The Back-End Tools That Keep My Travel Business Running (and Me Sane)
When I left my corporate job as a project manager and went full-time as a travel advisor and business owner, I knew I’d be trading watercoolers for workflows—and let me tell you, the systems mattered more than I expected.
Running a travel business isn’t just about dreamy destinations and beautiful itineraries. It’s about structure. It's about juggling client requests, payments, logistics, marketing, and my own family life… without losing my mind.
I’ve tested a lot of tools along the way—some that weren’t worth the hype, and others that felt like magic from day one. Here’s what’s made the cut as worth it, especially now that I’m in the thick of full-time entrepreneurship.
🔐 CRM – My Business Brain
My CRM is the backbone of my entire business. It’s how I manage everything from PCI-compliant payments to client records, automation sequences, and internal workflows. Basically, if it’s not in the CRM, it doesn’t exist.
If you’re running any sort of service-based business, this is where I’d start. My CRM helps me stay organized, on task, and ensures no detail slips through the cracks—even when I’m knee-deep in itinerary builds or managing last-minute travel changes.
📬 Outlook – Because I Think in Folders
I know most people love Gmail, and I use it too—but for how my brain works? Outlook just… works better. I’m a folder-lover. I need structure in my inbox, and Outlook helps me build it.
Plus, using my domain-based email addresses (like hello@adventuresmarter.com) through Outlook gives me that polished, professional edge I want when communicating with clients and partners.
💌 FloDesk + Squarespace – My Digital Storefront
Since I don’t have a brick-and-mortar office, my online presence is my storefront.
FloDesk handles my email marketing in a way that feels beautiful and easy, while Squarespace is my website home base. It’s clean, easy to navigate, and gives my business that modern, trustworthy feel. Investing in both has paid off big time when it comes to building trust and staying in touch with potential (and current!) clients.
✅ Asana – My Free Personal Assistant
I’m a one-woman show (with a VA), so anything that helps me stay organized without breaking the bank is a win.
I use Asana’s free version to track everything from social media content to trip timelines to life admin like “make dentist appointment for the kiddo.” It’s simple, functional, and keeps things from swirling endlessly in my brain.
🧠 OneNote – My Brain Dump Zone
This is a newer addition, and I’m in love.
It came with my Outlook subscription, and I use it daily. OneNote lets me brain dump anything at any time—travel ideas, client questions, content inspiration, that one random restaurant recommendation I saw on Instagram. I have a folder called “Social Media Post Ideas” that I revisit whenever I’m ready to create. So much easier than toggling between Notes apps and devices.
🎖️ Honorable Mentions (Aka: “Why Didn’t I Do This Sooner?”)
ChatGPT Plus – for help writing content like this 😉
Flighty – a must for tracking my travel (and keeping up with clients’ flight delays)
Calendly – for scheduling calls without back-and-forth emails (bless)
Final Thoughts
When you're building a business—especially in a field like travel that looks dreamy from the outside but is full of moving parts—your back-end systems matter. They’re not just optional tools… they’re the difference between staying calm and burning out.
If you’re a fellow entrepreneur trying to figure out what’s actually worth it, I hope this list helps you cut through the noise. You don’t need every tool under the sun—but you do need the right ones.