SECTION 1
Admin & Core Infrastructure
These are the foundational tools that power your day-to-day operations. Get them right early to stay organized, professional, and efficient.
Productivity Ecosystem & File Management
Start by choosing a core productivity suite. Cloud-based is best. Two options we like include:
- Microsoft 365 Business: Includes Outlook, Word, Excel, PowerPoint, OneDrive, and Teams. Ideal for consultants who prefer a corporate-facing setup.
- Google Workspace Business: Includes Gmail, Docs, Sheets, Slides, Drive, and Meet. More intuitive for users already in the Google ecosystem.
Whichever you choose:
- Set up a custom domain (e.g., yourname@yourfirm.com) for a professional branded email.
- Work exclusively in cloud storage (OneDrive or Google Drive).
- Don’t save work files on your local machine.
- Cloud saves enable disaster recovery, remote access, and better collaboration.
- Don’t save work files on your local machine.
Pro Tip: Even if you choose Google for storage and email, you’ll still likely need a Microsoft Office license to deliver PowerPoint decks and Excel models.
Zoom (Optional, but Recommended)
- Some clients prefer Zoom for video calls, screen sharing, and recordings.
- Zoom Pro (~$20/month) gives you extended meeting limits and useful features.
- Worth keeping in your stack even if you primarily use Teams or Google Meet.
SECTION 2
Tools for Executing Client Work
Once your foundation is in place, you’ll need the right tools to deliver polished, efficient work across every engagement.
PowerPoint Templates & Efficiency Add-Ins
- Start with a clean, on-brand PowerPoint template (many are available free or via freelancers on Upwork).
- Use tools like:
- Think-Cell (~$342/year): Premier charting tool used by top firms (e.g., bar/waterfall charts, slide layout, icons).
- Efficient Elements (~$100/year): PowerPoint add-in that streamlines formatting, alignment, and exporting slides.
- Think-Cell (~$342/year): Premier charting tool used by top firms (e.g., bar/waterfall charts, slide layout, icons).
Pro Tip: Think-Cell and Efficient Elements are widely used by former consultants. They cut slide creation time dramatically—worth the investment by your second project.
Accounting & Invoicing
- Use tools like QuickBooks, Xero, FreshBooks, or Wave to:
- Track income/expenses
- Generate branded invoices
- Manage taxes and reconcile with your bank
- Track income/expenses
Pro Tip: Connect your software to your business bank account for automated bookkeeping and reconciliation. You’ll thank yourself come tax season. Need more tips on accounting & invoicing? Read here.
AI-Powered Research & Drafting Tools
- ChatGPT Pro ($20–25/month): Best-in-class for structured drafting, outlining, and analytical thinking.
- Perplexity Pro: Excels at scanning the web and surfacing specific sources.
Pro Tip: Many consultants use both, but there’s value in consolidating. Sticking with one tool lets the AI learn from your history, tone, and past projects — making it more useful over time.
Secondary Research & Market Data
- Statista (~$700/year): Great for industry data and source attribution.
- IBISWorld, ProQuest, etc.: Credible market reports, often expensive—see if your library or alumni login grants access.
Pro Tip: University alumni accounts or public libraries often offer free access to premium research portals. Worth checking before you pay.
CRM & Pipeline Tracking
- When starting out, use Trello, Airtable, or Excel to manage:
- Outreach lists
- Follow-ups
- Proposals and projects
- Outreach lists
- As you scale, consider a lightweight CRM like HubSpot or Notion CRM templates.
Pro Tip: Set recurring calendar reminders to check in with warm leads—most consulting sales cycles take weeks or months, and follow-up is key to closing.
SECTION 3
Final Thoughts
Build a tech stack that works for you. You don’t need the tools of a big consulting firm, but you do need to look professional and deliver with polish. The tools that you ultimately choose will depend on you, your area of expertise, and your preferences. Invest in a system that will allow you to do your work, and do it well.
Expect to spend ~$100–150/month on your full tech stack, or about $1,200–1,800/year.
Prioritize tools that:
- Make you easy to hire
- Make you efficient to work with
- Help you deliver high-quality work