Simple ways small businesses can cut manual work

Many small businesses rely on manual processes because they feel automation is out of reach—either too expensive, too technical, or just not worth the time to set up. But the landscape has changed. There are now tools built specifically for smaller teams that don’t require an IT department or massive budgets.

Here are six ways small businesses can modernize their finance stack without taking on unnecessary complexity or costs.

1. Stop paying annual fees for cards you rarely use

Not all businesses benefit from high-fee corporate credit cards, especially if they don’t spend heavily on travel or have a small cardholder base. Choosing a business credit card with no annual fee is often a smarter move for teams that want essential features—like spend controls and rewards—without recurring charges.

Fee-free cards are particularly helpful for seasonal businesses, early-stage teams, or those issuing multiple cards across departments.

2. Revisit your accounts payable process

Manually entering invoice data, chasing approvals over email, and uploading payment batches are not sustainable long term—even for lean teams. There are a number of leading AP automation systems that now serve a variety of different businesses without enterprise-level pricing or complexity.

If your current workflow involves spreadsheets and inbox reminders, it may be worth exploring AP software options for your small business . Many of these platforms are lightweight to implement and pay for themselves in hours saved each month.

3. Simplify vendor purchasing

In growing teams, purchasing responsibilities are often spread out—marketing might buy SaaS , ops might order supplies, and finance is left to figure it out after the fact. This leads to fragmented spend, inconsistent vendor terms, and poor visibility.

Procurement software designed for small businesses makes it easier to centralize vendor selection, approvals, and purchasing—without slowing down teams. These tools often integrate with accounting software and help control costs by ensuring consistency across purchases.

4. Evaluate tools made for large enterprises, then find better fits

It’s common for small businesses to start with spreadsheet-based workflows and then jump into well-known enterprise tools once they hit a point of friction. But some of those tools—while powerful—can be overkill. Choosing tools that match your current complexity helps you scale without overwhelming your team.

Note: For more AP automation and procurement options, we also have guides on BILL alternatives and Coupa alternatives . 

5. Don’t leave tax planning until Q4

Small business taxes aren’t just about filing correctly—they’re about knowing what can be deducted, how to track expenses, and when to shift strategy during the year. Many teams overpay simply because their finance tools don’t support year-round visibility.

Small business tax tips can serve as a helpful reminder to align spend tracking, reimbursements, and categorization early—before tax season gets close.