Understanding the Difference Between Systems and Software

Business

When it comes to running a business, the terms “systems” and “software” often get tossed around like they’re interchangeable. Spoiler alert: they’re not. Understanding the difference between the two can be the secret sauce to simplifying your workflows, impressing your clients, and feeling like you’ve finally got it all together (instead of being buried in chaos).

So, what’s the deal? Let’s break it down.

What Is Software?

Software is the tool you use to complete specific tasks in your business. It’s the apps, programs, or platforms you rely on to get things done. Think of it as the hammer in your toolbox—it’s there to help you accomplish something, but it doesn’t come with instructions for how to build the entire house.

Examples of Software:

Showit: A platform for building beautiful, customizable websites.
HoneyBook: A client management tool for organizing contracts, invoices, and workflows.
Flodesk: An email marketing platform for creating stunning emails and automated sequences.

In short, software is the “what”—it’s the shiny tool designed to solve a specific problem.

What Is a System?

A system, on the other hand, is the process or framework that brings structure to how you use that software. It’s the step-by-step plan that guides your workflow from start to finish. Without a system, even the best software can leave you spinning your wheels.

Think of a system as the recipe and software as the kitchen tools. Sure, you can have the fanciest blender, but without a recipe, you’re just blending random ingredients and hoping for the best. (Hint: hope is not a strategy.)

Examples of Systems:

Lead Management System: A process for turning website visitors into booked clients. For example:
- Your Showit contact form sends inquiries directly to HoneyBook.
- HoneyBook automates your follow-up emails and contracts.
- Flodesk nurtures leads who aren’t quite ready to book yet.
Email Nurture System: A plan for building trust and staying top-of-mind with potential clients.
- A visitor subscribes to your Flodesk email list via your Showit site.
- Flodesk sends a series of automated emails that tell your story, showcase your services, and invite them to work with you.

How Are Systems and Software Different?

Here’s the key difference: software is the tool, and systems are the plan for how you use the tool. You need both to run a smooth, efficient business.

A Quick Comparison:

Software	System
The what—the tool you use.	The how—the process you create.
E.g., HoneyBook manages invoices.	E.g., Your onboarding process ensures clients are invoiced on time.
Solves a specific problem.	Connects the dots between multiple tools.
Requires human input to function.	Creates automation and structure to reduce effort.

Why You Need Both

Here’s where it gets good: software enhances your systems, and systems give your software purpose. One without the other? That’s a recipe for overwhelm.

Why Software Alone Isn’t Enough:

Let’s say you subscribe to HoneyBook. Great tool, but without a clear system for how you onboard clients, you’ll still find yourself chasing emails, forgetting steps, and spending way too much time on admin work. The software isn’t the problem—it’s the lack of a system.

Why Systems Need Software:

On the flip side, you might have a killer onboarding process mapped out, but if you’re manually typing emails, creating contracts, and chasing invoices, you’re wasting time that could be better spent serving your clients. The right software automates your system, saving you time and effort.

How Systems and Software Work Together

Let’s tie it all together with an example:

The Client Journey

Attract: A potential client visits your Showit website and fills out your contact form.
Engage: HoneyBook automatically sends a personalized email thanking them for reaching out and sharing your pricing guide.
Book: The client selects a time to chat via your HoneyBook scheduler.
Onboard: HoneyBook sends an automated contract and invoice.
Nurture: Flodesk adds the client to an email sequence that provides updates and helpful tips throughout your project.

Here, the system is the client journey, and the software (Showit, HoneyBook, Flodesk) are the tools that bring it to life.

The Bottom Line

Software is essential, but it’s only part of the equation. Systems are what turn your tools into solutions, helping you create a business that’s not just functional—but effortless and enjoyable. Together, systems and software simplify your workflows, impress your clients, and free up your time to focus on what you do best.

If you’re ready to stop spinning your wheels and start running your business like a pro, let’s chat. Whether you need help building a lead management system or streamlining your client experience, I’m here to connect the dots and make your tools work for you.