73% of SMBs use more than 10 different digital tools. But how many are actually connected to each other?
The result: siloed data, duplicate entries, and teams spending more time searching for information than creating value.
Tool structuring is not an IT project. It's an operational clarification project. By the end of this guide, you'll know how to map your tools, identify duplicates, and create a coherent ecosystem.
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Request a free audit1. The "Scattered Stack" Syndrome
Do you recognize yourself in this situation?
- Your CRM doesn't talk to your invoicing tool
- Sales reps use Excel alongside the "official" CRM
- No one really knows where to find the latest client quote
- Each department has "its" preferred tool
This is not a tools problem. It's a governance problem. SMBs accumulate tools over the years, often without a global strategy.
Scattered Stack
10+ tools, dispersed data, daily duplicate entries, no consolidated view.
Structured Stack
5-7 connected tools, single source of truth, automations between tools, unified dashboards.
2. The 6 Essential Tool Categories
Every structured SMB needs to cover these 6 domains:
CRM (Customer Relationship)
The heart of your commercial activity. Examples: HubSpot, Pipedrive, Salesforce.
ERP / Management (Invoicing, Accounting)
Your financial flows. Examples: QuickBooks, Xero, FreshBooks.
Project Management
Task organization and tracking. Examples: Notion, Asana, Monday.
Internal Communication
Daily exchanges. Examples: Slack, Teams, Google Chat.
Documentation
Knowledge base. Examples: Notion, Confluence, structured Google Drive.
Analytics / Reporting
Dashboards and KPIs. Examples: Metabase, Looker Studio, Power BI.
3. The 4-Step Structuring Methodology
Step 1: Audit the Existing Setup
List ALL tools used in the company (including "hidden tools" like shared Excel files). For each tool, note:
- Who uses it (department, number of people)
- What for (primary use case)
- Monthly/annual cost
- Connections with other tools
Step 2: Identify Duplicates and Gaps
You'll probably discover:
- Duplicates: 2 project management tools, 3 file storage solutions
- Gaps: no centralized CRM, no formalized documentation
- Missing connections: the CRM doesn't sync with invoicing
Step 3: Define the Target Stack
Choose ONE tool per category. Prioritize tools that:
- Integrate natively with each other (via API or connectors)
- Have good documentation and support
- Are suited to your size (no "enterprise" solution for 15 people)
Step 4: Plan the Migration
Never migrate everything at once. Proceed in waves:
- Wave 1: The critical tool (often the CRM)
- Wave 2: Tools connected to the first one (invoicing, communication)
- Wave 3: Secondary tools (documentation, analytics)
"A well-structured tool stack is like a well-organized kitchen: you find everything in 3 seconds and can cook efficiently."
4. Classic Mistakes to Avoid
Mistake 1: Choosing the tool before defining the need. "Let's get Salesforce because it's the leader" often means oversized for an SMB.
Mistake 2: Neglecting adoption. An unused tool is a cost, not an investment.
Mistake 3: Underestimating integrations. "They'll communicate via Excel export" is a recipe for failure.
5. Concrete Example: 25-Person SMB
Here's a typical structured stack we recommend:
| Category | Recommended Tool | Budget/month |
|---|---|---|
| CRM | HubSpot or Pipedrive | $200-400 |
| ERP/Invoicing | QuickBooks | $150-300 |
| Project + Docs | Notion | $200 |
| Communication | Slack | $175 |
| Automation | Make or n8n | $50-100 |
Total cost: ~$800-1,200/month for a complete and connected infrastructure.
Go Further
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