The Automation Arsenal: Essential Tools Julian Uses for Side Hustles (2025 Edition)

Alright, fellow digital adventurers, Julian Ward here. If you're anything like me, you're constantly looking for ways to build, scale, and automate your income streams without getting bogged down in endless manual tasks. Over the past few years, I've managed to build multiple side hustles generating a comfortable $2K/month – not by grinding 24/7, but by meticulously crafting a robust system powered by a few key tools.

This isn't about becoming a "guru" or chasing some mythical passive income dream. It's about practical, actionable strategies and the tools that enable them. I've curated a stack that helps me manage everything from content creation to customer outreach, ensuring my efforts are amplified and my time is spent on what truly matters. In 2025, the landscape of digital tools is richer than ever, and knowing which ones genuinely move the needle is crucial. Let's dive into the core of my operation – the tools Julian uses for side hustles.

The Automation Ethos: Why Tools Matter More Than Ever

Before we get into the nitty-gritty of specific tools, let's talk philosophy. For me, automation isn't about laziness; it's about leverage. It's about setting up systems once that continue to work for you, freeing up your mental bandwidth for strategic thinking, creativity, and actual living. As an indie hacker or solopreneur, your time is your most valuable asset. Every repetitive task that can be automated is a win.

My journey to generating those multi-$K income streams wasn't paved with magic beans; it was built on understanding workflow optimization and embracing automation. The right tools don't just save time; they enable scale, reduce errors, and provide crucial insights that propel growth. This curated stack is the backbone of my operational efficiency, allowing me to manage several projects without feeling overwhelmed.

My Core Stack: The Engine of Automation

This is where the rubber meets the road. These are the workhorses that power my entire operation, from ideation to delivery.

Notion: The Brain of My Operations

If you've followed my work, you know I'm a massive Notion advocate. It's not just a note-taking app; it's the central nervous system for all my side hustles. In 2025, Notion continues to evolve, making it an indispensable dashboard and project management hub.

I use Notion for:

  • Content Calendar & Ideation: Planning blog posts, social media updates, and newsletter topics. My content pipeline lives here, ensuring I'm always ahead of schedule.
  • Customer Relationship Management (CRM): Tracking leads, managing outreach, and logging interactions for various projects.
  • Product Development & Launch Pads: From outlining new Notion templates to launching digital products, every step is meticulously tracked.
  • Financial Tracking: A simple but effective dashboard to monitor income and expenses across different ventures.
A screenshot of a clean, organized Notion dashboard showcasing various side hustle projects, content calendar, and task lists.
My Notion dashboard: The central hub where I organize every aspect of my side hustles.

The beauty of Notion is its flexibility. You can build almost anything you need without code, tailoring it exactly to your unique workflow. It's the first tool I open every morning.

Automation Powerhouses: Zapier & Make (formerly Integromat)

These are the unsung heroes of my automation efforts. If Notion is the brain, Zapier and Make (formerly Integromat) are the neural pathways that connect everything, ensuring data flows seamlessly between otherwise disparate tools.

  • Zapier: User-friendly and robust, Zapier is my go-to for setting up quick, reliable automations. Think connecting new email list sign-ups to a Google Sheet, or automatically pushing new blog posts to social media schedulers.
  • Make (formerly Integromat): For more complex, multi-step workflow automations, Make provides unparalleled flexibility and visual mapping. I use it for advanced scenarios like processing payments, updating Notion databases based on external triggers, or complex lead nurturing sequences.

Personal Anecdote: I once spent hours manually transferring data from a Gumroad sale into a spreadsheet and then sending a personalized email. A simple Zapier automation now handles this in seconds, saving me literal hours each week. This is what true automation looks like.

A visual representation of a Zapier workflow connecting multiple apps like a form, email, and CRM.
A simplified look at how Zapier or Make connects different apps to automate repetitive tasks.

Email Marketing: Building Your Audience on Autopilot

Your email list is your most valuable asset. Period. Unlike social media algorithms, you own your email list, making it the most reliable channel for direct communication and sales.

  • ConvertKit / Beehiiv: I've used both and highly recommend them. ConvertKit for its creator-friendly features, tagging, and visual automation builder, making it perfect for segmenting and nurturing an audience. Beehiiv is gaining traction rapidly in 2025, especially for newsletters, offering a clean interface and powerful monetization options directly built-in.
    • I use these platforms to deliver value, announce new products, and build genuine relationships. Automating welcome sequences, content upgrades, and sales funnels is crucial here.

If you're serious about your side hustle, start building your email list yesterday. The automation capabilities within these platforms are game-changers for nurturing leads into loyal customers. For a deeper dive, check out my thoughts on email marketing automation best practices.

A screenshot of an email marketing dashboard showing subscriber growth and campaign performance.
Visualizing subscriber growth and campaign performance on an email marketing platform.

Content Creation & Distribution: Scaling Your Voice

As someone who relies heavily on SEO and content to drive traffic, having robust content tools is non-negotiable.

  • Ahrefs / Semrush: For keyword research, competitive analysis, and tracking my SEO performance. These are my go-to for understanding what my audience is searching for and how to rank for those lucrative SaaS longtails.
  • Grammarly Premium / Hemingway Editor: Essential for ensuring my writing is clear, concise, and error-free. Even as a native English speaker, these tools catch my slip-ups and suggest improvements that enhance readability.
  • ChatGPT / Claude (for brainstorming): While I write all my content myself, these AI tools are incredible for brainstorming ideas, outlining complex topics, or even getting past writer's block. They're like having a super-smart research assistant at your fingertips.
  • Buffer / HootSuite: For scheduling social media posts and maintaining a consistent online presence without constantly being glued to my phone. Integrating these with Notion and automation tools helps ensure content goes out on time.
A screenshot of a content calendar tool showing planned blog posts, social media updates, and their statuses.
A glimpse into a content calendar tool, helping to organize and plan all upcoming content.

Workflow Wisdom: Best Practices for Tool Integration

Having a stack of great tools is one thing; using them effectively is another. Here are some best practices I've cultivated over the years to maximize their impact and ensure seamless workflow.

Start Lean, Scale Smart

It's tempting to sign up for every shiny new tool. Don't. Start with the absolute minimum required to get your idea off the ground. For me, that was Notion and a simple email list provider. As your side hustle grows and new bottlenecks emerge, then – and only then – consider adding another tool. Tool bloat is a real thing, leading to unnecessary complexity and subscription costs.

Integration is Key

The power of these tools multiplies when they talk to each other. This is where Zapier and Make become indispensable. Think about your entire workflow from start to finish. Where are the manual handoffs? Where can data be automatically transferred? Investing time in setting up these integrations upfront saves countless hours down the line. For example, when someone buys a digital product, that data automatically populates a CRM in Notion, triggers an email sequence, and adds them to a specific segment of my email list.

Regular Review & Refinement

The digital landscape, especially in 2025, is constantly evolving. Tools get updates, new competitors emerge, and your own needs change. Set aside time quarterly (or even monthly) to review your existing stack. Are you still using all of them? Are there more efficient alternatives? Are your integrations still working optimally? This iterative approach ensures your dashboard and entire operational system remain lean and effective.

Beyond the Stack: Cultivating an Automation Mindset

Ultimately, the specific tools Julian uses for side hustles are just enablers. The real secret sauce is the underlying mindset: always looking for opportunities to automate, optimize, and leverage. It's about seeing your side hustle as a system, not just a series of tasks.

Embrace experimentation. Learn from your inefficiencies. And remember, the goal isn't just to make more money, but to build a sustainable, enjoyable business that works for you, not the other way around. Go forth, automate, and build something awesome.

Frequently Asked Questions

What is the most important tool for starting a side hustle in 2025?

For me, it's hands down Notion. It's incredibly versatile and acts as a central hub or dashboard for everything from content planning and project management to financial tracking. You can truly build a customized operating system for your side hustle with it.

How do you avoid "tool bloat" when building your side hustle stack?

It's crucial to start lean. Identify your core needs first – perhaps just Notion for organization and an email list provider. Only add new tools when a specific bottleneck or repetitive task emerges that a new tool can genuinely solve through automation. Regularly review your stack to ensure every tool is earning its keep.