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How Tech Can Help You Rein in Your Business Spending

One of the last things you want to happen when you run a business is for your spending to get out of control. After all the aim of any successful business is to make a profit, and this can be exceedingly difficult to do when your outgoings are higher than they really should be or need to be.

The good news is, we are living in a tech-orientated world, and that means there are lots of tools that are available for your business to use, that will help you to rein in your spending and get those profit margins up. Sound good? Let’s take a look at a few of them right now:

Freelancing websites

One of the best tools technology has given us business owners access to in recent years is undoubtedly the freelancing website. You could be forgiven for thinking that sites like Upwork and People Per Hour will cost you more money because, obviously, freelancers need to be paid, but this is not necessarily the case.

You see, it often makes better sense for your company to outsource various tasks to freelancers who are maybe more efficient at the job, and thus will save you time, than it does to do it yourself or hire a full-time member of staff to do it. Obviously, you will need to do your sums before hiring a freelancer, and see if it really does make sense for you, but you might just be surprised at how much sites like Upwork can actually save you.

The power of project management tools

If your project management strategy involves crossing your fingers and hoping for the best, it’s time for an upgrade that will actually increase efficiency, and thus stop you vastly overspending on all of those vital business projects. Tools like Asana, Trello, and can help you keep projects on track and within budget. They’re like having a personal assistant who’s relentlessly organized and doesn’t need sleep or coffee.

Project management software will streamline operations by assigning tasks, setting deadlines, and tracking progress in real time. It will also help you to monitor your budget by enabling you to an eye on project spending to ensure you’re not pouring money into a bottomless pit.

Fleet management software

If your business happens to run a fleet of vehicles, then you will know that it can be expensive, not only to keep them fueled but also to maintain them to a high standard and ensure that your drivers are using your vehicles as efficiently as possible.

Thankfully, these days, we have access to affordable fleet management software that can help you to do things like optimize routes to save on fuel – incidentally a fuel card will help your fleet save money by enabling you to keep track of that particular expense, too – use preventative maintainable features to reduce wear and tear, and automate the administrative burden of running a fleet, thus boosting productivity, amongst other things,. If your business runs a fleet, you need it in your life.

Cloud-based accounting

Let’s face it, the old shoebox full of receipts just isn’t cutting it anymore. Enter cloud-based accounting software like QuickBooks, Xero, or FreshBooks. These platforms do more than just track every cent—they analyze your spending patterns, generate real-time financial reports, and could probably make a mean cappuccino if you asked nicely. With features like automatic billing, expense tracking, and budget forecasts, you can see where every dime is going and put a leash on unnecessary expenditures.

Why will cloud-based accounting rock your world? First of all, it gives you remote access, which means you can check your financials while sipping a piña colada on the beach… or, more likely, while waiting in line at the coffee shop. Second, it syncs with your bank accounts and credit cards so you can see the financial big picture without needing a magnifying glass, and that means that you can keep a tight grip only your finances and quickly make any changes you need to keep things on track.

Digital invoicing and payments

Still sending out invoices and processing payments the old-fashioned way? That’s so last century. Digital invoicing systems like Square or PayPal streamline the billing process, get you paid faster, and reduce the mountain of paperwork threatening to take over your desk. Plus, they’re environmentally friendly—so you can save the planet while saving pennies.

As if that wasn’t enough, you can also get paid as a company faster than ever before. You see, digital invoices can be sent instantly and include a “Pay Now” button. Cha-ching! O of course, automated systems also mean less human error, unless your computer gains sentience and decides to sabotage you.


Travel expenses can add up faster than calories at a cake-tasting event, as you will undoubtedly know. The good news is, it is possible to cut down on those costs with teleconferencing tools like Zoom or Skype. Not only do you save on airfare, hotels, and per diems, but you also get to avoid airport security, which is a win in anyone’s book, which is pretty great, right?

Of course, less time traveling means more time doing—whether that’s closing deals or binge-watching your favorite series (we won’t tell). It also means you can very easily with clients and team members around the world without ever leaving your office (or home office, or kitchen table), which is a pretty neat benefit I’m sure you will agree.

Smart scheduling with AI

If scheduling meetings is taking up more time than the meetings themselves, it’s time to let AI take the wheel, because it can do that now, you know? Tools like or Calendly can automate the scheduling process, send reminders, and ensure you never double-book yourself unless you really want to clone yourself to get more done.

How does this help you to rein in your spending? Well, it gives you back more time, which means you can focus on those high value tasks that actually make you money. It also removes the need for you to spend money schmoozing that client that you forgot about, leaving them waiting for an age in the meeting room, and that will not only save you money, but also face, and maybe even a valuable client or three!

Analytics to track and optimize

Knowledge is power, and in the business world, it’s also money. Analytics tools can help you understand customer behavior, optimize your marketing strategies, and make smarter spending decisions. Google Analytics and other BI tools provide you with the insights you need to spend wisely and invest in areas that actually drive revenue.

Understanding what your customers want, how they behave, and where you can save a buck making them happy is good for you and them, which is why customer insights are such a big part of modern business right now. Not only that, but good analytics will also help you to boost your return on investment when it comes to marketing your stuff, and that means a bigger bottom line for you and a much brighter future for your business overall. Of course, you need to actually use your analytical data in your decision-making for this to work out!

As you can see, if you need to rein in your business pending as a company, there are numerous aspects of modern technology that can help you to do just that (and far more besides) so all that remains is for you to explore the tools above and find out which ones work for your company.

Published inkewlTech

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