Operations tools for growing companies.
The tools we suggest most often, what each one does, why it is worth having, and what it takes to set up and keep running. Every one of them saves time. None of them runs itself.
These are examples, not a complete list. There are many other systems we can help with, so ask us about the ones you use.
SOC 2 compliance platforms
- What they do
- Connect to your cloud, identity, HR, code and device systems and continuously test them against SOC 2 controls. They also provide policy templates, track employee tasks and give your auditor one place to review evidence.
- Why they are useful
- They replace most of the screenshots and spreadsheets that SOC 2 used to require, and they show you at any moment which controls are passing and which are not.
- Why they need an owner
- Integrations have to be connected with the right permissions, failing tests have to be fixed inside your own systems, and policies have to be written to match what you do. During the three-month audit period someone has to check the platform every week and upload the evidence it can't collect. More on what Vanta does and doesn't do.
HR and onboarding systems
- What they do
- Hold employee records in one place and handle onboarding, offboarding, time off, documents and HR reporting. Most connect to payroll and benefits.
- Why they are useful
- Everyone is onboarded the same way, time off is tracked without spreadsheets, and you always know who works for you and who they report to.
- Why they need an owner
- Setup depends on decisions about structure, time off policies and permissions, and on clean data going in. After launch, someone has to keep records current and run every hire and departure through it. See the HR system setup checklist.
Accounting and billing systems
- What they do
- Record income and expenses, send invoices and reminders, pay bills and produce financial reports. Sage Intacct is built for companies that have outgrown small business accounting. BILL, formerly Bill.com, automates bill pay and invoicing alongside your accounting system.
- Why they are useful
- Invoices go out on time, overdue accounts are visible, and leadership can see what is owed and what is due.
- Why they need an owner
- These tools automate the process you give them. The handoff from a signed deal to an invoice, the follow-up sequence for overdue accounts and the review of the aging report all need a person responsible. More on bookings to billings.
Project management platforms
- What they do
- Give every piece of work a task, an owner and a due date, and show progress across projects in lists, boards, timelines and dashboards.
- Why they are useful
- Status stops living in people's heads. Anyone can see what is on track, what is late and who is overloaded.
- Why they need an owner
- A platform is only as good as the way it is set up and kept. Someone has to design the structure, agree how work comes in, keep tasks current and run the weekly review. Without that, it becomes one more place nobody looks.
Password managers
- What they do
- Store logins in an encrypted vault, generate strong unique passwords and let teams share access through shared vaults without sending passwords in chat or email.
- Why they are useful
- They are one of the cheapest security improvements available, and customers and auditors commonly ask how you manage credentials.
- Why they need an owner
- The software takes an afternoon to configure. Getting every person to install it, move their logins and stop using the old spreadsheet takes weeks of follow-up, and access has to be updated whenever someone joins or leaves. See the rollout plan.
Product names and trademarks belong to their owners. The systems listed here are examples. We work with many others, and the right one depends on your company.
Straight answers.
Which tools does a growing company need first?
It depends on what is causing the most trouble. For most companies it is an HR system, an accounting system and a password manager, followed by a project management platform. A compliance platform comes in when a customer asks for SOC 2.
Do you set up tools that are not on this list?
Yes. The tools on this page are examples. We work with many other systems, so tell us what you use or are considering.
Can you manage our tools after they are set up?
Yes. Ongoing administration is part of our systems selection and setup service.
Want these set up and run for you?
Tell us which tools you have or are considering. We'll tell you what it will take.