All freelancers need to track projects, send invoices, share screens, and do other necessary tasks to get the job done. At last count, there were about a billion software options out there to help you streamline your work flow. But what software for freelancers exists and is any of it actually worth it?
There are a wide variety of tools ranging from complex to simple; from expensive to free. Many freelancers thing they need these programs in order to be—or look—more professional. While that’s understandable, the fact is that professionalism doesn’t come from tools.
The best thing you can do to exude professionalism is to present yourself as a professional. Use your website, LinkedIn and Facebook pages, pitching emails, and your commitment to deadlines for maximum results. These low-tech tools will get you to your goal even if you never use fancy software.
Now, what software do I use, personally?
Almost none.
There are tons of options available, and I see targeted ads for new ones regularly. But I don’t invest in most of them unless they will pay for themselves and then some.
Spending for software programs can add up fast! You may sign up with the best intentions, but beware the trap. One minute, you’re signing up for a year’s subscription, and twelve months later you realize you never logged in.
In my experience, the simple, free solutions work just as well as—or better than—any paid software. (There is one exception, which I’ll go into in a minute.) I use Word docs to send invoices. I keep track of invoices using an Excel sheet. My clients usually pay me by check or PayPal. (I build the PayPal fee into my rate.)
I schedule appointments with clients through one-on-one emails to find a good day and time. If you encounter problems with clients forgetting meetings or calls, you could use Calendly to makes the appointment online and sent automatic confirmations. But, still, I really only recommend the free version.
The only reason to spend money on a program is if you can directly track your return on investment. In other words, if you’re spending $20 per month on a program, it should directly contribute at least $20 more income per month. If it doesn’t, then it’s just a flashy tool that makes you feel more professional.
Freelancers Need a Cloud-Based Storage Solution
There’s only one tool that I recommend you pay for. You must have a program that backs up the documents on your computer.
Technology will inevitably fail at some point. And you can never know when it will happen. There’s also a very real possibility that you will delete important files you’ll need later. In both of these scenarios, you’ll be relieved to have automated software backing up your files.
Some backup options are:
- Dropbox
- Moxie
- Mac’s iCloud
- Google Drive
It doesn’t matter which backup tool you choose, as long as you pick one. It might take a while for it to pay for itself, but I guarantee: it will be worth it someday!
Option Software for Freelancers
1. Workee
You know you need a stand-alone portfolio as a freelancer (not a profile on Upwork). One option is to explore the all-in-one website/booking tool/invoicing tool, Workee. Workee lets you connect a custom domain name to your Workee site, plus allow you to integrate Strip and PayPal accounts. Clients have one place to look at your portfolio, schedule appointments, and pay online for your services. You can send invoices and, the best part? There are 0% transaction fees.
You can list out specific prices for your services. But, unless your freelancer services stay the same from client to client (e.g. you charge hourly as a virtual assistant, for example), we recommend sticking to project pricing based on your client’s specific project.
2. Asana
If you have multiple clients, you need a project management system so you’re not relying on your memory to manage all your due dates and deliverables. Asana has a free version that likely has most of what you’ll need as a freelancer, including unlimited projects, tasks, and storage. Plus, you can integrate it with Google products and time-tracking software.
You can view your tasks in a list, as well as in a calendar format, making it easy to see which days you may be busier than others.
3. Spotify
If you’re the type of person that needs music while you work, Spotify is You can also listen to the Freelance Success Framework limited podcast series, as well as custom playlists from Fired Up Freelance. Need to get pumped up for work? Try the Business Beats playlist. Need music with more of a “get focused” vibe? Try the Freelance Focus playlist.
The free version does have ads (but if you’re a freelance marketer of any kind, this can be valuable to hear what’s out there!). For uninterrupted listening, there are paid version without ads and with unlimited skips.
4. Freedom
If you get distracted easily (and, let’s be honest, who doesn’t from time to time), then a tool that blocks these distractions is essential. With Freedom, you set your main distractors and Freedom will cut you off for a specified period of time.
While there isn’t a free option, there’s a plan (billed annually) that let’s you use the tool for a few bucks each month. There are also three free browser extensions you can try, including “Pause,” which allows you to pause before visiting a distracting website. There’s also “Limit” that allows you to limit your time spent on distracting website.
But our favorite is “Insight.” If you’re ever wondering what you’ve been doing for the past 20 minutes, you can actually see the time you’re spending and where you’re spending it. It’s a bit of a wake-up call, but let’s you get honest with yourself and make adjustments to course correct your time management.
Your turn! Which software for freelancers do you pay for? Are you glad you do, or not? Let us know in the comments below!
Note: this page contains affiliate links.
Last Updated on July 1, 2023.
