17 Time-Saving Tools To Streamline Your Freelance Workflow

I’ve been freelancing since I was a teenager, and one of the biggest questions I get is how I manage my business.

That’s not surprising, because freelance work is something like owning your own business you have to be able to handle everything from sales and marketing to accounting and compliance.

As with any business, the tools you use can make or break your success in freelancing. The good news is that today’s technology offers countless helpful tools that can help streamline your workflow and save you time.

So if you’re a freelancer (or are thinking of becoming one), here are the best tools out there that will save you time while helping you thrive:

Tools to Streamline Your YouTube Workflow

Takeaways
1. Utilize productivity tools to optimize your freelance workflow.
2. Automate repetitive tasks to save time and increase efficiency.
3. Use project management tools to stay organized and track progress.
4. Take advantage of time tracking tools to monitor and manage your billable hours.
5. Explore communication tools that facilitate seamless collaboration with clients and team members.
6. Implement task management tools to prioritize and manage your workload effectively.
7. Use accounting and invoicing software to streamline your financial management processes.
8. Leverage file storage and sharing tools for easy access to project files and collaboration.
9. Consider using project scheduling tools to plan and allocate your time effectively.
10. Take advantage of social media management tools to streamline your social media presence and content scheduling.
11. Explore tools for tracking and managing your freelance expenses and receipts.
12. Utilize password management tools to secure and manage your login credentials.
13. Use note-taking and organization tools to keep your ideas and information easily accessible.
14. Consider using design and creative tools to enhance your visual content creation.
15. Explore tools for conducting efficient and productive online meetings with clients.
16. Take advantage of collaboration and project management tools specifically designed for remote teams.
17. Regularly assess and evaluate your toolset to ensure it aligns with your evolving needs and preferences.

1. Calendly

Calendly is a web tool that allows you to set up online appointments with your clients. This way, you can avoid having to make repeated phone calls or send emails back and forth about available times that work for both parties.

Calendly is a free tool that allows you to set up online appointments with your clients. It’s easy to use since it’s an online calendar, all you have to do is log in and click “create” next time someone emails or texts asking if there’s any time when they can come by.

Setting up an appointment is as simple as dragging the client’s preferred dates over into the free slots on your calendar (you’ll want at least two hours).

Building a successful freelance career requires a strong foundation of skills and knowledge. Check out our article on 15 Reasons Why Being a Millennial Is Not So Bad After All to discover how the unique qualities of millennials can be advantageous in the freelance world.

2. Google Calendar

Google Calendar is a free online calendar that you can use to keep track of your schedule and make sure everything is organized.

You can share your calendar with other people, so they know what’s going on in your life. You might also want to use Google Calendar as a way of scheduling meetings with clients or collaborators, or even just setting up reminders for yourself about important dates and times.

It’s also available as a mobile app (iPhone/iPad), which makes it easy for you to check things on the go.

Google Calendar allows users to create events by clicking on “New event” in the top right corner of the screen when logged in or via the mobile app when logged out (you must first log into Google).

3. Evernote

Evernote is a note-taking app that lets you take notes, create to-do lists, organize your research, and more. It’s available on all major platforms (including the web), and it’s free to use. You can upload PDFs or photos directly from Evernote into your blog posts without any hassle.

If you’re not familiar with the feature, check out our guide on how to use Evernote as a writing tool!

4. Trello

Trello is a free tool that allows you to organize your projects, collaborate with teammates, and keep track of everything.

It works well as an individual task manager or on a team, so it’s something you can use whether it’s just you working on something or if there are multiple people involved in the project.

Trello makes it easy to manage all aspects of your work: tasks and deadlines, notes and files (like images), conversations between members of the team, etc. You can also upload any file type into Trello as if it was another card within the board itself.

User experience research plays a vital role in creating impactful digital products. If you’re interested in pursuing a career as a user experience researcher, our comprehensive Freelance Guide on How to Become a User Experience Researcher can provide you with valuable insights and step-by-step guidance.

5. Asana

Asana is a project management tool that helps you stay organized by creating tasks and assigning them to team members.

You can use Asana to create a task list, assign it to yourself or someone else, set deadlines, attach files and documents (such as spreadsheets or images), receive notifications when someone completes the task, and more.

You can also integrate Asana with other tools such as Slack, Dropbox, and Google Drive so you don’t have to switch between multiple programs while working on projects.

Here’s how we use Asana:

We prioritize our tasks in order of importance using the “Priority” field when adding a new item (this sets its color on our board).

If we need additional information about what needs to be done for each item before assigning it out (for example, time estimates).

We add that information here instead of including it within the description itself so that other team members have access without having read through everything already written down elsewhere first.

6. MailChimp

MailChimp is a popular email marketing service that has grown in popularity over the last decade. It’s easy to use and has a free plan that can be used for up to 2,000 subscribers, which should be enough for most freelancers.

MailChimp has many features that make it ideal for small businesses, including templates and visual drag-and-drop editors so you can create beautiful emails quickly.

If you’re not a designer yourself but still want your emails to look great, MailChimp also offers pre-made templates so all you have to do is add your text and images or video.

Because MailChimp is such an established platform (and because its interface is so user-friendly), it’s also helpful if you need help from someone else with your newsletter design process: tons of designers use MailChimp because it makes their job easier!

The company also offers automation tools like autoresponders (which can be helpful when sending out follow-up emails after someone signs up on your site) as well as A/B testing.

This means running two different versions of something side by side (like two different subject lines) and seeing which one performs better based on things like open rates or click rates).

7. LastPass

You can reduce the amount of time you spend logging into websites with the password manager LastPass. It securely stores passwords, usernames, and other important information that you use for your freelance business.

It also automatically fills in passwords and usernames when you visit websites so that you don’t have to remember them all.

The best part? LastPass keeps track of even those pesky two-factor authentication codes that many sites require before they’ll let you log in. Simply enter your username and email address LastPass will do the rest!

If all this sounds like too much work to remember each time, don’t worry: LastPass provides secure encrypted storage for all your passwords so they’re always available on any device where you’ve installed the app (which is free!).

Curious about the daily life of a freelance web developer? Dive into our article, A Day in the Life of a Freelance Web Developer, to gain a firsthand perspective on the challenges, opportunities, and rewards that come with this dynamic profession.

8. Dropbox

Dropbox is a file-sharing and -syncing service that lets you keep important files in one central location, then share them with others. It’s a great tool for collaborating on projects with other freelancers or clients.

To use Dropbox:

Create an account at https://www.dropbox.com/signup (you’ll be asked to enter your credit card information).

Set up your folder structure by creating folders within the Dropbox folder of your choice (e.g., “Documents,” “Pictures”). Add these folders to your computer using the desktop app or browser extensions available on their website.

Once added, any file placed in these folders will automatically sync across all devices linked to that account no more worrying about losing documents because you forgot to save them somewhere else!

9. Slack

Slack is a communication tool that allows you to organize your team and collaborate on projects. Using Slack as a freelance writer will help you manage multiple projects and team members, which can be tricky when working from home or through a remote work platform.

The main benefit of using a platform like Slack for your freelance writing business is the ability to organize different teams.

For example, if you have an editorial assistant who works with multiple clients at once, they could use Slack to coordinate with each other about content creation or even just make sure that everyone has the latest versions of files to start working on them immediately.

10. ScheduleOnce

ScheduleOnce is a great scheduling tool for freelancers who have to coordinate meetings with clients. The software allows you to schedule meetings, manage your calendar, and keep track of your appointments all in one place.

It’s simple, intuitive, and easy to use; I’ve been using it for years now and find myself forgetting about my old paper calendar together.

ScheduleOnce offers similar features as other meeting scheduling apps like Calendly or Doodle (although I prefer ScheduleOnce over these services because it integrates with Google Calendar).

But if you’re looking for something specifically geared toward freelance work rather than businesses generally then ScheduleOnce may be better suited for your needs.

Are you looking to increase your earning potential as a freelancer? Discover the Top 10 Freelance Skills to Charge More and learn how mastering these in-demand skills can help you command higher rates and attract premium clients.

11. Hootsuite

Hootsuite is a social media management tool that helps you schedule posts and tracks your analytics.

On the free version, you can only manage up to three accounts at once and have access to basic scheduling features. If you need more or want to avoid ads, it’s $10 per month or $99 per year for the Pro plan.

12. Basecamp

Basecamp is a project management tool that is cloud-based and easy to use. The goal of Basecamp is to provide clarity, simplicity, and organization by eliminating the need for multiple tools to manage your projects.

Basecamp offers several features that make it an ideal choice for freelancers:

Time tracking (lets you see how long each task takes)

Reporting (gives you insights into how much time you’re spending on each project)

Project management boards (allows clients or team members to keep track of their tasks)

13. Cavett Robert’s Networking Scripts

Cavett Robert’s Networking Scripts are a series of scripts that will help you build your freelance business. While some say networking is for extroverts, these scripts will help introverts get started building relationships with prospective clients and potential collaborators.

The scripts are not just for freelancers; they can also be used by anyone looking to build their brand.

14. Wunderlist

Wunderlist is a free task management app that you can use on your desktop and mobile devices. The app is available in over 20 languages, and it’s compatible with all major operating systems.

Wunderlist is also incredibly easy to use: all you have to do is create tasks and assign them due dates. You can also share lists with other people, allowing them to add items or edit existing ones.

15. 30/30 Timers

30/30 is a simple but effective time management tool. You can use it to set a timer for any task and then focus on that task for 30 minutes.

The app will also notify you when it’s time to move on to the next one. It keeps track of how much time you spend working, so if you want to know how many hours were spent working on a project, this app can help you out with that as well!

16. Toggl Trackers

Toggle is a free time tracker that’s great for tracking the time you spend on tasks and projects. It can be used by individuals or across teams of up to 5 people.

Toggl helps you keep track of how much time you spend working on tasks, projects, and goals so that you can optimize your workflow. You can also use Google as a billing tool, as it tracks how many hours each client has worked on their respective projects (and sends invoices).

17. Freedom App Blockers

Freedom for Android blocks apps after a set amount of time, so you can focus on the task at hand. To use this tool to its full potential, though, you’ll need to set up multiple schedules for different contexts. For example:

When I’m working on client X

When I’m away from home and have no access to email or Slack (because my phone keeps me connected)

When I’m about to go into a meeting where I won’t be able to work

If you aspire to achieve financial success as a freelance writer, explore our article on 17 Ways to Earn a Six-Figure Income as a Freelance Writer. Uncover valuable strategies, tips, and insights that can pave the way to a lucrative career in freelance writing.

Conclusion

If you’re looking to find the right tools for your business, remember that you don’t need every single one of these. Just like building a house, it’s about having the right tools for your project—not necessarily more.

FAQs

How can I improve my productivity as a freelancer?

Boosting productivity as a freelancer can be achieved through various strategies, such as:

Setting clear goals and prioritizing tasks effectively.
Implementing time management techniques, such as the Pomodoro Technique.
Utilizing productivity tools and apps to streamline your workflow.
Creating a dedicated workspace free from distractions.
Practicing self-discipline and maintaining a consistent work routine.

What are some effective ways to manage freelance projects?

Managing freelance projects efficiently involves:

Breaking down projects into smaller tasks and creating a project timeline.
Using project management tools to organize tasks, track progress, and collaborate with clients or team members.
Communicating regularly with clients to ensure clarity and alignment.
Setting realistic deadlines and managing your time effectively to meet project milestones.
Adopting a proactive approach in anticipating and resolving project-related challenges.

How can I effectively communicate with clients as a freelancer?

Successful client communication is crucial for freelancers. Consider the following tips:

Establish clear channels of communication with clients, such as email, project management tools, or video calls.
Actively listen to clients’ needs and requirements to ensure a thorough understanding.
Regularly update clients on project progress, milestones, and any potential issues.
Be responsive and timely in your communication, addressing client queries and concerns promptly.
Practice professionalism and clarity in all client interactions, maintaining a positive and constructive tone.

What are some essential financial management practices for freelancers?

To manage your finances effectively as a freelancer, consider these practices:

Keep track of your income and expenses using accounting software or spreadsheets.
Set aside a portion of your earnings for taxes and establish a system for tax payments.
Create a budget to manage your personal and business expenses.
Invoice clients promptly and maintain a record of all financial transactions.
Consider consulting with a financial professional to ensure compliance and optimize your financial strategies.

How can I market myself effectively as a freelancer?

To market yourself successfully as a freelancer, consider the following:

Build a professional portfolio showcasing your best work and relevant skills.
Establish a strong online presence through a personal website or profiles on freelancing platforms.
Leverage social media platforms to showcase your expertise and engage with potential clients.
Network with peers, attend industry events, and join relevant professional communities.
Develop a strong personal brand that differentiates you from the competition and reflects your unique strengths.

Costantine Edward

Costantine Edward is a digital marketing expert, freelance writer, and entrepreneur who helps people attain financial freedom. I’ve been working in marketing since I was 18 years old and have managed to build a successful career doing what I love.