Essential Tools Every New Freelancer Needs

To ensure efficiency and professionalism, new freelancers require a comprehensive arsenal for cash administration, project organization, and communication. Essential tools include FreshBooks, Bonsai for invoicing, Asana and Trello for project management, and Zoom and Slack for communication. Other useful apps are Google Drive for storage, Grammarly for writing, and Calendly for scheduling.

Here are the essential tools broken down by category:

Financial & Admin Tools (Get Paid & Stay Legal)

• Invoicing & Accounting: FreshBooks (invoicing), Bonsai (contracts/invoices), Hnry (tax automation).
• Payments: Stripe, PayPal, and Wise for international transfers.
• Contracts & Proposals: HelloSign (digital signatures), Indy (all-in-one admin). 

Project Management & Organization 

• Organization: Asana, Trello, or Notion to track deadlines and tasks.
• File Storage: Google Drive (Docs, Sheets, Slides) or Dropbox.
• Time Tracking: Toggl Track to monitor hours for billing. 

Communication & Client Management 

• Meetings: Zoom and Google Meet for video conferencing.
• Messaging: Slack for quick client updates.
• Scheduling: Calendly or Doodle to eliminate back-and-forth emails.

Freelancers benefit from flexible schedules, fresh and fascinating work, and no commute to a corporate office. It might be a dream come true for self-motivated individuals! However, operating independently presents its own set of obstacles, such as staying focused and connecting with clients who may be spread across time zones. The correct tools can help you overcome these hurdles and convert challenges into opportunities.

Freelancer Tools for Marketing Your Skills

To be a successful freelancer, you need to find clients. Beyond having visible profiles across social media platforms like LinkedIn, having the tools to market your business helps clients find you. Below are some of the best tools you can use to promote your work.

1. Constant Contact

Starting an email list is a great way to keep your brand top of mind for your existing clients, and also to recruit new clients. You can use your list to send a newsletter with updates on the work you’re doing or timely topics that position you as a subject matter expert. Constant Contact can make email design easy—you don’t need to know any HTML. The platform includes a library of customizable templates, text message marketing tools, and an AI writing assistant. And if you have an Upwork talent account, you can get a 60-day free trial followed by 50% off your first six months of any Constant Contact plan.

2. Dribbble

If you’re a freelance designer, Dribbble can help you get your work out into the world by sharing and promoting your portfolio. Dribble is also a helpful place to go when you need some inspiration. Anyone can use Dribbble for free; professional designers may also want to check out the paid Dribbble Pro plan for more features.

3. Ocoya

Ocoya is an AI-powered social media tool that helps you write, design, publish, and re-share marketing content for your business (or clients). The tool is powered by OpenAI’s GPT and generates content in up to 26 different languages. It works with Instagram, Facebook, LinkedIn, Shopify, TikTok, YouTube, Canva, and more, so you can easily pull content from one of your apps, create a post, and share it on social media. Ocoya is a paid tool, but talent on Upwork can get 30% off of any plan.  

4. IFTTT

IFTTT is an automation platform that can be used for personal productivity as well as business marketing. You can use IFTT (which stands for If This Then That) to build no-code automations that turn website form entries into Slack notifications, repurpose blog posts into AI-generated LinkedIn posts, and even push videos out to multiple channels. The platform is free to try out with limited features; two paid plans unlock more AI and automation capabilities.

5. GoDaddy Managed WordPress

GoDaddy Managed WordPress makes it easy to launch a WordPress.org website quickly. GoDaddy takes care of setting up your WordPress installation, hosting, and content delivery network (CDN). You can then design a site yourself or use GoDaddy’s AI to speed up the process. Plus, talent on Upwork can get 40% off of GoDaddy’s Managed WordPress plans.

6. Jasper

Jasper is an AI-powered tool for creating marketing content. The app includes a number of templates and prompts for writing social media posts, headlines, blogs, and more. You can easily call up the Jasper AI assistant at any time to answer questions, revise your content, and brainstorm ideas.

Freelancer Tools for Tracking Your Time

Freelancers often find themselves working on multiple projects at one time. Tracking your time is important for accurate and timely invoicing. The time tracking tools below can make time management a lot easier for you and any team members you have, without interrupting your workflow.

‍1. OfficeTime

OfficeTime is a time tracker and expense-keeping tool. The tool runs in the background on your devices and can capture idle time, prompt you to update your timer, and accept new inputs using natural language like “Meeting with Tim at 10am.” The app requires a monthly subscription, but if you ever cancel it you can still see your previously tracked time.

2. Harvest

Harvest gives you the flexibility to track your time using a timer, or by connecting to project management apps like Asana. If you have a team, everyone’s time sheets will be put into a visual summary to track where the team’s time is going. The data collected can then be used to create invoices and make the billing process painless. You can track up to two projects for free—with the ability to subscribe for unlimited usage.

3. Toggl Track

Toggl Track automatically logs your time by running in the background; you can also choose to manually track your activities with the click of a button. Plus, the tool integrates directly with software like Asana, Google Calendar, and more. It’s free to start using Toggl Track by yourself or with a small team.

Read Also: Freelancing vs. Full-Time Job: Which Is Better?

Freelancer Tools for Project Management

Task management is one of the most important things for a freelancer to master. When distractions are everywhere, focusing on your tasks can be challenging. Whether you’re leading a team or working by yourself, the project management tools below can help you manage your time and project from start to finish for quality results and happy clients.

1. Asana

Asana is a popular tool used by teams not only to track progress but also to communicate about tasks and projects. You can visualize your projects in board, list, or calendar format, and Asana also has a dependency system that lets you see how tasks relate to each other. Like some other project management tools, Asana integrates directly with common business apps like Google Workspace, so you can easily attach files and see document updates all in one spot. Asana is free to use, and you can select an optional plan upgrade to unlock more features.

2. Trello

Trello is based on the Kanban project management system. You create boards for each project, and lists and cards for every related task. Cards move between lists as projects evolve, change, and move toward completion—so it’s a great way to visualize progress and store lots of essential information in one easily accessible spot. Trello also has “Power-Ups,” or plug-ins that let you change the way you view due dates, connect to tools like Dropbox, and more. There’s no charge to start using Trello; optional paid plans unlock more features.

3. ClickUp

ClickUp is an all-in-one project management, docs, and communication app. It includes collaborative digital whiteboards, spreadsheets, forms, customizable dashboards, and even an AI assistant. ClickUp also includes automation tools—so if you like the idea of IFTTT’s workflows, but want something more integrated with your project management system, this tool may be a good choice. You can start using ClickUp by yourself for free with some limitations. If you have an Upwork talent account and are interested in trying one of ClickUp’s paid plans, you can get 20% off of the Unlimited or Business tiers.

4. Pocket

Pocket lets you save links to webpages and articles you want to explore later. When you’re ready, you can go back and read your saved content on other devices or even offline. This is a particularly useful tool if you’re a freelance writer who is looking for sources for upcoming projects or a web designer who might be looking at other sites for design inspiration. Pocket is free to use, but you can purchase a paid plan to unlock more organizational tools for your saved content.

5. Notion

Notion is a versatile tool that’s based around documents and databases. While you can use Notion for nearly any purpose, including writing content, many people like to use it for project management purposes. You can create different dashboards, documents, tables, and more to organize your projects and share updates with a team. It’s free to use, but you will have to subscribe to a paid Notion plan to unlock all of its features. Users can also select a paid Notion AI plan as an add-on to any plan—even if you’re on the free tier.

Freelancer Tools For Communication and Collaboration

Strong communication and collaboration can make a project flow more smoothly. As a freelancer, you may work with clients and collaborators in different time zones. The right communication technology will help you keep everyone in the loop at the right time.

1. Slack

Slack uses channels to keep communication flowing—and organized. You can create channels for your project and invite team members to join—everyone who’s included on the channel will see the same information and messages. You can also share files and even start voice and video calls with the other members of a channel. Plus, Slack lets you connect tools you regularly use in your business—like Trello and Google Docs—to make preparing project updates easier than ever. Slack is free for small teams to use; paid plans unlock more features and enterprise capabilities.

2. Boomerang‍

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Boomerang is an email productivity app that works with Gmail, Outlook, and your mobile device. The platform allows you to schedule emails to send at a later date and easily insert your calendar availability to book a meeting with the recipient. You can even set up Boomerang to remind you if you haven’t heard back from someone after a specified number of days. There’s a free plan available that lets you try out Boomerang with a few emails per month—to expand your usage limits, you’ll have to select one of the company’s three paid plans.

3. SaneBox

SaneBox works on top of your existing email provider and gives you more control over your inbox. You can use SaneBox to quickly banish spam or unwanted emails, automatically snooze messages until a later date, and review unopened emails in one daily digest to save time. You can choose between four different paid plans that offer a varying number of features based on your needs.

4. Miro

Miro is a whiteboard-style collaboration tool for teams. You can use it as a digital space to brainstorm, run weekly meetings, build diagrams, plan content publication, and more. Each Miro board uses connectors, text boxes, sticky notes, and shapes to help you organize your ideas and information. It’s free to start using Miro with a limited number of boards and features—but if you have an Upwork talent account, you can get a 30-day free trial of Miro’s premium features.

Freelancer Tools for Accounting and Payments

Freelancers are often so focused on their work that they forget to stay updated on their invoicing and bookkeeping. However, making sure you get paid on time and are ready for tax season is important, and there are tools that can help you do just that.  

1. FreshBooks

FreshBooks helps make booking projects, and collecting payments for work, easier for freelancers. At the start of a project, FreshBooks is helpful for creating proposals and estimates. And once your project is underway, you can use FreshBooks to create single invoices, recurring bills, reminders—and even set up automated payments for your clients. The platform also includes accounting and time tracking tools to help you stay on top of your finances and productivity. There are several paid plans to choose from based on how many clients you work with and features you need.

2. FreeAgent

FreeAgent accounting software is designed for freelancers and small businesses. After you send a FreeAgent invoice, the platform automatically sends follow-up reminders. You can set up recurring invoices, too. Plus, receipt tracking is as easy as taking a picture with your phone and uploading it to the FreeAgent app—which also connects to your bank accounts! FreeAgent is a paid tool, though. It has no free option for freelancers.

3. Keeper

Keeper is an AI-powered tax assistant that helps you easily log expenses, identify tax dedications, and get help with filing your taxes every year. It’s not only an AI tool, though—as a Keeper user you get access to a human tax professional who can answer questions you have about your deductions and filings.

4. PayPal

PayPal business accounts help you collect payments online and let you offer a variety of payment options to your customers. The platform accepts payments made with all major credit cards, banks, and even offers a “buy now pay later” service that splits customers’ payments into smaller monthly bills. (You, however, still get all of your money up front.) You can sign up for PayPal for free—the platform charges fees per transaction instead of requiring a monthly subscription.

Freelancer Tools to Help you Work Faster

Depending on the type of work you do, you may find that these AI-powered tools can help you get more done faster—and even unlock new capabilities that you can offer to your clients.

1. Adobe Creative Cloud

Adobe Creative Cloud has long been the industry standard for designers, videographers, photographers, and other creatives. The suite of 20 different tools brings powerful editing and design capabilities to nearly any computer—and that now includes AI design and photo editing assistance. If you have an Upwork talent account, you can give Creative Cloud apps a try with discounts that range from 23% to 28% depending on the plan you pick.

2. Amazon CodeWhisperer

Amazon CodeWhisperer is an AI-powered code generator. While the product is part of AWS—and is particularly helpful when working with Amazon’s API—you can use it to help write code for other purposes. CodeWhisperer will also flag sections of your projects that are similar to open-source code, so you can add the appropriate attributions.

3. Dropbox Dash

Dropbox Dash is a unique AI tool that searches across multiple connected accounts—not just your Dropbox files. You can connect services like Google Workspace, Notion, Hubspot, and Asana, then search across all of them for content related to a particular project or question.

4. Uma, Upwork’s Mindful AI

Uma is a powerful companion built right into your everyday Upwork workflows. Uma has context about your work and experience on Upwork, including your goals, project history, and proposals. Because of this, Uma offers personalized assistance for your tasks. You can use Uma to do things like:

• Creating first drafts of proposals for specific jobs using context from your work experience
• Brainstorming ideas for projects
• Writing, reviewing, and analyzing code
• Proofreading text

Uma is a collection of machine learning models and approaches, and it works right in your Upwork account. Uma chats are saved in threads, so you can easily resume your work later or reference a previous conversation.

What Tools Can Help Freelancers Enhance Their Productivity?

Task Automation Tools

Automate repetitive tasks to free up more time for billable work. Zapier, IFTTT, or Microsoft Power Automate can connect your various apps and create automated workflows.

Examples of tasks you can automate:

• Social media posting
• Email responses
• File backups
• Invoice generation

Note-Taking Applications

Keep your ideas and information organised with digital note-taking tools. Evernote, OneNote, or Notion offer flexible platforms for capturing and organising your thoughts.

Key features of note-taking apps:

• Cross-device synchronisation
• Rich media support
• Tagging and search functionality
• Collaboration options

Password Managers

Secure your online accounts and simplify login processes with a password manager. LastPass, 1Password, or Dashlane can generate and store strong passwords for all your accounts.

Benefits of using a password manager:

• Enhanced online security
• Convenient access to all your passwords
• Secure password sharing
• Two-factor authentication support

How Can Freelancers Improve Their Work Environment?

Noise-Cancelling Headphones

Invest in a good pair of noise-cancelling headphones to create a focused work environment, regardless of your surroundings. Brands like Bose, Sony, or Sennheiser offer high-quality options.

Factors to consider when choosing headphones:

• Noise-cancellation effectiveness
• Battery life
• Comfort for long-term wear
• Microphone quality for calls

Ergonomic Equipment

Prioritise your health and comfort with ergonomic office equipment. This might include an adjustable desk chair, a standing desk converter, or an ergonomic keyboard and mouse.

Benefits of ergonomic equipment:

• Reduced risk of repetitive strain injuries
• Improved posture
• Increased comfort during long work sessions
• Potential boost in productivity

Virtual Private Network (VPN)

Protect your online privacy and access geo-restricted content with a VPN. Services like NordVPN, ExpressVPN, or CyberGhost offer secure and reliable connections.

Key features to look for in a VPN:

• Strong encryption
• No-logs policy
• Wide server network
• Fast connection speeds

Screen Recording Software

Enhance your communication with clients by using screen recording software. Tools like Loom, Screencast-O-Matic, or OBS Studio allow you to create quick tutorials or provide visual feedback.

Uses for screen recording software:

• Client presentations
• Bug reporting
• Tutorial creation
• Project walkthroughs

Finally

Selecting the correct remote working tools can have a big impact on your productivity, efficiency, and overall success as a freelancer. By incorporating these 15 critical tools into your workflow, you’ll be better prepared to face the obstacles of remote work and provide excellent results to your clients.

Remember that, while having the right tools is critical, you need also protect your freelance business with adequate insurance coverage. Professional Saver provides personalized freelancing insurance packages that protect your business from unexpected threats. Our comprehensive coverage includes professional indemnity, public liability, and other vital safeguards tailored exclusively for freelancers.

Do not leave your freelance career to chance. Equip yourself with the greatest remote working tools to secure your business.