The 10 Tools I Run My Whole Business On, Every Single Day

People ask me what I use. They expect a list of logins: an email platform, a tracker, a webinar tool, a membership site on somebody else’s server, Zapier holding the whole thing together with tape, and a monthly bill for each.

That is not how my business runs any more.

It runs on ten tools, all inside my own WordPress, all talking to each other. Nine plugins and one theme. I built every one of them because I needed it, I use every one of them every day, and not one of them sends me a bill based on how big my list got this month.

I recorded the video above to show you the real thing, screen by screen. This post is the written version, with more detail than I could fit on camera. For each tool you get what it does, what I actually use it for, the features I touch every day, and which of the other nine it talks to. That last part matters most, and I come back to it at the end.

The Whole Stack On One Page

Before the detail, here is the shape of it. I think about my business in five layers. A visitor comes in the front door, becomes a member, hears from me in my own voice, turns into a sale I can trace to the penny, and ends up on a list I own. Every layer is one or two of these tools.

This is the first thing anybody sees. I run it on this blog and on my membership site, the same theme doing two very different jobs. On most sites that takes two themes, a page builder and a pile of add-ons.

The part I use every day is the writing room. It sits on every edit screen, it writes like me rather than like AI because it can be trained on my own site, and it has two rules I insisted on: it deletes any link it invents, and it refuses to replace an article with a shorter reply. If you have ever had an AI tool quietly shrink a 3,000 word post into 900 words, you know why.

Talks to: MailerWP SyncWP Conversion Tracker AISearchTestimonialsWebinarsVideoOpt-ins go straight to Mailer, every lead is offered to WP Sync, and every opt-in fires a conversion in the tracker.

Everything the ResultsAiX Theme does →

Default WordPress search is where good content goes to die. Somebody types a word, waits, and gets a page of excerpts in the wrong order. This replaces it with one shortcode: results drop down as you type, across every page, post and content type I switch on, and Ctrl+K opens it from anywhere.

The half nobody else does is Member Activity. On my membership site it watches what signed-in members read, gives every member a pick-up-where-you-left-off list, and lets AI report on the lot. Its Insights screen also shows me the searches that returned nothing, which is simply a list of the content people want and I have not written yet.

Talks to: MembershipThemeReading history shows up inside the Membership member panel, next to what that person bought.

Everything Search & Member Activity does →

My membership site holds years of customers, so moving it had to be safe before it could be anything else. It reads the old plugin’s tables without writing to them, then checks the counts line by line.

It moved 39,853 memberships across in one afternoon, and zero pages needed editing, because the 17 old shortcode names keep working.

The numbers from moving my own membership site.

What I use every day now is the member timeline. Most membership plugins know an email address, a level and a join date. This one knows what somebody bought across five gateways (Stripe, JVZoo, Warrior Plus, ClickBank and PayPal), what they read, which email they opened, and which link the sale came from. When somebody writes in, their whole story is on one screen.

Talks to: MailerWP SyncWP Conversion Tracker AISearch & Member ActivityThemeA different Mailer list per level, new members, cancellations and refunds sent to WP Sync, and tracker data on the timeline.

Everything ResultsAiX Membership does →

Recording is the part that stops most people making videos. With this, you write the script, pick your cloned voice, and the video builds itself: slides, an image for every slide, narration, and an MP4 at the end, in landscape or in the upright format for shorts.

The voice lives on my own machine. Nothing is uploaded, and there is no per-video or per-minute meter running. That is what changes how often you make videos.

Talks to: WP Conversion Tracker AIMailerLaunch Manager AIThemeThe tracker tells me what the video converts, Mailer follows up with the buyers, and Launch Manager runs the launch around it.

Everything ResultsAiX Video does →

Webinars sell. Webinar platforms charge you monthly for the privilege, keep your registrants on their servers, and make you copy the list out by hand. This runs all three kinds from my own site: an AI-built deck narrated in my voice, a recording played as if it were live, or a real live session with camera and screen share for up to 500 people.

The part I would never go back from: it writes all eight emails, the confirmation, the reminders at 24 hours, 1 hour and 15 minutes, and the follow-ups based on what each person actually did.

Six behaviour lists per webinar, so the follow-up matches what each person did.

Talks to: MailerWP SyncWP Conversion Tracker AIThemeMailer works both ways here, as the sender and as the list, with no API key. Registrants are a native source in WP Sync.

Everything Results AI Webinars does →

My voice is not enough on its own. People believe other buyers. The review wall on my Launch Manager AI page runs on this plugin, and the Warrior Plus reviews carry a verified badge, so a visitor can see the person really bought.

I import reviews I already have, collect new ones with a form, and put them anywhere, on WordPress or embedded on another site. There is no monthly fee and no charge per review, and the reviews stay mine.

Talks to: ThemeLaunch Manager AIThe theme recognises it, and the review wall on the Launch Manager AI page is built with it.

Everything ResultsAiX Testimonials does →

This is the oldest tool in the stack. Every link I send, from a solo ad to an email to a YouTube description, goes through it. I know which traffic paid, which country converted and which link to kill, instead of guessing.

The new part is the AI Traffic Analyst. It reads my numbers and gives every link a verdict: scale it, keep it, watch it or kill it, followed by the five most valuable things to do next. It is read-only, so it can never break anything, and it uses my own AI key.

The totals are the live-install figures shown on the tracker’s own page. The link names are examples.

Talks to: Launch Manager AIMailerWP SyncThemeWebinarsFeeds Launch Manager live through the Bridge, gives Mailer its 14 buyer segments, and fires WP Sync the moment a link is clicked.

Everything WP Conversion Tracker AI does →

If you launch products or promote other people’s, you know the mess: two platforms, the same partner under three account names, and no idea who you owe a promo to. Launch Manager merges all of it. It has tracked over $2,220,836 in my JV sales across more than 17,000 transactions and 2,500 partners.

The workflow: before a launch, scrape a competitor’s contest leaderboard with one click, import every affiliate on it, and let the AI rank who to contact first. After the launch, one click gives each partner a PDF showing exactly who sent what, so reciprocity is a number and not a feeling.

Talks to: WP Conversion Tracker AIMailerWP SyncTestimonialsMailer can email the exact buyers of any product Launch Manager tracks, with their purchase history on every profile.

Everything Launch Manager AI does →

This is the Zapier replacement. A sale lands on Warrior Plus, JVZoo or ClickBank, or somebody registers for a webinar or fills in a form, and within seconds WP Sync has them on the right list with the right tag and in every other app that needs them. No CSV exports, no copying lists by hand.

The thing that makes it different from Zapier is the bill. 50 contacts a month or 100,000 contacts a month, same price. Nobody counts my tasks.

One source, as many destinations as you like, each with its own timing.

Talks to: MailerWP Conversion Tracker AIMembershipWebinarsThemeMailer is a source and a destination, a tracker link click can fire a bridge, and your subscriber data never touches our servers.

Everything WP Sync does →

I saved this for last because everything above ends up here. Every opt-in, every buyer, every webinar registrant, every member. The list is the business, and for years mine lived on somebody else’s server with a price that went up every time the list grew. Mailer is a complete email platform inside WordPress: broadcasts, automations, forms, a CRM, and the AI, with the list in my own database and no meter on any of it.

Automations are where I live. A visual builder with 8 triggers: joins a list, confirms, gets a tag, fills a form, buys, opens, clicks, or I enrol them by hand. Real if/else branches on tags, opens, clicks, purchases and engagement score, a live count of how many people are waiting at every step, and pause and resume with everybody holding their place. And I did not start from blank: 25 finished flows come with it, every email already written, ready in two clicks. Broadcasts get the same care: a full-screen composer, 12 starter templates, scheduling in my own timezone, and A/B subject testing that sends to 20 percent, picks the winner and sends the rest on its own.

Every step shows how many people are sitting at it right now. Imported subscribers never trigger any of this by accident.

The AI runs on my own key, at the provider’s rates, with no markup. Claude or OpenAI, primary and fallback. Write With AI takes a topic and a tone and writes the email, or rewrites the draft I already have. Subject lines come ten at a time across nine proven angles, each with a predicted open rate and a matching preheader, and it learns from my own past winners. An inbox placement score tells me what to fix before I send. The segment builder takes plain English, “buyers of any product who have not opened in 60 days”, and shows me the live count. The send-time optimizer learns each subscriber’s best hour. And the AI Helper sits on every screen, knows my actual install, builds real automations as drafts, and has been trained on up to 150 of my own emails so it writes like me.

Then the numbers. Reports with trend arrows against the previous period, a sent, opens and clicks chart, list growth, where new subscribers came from, a top broadcasts leaderboard and every link ranked by clicks, with bot and prefetch opens filtered out so the figures are real. Every subscriber carries a lead score built from what they actually do, opens, clicks, tracked clicks on my site and purchases at three tiers, with points that fade over time and a “why this score” list on each person. And every profile shows the full buyer timeline: product, date, gateway, amount, lifetime spend.

The part I use every week is the cleaning, and it is why I trust the rest. I built Mailer while moving a 50,000 subscriber business onto it, so Safe Mode is on by default, imports resume after a timeout, and there is one-click rollback. Tidy Names found 7,243 broken names out of 66,921 on my own list, previewed every fix before writing it, and can undo the whole run. Verify Leads reads the buyer data from my tracker and Launch Manager and sorts everybody into six groups, with lifetime spend on every flagged row, so I never archive a big customer by accident, and archived people come straight back the moment they click, buy or open.

Talks to: WP Conversion Tracker AILaunch Manager AIWP SyncMembershipWebinarsTheme14 buyer segments from real clicks and spend, full purchase history on every profile, and a different list for every membership level.

Everything ResultsAiX Mailer does →

How They Talk To Each Other

Here is the part no list of features shows you. Ten separate tools, even good ones, are ten logins, ten exports and ten places your data goes stale. These share what they know. Follow one buyer through my business and watch it pass from tool to tool without me touching anything.

Every step of that is a connection described on the tools’ own pages. None of it is a Zapier chain I have to babysit. And when that buyer writes in with a question, I open their member timeline and see the click, the webinar, the purchase and the lessons in one place.

What This Saves Me Every Year

I will not invent numbers to cross out. Below are the yearly prices the tools’ own sales pages quote for the subscriptions they replace, and I have taken the lowest figure every time. Four of the ten have no named price on their page, so I have counted them as zero.

And that is the floor, not the ceiling. A 25,000 subscriber list on a typical platform runs $6,000 to $9,600 a year on its own. Every one of those services goes up as you grow, because growth is what they charge for.

The bundle charges for none of that. It is one licence for all ten of these tools plus sixteen more plugins, and it costs less than a single year of ClickMagick.

Why Owning Your Data Matters More Than The Money

The money is the easy argument. This is the one that actually kept me up at night.

When your list, your members, your buyers and your click history live on other people’s servers, you are renting your own business. They can raise the price, change the rules, shut an account or get bought, and your only option is to export what they let you export and start again.

And because it is all in one place, it adds up to more than the sum of the tools. My tracker knows who clicked. Launch Manager knows who bought and who sent them. Mailer knows who opened. Membership knows who logged in and what they read. On a stack of rented apps those are four strangers. Here they are one record.

Questions People Ask Me About This Stack

The Short Version

I used to pay a monthly bill for every part of my business, and every bill grew as the business grew. Now I run it on ten tools inside my own WordPress, the data is mine, and the tools talk to each other so I do not have to.

You can run yours the same way. Same tools, same licence, starting today.

To your results,
Kevin Fahey