The Advocate Consultant's Tech Quick Start Checklist

8 essential tech tools to calm the chaos and get your consulting business running—practical systems for advocates who know the work but could use some quick tips for setting up their technology and operations. 

THE CHALLENGE: You have the expertise organizations need, but no one teaches the practical stuff: how to bill for reviewing materials, track your time, set up professional systems, or price your services. You need to set things up quickly and efficiently so that you can get back to the important consulting work.

THE SOLUTION: This checklist walks you through 8 essential tools and systems you need to run a professional consulting business—with specific recommendations, decision trees, and setup guidance for each.

WHAT'S INCLUDED:

✅ 1. GMAIL SETUP: Personal vs. Workspace • Quick decision tree: Stay free or upgrade? • Gmail power tips (labels, filters, canned responses) • Google Calendar booking pages (free Calendly alternative!) • Professional email presentation

✅ 2. GOOGLE DRIVE: Sharing vs. Not Sharing • Recommended 4-folder structure • What to share with clients (and what to keep internal) • Sharing settings cheat sheet (Viewer, Commenter, Editor) • File organization best practices

✅ 3. TIME TRACKING: Yes, Your Billing Matters • Free tools that work: Toggl Track, Clockify • What to track (yes, really—including email!) • Billable time categories • Why tracking the "invisible" work matters

✅ 4. INVOICING SYSTEMS: Compare & Choose • Tool comparison chart (Wave, QuickBooks, HoneyBook) • Best for beginners vs. growth-ready • When to consult an accountant • Where to find affordable accounting help (SCORE, SBDCs, VITA)

✅ 5. CONTRACTS: Get Help, Don't DIY • Where to get contract help (Women's Business Centers, law clinics, SCORE) • What your contract must include • Attorney consultation cost expectations ($200-500) • Your contract best practices checklist

✅ 6. YOUR RATE CARD: Know Your Numbers • Market rates for nonprofit consultants • Emerging ($75-125/hr) → Established ($125-200/hr) → Expert ($200-350/hr) • Rate card template (hourly, half-day, full-day, rush fee, travel) • When and how to raise your rates

✅ 7. SCHEDULING & TIME BLOCKING • Essential boundaries for sustainable consulting • Sample week block template • Batching similar activities • Deep work protection strategies

✅ 8. QUICK BUSINESS CANVAS • 5 foundation questions (15-minute exercise) • What problem do I solve? • Who is my ideal client? • What services do I offer? • What makes me different? • What do I charge?

BONUS PRO TIPS THROUGHOUT: • Free Grammarly browser extension for catching typos • Context-switching drains—batch similar work • Where to research market rates (PayScale, Glassdoor) • Version control and annual rate reviews

WHO THIS IS FOR: ✓ Advocates with 5+ years of experience exploring consulting ✓ Current employees testing consulting side work ✓ Former advocates ready to launch independently ✓ Anyone needing practical tech setup guidance (not theory!)

TIME INVESTMENT: • Reading the guide: 20-30 minutes • Setting up all 8 systems: 3-5 hours total (spread over a week) • Result: Professional business infrastructure that saves hours weekly

WHAT YOU'LL LEARN: • Which free tools work as well as paid alternatives • How to look professional without expensive software subscriptions • What to track, how to bill, and where to find help • Decision frameworks for choosing the right tools for your stage • When to invest in upgrades vs. when free is fine

RELATED PRODUCTS: Looking for more detailed scheduling guidance? Check out The Advocate Consultant's Ultimate Google Calendar Booking Pages Guide for step-by-step instructions on setting up 5 different client booking page types—completely free using Google Calendar. Perfect companion to this Tech Quick Start!

DOWNLOAD INCLUDES: • 8-page implementation checklist • Tool comparison charts • Rate card template • Business canvas worksheet • Resource links (SCORE, SBDCs, legal clinics) • Guild community CTA

DISCLAIMER: This guide is provided for educational purposes only and does not constitute professional, legal, financial, tax, or business advice. For personalized guidance specific to your situation, consult with qualified professionals in your jurisdiction. Tool pricing and features may change. Individual results vary based on effort, experience, market conditions, and implementation.

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