Running a small business in Australia has never been easy. 

You need to think of your finances, keeping your customers happy and staying ahead of the competition. 

With a lot going on, you might be feeling stretched thin. 

Here’s why the right tools matter, transforming the way small business owners manage their operations.

In 2025, technology is evolving fast, offering smarter, more affordable ways to streamline operations, boost efficiency and help your business thrive. 

Let’s dive into the must-haves that can keep you organised, connected and ready for growth.

Why Small Businesses Need the Right Tools

The landscape for small businesses in Australia is changing rapidly. 

According to the Australian Bureau of Statistics (ABS), small businesses make up 97.2% of all businesses in Australia, employing over 4.8 million people. 

However, with rising costs, increasing cyber threats and the push for digital transformation, staying competitive means embracing tools that save time and money. 

Whether you’re a café owner, a tradie or a retailer, the right tools can help you manage your operations, from bookkeeping to customer relationships, while keeping your business secure.

Here’s a breakdown of the top tools for managing a small business in 2025, designed to simplify your day-to-day and make things easier for you. 

1. Accounting Software

Managing finances is a top priority for any small business and manual spreadsheets just don’t cut it anymore. 

In 2025, using cloud-based accounting software can be helpful, offering real-time insights and automation to reduce errors. 

These tools can also help you stay compliant with Australian tax laws, like the goods and services tax (GST) and the 2024-25 financial year requirements, which include changes to superannuation and business name fees starting July 1 this year. 

Here are some of the accounting tools for small businesses:

• Xero: Xero offers user-friendly features, such as invoicing, payroll and bank reconciliation.
  
  It integrates with over 1,000 apps, making it ideal for syncing with other tools.
  
  Xero’s automation can save you hours on tasks (e.g., GST compliance) and its mobile app lets you manage finances on the go.
  
  
• QuickBooks Online: Known for its intuitive interface, QuickBooks simplifies invoicing, expense tracking and tax preparation.
  
  It’s great for businesses that need to manage multiple portfolios or trading activities.
  
  
• Wave Accounting: If budget is a concern, Wave offers free accounting software that’s secure and accountant-approved.
  
  It’s ideal for connecting bank accounts and preparing for tax time.

Pro Tip: Pairing your accounting software with Business Insurance can help protect your finances from unexpected claims. A small mistake in your books could lead to costly disputes, so having the right cover is key.

2. Customer Relationship Management (CRM)

Personalisation is a big trend in 2025, with customers expecting tailored experiences. 

A CRM system helps you understand your customers better, track interactions and boost loyalty. 

Using data-driven tools, like CRMs, can improve customer retention.

Below are some of the CRM tools often used:

• HubSpot CRM: HubSpot’s free plan can be perfect for small businesses, offering contact management, email tracking and deal pipelines.
  
  Its paid plans add advanced features including AI-driven analytics.
  
  
• Zoho CRM: Affordable and scalable, Zoho offers tools for sales automation, customer support and analytics.
  
  It’s suitable for businesses looking to integrate with other Zoho apps.
  
  
• Salesforce Essentials: Designed for small businesses, this CRM can provide lead tracking and customer insights in a simple package.

A CRM tool can be your ‘assistant’ in spotting trends (e.g., which services your customers prefer) and tailor your offerings.

3. Point of Sale (POS) Systems

For businesses with physical or online storefronts, a modern POS system is important. 

POS tools are more than just payment terminals; they integrate inventory, payroll and analytics. 

With Australia’s high penetration of POS devices, choosing a system that does more than process payments is critical.

Here’s a selection of POS systems:

• Square: Known for its simplicity, Square offers affordable hardware and integrates with Xero for seamless accounting.
  
  It’s ideal for businesses with frequent in-person transactions.
  
  
• Clover: Recently launched in Australia, Clover provides all-in-one systems with barcode scanning, inventory management, and payroll.
  
  It’s highly customisable with over 700 third-party integrations.
  
  
• Lightspeed: Fit for e-commerce and brick-and-mortar stores, Lightspeed offers robust inventory tracking and online store integration. 

4. Cybersecurity Tools

Cybersecurity is non-negotiable in 2025, with the World Economic Forum estimating that cyberattacks could cost businesses globally over US$10 trillion this year. 

Small businesses are especially vulnerable as they often lack the resources for advanced, sophisticated security. 

The Australian Cyber Security Centre (ACSC) offers free resources to help but investing in simple tools can go a long way.

Explore these cybersecurity tools:

• NordVPN Business: Encrypts your internet connection to protect sensitive data, especially for remote teams.
  
  
• LastPass: A password manager that securely stores and shares login credentials, reducing the risk of breaches.
  
  
• Malwarebytes: Affordable malware protection that scans and removes threats in real time.

Quick Tip: A data breach could cost you thousands in recovery and lost trust. That’s why it’s best to complement your cybersecurity tools with Cyber Insurance. 

5. Project Management Tools

Keeping projects on track is a challenge for any small business. 

Project management tools help you assign tasks, track progress and meet deadlines without the chaos. 

In 2025, these tools are more collaborative and AI-driven, making teamwork easier.

Check out these project management tools:

• Trello: Uses boards and cards to organise tasks visually.
  
  Its free plan is great for small teams and integrations with Slack and Google Drive boost productivity.
  
  
• Asana: Offers advanced features, such as timelines and workload management, ideal for businesses juggling multiple projects.
  
  
• Monday.com: Highly customisable with automation features, Monday.com suits businesses with complex workflows.

6. Digital Marketing Tools

With only 39% of Australian small businesses deriving significant revenue from online sales, building a strong digital presence is a huge opportunity. 

Digital marketing tools help you reach customers through social media, email and SEO.

These digital marketing tools are great for small businesses:

• Canva: Create professional graphics for social media, flyers and websites with ease.
  
  Its free plan and AI-powered design tools make it accessible for beginners.
  
  
• Mailchimp: Offers email marketing, automation and analytics to engage customers.
  
  Its free plan supports up to 500 contacts.
  
  
• SEMRush: Helps optimise your website for search engines with keyword research and competitor analysis

Takeaway: Authentic content is a major trend in 2025. Use tools like Canva to create genuine, relatable posts that showcase your brand’s story. Always remember that customers value transparency and authenticity over polished ads.

Bonus: Government Support and Grants

The Australian government is stepping up to support small businesses. 

The National Small Business Strategy, launched in February 2025, aims to coordinate support across federal, state and territory levels. 

You can access grants and programs through business.gov.au, including:

• Energy Bill Rebates: Up to $150 off energy bills for eligible small businesses until the end of 2025.
  
  
• Cyber Health Check: Free tools to assess and improve your digital security.
  
  
• Research and Development (R&D) Tax Incentive: Funding to support innovation and product development.

Choose Tools That Work for You

Adopting tools can help you save time, cut costs and focus on the growth of your small business. 

Cybersecurity tools and insurance are also just as critical to keep your business secure. 

The key is to choose tools that fit your budget, needs and goals.

As an insurance broker, our team at Tank Insurance can assist you in navigating the risks of running a business. 

If you want to learn more, you can get in touch with us today and read our blog and Health Check eBook!