27 Must-Have Tools for Freelancers
When it comes to being a freelancer, the first thing you realize is that when it comes to running your business, you’re on your own. I mean, that’s part of why you became a freelancer, right? You wanted to be on your own and in control of your life and how you make a living. However, being in control means finding the right tools to help you and your business function efficiently and smoothly.
Here are some essentials that every freelancer should have in their arsenal of tools but be aware that this is not an exhaustive list. There are plenty of alternatives to these and newer and better freelance tools are developed every day. These are some of my favorites.
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Essential Freelancer Tools
Laptop/Desktop Computer
These first two are probably a no-brainer but I just have to state the obvious before I go on. If you’re planning on being a freelancer, independent contractor, or solo entrepreneur, you’re more than likely not going to be successful without a laptop or desktop computer of some sort. It doesn’t have to be anything fancy but it does need to work well and allow you to produce quality work for your clients.
That means if you’re a writer, then a basic laptop or computer with Microsoft Office or the equivalent is all you need to get started. If your freelance profession requires more media-heavy programs for creating graphics, video or audio production, or anything that requires more oomph, then you might want to look into a more expensive set up such as a gaming computer or the like.
For myself, I’m a writer but I also create and edit videos and audios and run a podcast, so I have a gaming computer that provides the oomph I need for the video and audio bits but I have a basic HP Pavilion laptop that I do most of my writing on.
Find what works for you and get yourself set up for success from the beginning.
Smartphone
I don’t know many people who don’t have a smartphone but if you’re one of them, I suggest you go out right now and get one. It doesn’t have to be the latest and the greatest but it does need to be able to get emails, texts, and phone calls at the least so you can stay in touch with your clients.
These days it’s relatively easy to get a high-quality smartphone for free or low-cost at just about any cellphone provider. Do your research and find one that will suit your freelance business today. This is a must for any freelancer, independent contractor, or solo entrepreneur.
Website
A website of some sort is absolutely essential. This is the place where you will provide vital information for your current and future clients. At a minimum, your website should provide the basic information that clients and potential clients need.
The website doesn’t have to be fancy from the get-go but it should provide the following information: contact information and contact form; services provided; portfolio and/or testimonials; and about you page. If you have a business location, then that information needs to be present on the website as well as directions. However, if, like many freelancers, you work from home and your location is not required information for your clients, I suggest you do not have that information for safety purposes. If you absolutely feel like your clients need an address to feel confident in your services, then I HIGHLY suggest you get a P.O. Box number at your local post office.
Calendar Tools
Calendly
This is a new tool that I’ve just started using and I think it’s going to work quite well for me. Calendly is an app (there’s a website as well) that allows you to schedule appointments and also let your clients choose their appointment time.
Once set up, you can do things like email your calendar link to clients so they can choose their preferred appointment time or even embed the calendar into your website so clients can book an appointment with you from there.
I, personally, am using this app for booking guest speakers on my podcast and it seems to be working quite nicely so far.
Google Calendar
Everyone that has a Google email has access to Google calendar and it’s features. Google calendar is quite essential to my freelance business and it integrates easily with most calendar and scheduling tools. It also allows you to create an unlimited amount of calendars, which I use daily. I have my personal calendar, my freelance calendar, a calendar for my other half, and even a birthday calendar among others.
One Calendar
One Calendar is an app that I’ve been using for years. I started using it way back when there were few, if any, good calendar apps for my smartphone. At the time, I didn’t much care for the way Google calendar looked on my phone and I’ve never cared for Microsoft’s products on my phone. By the way, now Google’s calendar looks quite comparable to One Calendar but I like this app too much to change it now.
Project Management Tools
Asana
I first started using Asana when I worked for a digital agency as a social media manager. The agency used this tool to keep track of projects and assignments and I found it quite easy to use. So, as I started my freelance business, it seemed only natural to continue to use it in my business.
In my freelance business, I have several projects created in Asana and different people assigned to them. First off, I created a project board that it private and that’s where I list all the day-to-day tasks that I, personally, need to get done. I also have a list of notes and content that needs to be developed and more. Basically, it’s a big notebook for me so that I can keep track of everything I’m thinking and everything I have to do.
I also have a project specifically for guest bloggers for my websites. Once a guest blogger has established that they would like to write regularly for me, I add them to the guest blogger project board. This allows me to assign blog topics to them as well as creates an easy way for us to communicate any issues, ideas, or deadline concerns in one place.
Trello
Trello is another project management tool that I’ve used with various clients I’ve had. I found it a bit more complicated than Asana but I’ve found that many clients and corporations like to use this platform so it’s probably worthwhile to at least familiarize yourself with its intricacies.
Todoist
Todist is another project management tool that I also use. It’s probably somewhat redundant to use this with the other ones listed above but I find that there are some things I like to keep track of here.
I like the fact that the interface is uncluttered and easy to use on my phone and that I can tell it when to remind me of when things need to be done. I can also check things off as done and quickly add new tasks with ease right from my phone.
Read our review of Todoist here.
Communication Tools
Slack
Slack has become the standard for team communications with most clients and corporations. It’s a great communication tool for connecting people that are working together on long-term projects.
Slack helps organize communications that require a simple response rather than a email. The downside to Slack is that when there are a lot of people on the team you might find yourself overwhelmed with notifications.
I’ve used Slack with several of my clients and I did find that sometimes the notifications drove me a bit crazy especially when a lot of them had nothing to do with me. The best way I’ve found to calm the overwhelm is to sign out of it when your business hours are done for the day. Just don’t forget to sign back in come morning.
I would advise all freelancers to download and start familiarizing yourself with Slack now because inevitably one of your clients is going to request that you use it. Slack integrates with a lot of the other tools mentioned here like Google Drive, Trello, and Asana.
Twist
Twist is a new team communication app that is aimed at quelling that notification overload. It is a team communication app that doesn’t request your attention every second of your day.
Twist allows you to send and receive messages with your team but doesn’t constantly alert you every time a new message comes in. It also allows you to check off a conversation once you’ve accomplished the task.
It has a clean interface and a simple premise – to let you get your tasks down without constant interruptions.
Video Chat Tools
Zoom
Prior to the pandemic very few people had heard of or used Zoom. However, once lockdowns became the norm due to COVID-19, everyone from students to teachers to large corporations to freelancers were looking for a way to have virtual meetings, classes, and even get-togethers with family and friends. This is where Zoom came to the rescue.
In the two years since the beginning of the pandemic and continuing to present day, more and more people have found themselves using Zoom to meet with clients, friends, family members, and even attend funerals. I’ve unfortunately had a few of those during this time but I am glad that Zoom made it possible for me to virtually be there.
The great thing about Zoom is that you can host up to 100 participants, have unlimited group meetings for up to 40 minutes, have unlimited one-to-one meetings with a 30-minute time limit per meeting, as well has have private and group chat all for free, which is usually all a freelancer needs in most cases. If you require additional features plans start at just $150 per year.
Skype
Before Zoom came along, Skype was the standard for video meetings and calls. However, Skype is still a very valuable tool for the freelancer, independent contractor, or solo entrepreneur.
In addition to using Skype for video conferencing, Skype also allows you to purchase a phone number. This is a great tool for freelancers who need to give out a phone number to clients but don’t want to give them their private cellphone number.
Pricing for a phone number is inexpensive and you can choose a number from anywhere in the world, not just where you’re located. This is convenient for many reasons. If you’re a freelancer who is traveling overseas, you can pick a number that matches your current location so clients that are local to you don’t have to call long distance or you can pick a phone number from so clients in your hometown can call you and not have to worry about long-distance charges. You can even purchase several phone numbers to suit every need your business might have.
The cost of a phone number from Skype can be as inexpensive as $4.36 per month if you opt for the Pay Every 12 Months option. It’s definitely well-worth the money in my opinion.
Social Media Management Tools
Buffer
I’ve tried more social media scheduling platforms than any person should ever have to try. However, I am a social media manager and that goes along with the job. among those that I have tried Buffer is my top pick.
Buffer has an easy to use interface and is free to use with limited capacity. Although the free version limits what you can use, Buffer offers everything I need for my own personal business, meaning when conducting my own social media for my freelance business, I only need to be able to schedule posts for a few social media platforms so it’s perfect.
Now if you want to a social media scheduler for your clients because you’re a social media manager for several clients, or if you have more than 3 social media profiles for your business, then no matter what platform you choose, you will have to pay in order to do that.
Slack Social
Slack Social is another great social media scheduler that you should give a try. It’s quite easy to use and allows you unlimited social profiles with 10 posts per day and you can schedule posts as well, all in the free account.
Should you require a more robust social media scheduler with more posts per day, the Starter account starts at only $7 per month with the top of the line professional account costing only $28 per month. It’s quite affordable and scalable especially for freelancers, independent contractors, or solo entrepreneurs that are just starting out.
Click here to get started with Slack Social!
Writing Tools
Grammerly
If you’re a writer, Grammerly is a must and if you’re not a writer, Grammerly is a must! I can’t think of any freelancer that wouldn’t benefit from using this platform. Part of being in business is making sure that you are articulate when you write – that includes not only your emails and proposals to clients but also when writing anything on your social media and website.
Nothing irks me more than seeing someone promoting a post on social media or touting their new website when there are spelling and grammar issues. Am I perfect? Hell, no! I try my best to use correct grammar and spelling and sometimes things get through especially when I’m in a rush. I admit that I don’t always check my blog post for issues because of my tight schedule but you can be sure that if I put content on my website or promote something on social media, I’m going to make sure it’s correct. I mean, who wants to pay all that money for a website or for advertising on social media to find out you misspelled something or used the wrong form of ‘there’?
Read our review of Grammerly here.
Click here to get started with Grammerly!
Hemingway
Hemingway is another tool for checking grammar just like Grammerly however, Hemingway is free and also assesses the the level at which your content reads. This feature is a great way to figure out if the words and sentence structure are too advanced for your ideal audience or clientele. It will tell you what grade level your content is at letting you decide if you need to adjust the content to suit your audience better.
Hemingway also helps to make your content more concise and readable by suggesting substitutions for words and phrases you may be using. It will also point out if your paragraphs are too long and need to be broken up or if you need to change active and passive voice throughout your content. It’s an amazing tool for anyone who depends on written content…and let’s face it…that’s all of us.
Cloud Storage Tools
Dropbox
As freelancers, independent contractors, and solo entrepreneurs, we have a lot content and files we need to keep organized and safe. The best way to do that is via a cloud storage platform and Dropbox is one of the most well-known of the ones out there. I’ve been using Dropbox for a good decade or more and most of my clients use it as well.
Dropbox is a way to not only backup your files so that you can access them from anywhere but it’s also a great way to share files and folders with clients or team members. Dropbox allows you to create password protected folders or files as well as send links to people to gain access to content and download it to their computers. You can also create a secure folder that no one else can access but you.
Google Drive
Google Drive, like all of Google’s products, is a great option for teams working on the same project. Like Dropbox, you can upload your files and content and allow access for team members to work together.
Google, however, supports 30 different file types and allows you and your team to edit documents online without downloading them to your computer. This means that you don’t have to have the program that the file was created in to edit it.
On the other hand, Dropbox does not allow you and your team members to edit anything online. You have to download the file to your computer and you need to have the program that the file was created in to edit the file.
Because of these differences, you will probably find many clients and team members prefer Google Drive for team projects. Even if you aren’t using Google Drive currently, I would suggest you at least familiarize yourself with it because more and more clients will be insisting on using that platform going forward.
Finance Tools
PayPal
PayPal is one of many finance platforms that freelancers use frequently to get paid. It’s easy and free to sign up for an account and even easier to get payment from clients. All you need to give your clients is the email address you use for your account. PayPal takes care of the rest.
If you opt for a PayPal Business account, which is also free, you will have invoicing tools for your business as well as many other perks. Be aware though that PayPay, like most platforms, will take a percentage of your money for the use of their service. So, just be aware of that and adjust your fees if need be to account for that expense.
PayPal will also send you a gadget that you can attach to your phone in order to physically take credit payments from your clients, which is very convenient.
Square
Square is another payment platform that many businesses and freelancers use to receive payment. Square also has a gadget that you attach to your phone to take physical credit card payments but usually you have to request it be sent to you.
Square, like Paypal, will also let you create invoices as well as use it as a way to take payments online, in person, or from anywhere you happen to be.
With both PayPal and Square, you don’t have to choose one or the other. Both have their pluses so try them both out and go with the one that works best for you.
Quickbooks
Quickbooks is a great all-in-one way to take care of your freelance businesses finances. It’s accounting software that connects with your bank accounts so that you can easily track your income and business expenses.
You can also use it to manage and pay contractors or even yourself via their Payroll feature. It can also track your car mileage, send invoices, accept credit cards and ACH payments.
Although not free, they have a Freelancer/Self-employed plan that is only $7.50 per month. For less than $100 a year, Quickbooks provides the essentials that any freelance business needs.
Turbo Tax
Let’s face it. We all have to pay taxes. Being a freelancer doesn’t exempt you from that but it doesn’t have to be hard to do your taxes. It just takes some organization and planning on your part and either a personal accountant or good software like Turbo Tax.
I’ve used both a personal accountant and Turbo Tax to file my taxes and both were amazing. If you can afford an accountant and you can find one you love, I would always say to go with them especially if you’re making really good money.
If you don’t want to pay for an accountant (though, honestly, they’re not really that expensive especially if you consider the expertise they provide) or you don’t know a good accountant, Turbo Tax Home and Business is absolutely fantastic.
Password Tools
1Password and LastPass
I don’t know about you, but I’ve got more passwords than I know what to do with and, if you’re up to security specs (and you should be), each password needs to be unique and ten-thousand numbers long (okay, I exaggerated but you know what I mean). Not to mention that many sites require you to change your password every few months, which is great for security but terrible for my brain to remember them all.
Thank goodness for password managers like 1Password that save your passwords automatically to your account so you never get locked out of your accounts again. They offer strong encryption to keep your passwords safe and are available for desktop and mobile use. I highly recommend everyone find a password manager and use it. No more writing your passwords down on sticky notes and putting them under your keyboard (Yes, we all know you do that) or using “Password123”. Really, everybody knows that’s the most common password – including hackers. Don’t do it. Just don’t!
Health Tools
99 Walks
When it comes to being freelancers, one thing is certain – it’s easy to forget about your health when there are so many things you need to do to keep your business running. That’s why I subscribed to 99 Walks. 99 Walks is a community of like-minded people who strive to walk more and get healthier.
99 Walks is based on 99 principles to health and encourages you to keep walking and keep focusing on your good health. Every month, you decide how many miles you’re going to walk that month and record the number in the 99 Walks app. When you achieve your goal, you’ll automatically be sent that month’s themed bracelet. You’ll be surprised how something as simple as getting a monthly bracelet can incentivize you to achieve your goals. I highly recommend.
Click here to get started with 99 Walks today!
Calm
Sometimes the stress of being a freelancer can cause you to lose sleep, have anxiety, overeat or more. This is where Calm came into my life. My doctor told me my cortisol levels were high and that it’s an indicator of stress on my body. He then told me to start a daily meditation practice in addition to exercising.
Now, I’ve tried to meditate before and it always ended with me frustrated because I couldn’t turn my monkey mind off long enough to get the knack of it. So, this time I started by searching for apps that would help me learn how to meditate. I must have went through at least a half dozen before I found the Calm app but once I did, I was sold.
They have a free option which contains a good portion of programs to get you started. However, once I started using it I found I really enjoyed meditating. After a few weeks of using it, they had a special offer for the premium subscription that would allow me access to everything they had and I jumped on it. Though I will say Calm is well-worth the full price.
Conclusion
There are probably millions of tools that freelancers, independent contractors, and solo entrepreneurs could benefit from however, these are just 27 tools that I use regularly. If you find just one or two that benefit your freelance business, I’ll feel I have done my job for today.
How about you? Are there some tools or apps that you use in your freelance business that I didn’t mention here that you find indispensable? Please let us know in the comments below. We look forward to hearing from you.
Veronica Buhl is a freelance social media manager and author, who has been a writer, editor, proofreader, summary writer, and transcriptionist for some of the top motivational and self-improvement speakers in the world. She has also helped numerous clients develop their websites, blogs, and social media presence in order to promote their businesses, non-profits, and projects. She is the author of the book, Making Your Business A Social Media Superstar, and is co-author of the book, The Massage Disadvantage. Her official website can be found at www.veronicabuhl.com
