Annual subscription costs for my web design business

Ever since I read Tara Claeys post last year, I have wanted to create my own.  What a great thing to share, I thought!  Tara inspired me to make sure I was truly tracking the cost of running my business.  I had similar expenses to hers in many ways and some that were different.  Below is an image of my Google Sheet that I keep updated as I add and remove subscriptions to my business. This is really limited to things that are truly subscription related. I do not include things like my BNI group, insurance, my own domains and hosting, phone, car, etc.  I don’t include one-time purchases or lifetime licenses. I think of this list as my “assistant”. If I had one.  These are all things that assist me in running my business.  Since this might be a bit hard to read, I’m going to go through each of these one-by-one so you can see what I’m investing in.

  1. Gmail/GSuite: I run my email through GMAIL and pay for GSUITE.  I have been doing this for years.  I only pay for ONE email address
  2. Calendly: I pay for the $8 a month version of Calendly.
  3. ManageWP: I moved all my ProSites accounts into ManageWP this year to simplify my dashboard. This is the biggest expense I have but also a huge tool for me in managing websites.  I currently have 166 being monitored.
  4. MDD Hosting: I reluctantly started hosting sites in 2018.
  5. MDD Hosting:  I had to add a second account in 2019.
  6. Boostability: I’m paying for SEO for my own site to test it for clients.
  7. Writemaps: A tool I use when onboarding new clients to help them create a sitemap.
  8. Mailchimp: I started paying for Mailchimp this year.  I should really send out a newsletter!
  9. GoDaddy Old Linux:  Old hosting plan (really old) that I have some non-WordPress sites on.
  10. LastPass: Password Manager
  11. YouMail:  Voicemail app
  12. OneDrive: Backups
  13. Mileage Ace:  Mileage tracking device
  14. PicMonkey:  Graphics (Canva alternative)
  15. WP101 Plugin: Tutorials for clients
  16. SignNow: Contract Signatures
  17. Flat Icon – Icon library
  18. Beaver Themer Plugin – part of my website building process
  19. Beaver Builder Agency Plugin – part of my website building process
  20. Quickbooks – Accounting
  21. Sanebox – email filtering
  22. Dropbox – filesharing
  23. Video User Manuals (Beaver builder tutorials)
  24. MixMax – Email templating
  25. Yoast – SEO plugin
  26. Gravity Forms – Developers licensing
  27. GoDaddy Old Linux – second account:  Old hosting plan (really old) that I have some non-WordPress sites on.
  28. Freshbooks: Invoicing/Estimates
  29. Loom: Client videos
  30. WP-Rocket: Caching Plugin
  31. Carbonite: Computer back up
  32. Bidsketch: Proposal generator
  33. PhotoCrati/Imagly:  Gallery plugin licensing

I gave up a few items I didn’t find myself using this year.  Content Snare was promising for collecting content from clients but daunting to set up and my clients had a hard time understanding it. Sridhar’s site for Genesis tutorials I also gave up this year.  I just don’t use the framework at all anymore.  I still highly recommend both services!

I wanted to convert all my accounting to Quickbooks, but it’s too much to consider after using Freshbooks since 2011.  So, in some places, I’m sure I could consolidate and save, but for now, it’s easier to just pay a bit more.

If there is one thing I’m certain of,  you have to spend money to make money!  Some people will say that’s not true, but I have found that investing in tools has helped my productivity in ways I couldn’t imagine.  Sometimes you waste money to test something out, but it’s always worth it to try a new tool to see if it will help you.

Do you keep a list like this?  Do you find it useful? Please share your thoughts in our Facebook group!

RESOURCES: Chargebee – 5 Essential Analytics Tools For Subscription Businesses

About WebCami

Cami MacNamara has been designing websites since 2002 from her home office in Seattle, Washington. Her career started as a way to be a stay-at-home mom. Certification soon followed and persistence paid off. Cami has designed 500+ websites and wants to share what she learned along the way. Look for her at WordCamp Seattle. Follow: / Twitter / Instagram