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Blog/Best Tools for Freelancers

13 Best Tools for Freelancers: From Productivity to Finances

30 April, 2024
Best Tools for Freelancers

Juggling projects, chasing deadlines, and being your own boss – that's the wild ride of freelancing! It's an adventure packed with freedom, but let's be honest; staying organized and on top of everything can feel like wrangling kittens. Fear not, fellow freelancer! This isn't a one-person circus – we've got a whole toolkit at our disposal.

From slaying to-do lists to mastering the art of the invoice, we're about to dive into fantastic tools that will turn your freelance life from frantic to fabulous. Some AI tools can help to make your freelance experience way easier. With easier and time-saving options for video editing to proper scheduling tools, this article has your back.

So, grab a cup of coffee, settle in, and get ready to transform your freelance hustle into a smooth-running, well-oiled machine!

Productivity tools for freelancers: Time trackers, AI assistants, and more

With multiple tasks and a heavy schedule, the life of a freelancer can be a whirlwind! You don't have to worry, intrepid solopreneurs; there are plenty of productivity tools available to streamline your workflow and boost your productivity. Let's dive into some essentials:

1. Zoomerang's VideoGPT: A Game Changer for Video Editors

  • Purpose: While no one cancels the already known methods of video editing, with hours of effort and sleepless nights, Zoomerang sort of hacks the system with VideoGPT. The tool is specifically designed for video editors and helps create video scripts and basic video structures through an AI-powered chat interface.

  • Main Features: Describe the type of video you want (Demo, Ad, Reel), and VideoGPT generates a script based on your preferences. Choose visuals (mood boards) to guide VideoGPT further, and it practically creates a basic video structure for you!

  • Pricing: VideoGBT starts at $39.99 for 50 credits, which is equivalent to 10 videos.

2. Grammarly, Jarvis - AI Assistants: Your Digital Sidekick

  • Purpose: Delegate repetitive tasks and free up your time for higher-value activities.

  • Main Features: These AI assistants can handle tasks like scheduling meetings, managing emails, summarizing documents, and even generating creative text formats.

  • Pricing: Grammarly starts at $12/month, Jarvis starts at $29/month. Many AI assistants are free to use with basic functionalities, with paid plans offering advanced features.

3. Trello, Asana - Project Management Powerhouses: Keep Your Workflow Organized

  • Purpose: Tools like Asana and Trello can organize tasks, projects, and communication in one central location.

  • Main Features: Popular project management tools offer features like task creation and assignment, deadline setting, collaboration tools (chat, file sharing), and progress tracking.

  • Pricing: Asana starts at $10.99/month and Trello starts at $5/month. Both of these tools also offer free basic plans with limited features, while paid plans provide additional storage, integrations, and functionalities.

4. Google Drive - Cloud Storage Saviors: Never Lose a File Again

  • Purpose: The following tool securely stores your files and allows you to access them from any device.

  • Main Features: Cloud storage services offer secure file storage, version control, and collaboration features, allowing clients to upload files directly.

  • Pricing: Google Drive starts at $1.99/month for 100GB.

5. Clockify - Time Tracker: Become a Master of Your Minutes

  • Purpose: Track your time spent on different tasks and projects. This helps you identify time-sucks, improve your estimates for future projects, and ensure you're billing clients accurately.

  • Main Features: Most time trackers offer features like project timers, automatic activity tracking, detailed reports, and invoicing integrations.

  • Pricing: Clockify starts at $9.99/month. Options range from free basic plans with limited features (Toggl Track) to premium subscriptions with advanced functionalities.

Before you dive headfirst into the exciting world of project hopping, let's talk about the foundation of any successful freelance business: your financial and legal toolkit.

No worries, this won't be a dry lecture on tax codes (although understanding those are important!). We'll explore some user-friendly tools to help you manage your finances, navigate contracts, and ensure you're protected on your freelance journey.

1. FreshBooks, Wave - Invoicing: Get Paid, It's Your Right!

Let's face it: getting paid is a crucial part of the freelance life. But gone are the days of hand-written invoices and chasing down late payments. Here's where invoicing tools come to the rescue!

  • Purpose: Effortlessly create professional invoices, track payments, and even send automated payment reminders.

  • Main Features: Popular invoicing tools like FreshBooks or Wave allow you to customize invoices with your logo and branding, track project expenses, and accept online payments. You can also set up automatic reminders for overdue invoices, saving you the awkward task of chasing down late payments.

  • Pricing: FreshBooks starts at $15/month and starts at $16/month. Most invoicing platforms offer free plans with limited features (usually a certain number of invoices per month) and paid plans with additional functionalities like unlimited invoices and integrations with other tools

2. Don't Be Afraid of the "C" Word: Contracts

Contracts might seem intimidating, but they're actually your best friend in the freelance world. A well-written contract protects both you and your client, outlining expectations, timelines, fees, and ownership of the work you create.

  • Purpose: Clearly define the scope of work, payment terms, deadlines, and ownership rights for both you and the client.

  • Here's the Catch: While you can find basic contract templates online, it's always recommended to consult with a lawyer to ensure your contract is tailored to your specific needs and location.

3. Taming the Tax Beast

Taxes are the bane of many freelancers' existence. But fear not! There are resources available to help you navigate the often-confusing world of freelance taxes.

  • Understanding Your Tax Obligations: Depending on your location, you might be responsible for paying income tax, self-employment tax, and sales tax. Familiarize yourself with the tax laws in your area and consult with a tax professional to ensure you're filing and paying correctly.

  • Helpful Resources: Many online resources and software programs can assist you with freelance tax calculations and estimations. These tools can't replace the advice of a tax professional, but they can be a helpful starting point.

Bonus Tip: Setting aside a portion of your income for taxes from the get-go will help you avoid scrambling come tax season.

4. Banking for Freelancers

Having a dedicated business bank account is a smart move for freelancers. It helps separate personal and business finances, making bookkeeping easier and creating a more professional image for your clients.

  • Features to Consider: Look for a bank account with features that suit your needs, such as online banking, mobile deposits, and easy online payment processing.

Remember: Consulting with a lawyer is always recommended to ensure your legal documents are tailored to your specific needs and location.

By equipping yourself with the right financial and legal tools, you can navigate the freelance world with confidence. You'll be able to manage your finances effectively, protect yourself with clear contracts, and establish a foundation for a thriving freelance business.

2 Communication and remote collaboration tools for freelancers

Let's be honest: the freelance world isn't all sunshine and solo dance parties. Effective communication and collaboration are crucial, especially when working with clients remotely.

Here's a rundown of communication and collaboration tools to keep your projects on track and your clients happy, all from the comfort of your favorite remote workspace (whether that's a co-working haven or your cat-infested home office).

1. Slack, Discord - Chat Champs: Streamlining Communication

Instant messaging platforms like Slack or Discord are your new best friends for quick questions, project updates, and keeping everyone in the loop.

  • Purpose: Facilitate real-time communication, create project-specific channels, share files, and conduct quick polls or brainstorming sessions.

  • Main Features: Most chat platforms offer features like group chats, private messaging, file sharing, video calls, and integrations with other tools.

  • Pricing: While these platforms offer paid plans as well, the free ones are more than enough for regular users.

2. Google Meet, Zoom - Video Conferencing Champions: Face-to-Face Without the Hassle

While in-person meetings have their perks, video conferencing platforms like Zoom or Google Meet allow you to connect with clients face-to-face, no matter the location.

  • Purpose: Conduct virtual meetings, presentations, and screen-sharing sessions and build rapport with clients through video interaction. It is always better to have a face-to-face meeting than to call or email each other.

According to Vanessa Bohns’s article, it is proven that face-to-face meetings are way more effective and better in order to have a proper vision both about the topic and each other’s perspectives. So, next time, do not hesitate to add a nice and productive meeting to your calendar.

  • Main Features: Popular video conferencing platforms offer features like screen sharing, breakout rooms for smaller group discussions, recording capabilities, and integrations with other tools.

  • Pricing: While Google Meet works perfectly as a free meeting tool, you can pay for Zoom as well, which starts at $14.99/month.

Networking and community-building tools for freelancers

Building a strong network and fostering a sense of community are essential ingredients for a thriving freelance career.

Here's a treasure trove of tools and resources to help you connect with other freelancers, find new clients, and create a support system that will keep you inspired and motivated:

1. Upwork, Fiverr, etc. - Online Freelancer Communities: Finding Your Tribe

The internet offers a plethora of online communities specifically for freelancers. Think of them as virtual water coolers where you can swap stories, troubleshoot challenges, and celebrate successes with fellow freelancers.

  • Purpose: Connect with like-minded individuals, share knowledge and resources, find potential collaborators, and get inspired by other freelancers' journeys.

  • Platforms: Popular options include Facebook groups dedicated to specific freelance niches (e.g., freelance writers and graphic designers), online forums like Upwork or Fiverr that offer community features, and platforms like Slack (which you already know) with dedicated freelance workspaces.

  • Bonus Tip: Actively participate in discussions, offer helpful advice, and don't be afraid to reach out and connect with other members!

2. LinkedIn - Social Media Savvy: Building Your Online Presence

Social media is a powerful tool for freelancers to showcase their work, connect with potential clients, and establish themselves as an expert in their field.

  • Purpose: Use platforms like LinkedIn, Instagram, or Twitter to share your portfolio pieces, client testimonials, and industry news, and even offer bite-sized tips related to your expertise.

  • The Art of the Platform: Tailor your content to each platform. LinkedIn is great for professional networking and showcasing your skills, while Instagram allows you to visually showcase your work in a creative way.

Remember: Consistency is key! Regularly posting valuable content will help you build a following and attract potential clients.


Freelancing doesn't have to be a solo act! With the right toolkit, you can conquer your workload, manage finances, and build a network of support. From time trackers to AI assistants and invoicing tools to co-working spaces, this guide equips you with 19 must-have tools to transform your freelance hustle into a smooth-running success story.

Topic:Side Hustle
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