Tech for Startups: 6 Essentials in Your Tech Stack

Most startups don’t fail because of the wrong idea, they fail because chaos wins. Missed deadlines, lost files, data breaches, and then, just when you think you’re ready for launch day, security falls through the cracks.

These challenges might feel like bad luck, but a combination of the right software and apps (known as a tech stack) can anticipate and prevent them before they happen.

The good news? With the right systems in place, you can prevent 90% of the chaos before it starts.

As Chief Technology Advisor at Epipelagic Ventures, I help founders avoid costly mistakes by setting up the right systems early. Within our studio, my team and I work alongside startups to build scalable tech foundations.

Think of your tech stack as the foundation for running your business smoothly, securely, and with room to scale. Most startups will need to have these systems in order to operate:

• Internal communication
• External communication
• Document/folder management
• Data security
• Anti-virus
• Project management
• Bonus: Ecommerce

Tech Stacks: The 6 Essential Systems Every Startup Needs

By the end of 2024, there were approximately 72,000 SaaS companies in operation. Founders juggling MVPs, hiring, and marketing rarely have time to shop for software apps or know where to begin.

Also, many founders don’t know where to start when it comes to choosing the right platforms. I’ve worked with over 400 founders, some of whom claimed that poor app choices came from their lack of technological knowledge.

Although you may not have a degree in IT, you most definitely understand the value of time and money. When making a selection, consider the cost equation:

Financial cost + Energy cost

1. Financial cost: How much will it cost to run and maintain this program?
2. Energy cost: How long will it take to understand this program and train new employees?

Internal Communication: Keep Teams Connected and Aligned

Keeping your team aligned is one of the toughest challenges in a startup, especially when employees work remotely. A program that facilitates easy internal communication will speed up processes, lead to faster decision making, and allow for collaboration from a distance.

Be cautious of “tool bloat,” when too many platforms slow you down instead of helping you move faster.

I always remind founders that technology is supposed to make life easier. Pick a program based on your budget, familiarity, and that scales with your needs (the cost equation). If you aren’t sure what that is, look for programs with a free trial period and test how easily you can pick it up.

Features to Look For:

• Channels
• Direct messaging
• Integrations with other tools
• Searchable history

Johnny's Tech Suggestions:

1. Slack
2. Trello
3. Microsoft Teams

External Communication: Build Trust with Customers

Just as your internal teams need simplified ways to communicate with each other, you need a way to reach your customers.

Think of external communication channels as an open door for your business. Without them, customers can’t access your products, services, or value.

Make sure you have a branded email (rather than using a provider like Gmail, Yahoo, or Outlook) and ensure that you have access set up for scheduling meetings.

Some external communication platforms double as lightweight CRMs, which can help you track leads.

Features to Look For:

• Branded email addresses (no @gmail for business)
• Video conferencing
• CRM features
• Integrations with calendar and project tools

Johnny's Tech Suggestions:

1. Google Workspace
2. Microsoft 365
3. Zoom
4. Calendly
5. HubSpot CRM

Document and Folder Management: Organize, Collaborate, and Scale Securely

As your company scales, so does the pile of documents you need to manage. Think of document management as your company’s digital memory, the more organized it is now, the faster you’ll move later.

Fortunately, many widely used systems, like Microsoft 365 and Google Workspace, integrate cloud-based document management into their communication tools.

At the beginning stage, the biggest consideration is how much storage space you’ll need. For example, the lowest plan on Google Workspace comes with about 30 GB of storage per user.

Features to Look For:

• Real-time collaboration
• Secure, role-based access
• Cloud-based storage with version control
• Suitable complexity levels for your team

Johnny's Tech Suggestions:

1. Google Drive
2. Microsoft OneDrive / SharePoint
3. Dropbox Business
4. Notion (all-in-one wiki and document storage)

Data Security: Protect What You Build

As Epipelagic Ventures’s Chief Technology Advisor, I prioritize security; yet many founders forget about it until an emergency happens. A breach won’t just affect your company information, it could also cause a breach in trust with potential investors and customers.

At Epipelagic Ventures, our data is not just ours, it’s also our portfolio brands, investors, and employees. We conduct quarterly awareness training for phishing, and have an immediate response policy when it comes to data threats.

Aside from the program, one of the biggest success factors in managing company data is training. Your employees should be trained to spot phishing attacks before they happen.

Features to Look For:

• Encrypted storage
• Secure password management
• Two-factor authentication
• VPNs for work travel

Johnny's Tech Suggestions:

1. Norton
2. LastPass or 1Password
3. Okta
4. Duo Security
5. ProtonMail
6. NordVPN or ExpressVPN

Device Protection: Guard Your Hardware from Threats

You can’t protect your data if your devices aren’t protected first. While most computers come with built-in programs, you may want an additional layer of protection depending on the type of work you do.

For example, if you commonly download apps from sources other than the App Store, or if you conduct financial transactions on your laptop, you would want additional anti-virus software.

Features to Look For:

• Cloud-based management
• Cross-device coverage
• Real-time threat detection
• Centralized management for distributed teams
• Automatic updates to block new threats

Johnny's Tech Suggestions:

1. Norton Small Business
2. Bitdefender GravityZone
3. McAfee Business Protection
4. CrowdStrike Falcon
5. Avast Business Antivirus

Project Management: Keep Momentum and Accountability

Startups thrive on momentum, and project management programs keep that momentum focused, organized, and scalable. At Epipelagic Ventures, our project management system ensures no task gets lost and no deadline gets buried.

A good system ensures your team knows what needs to be done, who’s responsible, and what’s next. Consider what functions you need at this moment, and plan for the next step of expansion when the time comes.

What to Look for:

• Easy task assignment and tracking
• Kanban boards or agile workflows
• Clear visibility into timelines and dependencies
• Integrations with communication and document tools

Johnny's Tech Suggestions:

1. Monday.com
2. Trello
3. Jira (for technical/product teams)
4. ClickUp
5. Asana

Bonus: E-commerce Tools for Founders Selling Online

Bonus platform: If your startup sells something, whether it’s physical or digital, then you need a way to list products, take secure payments, and manage inventory. A solid ecommerce platform will help you achieve all three.

As an added benefit, most commerce platforms also analyze buyer trends in your store, helping you understand the difference between a best seller and a flop.

What to Look for:

• Easy storefront setup and customization
• Secure payment processing
• Integration with shipping, inventory, and marketing tools
• Analytics to track conversions and customer behavior

Johnny's Platform Suggestions:

1. Shopify
2. WooCommerce (for WordPress users)
3. Squarespace Commerce
4. Wix eCommerce
5. BigCommerce

Building Smarter Starts with Better Systems

The right tech stack won’t guarantee success, but the wrong one can almost certainly stunt a startup’s growth. By covering these six categories early, you’ll set up your business for efficiency, security, and scalability.

Think of it this way: every tool you choose now is either an investment in smoother growth or a problem you’ll have to fix later. Consider your threshold for the cost equation early on and start with just the essentials. That will help you pick which platforms integrate well and grow with your company.

We help founders like you cut through the noise, test tools against real-use cases, and set up systems that scale. That way, you can stay focused on building your company, not fighting your software.