While constantly juggling multiple roles, the right tool can make the difference between feeling overwhelmed and staying in control. Time-saving tools aren’t just about automation—they’re about simplifying workflows, reducing decision fatigue, and freeing up mental space to focus on what truly matters.
23 entrepreneurs share the one tool that saved them the most time in the last year
From project management platforms and AI-powered assistants to automation software and communication tools, smart tech choices can dramatically change how efficiently a business runs. They improve consistency, productivity, and overall work quality.
We asked founders, business owners, and professionals to reflect on the tools that had the biggest impact on their daily workflows, and how those tools helped them work smarter, not longer. Here’s what they had to share:
1. ChatGPT and automation
The main tool that saved me time was using ChatGPT properly. It not only wrote emails, but also helped me design a 4-hour workshop. I cannot count the time I saved by not doing it all myself. ChatGPT wrote it, I edited it, and it was good to go. Secondary to that, using my automation feature in my platform Simplify Your Tech (a white label of Go High Level) saves a LOT of time and energy doing follow-ups, reminders, etc.
Thanks to Kat Milner, Simplify Your Tech!
2. Jotform
Before Jotform, our team was manually sorting through messages, figuring out urgency levels, and routing requests, which meant delays and stress. Now, our intake forms automatically capture key details, qualify leads, and escalate enquiries to the right team member based on treatment type, timeline, and budget. What used to take hours of back-and-forth now happens instantly. It’s freed up our customer service team to focus on high-touch consultations rather than administrative triage, and our response times have improved dramatically.
Thanks to Sarah Hien Tran, Glamjet!
3. Cold exposure
The tool that saved me the most time in the last year wasn’t software, it was cold exposure, specifically ice baths. As a founder, I’ve found that time isn’t just lost to tasks; it’s lost to mental fatigue. Whenever I hit that drained, foggy point midway through the day, a short ice bath reliably gives me a full second wind. Decision-making sharpens, procrastination drops away, and I can compress hours of low-output work into a focused block. It’s essentially a biological reset button. By restoring clarity and energy quickly, it’s allowed me to work fewer hours while getting more done, which, in practice, has saved me more time than any app or system I’ve used.
Thanks to Mick Owar, Primal Recovery!
4. Pocket
Pocket is an app that has greatly helped me save time in many ways. This app makes it easy to save articles and web pages for later reading, eliminating the risk of losing valuable content. With a simple click, articles can be bookmarked from the browser, and the clean reading interface removes distractions for a better experience. Pocket organizes saved content efficiently and allows access offline, making it convenient to catch up on reading anytime. It has streamlined content consumption and enhanced productivity.
Thanks to Josh Qian, LINQ Kitchen!
5. AI SOPs
The tool that saved me the most time in the last year has been a combination of internal AI agents layered on top of our SOPs. Instead of repeatedly answering the same operational questions, we trained AI on our processes so teams could self-serve answers instantly. That single shift removed constant interruptions, reduced decision fatigue, and forced us to document how the business actually runs, not how we thought it did. The time savings didn’t just come from automation, but from clarity that came from fewer meetings, fewer Slack pings, and far less rework.
Thanks to Deepak Shukla, Pearl Lemon!
6. RescueTime
RescueTime has easily saved us the most time in the last year. It gave real visibility into where time was actually going, not where we thought it was going. We see this all the time with business owners. They’re busy, but not always focused on the work that moves the business forward. Once you can see the patterns, meetings that run long, constant context switching, and deep work getting squeezed out, you can fix them quickly. The biggest value wasn’t productivity for productivity’s sake. It was better decisions about what deserved attention and what didn’t. That clarity alone freed up hours every week.
Thanks to Morgan Wilson, Creditte!
7. AI transcription
The tool that saved me the most time this year was AI-assisted transcription and drafting software tied directly to my case notes. This tool changed that. I dictate thoughts immediately after hearings, upload recordings from client meetings, and within minutes, I have organized text I can refine instead of building from scratch. It cut my paperwork time in half and let me focus on thinking, not typing. In my practice, time matters because clients call in crisis and courts move fast. Anything that shortens the gap between information and action is priceless.
Thanks to Jonathan F. Marshall, The Law Offices of Jonathan F. Marshall!
8. CRM system
The tool that saved me the most time last year was, without a doubt, our CRM system. Before we integrated it, managing model portfolios, client communication, and bookings was a logistical nightmare spread across multiple platforms. Now, everything is centralized and automated. We chose HubSpot, and it’s been a game-changer. It handles the tedious tasks like follow-ups and scheduling, freeing up my team to focus on the creative and strategic sides of the business, which is where we truly add value.
Thanks to David Ratmoko, Metro Models!
9. AI intake
The tool that saved me the most time this year was a combination of Clio Grow and an AI meeting transcription tool that feeds directly into our case notes. Before this, I spent hours after consults rewriting conversations, summarizing strategy, and organizing follow-ups for my team. Now every call is recorded, transcribed, summarized, and tagged to the matter within minutes. It changed how quickly we move from intake to action. This tool quietly became our operational backbone. It gave me back several hours each week and removed friction I did not realize was draining us.
Thanks to Charlotte Christian, Summit Family Law!
10. Project management
This past year, project management software has been an absolute lifesaver for Magnolia Home Remodeling Group. Managing multiple home remodeling projects at once can get overwhelming, with schedules, budgets, and team updates coming from every direction. With this tool, all of that information is in one place, which makes staying organized much easier. I can see where every project stands, track progress, and address issues before they become bigger problems. By reducing the time spent chasing updates and creating spaces our clients genuinely love.
Thanks to Victor Fiore, Magnolia Home Remodeling Group!
11. AI meeting recaps
Microsoft Teams' AI-powered Recap feature was a huge time-saver for me in 2025, and honestly, it still is. It automatically transcribes meetings, pulls out the key points, and highlights action items, so I can really focus during calls without scrambling to take notes. I'm constantly switching between internal priorities, supplier issues, and client conversations. Having a recap of every meeting feels like having a personal chief of staff in every meeting. It cuts down the time I spend recapping and following up by hours each week and helps me make faster decisions without missing a beat.
Thanks to Lasse Borg, Carccu!
12. Digital legal research
The tool that saved me the most time this year isn’t flashy, but it’s invaluable: a digital legal research platform. Staying on top of case law, statutes, and precedent is critical in criminal defense, and being able to search and analyze decisions quickly allows me to craft stronger arguments without wasting hours flipping through books or scattered notes. This tool has streamlined the research process, giving me immediate access to resources I need, whether I’m preparing for a hearing, negotiating a plea, or defending a trial. Time in criminal defense is always at a premium; court schedules change, evidence deadlines loom, and clients are counting on me to act efficiently.
Thanks to Steven Rodemer, Law Office of Rodemer & Kane!
13. Project management
The project management software we started using last year has saved us an incredible amount of time. Managing multiple fence installations across Phoenix, from residential chain-link fences to large commercial wrought iron projects, used to require a lot of juggling. Keeping track of schedules, materials, and custom gate fabrications often pulled me away from working directly with clients. Now, with everything organized in one place, the team knows exactly what’s happening on every job site. Updates, which keep projects running smoothly and reduce confusion.
Thanks to Tom Curtis, Western Fence Company!
14. Online scheduling
Managing bookings used to take up a huge part of my day. Between tracking appointments on paper, double-checking schedules across multiple locations, and fielding calls from clients trying to book or change times, it felt like I was spending more time managing the calendar than actually running the shop. Switching to our online scheduling system completely changed that. Now, clients can book directly through the website or app, appointments are automatically organized across all locations, and I can see the day at a glance without flipping through notes. It’s streamlined the process and saved hours every week.
Thanks to Daniel Chulpayev, Made Man Barbershop!
15. Custom CRM
The tool that saved us the most time in the last year wasn’t a single off-the-shelf app, but the continued development of our own operational systems, particularly our custom CRM paired with AI-driven route planning. By automating job allocation, route optimization, and exception tracking, we’ve dramatically reduced the amount of manual decision-making and back-and-forth that used to slow teams down. What made the biggest difference was not just speed, but clarity: fewer handoffs, fewer follow-up calls, and fewer decisions needing senior involvement.
Thanks to Andy Martin, Quickline Logistics!
16. Disciplined calendar system
Thanks to Ben Davis, The Gents Place!
17. AI medical scribe
The tool that saved me the most time was an AI medical scribe integrated into our EHR. As a doctor and ENT specialist, I used to spend hours after clinic finishing notes from sinus visits, snoring consults, and balloon sinuplasty procedures. Now the software listens during appointments and builds structured documentation in real time. I review it quickly before signing. That shift gave me back evenings with my family and more focus on patients during the day. It also reduced burnout across our team because providers no longer carry charts home. Accuracy improved since the notes reflect the natural conversation with patients.
Thanks to Dr. Don Beasley, Boise ENT!
18. Centralized project tools
My biggest time-saver has been the combination of project management systems and collaboration tools. For a founder, switching context is one of the biggest productivity drains, and having all our communication and timelines in one place has made a visible impact. These tools have allowed teams to work more quickly without having to check in with each other on a regular basis. In addition, they have helped reduce the misalignment between teams and free up time to concentrate on higher-level strategy rather than day-to-day firefighting. The greatest value is not from using the tool itself, but rather the discipline it creates around how work gets completed.
Thanks to Gabriel Shaoolian, Digital Silk!
19. Customer data platform
The tool that's been an absolute game-changer for me is our customer data platform. It's transformed how we understand homeowner behavior and renovation trends across different markets. Instead of spending hours manually analyzing spreadsheets and campaign metrics, I can now identify which flooring styles resonate with specific demographics in real-time. This has dramatically shortened our decision-making cycles and allowed us to pivot marketing strategies almost instantly. What used to take my team days of analysis now takes minutes, freeing us to focus on creative strategy and customer engagement initiatives.
Thanks to Patrick Dinehart, Really Cheap Floors!
20. Project tracking
Staying organized across multiple real estate transactions and houses this past year was made far easier thanks to a project tracking tool. Every file, deadline, and task can be seen in a single timeline, which has significantly reduced the time I used to spend double-checking details and making sure nothing fell through the cracks. From contracts to inspection reports, keeping everything in one place allows our team to move quickly and confidently. It also gives me more space to focus on clients, helping them through each step of buying or selling their homes.
Thanks to Betsy Pepine, Pepine Realty!
21. Incentive management platform
The tool that saved me the most time this past year was our fully managed employee rewards and customer rebate platform at Level 6 Incentives. Before we implemented it, managing incentive programs and rebate processes was a constant juggling act; tracking approvals, distributing rewards, and monitoring results across multiple systems took hours each week. Now, everything is centralized in one place. From issuing incentives to tracking engagement and performance, the platform handles the heavy lifting, letting me focus on bigger-picture strategy and business growth.
Thanks to Ben Wieder, Level 6 Incentives!
22. Mobile tech RX
The tool that saved me the most time this past year was Mobile Tech RX. Before using it, I was juggling texts, DMs, calls, paper notes, and my memory. Quotes took forever, scheduling felt messy, and I spent too much time chasing information instead of detailing cars. Now customers can approve estimates, book jobs, and pay invoices from their phone. I built service packages once, saved them, and sent professional quotes in minutes. The calendar keeps my route organized, and automated reminders cut down on no-shows.
Thanks to Ray Camacho, Ray's Luxury Detailing!
23. MarketSurge CRM
Managing multiple campaigns, tracking leads, and keeping up with client interactions used to feel like juggling a dozen things at once, and I often found myself buried in administrative work instead of focusing on growth. With the CRM, everything is organized in one place. I can automate follow-ups, track every interaction, and quickly see where each opportunity stands. It eliminates the small, time-consuming tasks that used to pile up, letting me focus on strategy and results.
Thanks to Reed Hansen, Market Surge!
