bonfire-studio

What to Include in a Website Maintenance Plan (Free Checklist)

Mon, 13 Apr 2026 13:33:47 GMT

A lot of website development projects are planned around three phases — design, develop, launch.

Maintenance doesn't always make it onto the list from the start. And once the site is live and attention moves elsewhere, things start going wrong.

Without a website maintenance plan in place, a site will start to show it. Slowly at first. A team member who left is still on the About page. A contact form stops working. A plugin breaks.

In this article, I provide a checklist of what a website maintenance plan should include:

Content updates
Technical health checks
SEO maintenance
Security and platform updates
Visual and brand consistency

Plus, who should actually handle website maintenance.

1. Content Updates

This is the most visible layer of website maintenance, and the one that affects trust most directly.

Key pages need to be reviewed and updated on a regular basis. That includes:

Team and leadership pages: people join, people leave, titles change

Services pages: offerings evolve, positioning matures, old services are phased out

Location and contact information: especially for multi-location businesses that are regularly opening new locations

Case studies, testimonials, and portfolio work: trust signals are most effective when they are current

Time-sensitive content: any page that references dates, offers, or time-sensitive information

These all need someone checking them periodically and keeping them accurate.

Signs of an outdated website can quietly undermine credibility with exactly the people you most want to impress.

2. Technical Health Checks

A website can look fine on the surface while technical issues are building underneath.

Regular technical checks should cover:

Page speed and performance: slow load times frustrate visitors and hurt search rankings

Broken links: internal and external links can break over time, often without anyone noticing

Forms and calls to action: contact forms, booking links, and downloadable resources need to be tested periodically to confirm they are working correctly

Mobile display: layouts can shift or break as browsers and devices update

Cross-browser consistency: what looks right in Chrome may not look right everywhere else

3. SEO Maintenance

A website's search visibility is not something that can be set and forgotten.

A good website maintenance plan includes periodic SEO review, which covers:

Monitoring rankings for target keywords and noting meaningful shifts

Reviewing and updating page titles and meta descriptions as content evolves or rankings drift

Checking for crawl errors or indexing issues that might be suppressing visibility

Ensuring new pages are being indexed properly

Keeping internal linking updated as the site grows

Be sure the web design company you hire includes SEO, not just a pretty website.

4. Security and Platform Updates

This section is especially relevant for websites built on Wordpress and similar content management platforms.

A proper maintenance plan should include:

SSL certificate validity: an expired certificate triggers browser warnings that immediately damage trust

Core software updates: WordPress sites need to be kept up to date to the latest stable version for both security and performance

Plugin and theme updates: outdated plugins are one of the most common sources of vulnerabilities and breakage on WordPress sites

Uptime monitoring: knowing when a site goes down, rather than finding out from a client or prospect who tried to visit it

Security issues are often invisible. That is what makes them worth staying ahead of.

5. Visual and Brand Consistency

This one tends to develop gradually, which is part of what makes it easy to overlook.

A site that was designed well at launch can start to look inconsistent over time — because small ad hoc edits accumulate.

A new page gets added without quite matching the existing design

A headline gets rewritten in a different tone

Someone swaps in a slightly different button style

A section gets reorganized and no longer flows the way it was intended to

None of it feels like a big deal in the moment. But over time, a site that started out cohesive can start to feel pieced together.

Part of ongoing website maintenance is periodically stepping back and looking at the site as a whole. Making sure it still feels consistent and on-brand.

Who Should Handle Website Maintenance

Once you understand what a website maintenance plan needs to cover, the natural next question is who should actually be responsible for it.

There are two options.

1. Manage the website internally

Some companies assign website maintenance to a marketing coordinator or office manager.

This can work — but only if that person has the time, the technical comfort, and a clear checklist to work from.

In practice, internal website maintenance tends to slip. Mainly because managing the website competes with other projects on their plate.

Updates get delayed, someone changes job roles, checks get skipped. And the website slowly drifts in the background.

2. Working with a trusted partner

The other option is to hand ongoing website maintenance to the same team that built the site — or a qualified web development partner who knows the platform and understands your business.

This removes the maintenance responsibility from your internal team entirely. Someone else is watching the site, running the checks, making the updates, and flagging anything that needs attention.

For most established organizations, this is the more reliable option.

Because website maintenance requires consistent, focused attention — and that is a hard thing to sustain internally when other priorities are always competing for time.

"A website is not a one-time project. It is an ongoing business asset."

Want to know if your website is being properly maintained?

Most companies only think about website maintenance when something breaks. The ones with the healthiest sites treat it as an ongoing responsibility — and make sure someone is accountable for it.

At Bonfire Studio , every website we build comes with the option for ongoing care. We handle the maintenance so our clients do not have to.

We also offer a free website audit — no pressure, no obligation.

We will take an honest look at where things stand and give you a clear read on what is working, what needs attention, and what is worth addressing.

Contact us and request a free website audit →

10 Signs Your Company Website Is Outdated

Thu, 26 Mar 2026 15:59:03 GMT

A business website does not become outdated all at once, it happens gradually.

Pages stop getting updated. Small edits are made by different people over time. A blog that used to be active goes stale.

Nothing feels urgent enough to deal with right away, so the website keeps going as-is. And for a while, it still seems fine.

That is what makes it easy to overlook an outdated website. Your company website can still be live, functional, and technically “working” while also showing clear signs that it is out of date.

In this article we'll cover 10 signs your company website is outdated in 2026:

Your copyright year is outdated
Your team or about page is no longer accurate
Your services are behind where the company is now
Your case studies or credibility points are old
Important pages contain outdated details
Your blog or news section is no longer updated
Your forms, links or CTAs are broken
Your website has become visually inconsistent
The site hasn't been updated in a very long time
Your website has technical issues

Why This Matters

An outdated website does more than look a little neglected.

It can affect trust.

People notice when a website feels stale, even if they cannot immediately explain why. And in some cases, a business website that looks outdated can make potential customers wonder whether the company is still active, still growing, or still paying attention.

"A business website that looks outdated can make potential customers wonder whether the company is still active."

That is especially true if your site used to show signs of activity - such as a blog, news section, or updates page - and then everything simply stopped.

Not every company needs to publish content all the time. But when a website shows visible signs that it has not been maintained in a while, people notice.

If you are wondering whether your website may be starting to drift out of date, here are some of the most common signs to look for.

1. Your copyright year is outdated

This is a small one, but it matters.

Not all visitors will pick up on this but those who are attuned to the little details will notice it. And once a few signs of neglect start showing up, it risks impacting credibility.

Fortunately, while this is one of the simplest signs your website is outdated - it’s also one of the easiest things to fix.

2. Your team, or about page is no longer accurate

This is a very common sign of an outdated business website.

Someone left six months ago and is still listed on the team page

A new leader joined and never got added

The company has grown, changed locations, or evolved in a meaningful way - but the website still reflects an older version of the business.

That creates a subtle disconnect.

When someone is evaluating your company, they are trying to get a

current sense of who you are and how established you are.

If the information on your website no longer lines up with reality, that trust starts to weaken.

3. Your services or positioning are behind where the company is now

A lot of companies outgrow their website before they realize it.

Maybe the company has matured, but the website still sounds like an earlier-stage version of the business.

Maybe the quality of your work has gone up, your clientele has changed, or your offerings have become more refined - but the site still speaks in older, broader, or less polished terms.

That does not always look obviously wrong. But it can absolutely make the website less effective.

If your company has become more sophisticated and the website has not kept up, the site may still be technically accurate while quietly underselling the business.

That is one of the more subtle signs a website is outdated.

4. Your testimonials, case studies, or credibility points are old

Trust signals are most helpful when they are current.

If your testimonials are several years old, your featured work has not been updated in a long time, or your credibility points stop at a noticeably earlier chapter of the company, people notice that too.

For example:

You’ve won awards, but the dates on them are 5+ years old

You have a BBB Accredited badge but your business is no longer accredited

Your case study dates are all from many years ago

There haven’t been projects added to your portfolio since 2020

It is not so much one dramatic issue. It is more the overall impression.

If someone is trying to assess whether your company is active, credible, and moving forward, old proof can start to work against you, especially when paired with other signs your website is outdated.

A healthy business should generally have a website that shows some signs of life.

5. Important pages contain outdated details

This is where an outdated company website often starts showing its age in obvious ways.

Things like:

old service descriptions
outdated downloadable PDFs
references to offerings you no longer provide
old office locations
broken links
pages that still say “coming soon”
event or seasonal references that should have been removed long ago

These are the kinds of details that make a website feel unattended.

They also create unnecessary friction. If a prospect sees conflicting or outdated information, they now have to wonder which version is correct.

That is not a great way to start a business relationship.

6. Your blog or news section is no longer updated

This one is worth paying attention to because it can send a stronger message than people realize.

To be clear: you do not need to constantly publish blog posts to have a good website. Most companies do not need a high-volume content machine.

But if your website visibly suggests that your company does publish updates, and then those updates stopped a long time ago, that can create a bad signal.

A blog that ends abruptly. A news section with nothing recent. An “Insights” page that has not been touched in eight months.

That kind of silence can make people wonder:

Is the company still active?
Is this website still being maintained?
Is this information still current?

Even if your business is doing great, this is one of the clearest signs your website is outdated.

If you are not going to actively maintain a blog or updates section, it is better to be intentional about how it appears on the site than to let it slowly die in public.

7. Your forms, links, or calls to action are broken

This is one of the more important signs because now we are getting into things that can directly affect business.

A website can look perfectly fine while key functionality is quietly breaking.

That might mean:

a contact form is no longer routing correctly
a downloadable resource link is broken
a calendar link no longer works
a CTA points somewhere outdated
a form sends to someone who no longer works at the company

This is the kind of issue that usually sits unnoticed until someone internally happens to catch it. And in the meantime, you may have lost leads without realizing it.

"You may be losing leads without realizing it."

If nobody is periodically checking those things, problems can sit there longer than most companies would expect.

8. Your website has become visually or verbally inconsistent over time

This is a big one.

A lot of websites start out clean and cohesive because they were originally designed well.

Then over time, small edits get made by different people.

A new section gets added or rearranged

A page gets updated by someone trying to be helpful

Another person swaps in different button styles

Someone rewrites a headline in a different tone

A new page gets built without matching existing styles

The visual consistency gets weaker. The writing starts sounding like it came from three different people. Some pages feel carefully designed, while others feel improvised.

"Does your website look pieced together, or consistent?"

This is one of the clearest signs a website is outdated - when the site is no longer being maintained with the same level of care it was originally built with. It starts looking pieced together.

And yes, people absolutely notice this.

9. Your website has not been updated in a long time

This is the umbrella sign that often sits underneath everything else.

The absence of ongoing care results in a website that looks outdated.

While a website does not need constant redesigns, it does need someone paying attention to it.

And when that stops happening, the difference shows.

10. Your website has technical issues

Not every outdated website has obvious technical problems.

But when technical issues do start showing up, that is usually a strong sign the website is no longer being actively maintained the way it should be.

Technical issues with a website include:

pages loading slowly
images not displaying properly
layout issues on mobile
sections that no longer align correctly
outdated plugins or integrations causing problems
features that work inconsistently from one browser or device to another

A slow or unreliable website is not just frustrating — it can make the business itself feel less current, less polished, and less trustworthy.

And to make matters worse, technical issues are easy to miss unless someone is routinely checking the site.

If your website is starting to show technical wear, it is usually a sign that it needs attention.

What to Do If Your Website Is Outdated

If any of these signs of an outdated website apply to the company you own or where you work, it does not automatically mean you need a full website redesign.

Sometimes the site itself is still fundamentally solid.

What it usually means is that the website needs a proper review and a round of cleanup before small issues turn into bigger ones.

A good place to start is with the basics:

update anything that is clearly out of date
review your key pages for accuracy
test your forms and calls to action
remove or fix anything that feels neglected, broken, or inconsistent
make sure the website still reflects the company as it exists today

That alone can go a long way.

And if the site has been updated by different people over time, it is often worth stepping back and looking at it as a whole - not just page by page.

Is it still on-brand? Does it feel consistent throughout?

This will give your team a clear picture of what needs attention, what is still working, and whether the site needs maintenance,

cleanup, or a redesign.

How to Keep It From Happening Again

The bigger issue with most outdated websites is not usually one bad page or one broken form.

It is that no one is consistently responsible for the website after launch.

And as a result, small updates get delayed, content grows stale and inconsistencies start stacking up.

Before long, the website still technically works, but no longer reflects the business as well as it should.

The best way to prevent that is to make sure someone actually owns the website.

That does not mean your internal team needs to take on another project. It means someone should be responsible for keeping the site current, polished, and in good working order over time.

That is exactly what our website care services are for.

At Bonfire Studio , we build websites with long-term ownership in mind.

Every website we build comes with the option for ongoing care, so it stays current, consistent, and in good working order after launch - not just on day one.

That way, it does not quietly drift out of date over time.

If your current website is starting to show some of these signs, the first step is simply understanding where things stand and what actually needs attention.

From there, you can decide whether the right next move is cleanup, or a more comprehensive rebuild.

Concerned your website may be falling out of date?

If you are wondering whether your company website is showing signs that it is outdated, we offer a free website audit.

No pressure. No obligation.

We will take a look and give you an honest read on what feels current, what may be slipping, and what is actually worth addressing.

Are Duda Websites Good for SEO?

Mon, 16 Mar 2026 19:09:25 GMT

When companies evaluate website platforms, SEO performance is always part of the conversation.

It’s reasonable to ask whether Duda websites are good for SEO.

The answer is yes - Duda is great for SEO. Websites built on Duda perform very well in search results when the site is structured properly and maintained over time.

Search performance depends far more on technical foundation, site structure, and ongoing maintenance than on the specific platform used.

Duda provides a strong technical base for those things; which is one of the reasons our duda web design studio builds client websites on it.

But to understand why, it helps to look at what actually influences search rankings.

What Actually Determines SEO Performance

Google uses automated ranking systems that evaluate many signals to determine which pages should appear in search results.

While the exact algorithm is complex, Google has publicly confirmed several factors that influence how websites perform in search.

Some of the most important include:

1. Page speed and performance

Google confirmed that page speed is used as a ranking signal in search results.

2. Mobile usability

Google now uses the mobile version of a website as the primary basis for indexing and ranking, a system known as mobile-first indexing .

3. Page experience and usability

Google’s ranking systems aim to reward pages that provide a strong user experience , including fast loading and stable layout.

4. Content quality and relevance

Google evaluates whether a page provides useful, relevant information for the user’s query.

In other words, search engines are not judging websites based on which builder or CMS was used.

They evaluate how well the website performs and how helpful the content is.

"Search engines are not judging websites based on which website builder was used. They evaluate how well the website performs and how helpful the content is."

A good platform simply makes it easier to get those fundamentals right.

The Technical SEO Strengths of Duda

Duda includes several built-in features that support strong search performance.

1. Fast Page Delivery

Duda websites are delivered through a global content delivery network (CDN).

In simple terms, a CDN stores copies of your website on servers around the world. When someone visits your site, it loads from the server closest to them instead of from a single location.

That helps pages load faster, which matters for both user experience and search performance. Google has confirmed that page speed is a ranking signal , particularly for slower sites.

2. Strong Mobile Performance

Because Google now uses mobile-first indexing , the mobile version of a website is the primary version evaluated for ranking .

Duda provides responsive design tools and a flexible framework that helps websites to perform well across devices, but the mobile experience still depends on your website designer to create and refine.

3. Built-In SEO Controls

Duda also provides control over key on-page SEO elements, including:

page titles
meta descriptions
image alt text
structured data
canonical URLs
redirects

These are the technical tools needed to properly optimize a website for search engines.

The platform doesn’t “do SEO for you,” but it gives you the ability to implement the fundamentals correctly.

A Real Example From One of Our Clients

We recently launched a new Duda website for a client.

Within ten days of launch , their rankings improved dramatically :

Several of their most valuable keywords went from position 50+ to the top ten results .

No new blog posts were added during that period.

What changed?

We rebuilt the site with:

better page structure
improved technical performance
stronger on-page SEO
clearer internal linking

In other words, Duda provided a strong technical foundation, and the site itself was optimized properly.

Duda didn’t magically create those rankings, but it certainly didn’t limit them either.

What Actually Drives SEO Results

This is where many conversations about website platforms miss the point.

SEO success rarely comes from the platform itself.

It comes from things like:

clear site structure
useful content
strong internal linking
fast performance
regular maintenance

links and reputation (e.g. links from trusted websites, online reviews)

Unfortunately, many websites launch and then slowly fall apart.

Pages go out of date
Content stops evolving
Technical issues accumulate

Search engines reward websites that stay healthy, structured, and maintained over time.

That’s why our approach as a duda web design studio doesn’t end at launch. Ongoing care is a big part of keeping a website performing well.

The Real SEO Risk: Neglected Websites

In practice, most SEO problems aren’t caused by the platform.

They’re caused by websites that nobody maintains.

Common issues include:

outdated content
broken links
slow plugins
neglected technical updates
poor site structure

Over time, these issues quietly erode search performance.

A healthy website requires ongoing care, not just a good launch.

So, Are Duda Websites Good for SEO?

Yes.

Duda provides the technical foundation needed for strong search performance:

fast page delivery
mobile-friendly design
modern SEO controls
reliable infrastructure

But like any platform, the real results come from how the website is built and maintained.

A well-structured, well-maintained website can perform extremely well in search, regardless of the platform behind it.

And when the foundation is solid, the work of improving the website becomes much easier.

"SEO success rarely comes from the website platform used. Whether your site is built on Duda or Wordpress or Shopify, you can still perform well in search."

Thinking about building a new Duda website?

We design and build websites that are structured for search performance, usability, and long-term growth.

If you want to get it right from the start, request a quote today.

How to Remove Fake Google Reviews

Fri, 13 Feb 2026 19:46:28 GMT

If you’re here, something frustrating likely happened and you need to know how to remove a fake Google review from your business profile.

First, some good news.

If a review truly violates Google’s policies, Google wants it removed too. They provide a formal process to report and appeal reviews that contain prohibited content.

In this guide, we’ll walk you through:

What qualifies as a fake Google review
What does not qualify as a fake Google review
Steps to report a fake review
How to appeal if Google denies your request
What to do if the fake review stays live

But if you just want to know how to get a fake Google review removed, here is the short answer...

Your Business Profile management panel will appear within the search results.

Click “Read reviews.”

Step 2: Locate the Review

Find the review you want to report.

You can sort reviews by:

Lowest rating
Most recent

Click the three-dot menu next to the review.

Step 3: Report the Review

Select “Report review.”

You’ll be prompted to choose a reason, such as:

Spam
Conflict of interest
Harassment or hate speech
Offensive content

Choose the option that best matches the violation and submit.

Google will review your request. Reporting does not automatically result in removal.

How to Check the Status of a Reported Review

Google now manages review appeals through its Business Profile Support system.

To check your status:

Sign into your Google Business Profile account
Visit the Google Business Profile support page
Navigate to your open cases or review appeals

You’ll see whether:

The review was removed
No policy violation was found
The case is still under review

Reviews can take several days (sometimes longer) to process.

What to Do If Google Doesn’t Remove the Review

If Google determines no violation occurred, you can submit an appeal.

Step 1: Appeal the Decision

Within your Business Profile support case, you may see an option to appeal.

When appealing:

Clearly reference the policy you believe was violated
Be concise and factual
Avoid emotional language

If the appeal is denied, Google will notify you.

Step 2: Contact Official Support

If you believe the review clearly violates policy , you can continue working through Google Business Profile Support channels.

In some cases, you may also post in the Google Business Profile Help Community , where product experts can review your case and provide guidance.

If they agree that the review violates a Google policy they may personally escalate the request to delete the review for you.

Always remain professional — moderators are volunteers who help escalate legitimate issues.

Frequently Asked Questions

Are fake reviews automatically deleted after reporting?

No. Reporting triggers a review process. Google evaluates whether the content violates policy before making a decision.

How long does it take Google to remove a fake review?

Google states reviews are typically evaluated within a few days .

That said, there are multiple reports on Reddit of reported reviews sitting in ‘Pending’ status for months and longer. If this happens to you, follow Step 2 above and contact official support.

Additional Strategies to Protect Your Reputation

If removal doesn’t happen, here are practical next steps.

1. Respond Professionally

You should respond to every review — including fake ones.

Your response isn’t just for the reviewer. It’s for future customers reading your reviews.

Keep your reply:

Calm
Professional
Brief
Focused on resolution

Example:

“We’ve reviewed our customer records and are unable to locate a customer under this name. If this review was intended for our business, we’d appreciate the opportunity to connect directly and resolve the issue.”

This demonstrates transparency without escalating conflict.

2. Reach out the Person Directly

If you know who posted the review, it may be helpful to reach out to them directly. Offer genuine empathy and attempt to resolve the situation with them 1-on-1.

If you can repair what went wrong they may take the review down or update it as an act of goodwill.

3. Generate More Positive Reviews

One negative review carries far less weight when surrounded by consistent five-star feedback.

Build a system for regularly requesting reviews from happy customers.

A steady flow of authentic positive reviews:

Boosts your star rating
Builds credibility
Dilutes the impact of isolated negatives

This is the most reliable long-term strategy.

4. Consider Professional Reputation Management (Carefully)

Reputation management firms cannot override Google’s policies.

No legitimate agency has “special connections” that guarantee removal.

However, experienced professionals may:

Help frame appeals correctly
Identify policy violations you may have missed
Manage broader reputation strategy

If you hire outside help, choose carefully and avoid companies that promise guaranteed deletions.

5. Legal Action (Rare Situations)

If a review is clearly defamatory and you can identify the author, consult an attorney.

Legal action is typically a last resort due to time and cost. It should be approached strategically and professionally.

Final Thoughts on How to Delete a Fake Google Review

Fake reviews are frustrating — especially when your business reputation matters.

While you cannot manually delete reviews, you can:

Understand Google’s policies
Report violations properly
Appeal when necessary
Protect your reputation through consistent positive reviews

If managing your online presence feels overwhelming, that’s exactly why we exist.

At Bonfire Studio , we help established businesses maintain polished, professional digital brands — from their website to their online reputation.

You may be interested in our Google Business Profile management services . We keep your listing current and accurate with regular updates; and we respond to every review you receive. Including reporting any and all fake reviews plus handling the appeal process if the fake review isn't reviewed.

"A bad review is not automatically a fake review."

If a real customer had a negative experience and shares it — even if you disagree with their version of events — Google typically will not remove it unless it violates a specific policy.

Google does not mediate factual disputes between businesses and customers. If someone claims they received poor service or a defective product, Google generally will not determine who is right.

That distinction is important before you begin the reporting process.

Steps to Report a Fake Google Review

You cannot delete reviews yourself — but you can report them for policy violations.

Step 1: Access Your Google Business Profile

Sign into the Google account that manages your business profile.

Then, search for your business name directly in Google.

What Is a Fake Google Review?

A fake Google review is any review not based on a genuine customer experience with your business.

Examples include:

Fake negative reviews from someone who was never a customer
Reviews posted by competitors (for the purpose of sabotage)
Spam or bot-generated reviews
Reviews posted from fake accounts
Incentivized or paid reviews

Google’s policies prohibit misleading, deceptive, or conflict-of-interest reviews.

If a review clearly violates those guidelines, it can be removed.

You can also report a review that contains harassment, hate speech, or prohibited content.

What Is Not a Fake Review?

Steps to Remove a Fake Google Review

Sign into your Google Business Profile
Click "Reviews" in the left navigation panel
Locate the fake review
Click the three dots to the right of the review
Select "Flag as inappropriate"
Choose a reason
Submit

How to Create a Business Email Address At Your Domain

Fri, 06 Feb 2026 19:47:28 GMT

If your small business is currently using Gmail, or any other generic free email provider, I’m going to walk you through how to create a business email address that uses your company’s domain name.

Having a business email address is the difference between:

yourcompanyname@gmail.com

versus

you@yourcompanyname.com

If you’re a small business owner using the free version of Gmail, I urge you to take a little extra time and switch to email at your domain.

If you need convincing, here’s why.

Why You Should Use a Business Email Address

A business email address instantly adds credibility and professionalism to your brand. It helps you look established, and therefore more trustworthy.

Credibility and trust are the most important reasons to get a business email address.

When potential customers see a Gmail address, they may assume you’re just getting started… even if you’ve been in business for years.

Email at your domain name quietly communicates that you’re established from day one.

It’s also powerful for branding.

Every time you email a customer or partner, your company name is reinforced. And once someone knows your email address, they automatically know your website address too.

Another major benefit: as you grow, you can give every employee their own email address at your domain. That consistency builds trust.

It silently says:

“Yes, this is a real employee at our company.”

Even if you’re currently a one-person business, it’s wise to set this up now so you don’t have to change your email address later.

How to Get a Business Email Address

Are there free business email providers? Yes, but there are trade-offs.

Here’s a breakdown of the most common options for a business email address at your company’s URL.

1. Google Workspace (What I Use)

At Bonfire Studio, we use Google Workspace for our business email.

It’s not free, but it’s simple, reliable, and packed with features.

As of this writing, Google Workspace Business Starter costs:

$7 per user/month with annual billing
$8.40 per user/month with monthly billing

Google Workspace includes:

Business email at your domain
Web and mobile access
Google Calendar
Google Docs, Sheets, and Slides
Google Drive cloud storage
Google Meet

It’s essentially the professional version of Gmail built specifically for businesses.

If you already own your domain name, you can usually get set up the same day. Google provides a step-by-step setup wizard that makes the process straightforward.

If you need help setting it up, you can hire our web design company for consulting hours and we’ll get you up and running quickly.

2. Zoho Mail (Free Plan Available)

Zoho Mail is another secure business email provider.

At the time of writing, Zoho offers a free plan for up to five users with limited storage. (Always double-check their current plan details, as free tiers change.)

Paid plans range from roughly $1–$4 per user per month , depending on features.

Upgraded plans include tools similar to Google Workspace, such as document editing and online meeting software.

I personally tried Zoho a few years ago and didn’t love the user experience, which is why I switched to Google Workspace. But that’s personal preference, many small businesses are happy with it.

3. Email Through Your Web Host (Free)

Some web hosting companies include basic email accounts with their hosting plans.

This can be a budget-friendly option.

However, in my experience:

Setup can be more technical
Mobile syncing can be confusing
The web interface can feel outdated
You won’t get collaboration tools like shared documents or video meetings

That said, if you only need simple email functionality, this may work fine.

The setup process varies by host, so you’ll want to consult their help documentation or contact their support team directly.

4. Microsoft 365 (Starting at $6 per Month)

Microsoft offers business email through Microsoft 365 .

The Business Basic plan starts at $4.40 per user/month (annual commitment) and includes:

Business email
Web versions of Word, Excel, and PowerPoint
OneDrive storage

For an extra $1.60 per month you can add on Microsoft Teams.

If you want full desktop versions of Office apps, pricing increases to $12.50+ per user/month.

If your team is deeply integrated into the Microsoft ecosystem, this may be a strong option.

Personally, I prefer the simplicity and interface of Google Workspace… but it really depends on what tools you’re already using.

5. Fastmail ($5 per Month)

If you’d prefer a smaller, independent provider instead of Google or Microsoft, Fastmail is another option.

Business plans start at around $5 per user/month and include email and calendar.

However, you won’t get built-in document management tools like you would with Google Workspace or Microsoft 365.

My Opinion on the Best Business Email Provider

Personally, I’m a big fan of Google Workspace. It’s what we use at Bonfire Studio , and it has served us well.

Zoho would be my close second, especially if you’re looking to save a few dollars per user each month.

While I’m all for cutting unnecessary business expenses, email is not where I recommend pinching pennies.

Your email address is part of your brand.

It shows up everywhere:

On your website
On your business cards
In every conversation
In every first impression

For something that represents your company daily, investing a few dollars per month is absolutely worth it.