Everything I Use to Run My Balloon Business

One of the most common questions I get is some version of: what technology do you use to run your business? So here's a list! The apps, platforms and tools that mean the most to Wisconsin Balloon Decor. I've been using each of them for years, and they were all chosen specifically because they work well together.

The Foundation: Google Everything

I start with Google because it underpins almost everything else. Gmail is my main email hub. Google Drive handles cloud storage of my documents, guides, photos, etc... anything that needs to be accessible to more than just me. Google Photos helps with organizing and sharing pictures.

When I brought on my first employee, Google's ecosystem made it easy to share files and collaborate without any complicated setup. 

My Website: Wix

My website is built on Wix and I have no complaints. I know it gets criticized for SEO limitations, but I rank first on Google for my local market and it's never been an issue. I find it intuitive to build and easy to update.

One thing I do on my Wix site that I'd recommend to anyone: I have an embedded Instagram feed so that my most recent posts automatically show up on my website. No manual updates needed... so when I post a Christmas installation in December, my homepage reflects it automatically. Most website platforms support this kind of embed and it keeps your site looking current without extra effort.

The other key thing: I don't use Wix's default contact form. I replaced it with an embedded 17hats form, because 17hats is where a lot of the client communication happens.

The Engine: 17hats

If my website is the storefront, 17hats is the cash register, the filing cabinet and the employee handbook all in one.

Every inquiry that comes through my website lands directly in 17hats. From there I handle all of my communication, invoicing, workflow automation and client follow-up. I love how every email and document lives in each client's file within 17hats.

This is why I recommend it so strongly to anyone who's still running their business out of their email inbox or Instagram DMs: when your systems actually exist somewhere, you can hand pieces of them to someone else. My employee could log into 17hats, see my workflows and figure out where to plug in... because the workflows were documented and visible, not just in my head. (Grab 50% off your 1st year of 17hats with my referral link here!)

Payments and Bookkeeping: Square + QuickBooks Online

I send invoices through 17hats, but the actual credit card processing runs through Square. The two integrate seamlessly: clients click a payment link or button and Square handles the transaction, which then gets logged back into 17hats.

From there, QuickBooks Online pulls in data from both my bank account and my 17hats invoices, matching transactions to clients so I can see not just what money came in, but who paid what and what's still outstanding. I upgraded from QuickBooks Self-Employed specifically for this: the reporting and invoice tracking in the Online version is significantly more useful for a service business.

The whole chain looks like this: inquiry comes in through Wix → client file created in 17hats → invoice sent → Square processes payment → QuickBooks logs it. Four tools, all talking to each other!

Design: Canva

For almost anything graphic (social posts, marketing materials, guides, templates) I use Canva. I have Photoshop and know how to use it, but Canva is faster, more intuitive and gets better every year. 

Social Media

My approach to social media has shifted several times. I've gone from posting to stories every day, to posting hardly at all and using my Instagram account primarily as a living portfolio rather than a growth engine. Anything I post on Instagram automatically cross-posts to Facebook, too, which saves time. Then the Instagram feed embed on my website keeps things current without extra work.

Balloon Inventory

No app, spreadsheet or software, but bags.

I borrowed this system from my friend Nikki; I keep a standard stock of two to three bags of every color I regularly use, then reorder based on what I've run out of. Empty bags go into a box, then a couple of times a month, I reorder whatever's in the box. Simple, low-tech and it works.

Specialty colors and prints still get ordered per job. But for everyday stock, ordering what's missing is far easier than trying to track what you have.

Training

For balloon education, I'm a member of Balloon Boss Mastermind through BalloonCoach.com. That's where I've invested in both skills and community. It's a great resource for decorators who are serious about growing their businesses.

The Short Version

If you're starting from scratch or trying to fill gaps in your current setup, here's where I'd focus first:

Gmail for email. Wix for your website. 17hats for client management and invoicing. Square for payment processing. QuickBooks Online for bookkeeping. Canva for design.

Pick tools that integrate with each other and you'll save yourself a lot of pain later.

Hear the full breakdown in episode 58 of The Bright Balloon podcast!