Software creeps in one problem at a time. A tool for quotes, another for invoices, a chat app for the team, a separate one for the customers, cloud storage in three places because three people set it up.
Most small businesses we look at are paying for at least two tools that overlap substantially, and often a third that nobody has opened in months. Worse than the money is the split: information lives in several places, so nobody trusts any single one of them.
Start by listing every tool the business pays for, who uses it, and what it is actually used for. Not what it can do, what it is used for. The overlaps become obvious quickly, and consolidating usually improves the data as much as it cuts the bill.
The goal is not the cheapest stack. It is one system per job, used properly.