--- title: "The ten jobs of a founder ops stack" description: "The ten jobs a small team needs software for, the questions to settle for each, and where to go next in our app pages and guides." canonical: "https://lopifi.com/savings/how-to/founder-ops-stack-for-ten-people" --- # The ten jobs of a founder ops stack > The ten jobs a small team needs software for, the questions to settle for each, and where to go next in our app pages and guides. Source: https://lopifi.com/savings/how-to/founder-ops-stack-for-ten-people Part of: Lopifi — US GAAP books on autopilot, checked by a CPA (https://lopifi.com) --- Series: Run it afterward. Reviewed 2026-10-25. A small company does not need a software strategy. It needs ten jobs done, each by a tool with an owner, an export and a renewal date someone knows. This page lists the jobs, the questions to answer for each, and where our pages and guides help. It does not pick winners. ## Run your numbers - [Software spend per employee](https://lopifi.com/md/tools/spend-per-head): Total software spend turned into a yearly figure, a cost per person and a share of revenue, with what a trim is worth. - [Build vs buy break-even](https://lopifi.com/md/tools/build-vs-buy): Build a small tool or keep paying for one: the cost of each over your horizon and the month the build breaks even. ## How to use this For each job, write down the tool you use today, the owner, the cost and the renewal date in your [vendor register](https://lopifi.com/md/savings/how-to/vendor-register-and-renewal-calendar). Then answer the questions. The purchasing rules for new tools are in the [software approval policy](https://lopifi.com/md/savings/how-to/software-approval-policy). ## Files See [Dropbox](https://lopifi.com/savings/dropbox), [Box](https://lopifi.com/savings/box) and [SharePoint](https://lopifi.com/savings/sharepoint), and the [Dropbox migration guide](https://lopifi.com/md/savings/how-to/dropbox-migration) for how a move is sequenced. - Who needs to share files outside the company, and how many links are already out there? - How much do we store, and how much of it is archive nobody opens? - What do our customer contracts say about where files may live? ## Chat See [Slack](https://lopifi.com/savings/slack) and [Zoom](https://lopifi.com/savings/zoom). - Do we need history searchable years later, or only the last few months? - Which integrations would break if we changed tools? - Do meetings need recording, and where do recordings go? ## Docs See [Notion](https://lopifi.com/savings/notion) and [Confluence](https://lopifi.com/savings/confluence). - What do we write down: notes, a wiki, specs, policies? - Who may edit, and who may only read? - Can we export everything as plain files? ## Email Email is usually the identity for every other tool, so protect the admin account first. We do not cover an email product page yet; ask the questions of your current plan. - Which domain do we send from, and who controls its settings? - Who manages accounts when someone joins or leaves? - Where do shared mailboxes such as support or billing live? ## Calendar and scheduling For booking links, see [Calendly](https://lopifi.com/savings/calendly). - Is the calendar bundled with email, and do we pay twice? - Do outside people book meetings with us? ## Passwords See [1Password](https://lopifi.com/savings/1password) and [LastPass](https://lopifi.com/savings/lastpass). - Is there one shared vault, and who has admin on it? - What happens to a person's access the day they leave? - Where is the recovery path if the main admin is unavailable? ## Projects See [Asana](https://lopifi.com/savings/asana) and [Trello](https://lopifi.com/savings/trello). - Is the work tracked as tasks, boards or tickets? - Do customers or contractors need to see it? - Can we export tasks with their history? ## Billing Billing tools touch money and tax. We do not cover a billing product page yet; put them under the same owner, export and renewal rules as everything else. - How do we invoice and collect, and where is the customer list? - Who sees payment details, and who can issue a refund? - Do the invoices reach the books without retyping? ## Books The books are also where software spend shows up. Start the inventory with [find software in QuickBooks Online](https://lopifi.com/md/savings/how-to/find-software-in-quickbooks) or [find software in Xero](https://lopifi.com/md/savings/how-to/find-software-in-xero). - Who closes the month and who reviews it? - Do the bank and card feeds land with the vendor name intact? - Can an accountant get in without sharing a password? ## Analytics See [Google Analytics](https://lopifi.com/savings/google-analytics). - Which two numbers do we look at every week? - Who may see visitor data, and what do our privacy commitments say about it? - Could we answer the same questions with a simpler tool? ## When the list is done Run the [free audit](https://lopifi.com/savings/audit) on your own vendor report to see these ten jobs ranked by what they cost, and read [how we get paid](https://lopifi.com/md/savings/how-to/how-we-get-paid) if you want help with a replacement. Whether to run something yourself is a separate question; the [self-hosting math guide](https://lopifi.com/md/savings/how-to/self-hosting-honest-math) shows how to cost it. ## Common questions ### Which product should we pick for each job? No. We do not rank vendors, and your needs differ. This guide lists the job and the questions to settle, and links to our pages for the catalog apps we cover so you can see what replacing each involves. ### Do we need ten separate tools? Often not. A suite you already pay for may cover several of these jobs. Check what your current plan includes before adding another tool. ### Where do we start? Settle the identity question first: how people sign in, and who can remove them. Almost every other job depends on it. ### How often should we revisit this? Ask whether the job still exists as stated. Companies change, and a tool hired for a job you no longer do is the easiest line to end. Use the monthly review in the [vendor register guide](https://lopifi.com/md/savings/how-to/vendor-register-and-renewal-calendar). ## Keep going - [Consolidating into one suite](https://lopifi.com/md/savings/how-to/consolidate-into-one-suite): Find overlapping jobs across your tools and check what the suite you already pay for includes, using only the published plan pages, before buying more. - [Software approval policy](https://lopifi.com/md/savings/how-to/software-approval-policy): A one-page software approval policy a ten-person company can adopt: who may buy, card and trial rules, an owner per tool, and a checklist. - [Vendor register and renewal calendar](https://lopifi.com/md/savings/how-to/vendor-register-and-renewal-calendar): The fields a vendor register needs, how to seed it from your QuickBooks or Xero vendor list, and a monthly review that catches renewals early. - [Record subscriptions in the books](https://lopifi.com/md/savings/how-to/record-software-subscriptions-quickbooks-xero): Which account to use, how to book an annual plan as a prepaid expense and release it monthly, and how to clean card-feed payees in QuickBooks and Xero. - [Run the free audit](https://lopifi.com/savings/audit) - [All how-to guides](https://lopifi.com/md/savings/how-to) *General information, not tax, legal or accounting advice.*