Tools
Most small businesses already have the tools. The problem is they do not talk to each other, so the same job lives in three apps and the admin runs you. We start with how the work actually flows, the admin side behind the counter and the customer side in front of it, then we connect the tools so the boring stuff runs itself. We connect and automate the software. Your accountant owns the numbers, we are not a bookkeeper or tax agent. A person always approves anything that goes to a customer, touches money, or goes to the books.
Tools we set up and work in
The tools we set up and connect, grouped by what they do. Not a menu to work through, most businesses need only a few. A Get-Started Session works out which ones are yours.
Notion · Monday · Asana · Trello · ClickUp · Microsoft 365 · Google Workspace
Microsoft 365 · Google Drive · Dropbox · Slack · Microsoft Teams · Zoom · WhatsApp Business
Xero · MYOB · QuickBooks · Reckon · Hnry · Dext
Square · Zeller · Tyro · Stripe · Lightspeed · Afterpay · HICAPS · crypto & stablecoin (opt-in)
Shopify · WooCommerce · Square Online · BigCommerce · eBay · Etsy · Amazon Australia
ServiceM8 · Tradify · simPRO · AroFlo · Fresha · Cliniko · Square Appointments · Calendly
Deputy · Tanda · RosterElf · Employment Hero · foundU
HubSpot · Pipedrive · Zoho CRM · Salesforce · Capsule
Canva · Meta (Facebook, Instagram) · Google Business Profile · Mailchimp · Klaviyo · Later · LinkedIn · TikTok
Uber Eats · DoorDash · me&u · Hey You · Bopple · Square Online Ordering
ChatGPT · Microsoft Copilot · Google Gemini · Claude · Canva Magic Studio · Perplexity
Zapier · Make · n8n · Microsoft Power Automate · HubSpot Workflows
All names belong to their owners and indicate tools we set up and work with, not partnership or endorsement. Our fixed-price recipes cover a house stack we have shipped many times. Anything outside it is scoped in a Get-Started Session.
Connections we bake in
Square, Shopify or Stripe into Xero or MYOB, so takings reconcile without manual entry.
Photo a receipt and it lands as a record with Dext, ready for your accountant.
ServiceM8 or Tradify to Xero, with an on-site card payment. The biggest time saver for trades.
Website forms and social messages into HubSpot or Pipedrive, so nothing falls through.
Calendly into your calendar, your customer system and a Stripe deposit, no back and forth.
A finished job triggers a review request, building the trust signal that wins local search.
Miss a call and the customer gets a text and a follow-up task, so a missed call is not a lost job.
Personal Gmail and scattered files moved onto a business-domain Google Workspace or Microsoft 365, backed up and secured.
Example flows by business type
Four short examples of how the pieces fit together. These are examples, not fixed packages. Your Get-Started Session works out the version that fits you.
One venue, a POS, two delivery tablets that beep at different times, and a menu that drifts out of sync everywhere.
Stack: Lightspeed/Square · Tyro/Zeller · me&u · Deliverect/Doshii · Deputy · Xero
The payoff: one screen, one synced menu, takings that reconcile overnight, and regulars ordering direct so you keep more of the roughly 30% the apps take.
Quoting from the ute, chasing invoices at 9pm, and missed calls that quietly become lost jobs.
Stack: ServiceM8/Tradify · Xero · Square/Stripe · Google Business Profile
The payoff: quotes go out same-day, invoices get paid faster, and no missed call turns into a lost job.
A shop counter and an online store that disagree about what is in stock.
Stack: Square/Lightspeed · Shopify · Xero · Mailchimp/Klaviyo
The payoff: stock you can trust, a list you own, and the follow-up happening without you remembering to do it.
Bookings by DM, a no-show problem, and a client list that lives in someone's phone.
Stack: Fresha/Timely · Square · Xero · Deputy · Mailchimp
The payoff: a full book, fewer no-shows, and a client list the business owns rather than a phone.
Clinic, venue, market stall, office or something else? We have flows for those too. That is what the session is for.
Payments, including crypto
Crypto and stablecoin payments are one quiet option in your payments setup, beside Square, Stripe, Tyro, Zeller, Afterpay and Zip. We set it up non-custodially: the customer pays in crypto, the gateway converts, and your business is paid in AUD. You never hold crypto, keys or volatility, and we are never the exchange. It reconciles into Xero or MYOB like any other payment line. We never push it, and it never goes on a business that does not want it.
The customer pays crypto or a stablecoin, the gateway converts, and your business is paid AUD, with no volatility held. We use AUSTRAC-registered Australian ramps. Reconciles like Square.
You are paid a stablecoin and convert to AUD when you choose. Suits cross-border, not a cafe. A stablecoin is not legal tender, so the convert and tax timing are your accountant's call.
On-chain-native only, a B2B option. The business controls its own keys and the security risk. We do not warrant security and refer the specialist work to a trusted specialist.
AUD settlement fits almost every small business because it removes volatility entirely. We do not give financial or tax advice, we do not hold custody, and we are not an exchange. Availability is verified for your ABN at quote time.
Building on-chain yourself, a protocol, a token or a dApp? That is a separate conversation on our B2B side, not this local setup. Say hello at hello@bitbibit.studio.
Common questions
We set up and connect the software you already pay for so it works as one system you own. We map the admin and customer flows, then connect the tools so orders, payments, bookings, the books, email and loyalty hand off automatically. A person approves anything customer-facing, financial or going to the books.
No. We connect and automate the software, your accountant owns the numbers, GST and BAS. We build the pipe that gets clean data into Xero, MYOB or QuickBooks, but we do not do your books or give tax advice.
The ones you likely already use, across work, accounting, payments and POS, e-commerce, bookings and jobs, customer systems, marketing, AI and the automation layer. The full list is above, grouped by what each tool does.
Loyalty programs, workflow and automations, newsletters and email optimization, and surveys. Each is built to fit how you trade, following the same method: userflows, then inputs and outputs, then the connected objects, then a cohesive build.
Yes, as one quiet opt-in option beside Square, Stripe and Afterpay, and only if you ask. Non-custodial: the customer pays crypto, the gateway converts, and you are paid in AUD and never hold crypto or volatility. We use AUSTRAC-registered Australian providers, we are never the exchange, and we never give financial or tax advice.
Yes. You own the system, the logins, the data and the customer list. We build it, document it, train your team and step back. Nothing is locked to us.
A person always does. Anything customer-facing, financial or going to the books waits for a human to approve it. The automations do the repetitive work; a person stays in the loop on anything that matters.
No. It removes the re-keying and the handoffs that fall through, so your team spends its hours on the work that needs a person.
Sensitive information stays where it belongs: patient health data inside the practice software (Cliniko or Halaxy), the marketing list limited to name and email and kept separate, reporting de-identified, and a person approving anything clinical or financial. Health-information handlers are covered by the Privacy Act 1988 at any size.
Yes. We work with Australian businesses and set things up to be AUSTRAC-aware, Spam Act 2003 compliant on email and SMS, and mindful of the Privacy Act 1988 and the 1 October 2026 card-surcharge ban.