Our Tech Stack - 5 Awesome Tools We Use at Web Goddess

One of the things we often get asked is how we create such a slick process for our web design clients, and the answer is – a whole lot of trial and error!

So in an effort to save you the time, effort, and hassle checking out all the tech on the market, here is the Web Goddess Tech Stack in all its glory.

These are the tools we’ve tried-and-tested (trust us it’s been a process!) and use every day to keep things ticking over smoothly, look professional as hell, and save us a tonne of time. We’ve only included the tools we use to help run our business, rather than industry-specific tools for web design & SEO, we’ll save those for another time.

Some are free, others are premium but all are super important to our business. We’ve included our affiliate link for those premium plans, because if you like what you see, we’d appreciate the click through so we benefit from your discovery too!

1. Capsule – CRM and Project Management in One

Capsule is the best CRM (customer relationship manager) we’ve found – and we’ve tried a load! It keeps track of leads, customers, tasks, and all the bits in between. We also use it for client project management so the whole team knows where we are on every website project.

As another UK company, we love that the team listens to user suggestions too and there is a great network of Capsule experts out there to help set up your systems if you need help.

If you’d like to read exactly how much Capsule has helped our business you can read our customer story on the Capsule website.

Pros

• Simple interface that’s easy to use

• Great contact and sales pipeline management

• Customisable with tags and filters

• Integrates with email, calendars, and even FreeAgent

• Manage client work from contact to completion & ongoing maintenance

Cons

• Project management features are basic (but suit our needs)

• Lacks advanced automation tools

• May not be ideal for complex sales teams or large enterprises

Investment-from £14pp + VAT per month when billed annually

2. FreeAgent – Our Accounting Sidekick

We love keeping on top of our numbers, but also using software that makes it clear and simple is important to us. We discovered FreeAgent a few years ago as it came free with a Mettl account from NatWest (still a great business account if you are starting out). We loved it that much that we’ve never looked for a replacement. That should be all the endorsement you need for software!

It’s perfect for small businesses – FreeAgent tracks expenses, sends invoices, chases payments, sorts our PAYE and pension payments for staff along with VAT and Corporation Tax and even files self-assessment returns if you need it to.

Pros

• Cloud-based and really user-friendly

• Integrates directly with your bank

• Submits your payroll and VAT returns at the click of a button

• Great for freelancers and small businesses

• Based in the UK so totally gets our tax system

• Free if you have a Mettl account from NatWest

Cons

• Might be too complex for sole traders with simple needs

• Limited customisation on invoice templates

• May not be ideal for larger teams with complex accounting

Investment – free with a Mettle, NatWest or RBS bank account or from £190 + VAT per year for sole traders.

3. TidyCal – Booking Appointments Made Easy

If you’ve used Calendly before then TidyCal is a great alternative. Forget the email ping-pong trying to schedule a meeting. TidyCal lets people book time straight into your calendar – and the best bit? It’s a one-off payment, not another subscription!

Pros

• One-time payment (hallelujah!)

• Integrates with Google and Outlook

• Customisable booking pages

• Handles free and paid appointments

Cons

• Lacks some of the bells and whistles of Calendly (but it’s improving all the time)

• Interface can feel a bit clunky

• No mobile app yet

Investment – currently a one-off payment of $39 USD for life!

4. Fathom – Clever AI Notetaker

Ever come out of a Zoom call wondering what the hell was said? Fathom to the rescue! It takes notes for you during meetings and even timestamps the highlights so you can just click and listen back.

It's perfect for capturing all the important parts of every meeting and allows you to really listen to what's happening without having to take notes throughout.

Pros

• Automatic meeting summaries

• Highlights and timestamps

• Works with Zoom, Google Meet, etc.

• Saves hours of post-meeting admin

Cons

• AI isn’t perfect – double-check summaries

• Needs permission settings sorted for team use

Investment – free version available then from $15pp per month when billed annually

5. Proposify – Proposals Without the Palaver

Sales proposals used to take us ages – now they don’t. Proposify lets us create beautiful, branded proposal templates that we can simply tweak for each client. Total game-changer.

We can send out all of our information, T&Cs and contract and clients sign electronically – and they can even download a PDF of the completed document for their records.

Pros

• Drag-and-drop proposal builder

• Tracks when a proposal is opened

• Easy e-signatures

• Saves loads of time with templates

Cons

• Learning curve to get your first template set up

• Slightly pricey for what it is if you're only sending a few proposals a month

Investment – from $19pm when billed annually

Any of these tempt you?

Tech doesn’t have to be scary or soulless. These 5 tools are the ones we genuinely rely on to keep Web Goddess running like a dream. They save time, make life easier, and help us look more professional without the stress.

These are just the top five we use every day, but we have plenty more so maybe part 2 will be on its way soon…

Got any questions about how we use these in real life? Drop us a message – we’re always happy to share how we do things.

Prices valid May 2025