3 Systems Every Stationery Designer Needs in Year One

When I think back to the early days of my stationery business, the word that immediately comes to mind is chaotic. I was juggling inquiries in my inbox, sending contracts manually, digging through folders to find client notes, and honestly—just hoping nothing slipped through the cracks. I had the passion and the creativity, but absolutely no systems. And I paid for it in stress, burnout, and missed opportunities. I was working SO HARD with very little in return.

Looking back now, over a decade into this journey, I can clearly see how everything started to change the moment I began putting simple, foundational systems in place. These weren’t fancy automations or expensive tools. Just thoughtful, repeatable processes that gave me clarity, structure, and space to actually grow.

If you’re in your first year (or even your second or third) and still feeling like you’re winging it, I want to share the three systems that made the biggest difference for me when I finally got serious about treating my business like a business.

1. A Lead Capture + Inquiry System

I used to have inquiries coming in from five different directions: Instagram DMs, emails, random website forms, referrals scribbled in notebooks. There was no consistency. I had no idea who I had followed up with and who I hadn’t. It felt impossible to stay on top of leads, let alone convert them well and remember details about each one.

Creating a system for how inquiries come in (and how they’re followed up with) was one of the first game-changers in my business. I started using Dubsado to build a lead capture form that I could format in a way to make sure I was getting all the important information I needed from clients. Each inquiry landed in my Dubsado account now and had all the details I needed to follow up with them. No more ghosting leads or forgetting to respond. Just a clean, professional first impression that built trust.

Tip: Even if you’re not ready for a full CRM yet, create a dedicated inquiry form that feeds into one place and use a simple template to follow up consistently. Even if I have a lead email me directly instead of through my form, I response answering their question, but I always direct them back to that form to still fill out so I can better serve them! 

2. A Task + Project Management System

In the early days of my business, I had a mental list a mile long of everything I needed to do—client projects, emails to send, blog posts to write, print files to prep—and no real place to keep track of it all. It was overwhelming trying to remember what was due when, and I constantly felt behind.

That all changed when I started using Trello. Instead of keeping tasks in my head or scribbled across five notebooks, I created a visual task board that helped me map out my weekly to-dos, prioritize what really needed to get done, and organize projects in one place. Trello became the home base for my day-to-day operations—not just for client work, but for content planning, admin, and business development, too.

Tip: Whether you use Trello, Asana, or even sticky notes, having a centralized space to organize your daily and weekly tasks will make you feel so much more in control. I even created downloadable Trello board templates to help other creatives get started faster. Grab them here →

3. A Financial Tracking System

This one isn’t as fun as color palettes or wax seals, but it’s absolutely essential. For way too long, I was guessing at my income, tracking expenses in a messy spreadsheet (when I remembered to), and hoping that tax season wouldn’t be too painful.

Now, I use QuickBooks Online, and it’s one of the best decisions I made for my business finances. It automatically syncs with my business bank account, credit card, and Dubsado, so I can easily categorize every transaction. I reconcile monthly, track income and expenses by category, and always know where I stand with taxes and profitability. It’s also made working with my CPA so much smoother because everything is clean, organized, and accurate.

QuickBooks isn’t just for big businesses—if you’re bringing in consistent income and want to truly understand your numbers, it’s worth the investment. It helps you get clear on what’s actually profitable, how much to set aside for taxes, and where you can afford to grow.

Tip: Start with something that works for you, whether it’s QuickBooks, Wave, or even a spreadsheet. The key is consistency and reviewing your numbers regularly. I wrote more about how I manage by own bookkeeping over in this blog post—read that post here →

The truth is, you don’t need to have it all figured out in year one. But getting even just these three systems in place will save you time, stress, and money—and give you the foundation to grow with confidence.

If you’re ready to stop feeling like you’re winging it and finally get your business systems in place, I teach all of this (and so much more) inside The Stationery Business Roadmap. SBR walks you through how to set up the systems I mentioned here—like your inquiry process, task management, and finances—plus topics like pricing, client communication, and project workflows. It’s the exact framework I wish I had when I was starting out, and it’s helped dozens of designers build businesses that are both profitable and sustainable.

Check out The Stationery Business Roadmap!

You don’t have to figure it all out alone. Let’s build something sustainable together.