The Tech Stack That Runs My Venue Business (For Under $400/Month)

The detailed breakdown of Kinsey's Tech Stack to run her wedding venue, Vista View Events for less than $400/month. 

Here's the List:  Creative & Design Tools Canva Pro - $20/month

All social media content (Instagram carousels, Facebook posts, Reels covers)

Photo editing and headshot retouching

PDF guides and digital products

Physical printed materials (thank you cards, planners, branded envelopes)

 

Client Management System Dubsado - $20/month

Central CRM for all client relationships

Contract and agreement storage

Client portal functionality

Custom lists and client-specific resources

Inquiry form creation and website embedding

 

AI-Powered Productivity Suite Three AI Tools - $56.66/month total

ChatGPT Pro ($20/month): Primary AI assistant

Claude ($20/month): Alternative AI perspective

Perplexity ($16.66/month, paid annually): Research and fact-checking

 

Business Communications OpenPhone - $64/month

Professional business phone line on personal device

Business hours automation

Custom voicemail messages

Text messaging capabilities

Multiple number and user management

Alternative mentioned: Grasshopper as backup option

Financial Management QuickBooks - $35/month

Essential bookkeeping software

Tax preparation streamlining

Monthly reconciliation capabilities

Key advice: Start early, even with minimal revenue

Website & Online Presence Squarespace - $22.33/month (annual billing)

Website hosting and management

E-commerce capabilities for future products

Built-in email system (though not used)

Integration with other tools

 

Email Marketing & Client Communication FloDesk - $64/month

Beautiful, customized client emails

Automated check-in sequences

Annual "wedding year" celebration emails

New client follow-up automation

Integration with lead capture system

Automation & Integration Zapier - $29/month

Connects Dubsado inquiry forms to FloDesk sequences

Automated workflow triggers

Eliminates manual data entry

Set-and-forget functionality

Professional Email & Productivity Google Workspace - $25.50/month

Professional email addresses (@vistaviewevents.com)

Gmail interface with business features

User management capabilities

Multiple inbox organization

 

Scheduling & Appointments Acuity Scheduling - FREE

Automated booking system

Tour and consultation scheduling

Final walkthrough coordination

Phone call appointments

Cost-saving tip: Included with Squarespace subscription

Key Takeaway: Budget-Friendly  Total investment under $400/month for a established venue

Strategic tool selection based on actual usage

Annual payment discounts when available

Tool Selection Philosophy: "The tool that works is the one you actually use"

1. Regular business audits to eliminate unused subscriptions

2. Focus on integration and automation over individual features

Growth Considerations: Tech stack has evolved over 9 years of business

Started with much lower monthly investment

Each tool serves multiple purposes to maximize value