the jobsEmail, accounting, customers, bookings. Only then add marketing or automation.
- 2Check they connectYour CRM, booking and accounting tools should share customer details.
- 3Trial with real workRun a normal week through the free plan or trial.
- 4Review every six monthsCancel what nobody uses and check whether one tool now covers two jobs.
Frequently asked questions
Google Workspace or Microsoft 365?
Both handle email, files and meetings well. Pick the one your team, clients and accountant already use, so files open cleanly on both sides.
Is free software good enough?
To start, often yes. Upgrade when you hit a real limit, such as users, contacts or a feature you need every week.
How many tools should a small business have?
As few as do the job. Five or six connected tools is usually plenty for a small team.