You don’t need to be an IT expert to have a tech stack—if you run a business, you already have one. The software tools and apps you use daily keep things running. But let’s be honest: small business owners and entrepreneurs don’t always build their tech stacks strategically.
It happens a little at a time until suddenly, you’re drowning in tools.
Maybe you signed up for a project management tool because your team members needed something fast. Then, you added an invoicing app, a CRM, and an email marketing platform. Before you knew it, you had too many software tools that didn’t work well together.
Or maybe you’re on the other side, relying on spreadsheets and email when a few well-integrated tools could save you work hours.
The right tools streamline business operations, cut costs, and boost efficiency. A bloated, messy stack does the opposite. So, how do you build a tech stack that helps your business grow? Let’s break it down.
Table of contents
- What is a tech stack, and what’s in it?
- Why your business tech stack matters
- What is tech debt?
- Benefits of understanding your business tech stack
- Building a small business tech stack and outsourcing support
What is a tech stack, and what’s in it?
A business technology stack is the tools that keep your company running. It includes apps, software, and platforms for sales, marketing, customer service, and operations.
No two tech stacks are the same:
- A startup might choose low-cost, flexible tools
- A growing business may need complex integrations and automation
- A graphic design agency might rely on creative software, making that the core of their tech stack
- An ecommerce store needs inventory management and payment processing more than anything else
You build your tech stack around what’s important to you. If Salesforce is the center of your stack, everything should connect back to it.
Common types of tools in a business tech stack:
- Website platform – WordPress, Shopify, Wix
- Customer relationship management (CRM) – HubSpot, Salesforce, Zoho
- Content management system (CMS) – WordPress, Webflow
- Analytics tools – Google Analytics, Hotjar, Domo
- Marketing automation – Mailchimp, Klaviyo
- Collaboration tools – Slack, Asana, Trello
- Video conferencing – Zoom, Microsoft Teams
- Accounting software – QuickBooks, Xero
- HR and payroll tools – Gusto, BambooHR
- Cybersecurity – Microsoft Defender, LastPass
- Workflow automation – Power Automate, Zapier
The right mix of tools can simplify operations, cut costs, and improve efficiency.
But too many apps—or the wrong ones—can create more headaches than solutions. Think about it this way.
Say you have a WordPress website, a third-party form tool, and Salesforce. You have to be able to embed that form on the website and route those leads into Salesforce. And you need to be able to do it at scale and affordably.
Why your business tech stack matters
Your tech stack is the backbone of your business operations. The right tools keep everything running smoothly. Poorly integrated or wrong-fit tools waste your time and money.
Plus, employees spend only 27% of their time on the work they’re hired to do. The other 73% of their time goes to data entry, inbox management, and other manual repetitive tasks.
The right tech stack should be designed to reduce the time spent on non-core tasks and increase your time on core tasks – moving that 27% to closer to 50% or higher!
One key factor? How your tools interact with each other. If your CRM doesn’t sync with your email marketing platform or your analytics tool isn’t pulling data correctly, you’ll waste time on manual work and miss valuable insights.
The more integrated your stack is, the more efficient your business becomes.
Core vs. department-specific tech stacks
- Core tech stack – These are the essential tools used across your entire company, like your CRM, project management software, and messaging platform. (i.e. Salesforce, Monday.com, and Slack)
- Department tech stacks – Specialized tools for each team. Marketing might use an SEO tool, while HR relies on payroll software.
A well-structured business tech stack makes team collaboration easier, eliminates redundant subscriptions, and helps your business scale efficiently.
Learn more: Google Meet vs Microsoft Teams vs Zoom: Which One is Best?
What is a core business tech stack?
A solid tech stack doesn’t have to be complicated—it just needs to be the right fit for your business. Many companies use the Microsoft suite because it’s secure, integrated, and familiar.
Example Microsoft-based tech stack:
- Communication & collaboration – Microsoft Teams
- Project management – Microsoft Planner
- Email & calendar – Outlook
- Document management – OneDrive & SharePoint
- CRM & sales management – Microsoft Dynamics 365
- Business intelligence & reporting – Power BI
This setup works well for businesses that want an all-in-one system with strong security and collaboration features.
But not every company has the same needs.
- Small businesses may prefer budget-friendly tools like Google Workspace and Trello
- Growing companies might mix and match—using Microsoft for core tools but integrating third-party apps like Slack or Monday.com for flexibility.
- Large enterprises often require advanced customization, choosing software that scales with them.
Read more: Microsoft Word vs. Google Docs: A side-by-side comparison
What is a marketing tech stack?
Your marketing tech stack powers your brand’s online presence. It includes tools for content creation, SEO, marketing automation, data management, social media management, and paid advertising.
But it’s not just about having great marketing tools.
Your marketing-specific tools also need to integrate with your core business tech stack to ensure data flows smoothly between teams.
A disconnected marketing stack can lead to inefficiencies, duplicate efforts, and missed opportunities. The key is choosing tools that work well together and with your CRM, analytics, and communication platforms.
- Customer relationship management (CRM): HubSpot, Salesforce, or Microsoft Dynamics
- Email marketing & automation: Mailchimp, Klaviyo, or ActiveCampaign
- SEO & analytics: SEMrush, Ahrefs, Google Analytics
- Social media management: Hootsuite, Buffer, or Sprout Social
- Paid advertising & tracking: Google Ads, Meta Ads Manager, or LinkedIn Campaign Manager
- Content management system (CMS): WordPress, Webflow, or HubSpot CMS
- Marketing attribution & reporting – HubSpot Analytics, Google Data Studio
Your marketing tech stack should integrate with your core tools, as well as anywhere your data flows – like to sales reps and your customer success team.
Think about where your data flows (even map it out if you can) and make sure you can track across touchpoints.
Read more: Microsoft Planner vs. Trello: How to Choose Your Project Management Tool
What is a sales tech stack?
A strong sales tech stack helps your team track leads, close deals, and manage customer relationships. It typically includes tools for prospecting, sales enablement, data management, and performance tracking.
But just like marketing tools, your sales software needs to integrate with your core tech stack—especially your CRM, communication tools, and analytics platforms. A well-connected sales stack ensures that customer data is accurate and accessible across departments, preventing lost leads and missed opportunities.
- Customer relationship management (CRM): HubSpot, Salesforce, or Microsoft Dynamics 365
- Sales enablement: Seismic, Highspot, or Showpad
- Lead prospecting & data management: LinkedIn Sales Navigator, ZoomInfo, or Apollo.io
- Call recording & coaching: Gong, Chorus, or Wingman
- E-signature & contract management: DocuSign, PandaDoc, or HelloSign
- Sales analytics & reporting: Google Data Studio, Power BI, or Clari
- Sales engagement & outreach – Outreach.io, Salesloft
A well-structured sales stack makes it easier for reps to focus on sales rather than manual data entry, while also providing managers with the ideas they need to optimize pipelines and improve performance.
The best sales tech stacks are built for efficiency and integration. Data should flow between sales, marketing, and customer support to create a smooth customer journey.
Read more: How to outsource sales support
What is tech debt?
Tech debt happens when a business accumulates too many tools, outdated systems, or inefficient software choices that slow things down instead of making work easier.
It’s what happens when quick fixes and add-ons pile up, creating a bloated, complicated tech stack that drains time, money, and productivity.
A messy tech stack might not seem like a big deal at first, but over time, it can cause significant inefficiencies:
- Spiraling costs – Paying for tools you don’t use or that duplicate functions.
- Wasted time – Teams juggling multiple apps that don’t sync properly.
- Security risks – Outdated software can leave businesses vulnerable to data breaches.
- Reduced productivity – Workflows become clunky, and employees spend more time managing tools than getting work done.
Tech debt in action
Take it from us—your tech stack can quickly spiral out of control if you’re not careful. At Prialto, we realized we had too many disconnected tools that were costing us more than they were helping.
By the end of 2022, our software subscription costs had ballooned to over $600,000 annually—a staggering amount for a company of our size.
This bloat not only strained our budget but also led to inefficiencies and reduced productivity. Recognizing the issue, we streamlined our tech stack by consolidating tools and adopting integrated solutions like Microsoft 365, which helped us cut unnecessary expenses and improve overall operations.
Read more: I fell back in love with Microsoft: Fixing Prialto’s bloated subscription tech stack
Tech debt doesn’t just hit your budget—it slows down teams and creates frustrating, inefficient workflows. Regularly auditing your tech stack and removing redundant or underused software helps keep things lean, efficient, and cost-effective.
Benefits of understanding your business tech stack
Every business has a tech stack—whether it was carefully planned or held together with tape and glue. Many small businesses buy software as they need it, without thinking about how everything fits together. And while that might work in the short term, a scattered, unorganized tech stack can create major headaches down the road.
When you take the time to understand and optimize your tech stack, you unlock benefits like:
- Better decision-making when scaling – Knowing what tools you already have (and where the gaps are) helps you make smarter choices as your business grows.
- Streamlined troubleshooting – When issues arise, a well-organized tech stack makes it easier to pinpoint problems and fix them fast.
- Lower risk of data breaches – Redundant or outdated tools can leave security gaps. A well-managed stack reduces vulnerabilities.
- Cost savings – Eliminating duplicate or unused software cuts unnecessary spending.
- Improved efficiency – Integrated tools reduce manual work and ensure data flows seamlessly between teams.
- Easier employee onboarding – A structured tech stack means new hires spend less time learning scattered tools and more time getting things done.
- Better customer experience – When your tech works well behind the scenes, sales, marketing, and customer support teams can provide a smoother experience.
Taking control of your tech stack doesn’t always mean adding more software. Instead, it involves making smarter choices to keep your business running efficiently.
Building a small business tech stack and outsourcing support
At Prialto, we specialize in providing managed virtual assistant services that help businesses streamline operations, including building and maintaining their tech stacks. We’ve worked with countless teams to optimize their tools, eliminate inefficiencies, and create systems that scale.
Read more: The Ultimate Guide to Hiring Virtual Assistants
A well-structured tech stack is only part of the equation—having the right support in place is just as important. Many small and mid-sized businesses struggle with managing their software, keeping data organized, and ensuring their tools are being used effectively. That’s where outsourcing comes in.
How outsourced support fits into your business tech stack
- Onboarding and maintaining tools – A VA can help set up, integrate, and troubleshoot your software so your team can focus on their core work.
- Data entry and management – Keeping CRM records clean, updating analytics, and organizing digital assets ensures your stack runs smoothly.
- Process optimization – Outsourced support can help identify redundancies and recommend more efficient ways to use your tech.
- Reducing tech debt – A VA can track software usage, flag unused subscriptions, and help your team avoid unnecessary costs.
Building the right tech stack means making sure it works with your day-to-day operations. With the right tools and the right support, your business can scale efficiently while avoiding the pitfalls of a bloated, disorganized system.
If your team is ready to simplify operations and take control of your tech stack, Prialto can help. We provide expert-managed virtual assistants who keep your systems running smoothly so your team can focus on what they do best.
Ready to see how much time Prialto’s managed virtual assistants could save you in 2025? Talk to our team today.