Growing a tech consultancy is harder than it looks.
You start with a small team. Everyone does everything. Communication is easy because you're all in the same room (virtual or physical). The founder makes most decisions.
Then you grow. You hire more people. You take on more clients. The complexity compounds.
Suddenly, you're spending more time managing the business than doing the work. Projects slip. Clients complain. Your team burns out.
This is the consultancy growth trap. And the solution is simple: the right tools, at the right time, for the right reasons.
The Three Phases of Consultancy Growth
Tech consultancies typically go through three phases, each requiring different tools:
Phase 1: Foundation (1-5 people)
Focus on delivering work and keeping clients happy. Simple tools, manual processes.
Phase 2: Structure (5-15 people)
Focus on operational efficiency and team coordination. Process becomes important.
Phase 3: Scale (15+ people)
Focus on growth systems and client management. Tools become essential.
Phase 1: Foundation (1-5 People)
At this stage, you're focused on delivering great work and keeping clients happy. Don't overcomplicate your tool stack.
Communication & Collaboration
Slack
What it does: Real-time team communication
Why you need it: Slack becomes your team's communication hub. Channels for different projects, direct messages for quick questions.
Free tier: 90-day message history, 10GB storage
When to upgrade: When you need unlimited history
Link: slack.com
Notion
What it does: All-in-one workspace for docs, wikis, and projects
Why you need it: Notion replaces a dozen tools. Use it for project documentation, meeting notes, client information, and team knowledge.
Free tier: Unlimited pages, 1,000 file uploads, 2 guests
When to upgrade: When you need version history or advanced permissions
Link: notion.so
Google Workspace
What it does: Email, calendar, docs, and storage
Why you need it: Professional email with your domain, shared calendars, and collaborative documents.
Free tier: Limited (personal Gmail with custom domain)
Paid: $6-18/user/month depending on plan
Best for: Every consultancy that needs professional communication
Link: workspace.google.com
Project Management
Linear
What it does: Fast, keyboard-friendly issue tracking
Why you need it: Linear is built for speed. Track client projects, bugs, and tasks without overhead.
Free tier: 250 issues, unlimited members
When to upgrade: When you need advanced workflows
Link: linear.app
Time Tracking
Toggl Track
What it does: Simple time tracking for projects and clients
Why you need it: You bill by the hour. You need to know where time goes. Toggl makes tracking effortless.
Free tier: Unlimited projects, manual timer
Best for: Time-based billing consultancies
Link: toggl.com
Phase 2: Structure (5-15 People)
Now you need more structure. Projects are more complex, clients are more demanding, and coordination is harder.
Client & Project Management
HoneyBook
What it does: Clientflow management for service businesses
Why you need it: HoneyBook combines proposals, contracts, invoices, and client communication in one place.
Free tier: Limited, 15-day trial
Best for: Consultancies wanting integrated client management
Link: honeybook.com
AND.CO (Now Fin)
What it does: All-in-one business management
Why you might need it: Proposals, contracts, time tracking, invoicing, and payments. Everything in one place.
Free tier: Limited features
Best for: Simplifying business operations
Link: fin.com
Teamwork
What it does: Project management and client collaboration
Why you might need it: Teamwork gives you project management plus client access. Clients can see progress without accessing your internal tools.
Free tier: 5 projects, 3 clients
Best for: Agencies managing multiple client projects
Link: teamwork.com
Invoicing & Payments
Stripe
What it does: Payment processing for any business model
Why you need it: Accept payments from clients. Stripe handles credit cards, ACH, and more.
Free tier: No monthly fee, 2.9% + 30¢ per transaction
Best for: Every consultancy accepting payments
Link: stripe.com
QuickBooks Self-Employed
What it does: Simple accounting for freelancers and consultancies
Why you might need it: Track income and expenses, generate invoices, and prepare for taxes.
Free tier: Limited trial
Best for: Simple accounting needs without overhead
Link: quickbooks.intuit.com
Documentation
GitBook
What it does: Professional documentation platform
Why you need it: Create client-facing documentation, internal wikis, and process guides. GitBook integrates with GitHub.
Free tier: 500 pages, 5 spaces, 10 published pages
When to upgrade: When you need more pages or spaces
Link: gitbook.com
Phase 3: Scale (15+ People)
At scale, you need enterprise-grade tools. Processes must be documented. Client relationships must be managed systematically.
CRM & Sales Pipeline
HubSpot CRM
What it does: Free CRM with pipeline management
Why you need it: Track leads, opportunities, and client relationships. HubSpot scales as you grow.
Free tier: Unlimited contacts, basic CRM features
Best for: Consultancies building sales pipelines
Link: hubspot.com
Pipedrive
What it does: Sales-focused CRM for pipeline management
Why you might need it: Visual sales pipeline, activity tracking, and reporting. Built for sales teams.
Free tier: 2 pipelines, 500 contacts
Best for: Consultancies with active sales processes
Link: pipedrive.com
Project Management at Scale
Jira
What it does: Enterprise project management with advanced workflows
Why you might need it: Complex project tracking with configurable workflows, sprints, and reporting.
Free tier: 10 users, 2GB storage, 250 closed issues
Best for: Large teams needing advanced project management
Link: atlassian.com/software/jira
Resource Management
Resource Guru
What it does: Resource scheduling and capacity planning
Why you might need it: Know who's working on what, avoid overbooking, and plan capacity across projects.
Free tier: 3 resources, 5 bookings
Best for: Consultancies managing multiple projects and people
Link: resourceguruapp.com
Knowledge Management
Notion Team
What it does: Team-wide workspace with admin controls
Why you need it: Centralized documentation, templates, and processes for the whole team.
Paid: $10-25/user/month
Best for: Teams needing shared knowledge and templates
Link: notion.so
Communication at Scale
Loom
What it does: Asynchronous video messaging
Why you need it: Record updates, explainers, and feedback. Reduce meetings with async video.
Free tier: 25 videos, 5 recordings at a time
Best for: Distributed teams needing async communication
Link: loom.com
Hiring & Onboarding
Workable
What it does: Recruiting platform for hiring
Why you might need it: Post jobs, track candidates, and manage the hiring process. Integrates with job boards.
Free tier: 1 active job posting
Best for: Consultancies actively hiring
Link: workable.com
Payroll & HR
Gusto
What it does: Payroll, benefits, and HR for small businesses
Why you might need it: Payroll processing, benefits administration, and compliance. Gusto makes HR simple.
Free tier: Limited trial
Best for: Consultancies with employees (not just contractors)
Link: gusto.com
The Consultancy Tool Decision Framework
| Function | 1-5 People | 5-15 People | 15+ People |
|---|---|---|---|
Communication | Slack | Slack + Loom | Slack + Loom + Zoom |
Documentation | Notion | Notion Team | GitBook + Notion |
Project Management | Linear | Teamwork | Jira + Resource Guru |
Client Management | Google Workspace | HoneyBook | HubSpot + Fin |
Time & Billing | Toggl + Stripe | Toggl + QuickBooks | Gusto + Fin |
The Integration Strategy
As you add tools, integration becomes critical. Your tools should talk to each other.
Zapier
What it does: Connect apps and automate workflows
Why you need it: Connect your tools without coding. Automate repetitive tasks across platforms.
Free tier: 5 zaps, 100 tasks/month
Best for: Connecting your tool stack
Link: zapier.com
Make (formerly Integromat)
What it does: Advanced workflow automation
Why you might need it: More powerful than Zapier for complex automations. Visual workflow builder.
Free tier: 1,000 operations/month
Best for: Complex multi-step automations
Link: make.com
Common Mistakes to Avoid
Mistake #1: Tool Sprawl
Using too many tools creates complexity. Every new tool means another login, another integration, another place things can break.
The fix: Consolidate. Choose tools that integrate well. Don't add tools unless you absolutely need them.
Mistake #2: No Standardization
Different team members using different tools for the same purpose creates inconsistency.
The fix: Establish standards. Share tool recommendations. Make onboarding easier with consistent tooling.
Mistake #3: Process Before Problem
Adding tools before you understand the problem is backwards.
The fix: First, understand what you're trying to solve. Then, find tools that solve it.
Mistake #4: Ignoring Training
New tools without training are wasted tools.
The fix: Invest in training. Make sure everyone knows how to use your tools effectively.
Building Your Consultancy Tech Stack
Start with the basics. Add tools as you hit pain points:
Stage 1: Survival (Month 1-3)
- Slack for communication
- Notion for documentation
- Linear for project tracking
- Toggl for time tracking
- Google Workspace for email
Stage 2: Structure (Month 3-9)
- Add client management (HoneyBook or similar)
- Add invoicing (QuickBooks or similar)
- Add documentation (GitBook)
- Add async video (Loom)
Stage 3: Scale (Month 9+)
- Add CRM (HubSpot)
- Add resource planning (Resource Guru)
- Add hiring tools (Workable)
- Add payroll (Gusto)
- Add automation (Zapier or Make)
The Bottom Line
The best consultancy tool stack is the one your team actually uses.
Start simple. Add tools as you need them. Invest in training. Consolidate when you have too many.
The consultancies that scale successfully aren't the ones with the most sophisticated tools. They're the ones that use their tools effectively and focus on what matters: delivering great work for clients.
Need Help Building Your Consultancy Tech Stack?
At Startupbricks, we've helped dozens of tech consultancies build their operational infrastructure—from tool selection to implementation. Whether you're:
- Just starting out and want to build the right foundation
- Growing from 5 to 15 people and need more structure
- Scaling from 15 to 30 and need enterprise tools
- Streamlining your current tool stack
Let's talk. We help tech consultancies build infrastructure that scales.