Running a small business doesn't mean you have to spend a fortune on software. Some of the best IT tools available are completely free — and many small businesses are missing out simply because they don't know they exist. Here are five we recommend to almost every client.
1. Bitwarden — Free Password Manager
Reusing passwords across multiple accounts is one of the biggest security risks for small businesses. Bitwarden is a free, open-source password manager that generates and stores strong, unique passwords for every account — so you only need to remember one master password.
It works across all devices and browsers, and the free tier is genuinely excellent. There's also a paid business version with team sharing features if you need it.
Why it matters: Weak and reused passwords are involved in the majority of data breaches. A password manager is one of the simplest and most effective security improvements you can make.
2. Microsoft Defender — Free Antivirus (Built into Windows)
If you're running Windows 10 or 11, you already have Microsoft Defender installed. It's free, it updates automatically, and independent tests consistently rate it as one of the better antivirus solutions available — at any price.
Make sure it's enabled and up to date on all your business devices. Many people unknowingly disable it when installing other software.
3. Google Workspace (Free Tier) or Microsoft 365 Basic
Both Google and Microsoft offer free or low-cost versions of their productivity suites. Google Workspace's free tier gives you Gmail, Google Docs, Sheets, Slides, Meet, and Drive — all accessible from any device, with real-time collaboration built in.
For businesses already in the Microsoft ecosystem, Microsoft 365 Basic starts at just a few pounds per month and includes Outlook, Teams, OneDrive, and web versions of Office apps.
Why it matters: Cloud-based productivity tools mean your files are automatically backed up, accessible from anywhere, and easy to share with colleagues or clients.
4. Have I Been Pwned — Free Data Breach Checker
Visit haveibeenpwned.com and enter your email address to find out if it has appeared in any known data breaches. The site is run by a respected security researcher and is completely free to use.
If your email appears in a breach, change the password for that account immediately — and any other accounts where you use the same password.
You can also set up free alerts so you're notified if your email appears in future breaches.
5. Backblaze Personal Backup — Free Trial, Then Very Affordable
Backblaze offers unlimited cloud backup for your computer for around £99 per year — which works out at less than £2 per week. While not strictly free, it's so affordable and so important that we couldn't leave it off this list.
Losing your business data to a hard drive failure, ransomware attack, or accidental deletion can be catastrophic. An automated cloud backup means you can recover everything quickly, no matter what happens.
Why it matters: Most people don't think about backup until they need it — by which point it's too late. Set it up once and it runs automatically in the background.
Need Help Setting Any of These Up?
If you'd like help getting any of these tools configured correctly on your devices, our Small Business IT Health Check covers your security setup, software, and backup arrangements — and we'll make sure everything is working as it should.