Every founder asks the same question: "What tools should I use?"
The startup world is flooded with software. Every week, a new tool promises to revolutionize how you work. A new project manager. A better chat app. A smarter way to track things.
Most of it is noise.
What early-stage founders need isn't more tools. It's the right tools—tools that help you ship faster, communicate better, and stay organized without draining your budget.
I've watched hundreds of startups build their tool stacks. Here's what actually works.
The Philosophy: Start Simple, Upgrade Later
The biggest mistake early-stage founders make is over-tooling.
They sign up for fifteen different services. They spend more time managing subscriptions than building their product. They pay for features they don't need.
Don't do that.
Start with the basics. Add tools as you need them. Upgrade when free tiers aren't enough.
This guide follows that philosophy. Every tool listed has a generous free tier. Every tool earns its place by solving a real problem.
Communication & Collaboration
Slack
What it does: Real-time team communication
Why you need it: Slack becomes your team's digital headquarters. Channels for different topics, direct messages for quick questions, integrations with everything else you use.
Free tier: 90-day message history, 10GB file storage, 10 apps/integrations
When to upgrade: When you need unlimited message history or advanced security controls
Link: slack.com
Discord
What it does: Community communication with voice, video, and text
Why you might need it: If you're building a product with an engaged community, Discord offers a more casual, feature-rich alternative to Slack. Voice channels are excellent for quick calls.
Free tier: Unlimited messages, unlimited channels, voice calls up to 25 people
When to upgrade: When you need advanced moderation or custom emoji
Link: discord.com
Notion
What it does: All-in-one workspace for notes, docs, wikis, and databases
Why you need it: Notion replaces a dozen different tools. Use it for meeting notes, product specs, roadmaps, documentation, and knowledge bases. The flexibility is unmatched.
Free tier: Unlimited pages and blocks, 1,000 file uploads, 2 guests
When to upgrade: When you need version history, advanced permissions, or more than 2 guest collaborators
Link: notion.so
Project Management & Task Tracking
Linear
What it does: Issue tracking and project management for software teams
Why you need it: Linear is fast, beautiful, and purpose-built for engineering teams. Keyboard shortcuts make it incredibly efficient. Integrates with GitHub, Slack, and your CI/CD pipeline.
Free tier: 250 issues, 2GB file storage, unlimited members
When to upgrade: When you need advanced workflows, milestones, or larger file uploads
Link: linear.app
Trello
What it does: Visual kanban-style project management
Why you might need it: If your team prefers visual task management over lists, Trello is intuitive and easy to set up. Boards, lists, and cards make progress visible.
Free tier: Unlimited boards, unlimited cards, 10 automation per board
When to upgrade: When you need more automation, advanced checklists, or Power-Ups
Link: trello.com
ClickUp
What it does: All-in-one project management with tasks, docs, goals, and chat
Why you might need it: ClickUp offers more features than almost any competitor. Tasks, docs, whiteboards, chat—everything in one place. The free tier is generous.
Free tier: Unlimited tasks, 100MB storage, 5 spaces, 5 guests
When to upgrade: When you need more storage, guests, or advanced reporting
Link: clickup.com
Design & Prototyping
Figma
What it does: Collaborative interface design and prototyping
Why you need it: Figma is the industry standard for interface design. Real-time collaboration, component libraries, and developer handoff features make it indispensable.
Free tier: 3 Figma files, 3 FigJam files, unlimited editors
When to upgrade: When you need unlimited files, advanced prototyping, or brand management
Link: figma.com
Canva
What it does: Easy graphic design for non-designers
Why you need it: You don't need to be a designer to create professional graphics. Templates for social media, presentations, documents, and marketing materials.
Free tier: Millions of templates, 100GB cloud storage, 1 brand kit
When to upgrade: When you need background remover, magic designer, or team collaboration
Link: canva.com
Code & Development
GitHub
What it does: Version control, code collaboration, and CI/CD
Why you need it: GitHub is where your code lives. Git for version control, pull requests for code review, Actions for automation. Every software team needs it.
Free tier: Unlimited public repos, unlimited private repos (up to 3 collaborators), 500MB packages storage
When to upgrade: When you need more collaborators, advanced security, or larger package storage
Link: github.com
Vercel
What it does: Frontend cloud platform with deployment, preview, and analytics
Why you need it: Vercel makes deploying web applications effortless. Connect your GitHub repo, push code, and your site goes live. Automatic SSL, global CDN, and preview deployments for every pull request.
Free tier: 100GB bandwidth, 100 hours build time, unlimited projects
When to upgrade: When you need more bandwidth, analytics, or team features
Link: vercel.com
Supabase
What it does: Open-source Firebase alternative with PostgreSQL, Auth, Storage, and Realtime
Why you need it: Supabase gives you a complete backend without managing servers. Database, authentication, file storage, and real-time subscriptions—all through a simple API.
Free tier: 500MB database, 1GB file storage, 50MB bandwidth, 2 projects
When to upgrade: When you exceed free limits or need dedicated support
Link: supabase.com
Analytics & Data
Google Analytics 4
What it does: Website and app analytics
Why you need it: Understanding user behavior is essential. GA4 tracks events, sessions, and conversions across web and app. The integration with Google Ads is valuable for paid acquisition.
Free tier: Unlimited events, 10 million events per month per property
When to upgrade: When you need more customization, advanced analysis, or dedicated support
Link: analytics.google.com
PostHog
What it does: Product analytics with session recording, feature flags, and surveys
Why you might need it: If GA4 feels overwhelming, PostHog offers a simpler, developer-friendly alternative. Event tracking, session recordings, and feature flags in one platform.
Free tier: 1 million events per month, 15,000 session recordings, 1,000 surveys
When to upgrade: When you exceed free limits or need enterprise features
Link: posthog.com
Customer Communication
Resend
What it does: Email sending API for developers
Why you need it: Transactional emails (welcome emails, password resets, notifications) are essential. Resend is built for developers, integrates easily with any framework, and has excellent deliverability.
Free tier: 3,000 emails, 100 emails/day, 1 domain
When to upgrade: When you need higher sending limits or more domains
Link: resend.com
Mailtrap
What it does: Email testing environment
Why you might need it: During development, you don't want to send test emails to real addresses. Mailtrap catches emails in a testing environment, allowing you to preview and test without spam.
Free tier: 200 emails/month, 1 inbox, 1 email address
When to upgrade: When you need more inboxes or higher limits
Link: mailtrap.io
Payments & Billing
Stripe
What it does: Payment processing for web and mobile apps
Why you need it: Stripe is the gold standard for payment processing. Accept cards, wallets, and bank transfers. Their developer experience is unmatched.
Free tier: No monthly fee, 2.9% + 30¢ per successful card payment
When to upgrade: When you need custom pricing, enterprise features, or dedicated support
Link: stripe.com
Lemon Squeezy
What it does: Merchant of record platform for software businesses
Why you might need it: Lemon Squeezy handles payments, taxes, and invoicing for you. As a merchant of record, they handle VAT and sales tax, simplifying global sales.
Free tier: No monthly fee, 1% + 30¢ per transaction
When to upgrade: For lower fees at scale
Link: lemonsqueezy.com
Documentation & Knowledge
GitBook
What it does: Documentation platform with real-time collaboration
Why you might need it: Clean, searchable documentation for your product, API, or team knowledge. GitBook integrates with GitHub and offers excellent search.
Free tier: 500 pages, 5 spaces, 10 published pages
When to upgrade: When you need more pages, spaces, or advanced permissions
Link: gitbook.com
Obsidian
What it does: Personal knowledge base with linking and graph view
Why you might need it: Obsidian helps you build a second brain. Capture notes, link ideas, and discover connections. The local-first approach means your data stays yours.
Free tier: Unlimited notes, local storage, basic plugins
When to upgrade: For sync, advanced plugins, or team sharing
Link: obsidian.md
Customer Support
Intercom
What it does: Customer messaging and support
Why you might need it: Intercom enables real-time chat with customers, automated chatbots for common questions, and a unified inbox for all conversations.
Free tier: 1 seat, 1 chatbot, 250 unique contacts
When to upgrade: When you need more seats, advanced automation, or messenger extensions
Link: intercom.com
Tawk.to
What it does: Free live chat for websites
Why you might need it: Tawk.to offers completely free live chat. Embed it on your website and start chatting with visitors immediately.
Free tier: Unlimited chats, unlimited agents, mobile apps
When to upgrade: When you need advanced integrations or custom branding
Link: tawk.to
The Tool Stack Decision Framework
With so many tools available, how do you decide what to use?
| Stage | Essential Tools | Add When Growing |
|---|---|---|
Idea Phase | Notion, Figma (prototype) | - |
Building MVP | GitHub, Vercel, Supabase, Slack | Linear, PostHog |
Early Users | Stripe, Resend, Intercom, GA4 | GitBook, Mailtrap |
Scaling | All above plus paid tiers as needed | Canva Teams, Obsidian Sync |
Tools to Avoid (For Now)
Some tools look tempting but add complexity you don't need:
1. Complex CRM Systems
You're not ready for Salesforce or HubSpot Enterprise. Simple spreadsheets or Notion databases work fine early on.
2. Dedicated Project Management for Non-Technical Teams
If you're a two-person team, you don't need enterprise PM software. Slack and Notion can handle most coordination.
3. Marketing Automation Platforms
Email marketing, social scheduling, and analytics can wait until you have users to market to.
4. Business Intelligence Tools
Looker, Tableau, or Amplitude aren't necessary yet. GA4 and PostHog provide sufficient data for early stages.
The 80/20 Rule for Tools
The 80/20 rule applies to tools: 80% of your needs are met by 20% of the available options.
Focus on the tools that solve your biggest pain points. Don't optimize for edge cases you haven't encountered yet.
A founder using Notion, Slack, GitHub, Vercel, and Stripe has everything they need to build and launch a product. Everything else is nice-to-have.
Tool Overload Warning Signs
Watch for these signs that you have too many tools:
- You're spending more time managing tools than doing productive work
- Team members use different tools for the same purpose
- You're paying for features you don't use
- Information is scattered across multiple platforms
- Onboarding new team members requires extensive tool training
If you see these signs, consolidate. Remove tools that aren't pulling their weight.
Building Your Stack Over Time
The right tool stack evolves with your company:
Month 1-3: Start with essentials. Notion for docs, Slack for communication, GitHub for code, Vercel for deployment.
Month 3-6: Add tools as you hit pain points. Need better project management? Add Linear. Need analytics? Add PostHog.
Month 6-12: Scale thoughtfully. Upgrade free tiers to paid as usage grows. Add specialized tools for specific needs.
Year 1+: Optimize for efficiency. Some tools may become redundant as you consolidate. Others may need to upgrade to support scale.
The Bottom Line
The best tool stack is the one you actually use.
Start simple. Add tools when you need them. Upgrade when free tiers aren't enough.
The founders who succeed aren't the ones with the most sophisticated tool stacks. They're the ones who use their tools effectively and focus on what matters: building something users want.
Need Help Choosing the Right Tools?
At Startupbricks, we've helped dozens of startups build their tool stacks—from early-stage essentials to scaling infrastructure. Whether you're:
- Just starting out and want to build the right foundation
- Using too many tools and need to consolidate
- Hitting limits of your current tool stack
- Looking for recommendations for your specific use case
Let's talk. We help founders build tool stacks that work.