The detailed breakdown of Kinsey's Tech Stack to run her wedding venue, Vista View Events for less than $400/month.
Here's the List:
Creative & Design Tools
Canva Pro - $20/month
All social media content (Instagram carousels, Facebook posts, Reels covers)
Photo editing and headshot retouching
PDF guides and digital products
Physical printed materials (thank you cards, planners, branded envelopes)
Client Management System
Dubsado - $20/month
Central CRM for all client relationships
Contract and agreement storage
Client portal functionality
Custom lists and client-specific resources
Inquiry form creation and website embedding
AI-Powered Productivity Suite
Three AI Tools - $56.66/month total
ChatGPT Pro ($20/month): Primary AI assistant
Claude ($20/month): Alternative AI perspective
Perplexity ($16.66/month, paid annually): Research and fact-checking
Business Communications
OpenPhone - $64/month
Professional business phone line on personal device
Business hours automation
Custom voicemail messages
Text messaging capabilities
Multiple number and user management
Alternative mentioned: Grasshopper as backup option
Financial Management
QuickBooks - $35/month
Essential bookkeeping software
Tax preparation streamlining
Monthly reconciliation capabilities
Key advice: Start early, even with minimal revenue
Website & Online Presence
Squarespace - $22.33/month (annual billing)
Website hosting and management
E-commerce capabilities for future products
Built-in email system (though not used)
Integration with other tools
Email Marketing & Client Communication
FloDesk - $64/month
Beautiful, customized client emails
Automated check-in sequences
Annual "wedding year" celebration emails
New client follow-up automation
Integration with lead capture system
Automation & Integration
Zapier - $29/month
Connects Dubsado inquiry forms to FloDesk sequences
Automated workflow triggers
Eliminates manual data entry
Set-and-forget functionality
Professional Email & Productivity
Google Workspace - $25.50/month
Professional email addresses (@vistaviewevents.com)
Gmail interface with business features
User management capabilities
Multiple inbox organization
Scheduling & Appointments
Acuity Scheduling - FREE
Automated booking system
Tour and consultation scheduling
Final walkthrough coordination
Phone call appointments
Cost-saving tip: Included with Squarespace subscription
Key Takeaway:
Budget-Friendly
Total investment under $400/month for a established venue
Strategic tool selection based on actual usage
Annual payment discounts when available
Tool Selection Philosophy:
"The tool that works is the one you actually use"
1. Regular business audits to eliminate unused subscriptions
2. Focus on integration and automation over individual features
Growth Considerations:
Tech stack has evolved over 9 years of business
Started with much lower monthly investment
Each tool serves multiple purposes to maximize value
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