In this post you'll read:

• Why do the right apps matter? They save time and mental energy, keep you organized, surface real data for better decisions, prevent dropped balls, and make client/team collaboration smoother—so you can focus on the creative work.
• What apps does the Showit community swear by (and why)? Ex. YNAB for budgeting irregular income and planning expenses; Pastel for point-and-click website feedback and faster revisions; Focus Friend to build sustainable focus habits; Toggl for simple, cross-device time tracking and profitable project insights; Dupe Photos to auto-clear duplicate images and reclaim storage.
• How should I choose the right apps for my business? Start with your biggest pain point, trial free versions, pick tools that fit your actual workflow, lean on community recs, and improve one area at a time before adding more.

Running a creative business means juggling a million different things at once.

One minute you're designing a killer website for a client, the next you're trying to figure out why your budget doesn't add up, and then suddenly you're drowning in duplicate photos that are eating up all your storage space. 

(Been there, done that, bought the t-shirt.)

You don't have to do it all with just your brain power and a prayer.

Or, at least, not anymore, now that we’ve reached out to our amazing Showit community on your behalf to ask: “What apps do you swear by to keep your creative business running smoothly?”

And wow, did they deliver!

Whether you're a photographer, designer, coach, or any other type of creative entrepreneur, these app recommendations from real Showit users are absolute game-changers.

Why the right apps matter for your creative business

First of all, let's talk about why having the right apps in your toolkit is such a big deal.

When you're running a creative business, your time is literally money. Every minute you spend hunting through folders for that one file, or trying to remember how many hours you worked on a project last week, or wondering where the heck your budget went—that's time you could be spending on the work you actually love.

The right apps don't just save you time (though they definitely do that). They also:

• Reduce your mental load so you can focus on what you do best. 
• Keep you organized without having to remember everything. 
• Help you make better business decisions with actual data. 
• Prevent those “oh no” moments when something important slips through the cracks. 
• Make collaboration smoother when you're working with clients or team members

Basically, good apps are like having a super-organized business partner who never forgets anything and always knows where everything is. And who doesn't want that?!

Now, here are the apps our Showit community can't live without:

Financial Management That Actually Works

YNAB (You Need A Budget)

Recommended by: Podcast Editor Adrienne Cruz & Bookkeeper Madison Brown

If you've ever had that moment where you look at your bank account and think “where did all my money go?!”, YNAB is about to become your new best friend.

YNAB isn't just another budgeting app; it's a complete mindset shift that helps you give every dollar a job before you spend it. Our community members Adrienne and Madison both swear by it for keeping their creative businesses financially healthy.

Why it works for creatives:

• Handles irregular income like a champ (because let's be real, creative business income can be… unpredictable)
• Helps you plan for business expenses before they hit
• Shows you exactly where your money is going so you can make smarter decisions
• Has a learning curve, but once you get it, you GET it

Perfect for: Anyone who wants to feel confident and in control of their business finances, especially if your income varies from month to month.

Website Feedback Made Simple

Pastel

Recommended by: Design Partner Tori Sprankel

Tori describes Pastel as “like making a comment on a Google Doc, but on your website”, and honestly, that's the perfect way to explain it!

If you've ever tried to give or receive feedback on a website design, you know how frustrating it can be. “Can you move that button a little to the left? No, the OTHER left. And make it more… blue?” Sound familiar?

Pastel solves this by letting you point and click directly on any website to leave feedback. No more confusing email chains or trying to describe exactly which element you're talking about.

Why it works for creatives:

• Client feedback becomes crystal clear
• Streamlines the revision process
• Reduces back-and-forth communication
• Works on any website (not just the ones you build)

Perfect for: Web designers, developers, or anyone who collaborates on website projects and wants to make the feedback process way less painful.

Focus & Productivity Power-Ups

Focus Friend

Recommended by: Copywriter Amy Hanneke from Hello Co

Sometimes the biggest challenge in running a creative business isn't finding clients or creating amazing work—it's simply staying focused long enough to get stuff done.

Amy recommends Focus Friend as her go-to for maintaining productivity, and we love that it's specifically designed to help you build sustainable focus habits (not just cram more work into your day).

Why it works for creatives:

• Helps combat the creative's curse of having a million ideas at once
• Creates accountability without the pressure
• Builds better work habits over time
• Perfect for those of us who get easily distracted by shiny new projects

Perfect for: Creative entrepreneurs who struggle with staying focused or who tend to start lots of projects without finishing them (no judgment here—we've all been there!).

Time Tracking That Doesn't Suck

Toggl

Recommended by: Copywriter Sara Noel from Between The Lines Copywriting

Sara Noel knows a thing or two about running a successful creative business (if you read our Website Health Series, you might remember her amazing copywriting tips!), so when she recommends an app, we listen.

Toggl makes time tracking actually bearable—which is saying something, because most time tracking apps are about as fun as watching paint dry.

Why it works for creatives:

• Super simple to start and stop timers
• Helps you figure out what you're actually spending time on
• Makes invoicing clients way easier
• Shows you which types of projects are most profitable
• Works across all your devices

Perfect for: Anyone who bills by the hour, wants to understand where their time goes, or needs to track time for client projects.

Storage & Organization Lifesavers

Dupe Photos

Recommended by: Design Partner Sarah Kleist

Raise your hand if you've ever taken 47 nearly identical photos just to get the perfect shot… and then saved them ALL.

Sarah Kleist gets it, which is why she swears by Dupe Photos for keeping her storage organized and her sanity intact.

Why it works for creatives:

• Automatically finds and removes duplicate photos
• Frees up tons of storage space
• Helps you find the photos you actually want to keep
• Saves hours of manual organizing

Perfect for: Photographers, content creators, or anyone whose camera roll looks like it exploded with duplicate images.

How to choose the right apps for YOUR business

With so many amazing options out there, how do you know which apps are worth your time and money?

Here's our simple framework for deciding:

• Start with your biggest pain points. What part of running your business makes you want to hide under a blanket? Start there.

• Try free versions first. Most good business apps offer free trials or basic free plans. Test drive before you commit.

• Consider your workflow. The best app in the world won't help you if it doesn't fit how you actually work.

• Ask your community. Just like we did! Your fellow creatives are your best resource for real-world app recommendations.

• Don't try to fix everything at once. Pick one area to improve and master that before moving on to the next.

Your turn: What apps can't you live without?

We're always looking to expand our arsenal of business-running tools, so we want to know—what apps are you obsessed with?

Drop us a comment on Instagram (@showit) or send us an email! We might just feature your favorite app in our next round-up.

And hey, if you're feeling inspired to organize your business and get more productive, there's no better time to make sure your website is working just as hard as these apps are. If you haven't yet, check out our Website Health Series to make sure your site is doing everything it can to support your creative business goals!

Remember: you don't have to do everything yourself. Sometimes the smartest business decision you can make is investing in tools that make your life easier—so you can spend more time doing what you love and less time on the stuff that makes you want to pull your hair out.

Your creative business deserves to run smoothly, and with the right apps in your toolkit, it absolutely can. 🎉

Ready to build a website that works as smartly as these apps? Start your free 14-day Showit trial today—no credit card required!