The solopreneur's guide to building your tech stack

There's a reason Bill Gates, Mark Cuban, and Jeff Bezos spent countless nights grinding away in garages and makeshift offices to make their dreams a reality—once upon a time, they were busy solopreneurs.

Running a business solo is hard. From client work to sales calls to endless admin tasks, everything falls on you. But here's the thing: it doesn’t have to.

Instead of juggling every task manually, the right tech stack keeps you organized, automates busywork, and connects your tools—freeing you up to focus on growing your business.

That’s why we teamed up with ActiveCampaign, Calendly, and solopreneurs who've been in your shoes—to break down what really works. Their firsthand insights will help you build a tech stack that streamlines workflows, scales efficiently, and eliminates overwhelm.

Because when your tools work with you (not against you), scaling your business becomes so much easier.

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Terry Oppong

Meet Terry Oppong

Solopreneur. Founder of BlackBand.  
Host of ThaCollabs podcast.

The true embodiment of "solopreneur," Terry has navigated the challenges of building a business while finding the right tools to support growth—without adding complexity. Here’s his advice on making smarter tech choices.

What’s the #1 mistake solopreneurs make when trying to integrate multiple tools, and how can they avoid it?

They use too many tools that don't talk to each other. And that creates chaos that leads to more manual work, scattered data, and missed opportunities...If a tool is not solving a real problem or saving you time, let it go.

What’s one mistake you made when scaling your tech stack, and what would you do differently?

When scaling BlackBand and ThaCollabs, one of the biggest mistakes I made was adopting too many tools, too quickly—without a clear integration strategy.

In the early days, I was focused on efficiency—so I kept adding platforms for CRM, automation, forms, email marketing, scheduling, and more. The problem? None of them spoke to each other.

My biggest lesson or insight?  Tech should reduce friction, not create it. The right stack is the one that enhances workflows, not complicates them.

Instead of simplifying operations, I created a fragmented tech stack that required manual workarounds. I was spending more time jumping between tools than actually serving my clients.

Here’s what I’d do differently:

Start with the end in mind: I’d map out the customer journey first, then choose tools that integrate seamlessly instead of layering them in reactively.
Prioritize fewer, better tools: Typeform, for example, has replaced multiple clunky form solutions I previously tried, allowing us to collect better data in fewer steps.
Invest in integrations early: You should set up native integrations, like Zapier and Make, from day one to ensure smooth automation.

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How do you decide which technologies to invest in for your business?

I keep it simple. Every tool I invest in must:

Save time, make money, or improve the experience: Because, if it doesn’t help my business grow or run smoother, I skip it. For example, Typeform helps me collect info fast without back-and-forth emails.

⏰ ⚡️

Work well with my other tools: A new tool should connect easily with what I already use. If it doesn’t sync with tools like Zapier, Notion, or Slack, it creates extra work.
Be simple to use: If a tool is too complicated, no one will use it. I always ask: Will this actually make life easier? If not, I move on.

Bottom line: The best tech saves time, works with what I have, and is easy to use. If it doesn’t, it’s not worth it.

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Have you ever felt overwhelmed by too many tools? How did you simplify your tech stack?

Yes! I’ve definitely felt overwhelmed by too many tools. At one point, I had so many apps that I spent more time managing them than actually getting work done.

I simplified my tech stack by:

Cutting the extras. I listed every tool I used and asked myself, “Do I really need this?” If a tool wasn’t saving time or money, I dropped it.
Finding all-in-one solutions. Instead of using five different tools, I looked for one that could do multiple things. For example, Notion replaced separate apps for notes, tasks, and planning.
Automating repetitive tasks. Tools like Zapier helped me connect apps so I didn’t have to do everything manually.

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Lesson learned? More tools don’t always mean better results. Keeping it simple helped me focus on growing my business, not managing my software.

Meet Calendly

The brand that makes scheduling effortless.

For solopreneurs, every lead counts—but getting them to book a sales call can be a hassle. Calendly removes the friction, making it easy for potential customers to schedule time with you in just one click. Julia Farina, Calendly’s Director of Product Marketing, shares insights on building a smarter tech stack, automating scheduling, and turning more website visitors into booked calls.

What’s the most important piece of advice you’d give to a small business or solopreneur trying to scale their tech stack efficiently?

Select software you’ll actually use so you can focus on building relationships and achieving your goals. Ask yourself a few questions, like:

Does it have a simple, intuitive UX that makes it easy to jump in and find what you need?
Does it offer customization options so your customer-facing communications feel like you?
If you’re using the tool to engage with a prospect or client, is the user experience positive for them, as well?

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Investing in flexible, scalable solutions now will save time down the road and ensure new teammates can contribute and add value quickly.

Tools with specific features you like and will use are more valuable than an overload of bells and whistles you don’t need but still pay for.  

Second, choose tools that integrate with the workflows you use on a day-to-day basis. Calendly, for example, offers over 100 integrations so you can schedule and work from anywhere.

When your tech stack is fully connected, it not only saves time but also keeps things up to date—plus, you’ll have fewer tabs and tools competing for your attention.

Lastly, consider your short- and long-term business goals. The tools you choose should grow with your business. Investing in flexible, scalable solutions now will save time down the road and ensure others can contribute and quickly add value.

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How can solopreneurs use Calendly and Typeform to convert more website visitors into booked calls?

We know it's vital to meet customers where they're at, and on their time, which isn't always easy. With Calendly, users can add a question block directly into their Typeform, streamlining the process of collecting information and quickly qualifying potential leads while also letting them book time straight in the form.

You’ll always make a bigger impact with clients when you show up to meetings prepared and ready to engage. But for many of us, notes are scattered across various places and tools, making it hard to quickly remember the most relevant client details as you head into a meeting.

This is true for your clients as well, which is why incorporating questions pre-meeting can help them focus and show up ready to engage.

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What’s one specific workflow that combines Calendly and Typeform to increase conversions, and how can solopreneurs set it up?

One of our favorite ways to use Calendly and Typeform is for lead generation. You can create a quiz that scores and qualifies leads in real time, then routes them to the right Calendly booking page for a follow-up, demo, or consultation.

Typeform also uses this workflow on its website to boost conversions and save valuable time by reducing the need to manually qualify and route leads—a win-win.

A couple quick tips for higher-converting forms: ask a minimum number of questions for higher completion rates, and set clear expectations for next steps with features like Typeform’s confirmations and Calendly Workflows.

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Meet ActiveCampaign

The marketing automation platform that turns solopreneurs’ ambitions into more effective campaigns.

Solopreneurs need tools that simplify, not complicate, their workflows. Hailey Whitney, ActiveCampaign’s Director of Customer Programs & Intelligence, shares how to keep your tech stack flexible, tap into user communities for smarter solutions, and use automation to save time without sacrificing personalization.

What’s the most important piece of advice you’d give to a small business or solopreneur trying to scale their tech stack efficiently?

The most important piece of advice for small businesses and solopreneurs looking to scale efficiently is to prioritize flexibility and integrated processes and to embrace innovations in AI. As your business grows, your needs will evolve, and a rigid tech stack can hinder your ability to scale.

Combining powerful, yet user-friendly tools—like ActiveCampaign, Typeform, and Calendly—lets you scale operations and unlock advanced marketing use cases when you’re ready.

Identify core tools. Choose tools that directly impact operations, like customer relationship management (CRM), accounting, and project management software. They should scale with you and integrate with other tools to reduce manual data entry and save time.

⏰⚡️

Embrace AI and automations. Save time on repetitive tasks by letting the tools work for you. For example, ActiveCampaign's campaign builder with Calendly integrated streamlines the process to book meetings. It also automatically syncs meeting contacts and details from Calendly, enriching customer data effortlessly and supporting lead generation efforts.

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Keep it simple. Don’t overcomplicate things—opt for tools that are user-friendly and have strong customer support, rather than investing in complex solutions that may require specialized knowledge.

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Combining powerful, yet user-friendly tools—like ActiveCampaign, Typeform, and Calendly—lets you scale operations and unlock advanced marketing use cases when you’re ready.

How can solopreneurs leverage user communities to get the most out of their tech stack?

User communities allow customers to share best practices and leverage key features for success. Many companies offer resources in various formats, enabling different types of learning. It’s all about meeting the customer where they’re at, which is why ActiveCampaign hosts both in-person Study Halls, as well as virtual chat groups and community forums.

Hands-on learners may prefer in-person meet-ups or webinars, while those who favor reading can find help documentation and community discussions in online forums.

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Software companies often use tools like Discourse to host their community pages, link to resources, and feature tips from both product teams and users.

Platforms like ActiveCampaign, Calendly, and Typeform have customer communities where users can share insights, ask questions, and collaborate. These communities also offer a chance to engage with product teams, share feedback, and gain a better understanding of the platform’s features.

As a solopreneur, what are the tips to get started with automation? If I want to create an automated follow-up that personalizes content for my subscribers, what is the best way to organize this?

To get started with automation, map your daily, weekly, and monthly tasks. Identify areas where you’re performing repetitive manual work, like importing contacts from lead forms into your CRM—this is often something you can automate.

Here are three key tips to help streamline your process:

Explore built-in integrations: Check the app marketplace for the platforms you already use. If there aren’t any built-in solutions, use automation tools like Zapier or Make to connect different apps.
Leverage support resources: Reach out to support teams for recommendations on automation tools or integrations that can save you time.
Test your workflows: After setting up an automation (like an SMS follow-up after a purchase), run a test to ensure everything works as expected.

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Automating your marketing doesn't have to be a chore. Look for tools with pre-made templates to save you time and which make it easy to get other functions up and running.

Meet Darnell Brown

Solopreneur. Founder of Bulletproof Hustle & Forge.

Darnell has spent years building genuine connections while navigating the ups and downs of solopreneurship. Now, he’s sharing what he’s learned so you can skip the trial and error and focus on what matters: stronger customer relationships.

How do you track whether a new tool is actually helping your business?

I do this by reviewing the analytics relative to how that tool is meant to appeal to and impress upon those that I'm trying to reach.

What’s the #1 mistake solopreneurs make when trying to integrate multiple tools, and how can they avoid it?

The #1 mistake I see is needless complexity, especially on the consumer side. If your audience has to jump through 42 hurdles just to get on your email list or opt into your community, you'll lose them before you ever had them.

My biggest lesson or insight?  Tech should reduce friction, not create it. The right stack is the one that enhances workflows, not complicates them.

One way around this is to think conversationally and realistically—put your entire tech stack through the lens of what it would feel like if your audience had to perform those actions in real life. If there's too much going on, perhaps some of the fat can be trimmed.

🙂 💬

How do you decide which technologies to invest in for your business?

I thought about what would help me foster a stronger relationship between my brand and my audience with as little friction as possible, and in the least amount of time. The best tech is seamless and unobtrusive—especially when getting your audience to adjust to something they’ve potentially never heard of.

I'm always asking myself which tools play nicely together and whether they’ll help me improve my relationship with my audience. It’s easy to get blinded by all the bells and whistles to the point that we forget to ensure all of our tools can work together and simplify things, not complicate them.

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What’s the most important piece of advice you’d give to a small business or solopreneur trying to scale their tech stack efficiently?

Think about what genuinely helps you lower the trust barrier between you and your audience so you can "date" each other without the "background noise" of table wait times, bad food, and other conversations happening concurrently.

Just like when you’re on a date, first impressions are everything. If your tech stack creates a negative first impression—like forcing a client to share every detail about themselves just to schedule a call with you—get rid of it.

You only get one first impression. Don’t let your tech stack kill your “date” with a client before it even starts.

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Meet Typeform

The form builder that helps solopreneurs collect more—and better—data.

With so many tools out there, it’s easy to pile on more than you need. Will Waggenspack, Typeform’s Vice President of Revenue Operations, shares how solopreneurs can focus on what truly adds value, set smarter budgets, and audit their stack to cut the excess.

How does an optimized tech stack help solopreneurs scale their businesses without adding operational complexity?

If I can go from responding in days or hours to minutes or seconds, I have a much better shot at engaging with that person, scheduling a meeting, and actually having a live conversation—which is where the real value is.

How can solopreneurs avoid ‘tech stack bloat’ and ensure they only use tools that truly add value?

I look for tools that satisfy one of two criteria:

A tool that I can “live out of” because it unifies so many different processes OR
A tool that I’m never in because it does everything I need it to do in the background

💡 🤩

If you have a tool that you’re never in and it’s not doing anything, it’s bloat.

If you have a tool that you’re never in and it’s not doing anything, it’s bloat. But if you have a tool that you regularly spend a little bit of time in, it may be something you don’t fully need—so it could be a good candidate for consolidation/removal.

What’s the simplest way for solopreneurs to measure whether a new tool is improving their business efficiency? How long should they give themselves before deciding?

In general, most solopreneurs want to spend their time working on their business vs. thinking about tooling. One of the most efficient ways they can think through their tech stacks is by setting a rough budget and sticking to it.

If you tell yourself you can spend $4,000/year on software, it forces you to stay within that budget and make tradeoffs. You don’t want to get into a spot where you have 10-20 $300 annual licenses for tools you never use.

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What’s the most important piece of advice you’d give to a small business or solopreneur trying to scale their tech stack efficiently?

One of the things I find most helpful is going through an end-to-end workflow, writing down everything I need to do to execute the workflow to completion.   

For example, if you’re trying to acquire a new customer, go through each step of your lead-to-cash process and write down what tools you use at each step and exactly what you’re doing in each one.

Once you’ve done that, it becomes more obvious where you can consolidate tools. If you also mark down how you feel about each step, it can be a good indicator of where something is broken—steps that frustrate you are probably the best places to start in terms of finding tools that aren’t getting the job done.

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Tools alone won’t build your  business—you will. The real advantage isn’t in having more software, but in how intentionally you use it.

The solopreneurs and experts we spoke with didn’t succeed by piling on tool after tool.  They succeeded by simplifying, integrating, and cutting what didn’t serve them.

So before you start Googling, "best tool for [function]," take a step back.  Don’t just ask, What tool do I need next? Ask, What’s essential? What actually moves my business forward?

The best tech stack isn’t the one with the most features—it’s the one that gets  out of your way and lets you do your best work.

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