Let me tell you about a client who blew my mind – they were hitting $20k months with nothing but Gmail. Literally just their inbox. While that’s impressive, they also came to me ready to tear their hair out because they knew it wasn’t sustainable. And that’s exactly what I want to talk about today: the minimal but mighty tech stack you actually need to scale your business.
The $10k Month Breaking Point
Here’s what I’ve noticed after working with countless entrepreneurs – there’s this crucial turning point that happens around $8-10k months. It’s not just about the revenue (though that’s a helpful indicator). It’s about reaching that moment where you realize:
“I don’t have time to manually email every client back and forth AND deliver amazing results AND create content AND market my business…”
Sound familiar?
Most business owners fall into one of two camps at this stage:
1. The “I’m not techie” camp – powering through manually because tech feels overwhelming
2. The “over-equipped” camp – drowning in disconnected tools (Dubsado, ConvertKit, Airtable, ThriveCart…)
Neither approach is sustainable. But here’s the good news: you need way less than you think.
The Essential Four-Part Tech Foundation
Let’s break down what you actually need for a solid $15k month foundation. Think of this like going grocery shopping with a list instead of when you’re hungry..
1. Client Management System
This is your first priority because it directly impacts how you make money. But choose based on your business model:
– If you’re a 1:1 coach doing primarily Zoom calls and voice messages? You probably don’t need all the fancy features
– Planning to launch courses and group programs? Consider an all-in-one platform like Kajabi
– Service provider needing client portals and detailed delivery tracking? Look at dedicated CRMs like Dubsado
2. Payment Processing
Make it ridiculously easy for people to pay you. Automated checkout pages are your friend here – especially if you’re planning to scale beyond 1:1 work. Nobody wants to manually send 20 invoices for their group program.
3. Calendar/Scheduling Tool
I’ll be honest – I personally won’t book a call with anyone who doesn’t have a scheduling link. I need to compare calendars, find the perfect time, and book when I’m ready. Your clients feel the same way.
4. Communication Tool
Pick ONE and stick to it. I’m a Slack-or-nothing girl myself. Even if a client has never used Slack before, I’ll send them a custom tutorial video and help them get set up. Why? Because having client communications scattered across WhatsApp, Telegram, Voxer, and email is a recipe for chaos.
Keep your business communication tool separate from personal messaging. Your sanity will thank you later.
When to Keep It Simple vs When to Upgrade
Start with the free version of any tool you’re considering. Most platforms let you test drive their core features before committing to a paid plan. For example, with Zapier, you can do simple two-step automations (like “when someone buys, add them to Kajabi”) for free.
Only upgrade when you hit specific feature limitations. Like if you need multi-step automations or want to add clients to multiple platforms automatically – that’s when you know it’s time for Zapier Pro.
The Most Common Tech Stack Mistake
Here’s what I see trip people up constantly: choosing tech before mapping out their systems. It’s like going grocery shopping without knowing what you’re cooking for dinner. You need to know your process first – what steps do you take with every client? What needs to be tracked? What communication happens when?
Once you have that clarity, choosing tech becomes so much simpler.
Your Next Steps
1. Map out your current client process, from first contact to final delivery
2. List what you need to track and automate at each step
3. Start with the free version of tools that match those needs
4. Only upgrade when you hit specific limitations
Remember: You can hit $15k months without a complex tech stack. The goal isn’t to have the fanciest tools – it’s to have the right foundation that lets you serve clients well while giving you room to grow.
Want a detailed breakdown of all the tools mentioned plus my recommendations for each category? Grab my free Tech Stack Checklist where I’ve outlined everything you need to know about choosing the right tools for your business stage.
Resources from this episode:
Connect with Sam:
- Website: https://www.systemswithsam.com/services
- Instagram: https://www.instagram.com/systemswithsam/
LinkedIn: https://www.linkedin.com/in/samwhiz/
