Freelance Tools and Tech: Must-Have Resources for Productivity
- Wa
- Oct 14, 2023
- 12 min read
Updated: Nov 7, 2023
Freelancers use a variety of tools and technologies to increase their productivity and manage their business effectively. These essential productivity resources cover a wide range of aspects of freelancing, from project management and time tracking to communication and finance.
This is a comprehensive list of the most important tools and technologies for freelancers:
1. Project Management: Project management tools are required so that freelancers can plan, organize and carry out tasks and projects efficiently. These platforms allow you to create and manage projects, assign tasks, set deadlines and collaborate with clients or team members from a single location. Project management tools allow you to monitor project progress, allocate resources efficiently and ensure that all parts of the project are completed on time and within budget.
1.1) Trello: Trello is a visual project management tool that helps freelancers and teams organize tasks, projects and workflows using boards, lists and cards. The goal is to create a simple and intuitive user experience.
Key Features :
Task management with boards, lists, and cards.
Due dates and reminder functions
Labels and tags for task categorization.
Team collaboration with comments and mentions.
Attachments and file sharing within tasks.
Integrations with various apps and services.
How it Works : Trello uses a board, list, and card system to help freelancers organize projects. Users create boards for different projects, lists for various stages of those projects, and cards for individual tasks. You can assign tasks, set due dates, and collaborate with team members or clients by dragging and dropping cards.
How to Use It:
Sign up for a Trello account.
Create a board for your project.
Add lists to represent project stages.
Create cards for individual tasks within the lists.
Customize cards with due dates, labels, and descriptions.
Assign tasks to team members or employees
Drag and drop cards between lists to track progress.
Pricing Plan : For detail about Trello pricing plan click here
Pros & Cons
Pros | Cons |
Easy-to-use interface with drag-and-drop functionality. | Limited advanced features compared to more complex project management tools. |
Customizable boards and lists for project tracking. | It’s for general project management only |
Integration with various third-party apps and services. | |
Conclusion : Many people try Trello because of its free program. However, this free plan only includes limited file attachments, labels, team boards, and a single power-up integration. To overcome these limitations, you will need to upgrade to the paid version. Price-wise, Trello is not as competitive as other comprehensive project management solutions, especially if you have a large team working on a complex project and need optimized project management or Agile tools.
1.2) Asana: Asana is a versatile project management platform that simplifies task tracking, team collaboration, and project planning. It's suitable for freelancers working on both simple and complex projects.
Key Features :
Task and subtask management with due dates and dependencies.
Customized project templates for efficient work.
Team collaboration through task discussions.
Visual project timelines and portfolio views.
Automation rules to automate task processes.
Integration with third-party tools and apps.
How it Works : Asana offers a task-centered approach. Users create projects, add tasks to those projects, and set due dates and dependencies. Asana also supports team collaboration through conversations, file attachments, and task assignments.
How to Use It:
Register for an Asana account.
Create a project and add tasks.
Assign tasks to team members and set due dates.
Use the timeline view to manage project schedules.
Collaborate with team members via task comments and attachments.
Pricing Plan: For detail about Asana pricing plan click here
Pros & Cons
Pros | Cons |
Robust task management with features like subtasks, dependencies, and due dates. | Learning curve for new users unfamiliar with project management software. |
Team collaboration tools and project timelines. | You Cannot Assign Multiple People to the Same Task. |
Integration with other tools and apps. | It lacks detailed time reporting or analysis capabilities. |
Conclusion : Asana is great for organization and teams of all sizes, especially if you want to manage complex projects and use templates. However, if you're a solopreneur or have a small team, Trello, another option like Asana, may be better suited to your needs.
1.3) Monday.com : Monday.com is a work system that gives freelancers the ability to manage projects, tasks and schedules with customizable workflows. It offers a flexible and visual approach to project management.
Key Features :
Customizable workflows with templates.
Drag-and-drop item management.
Real-time team collaboration with @mentions.
Integration with over 40 third-party tools.
Automation to streamline workflow.
Clear views for project tracking.
How it Works : Monday.com allows users to create customizable workflows. You start with a board, choose a template or design your own, and add items (which can be tasks, projects, or anything else). Each item has attributes, and you can set up automations to streamline processes.
How to Use It:
Start a free trial or create an account.
Create a new board or use a template.
Customize workflows by adding and configuring items.
Use automations to streamline processes.
Collaborate with team members by assigning tasks and communicating in real time.
Pricing Plan: For detail about Monday.com pricing plan click here
Pros & Cons
Pros | Cons |
Customizable workflows with templates for various use cases. | Pricing can be relatively high for small freelancing operations. |
Integration with other tools and apps. | Minimum team size of three for paid plans |
Real-time collaboration and communication features. | Free trial is only 14 days, whereas most project management platforms give 30 |
Forever free plan available for up to two seats | Must have a Pro account for time tracking. |
Conclusion : There’s no doubt that monday.com is a powerful project management tool. It offers variety of project management features, such as task management, project tracking and resource management. It also offers powerful collaboration features such as file sharing, messaging and even Gantt chart creation. However, for the casual user, it may prove too advanced for simple needs.
2. Time Tracking : Time tracking tools are essential for freelancers to monitor and record the time spent on various tasks and projects. They allow you to capture accurate data on how you allocate your working hours, which enables accurate billing, productivity analysis and client reporting. These tools typically offer features such as manual time tracking, time clocks, task categorization and the creation of detailed time reports.
2.1) Toggl: Toggl is a simple time tracking app that allows freelancers to monitor their time and analyze their productivity. It offers functions for tracking billable hours and creating reports.
Key Features :
One-click time tracking with a timer.
Manual time entry and editing.
Project and client tagging for categorization.
Detailed time reports with charts and graphs.
Team tracking and shared projects.
Integration with project management and invoicing tools.
How it Works : Toggl is a time tracking programme that allows you to start and stop timers for different tasks or projects. You can also add time entries manually. Toggl synchronises your time data across devices and creates detailed reports about your working hours.
How to Use It:
Sign up for a Toggl account.
Create projects and tasks.
Start a timer when you begin working on a task.
Stop the timer when you finish the task.
Manually add time entries for work you've completed on the app.
Generate detailed time reports for analysis.
Pricing Plan : For detail about Toggl pricing plan click here
Pros & Cons
Pros | Cons |
User-friendly and straightforward time tracking. | Limited features for advanced project management. |
Detailed reporting and analytics. | No invoicing, scheduling, or other features not specifically related to time-tracking |
Integrations with various project management and accounting tools. | Toggl Track’s pricing structure can become expensive for larger teams. |
TogglToggl Track can be used offline.The software syncs data when back online, ensuring no information is lost during periods of disconnection. | Users have expressed a desire for improved visualization of recurring tasks, which could enhance the ability to manage and monitor ongoing or repetitive assignments. |
Conclusion : Investing in a time tracking and productivity tool like Toggl Track is a smart decision for businesses because it demonstrates a commitment to long-term success. By equipping your team with the necessary tools to optimize their work and make the most of their time, you increase productivity and improve employee engagement and satisfaction, paving the way for sustainable growth and a thriving organization. If you are a company with multiple employees who need to manage several different client accounts and projects within those accounts, then the paid version of Toggl Track is more than worth it. If you are a freelancer or have a small business, the free plan should suit your needs and help you decide if this tool will help you achieve your goals.
2.2) Clockify: Clockify is a free time tracking tool that enables freelancers to log hours worked on various projects and generate reports for clients. It's suitable for freelancers looking for a cost-effective time-tracking solution.
Key Features :
Time tracking with timers and manual entry.
Project and task categorization.
Timesheet and timeline views for tracking.
Detailed reports for analysis.
Browser extensions for convenient tracking.
Integration with project management tools.
How it Works : Clockify is easy to use. By clicking the timer, you can start and stop tracking your work. You can categorize your tracked time into projects and tasks, which can then be tagged and organized. Reports help you analyze your time usage.
How to Use It:
Sign up for a Clockify account.
Create workspaces, projects, and tasks.
Start and stop timers for tasks.
Categorize time entries by project and tags.
Use the dashboard to monitor your work hours.
Generate time reports for client billing.
Pricing Plan : For detail about Clockify pricing plan click here
Pros & Cons
Pros | Cons |
Free version with decent features | Limited report customization |
Affordable pricing model | Clockify doesn’t offer shift scheduling tools. |
Flexibility and customization options | The software lacks integrations with payroll providers. |
Easy project and task separation | The features are somewhat confusing and hard to edit/manage. |
Conclusion : The cloud-based software from Clockify is suitable for both on-site and remote employees. It offers features like GPS, time-off tracking, and a variety of integrations. Clockify is a top choice for hybrid teams that have both on-site and remote workers because it ensures that their efforts are well-coordinated for efficient project planning and delivery. Clockify's affordability is a key factor in its appeal, making it a great choice for those looking for a comprehensive time-tracking solution that doesn't break their budget. In summary, Clockify can be a strategic investment that benefits your team by promoting growth, optimizing productivity, and improving time management.
2.3) Harvest : Harvest is a time tracking and invoicing software that provides insight into your work hours and streamlines billing. It offers additional features for expense tracking and client invoicing.
Key Features :
Time tracking with timesheets and timers.
Expense tracking and categorization.
Client and project-based tracking.
Invoice generation is based on time and expenses.
Professional invoicing and payment processing.
Integration with accounting software.
How it Works : Harvest provides timesheet and expense tracking. Users have the option to enter time manually or start timers for their tasks. Expenses can be recorded and classified. Harvest also creates invoices based on the tracking of time and expenses.
How to Use It:
Sign up for a Harvest account.
Either manually enter the time spent on tasks or use timers.
Classify time entries by project and task.
Keeping track of expenses and attaching receipts is required.
Generate invoices that are based on tracked time and expenses.
Track project budgets and create reports.
Pricing Plan: For detail about Harvest pricing plan click here
Pros & Cons
Pros | Cons |
Time tracking is very easy for even non-technical users | Remembering to start/stop a timer or make a note EVERY time you switch between projects or take a break. |
Minimal setup and technical expertise | Timers disrupt your focus from doing the job you actually enjoy. |
Flexibility and customization | Very tedious and time consuming. |
Easy to manage tasks, roles and projects for any given client. | Stress of forgetting what you worked on and having to make your timesheets up. |
Conclusion : Harvest is a software that can track time and expenses, invoice, and report with a simple and user-friendly interface. It offers features such as a helpful employee availability heat map and efficient invoicing. However, there are some issues, such as bugs, limited integrations, and a somewhat unappealing interface. The major drawback is the absence of GPS functionality, which makes it less suitable for businesses that need location tracking. Despite its high cost, Harvest is an invaluable tool for businesses looking for deep insights and flexibility, as long as they can ignore its limitations.
3. Communication and Collaboration : For freelancers to engage with clients, collaborators, and team members, effective communication and collaboration tools are necessary. To ensure seamless and real-time communication, these tools include messaging platforms, videoconferencing, and document collaboration. Their facilitation of file sharing, discussions, and project updates enhances teamwork and client relationships.
3.1) Slack : Slack is a platform that provides real-time messaging for teams to communicate and collaborate. Freelancers are able to use it for direct client communication, team collaboration, and file sharing.
Key Features :
Real-time communication and sharing of files.
Channels and private groups that can be customized.
Direct messaging and voice/video calls are both available.
Using apps to improve productivity.
Features that allow for powerful search and archiving.
Customized notification settings.
How it Works : Slack is a platform for sending messages in real-time. You set up channels for various topics or teams and send messages in chat threads. Furthermore, it allows for file sharing, direct messaging, and integrations with other apps.
How to Use It:
Create a Slack workspace.
Create channels for diverse subjects or teams.
Invite members of your team and clients to participate in channels.
Sending messages, sharing files, and using @mentions are all ways to communicate.
Connect other tools and apps through integrations.
Pricing Plan: For detail about Slack pricing plan click here
Pros & Cons
Pros | Cons |
It easy to share and collaborate with someone in real-time. This is great for when you need an immediate response about a deadline. | Your conversations get deleted after 14 days, so if you are sent something important within a channel, make sure you make a note of it. |
Customizable for each user | There is minimum file storage. |
Multiple built-in communication options | Costs can add up for large teams or businesses. |
Integration with various apps and services. | Limited users in huddles |
Conclusion : Slack is an outstanding application for team communication in the modern workplace, which makes it a great substitute for email. While traditional email is the preferred method for sharing documents, Slack excels at facilitating quick-response conversations and collaboration with external users through Slack Connect.
The paid plans are worth it for historical data, app integration, and workflow automation. One limitation is its suitability for personal task management, often necessitating a connection with project management apps to enhance functionality.
3.2) Zoom : Zoom is a popular video conferencing tool for virtual meetings, client consultations, and collaboration with remote teams. It offers high-quality video and audio communication.
Key Features :
Video meetings with screen sharing.
Virtual events and webinars.
Recording and replaying meetings.
Breakout rooms are available for group discussions.
Chatting and sharing files during meetings.
Calendar apps that can be integrated.
How it Works : Zoom is a widely used videoconferencing application for conducting virtual meetings, client consultations, and collaborating with remote teams. It offers high-quality video and audio communication.
How to Use It:
Sign up for a Zoom account.
Schedule a meeting with a date and time.
Invite participants by sending them an email or sharing a meeting link.
Start the meeting at the scheduled time.
Use video, audio, and chat to communicate.
Record meetings and share the recordings.
Pricing Plan: For detail about Zoom pricing plan click here
Pros & Cons
Pros | Cons |
Supports Large Audiences | Potential Camera and Screen Sharing Issues for Mac Users |
Zoom is fully scalable and businesses can upgrade their subscriptions to match their needs at a moment’s notice. | Muting Control and Screen Sharing Limitations |
Everything is very intuitive to use for both the person hosting the call and for everyone attending. | Zoom’s video quality appears lower when compared to other software using the same camera and settings. |
Zoom is fully compatible with Google Calendar, which will help all of your employees keep track of their next online conference. | Inconsistent Cloud File Sizes |
Conclusion : Zoom, the leading cloud-based video conferencing software, has a wide range of features and applications that are suitable for different industries and user requirements, even though there are some privacy and security concerns.
3.3) Google WorkSpace : Google Workspace is a set of productivity tools in the cloud that includes Gmail, Google Docs, and Google Drive, all designed for email, document sharing, and collaboration. This platform is perfect for freelancers seeking a unified platform.
Key Features :
Professional email communication can be done through Gmail.
Google Drive is a tool for document sharing and collaboration.
Google Meet is a platform for video conferencing.
Google Calendar is a great tool for scheduling and appointments.
Google Docs, Sheets, and Slides are used for real-time editing.
Team communication can be facilitated with Google Chat integration.
How it Works : Google Workspace is a platform that offers email, document sharing, and collaboration tools. Google Docs, Sheets, and Slides can be created and shared for real-time collaboration. Email communication is carried out through Gmail.
How to Use It:
Join Google Workspace and set up your domain.
Gmail is the best platform for professional email communication.
Google Drive allows you to create and distribute documents, spreadsheets, and presentations.
Share documents in real-time with team members and clients.
Google Calendar can be used to schedule and manage appointments.
Pricing Plan: For detail about Google Workspace pricing plan click here
Pros & Cons
Pros | Cons |
Google Workspace’s products are simple and easy to adapt to. | Inability of the support team in solving simple issues. |
Multiple team members can be working out of the same document at the same time, and files can quickly be shared between different users. | The worst part in Google products is the lack of support. |
There are so many useful tools within it and it is perfect for a business owner. | Requires internet access |
Plenty of cloud storage: On Business and Enterprise plans, users get between 30 GB and unlimited storage. | Not ideal if you’ll be continuing to work a lot with Microsoft Office tools. |
Conclusion : Google Workspace offers a complete set of apps and features. It is a great option for professional and business users who are seeking email domains, ample storage, cloud-based work, productivity tools, collaboration, and control over user access and security settings. Not only is it competitively priced, but it also boasts unlimited storage as an advantage. It's appropriate for small-to-mid-sized teams, providing a strong alternative to similar productivity suites like Microsoft Office, making it an appealing choice for those seeking to improve their workflow.
4. Invoice and Payment : Freelancers can save time and money by using an invoicing and payment platform. By using the platforms, invoices can be created and sent to clients, which contain detailed information about the services provided and payment terms. Payment tools are available for clients to use securely to pay invoices, including credit card processing, direct bank transfers, or online payment gateways. These solutions help freelancers maintain a healthy cash flow by streamlining the billing and payment process.
4.1) Freshbooks : FreshBooks is a software for accounting and invoicing that simplifies financial tasks, such as invoices, expense tracking, and payment management. It's designed for small businesses and freelancers.
Key Features :
Invoice customization and branding.
Organizing and tracking expenses.
Client payment options include credit card.
Automated reminders and recurring invoices.
Features that allow for time tracking and project management.
In-depth financial reporting.
How it Works : FreshBooks is a platform that allows you to create and send professional invoices with your own branding. Invoices are sent to clients and payment can be made directly through the platform. FreshBooks also tracks expenses and generates financial reports.
How to Use It:
Sign up for a FreshBooks account.
Customize your invoice template with branding.
Create and send professional invoices to clients.
Keep track of expenses and categorize them for tax purposes.
Receive payments via online or check, and keep a record of them in FreshBooks.
Generate financial reports to monitor the health of your business.
Pricing Plan : For detail about FreshBooks pricing plan click here
Pros & Cons
Pros | Cons |
Double-entry accounting reports feature | Extra cost per month to add an additional team member |
Mobile app lets you reply to clients’ questions and notifies you when invoices have been viewed or are overdue. | Highest-tier Select plan only comes with two users and lower-tier plans put limits on billable clients. |
All plans include time tracking, plus the ability to add billable hours and billable expenses to invoices. | Fewer customization options than other software |
Simple to use for freelancers and very small businesses. | 8 a.m. to 8 p.m. Eastern time phone support Monday through Friday. |
Conclusion : FreshBooks is a user-friendly accounting software suitable for individuals with limited accounting experience. It offers tools to manage business finances, track expenses, send invoices, and collect payments. It makes tax preparation easier by producing necessary reports for accurate tax filing, making it a convenient option for small business owners or those seeking an easy-to-use accounting solution.
4.2) Paypal : PayPal is a popular online payment system that allows freelancers to receive payments, which makes it easy for clients to pay invoices. The options available include online transactions and invoicing.
Key Features :
Invoice customization and branding.
Organizing and tracking expenses.
Credit card payment options are available for clients.
Automated reminders and recurring invoices.
Features for tracking time and managing projects.
In-depth financial reporting.
How it Works : PayPal is widely recognized as an online payment platform. PayPal allows freelancers to create invoices, and clients can pay using their PayPal account or credit card. Your PayPal account holds the funds until they can be withdrawn.
How to Use It:
Create a PayPal business account.
Create invoices with detailed itemized information.
Send invoices to clients via email or a link that can be shared.
Clients have the option to pay invoices by using their PayPal account or credit card.
Withdraw money from your linked bank account.
Keep track of transactions and account balance.
Pricing Plan: For detail about PayPal pricing Plan & Fee click here
Pros & Cons
Pros | Cons |
Excellent at paying our creditors/vendors immediately when needed. | The refund process seems to be delayed on occasions. |
Review my expenditures at a glance through PayPal Payment Pro. | Very much inclined towards buyer's protection. Seller is not always covered and at risk. |
Accepts multiple forms of payment, including Venmo, PayPal and cryptocurrency. | They block or limit accounts without giving sufficient reasons. It is recommended to play within limits. |
user interface is clear on Mobile phones. | Some countries still don't accept PayPal Payments. |
Conclusion : Merchants choose PayPal because of its extensive features and strong name recognition in the e-commerce space, which could potentially boost customer trust and purchase completion. Although PayPal's policies are generally fair and transparent, changes and regional variations can occasionally lead to confusion and less clarity in policy applications. However, customer service interactions tend to be positive, with an approach that is polite and accommodating when addressing reported issues.
4.3) Stripe: Stripe is a payment processor that helps freelancers accept secure credit card payments on their websites. The platform is designed to be user-friendly for developers who want to integrate payments.
Key Features :
Customization is available for both payment forms and the checkout experience.
Payment processing is secured by encryption.
A platform that is easy to use for developers with APIs.
Support for subscriptions and recurring payments.
In-depth transaction reporting and analytics.
Integration with various online and software platforms.
How it Works : Stripe is a service that processes payments for websites. You can customize payment forms for checkout and integrate them with your website. Stripe is responsible for secure payment processing and transferring funds to your bank account.
How to Use It:
Create a Stripe account and confirm your identification.
Connect Stripe to your website or payment form.
Customize payment forms and checkout experience.
Payments are made by clients after entering their payment information.
Stripe is in charge of secure payment processing and transfers funds to your bank account.
Keep track of transactions and generate reports.
Pricing Plan: For detail about Stripe pricing plan click here
Credit Stripe pricing plan table from www.forbes.com
Pros & Cons
Pros | Cons |
Stripe accepts a broad array of payment methods, including credit and debit cards | With a 2.9% + $0.30 per transaction fee, as well as potential monthly fees and several hidden fees. |
Its user-friendly platform is intuitive for both merchants and consumers. | Stripe supports only specific Merchant Category Codes (MCCs). |
Stripe provides comprehensive guides and API documentation, assisting various users, including merchants, developers, and partners. | Integration may require technical knowledge or assistance. |
user interface is clear on Mobile phones. | No high-risk industries |
Conclusion : Stripe is an excellent option for e-commerce businesses because it offers a variety of currency support and integrations. Although it may require some developer help to integrate with shopping carts, it offers reliable and robust reporting options. Using Stripe should be based on factors like your business model, transaction volume, and risk level. Startups and low-risk merchants with monthly transactions below $20k will find it advantageous because of its user-friendly interface and flat-rate pricing. When your business expands, it's a good idea to think about traditional merchant account providers that offer enhanced fraud protection, chargeback prevention, and industry-specific support, particularly for high-risk MCCs. Evaluate the advantages and disadvantages of Stripe to determine if it is compatible with your unique business needs and risk tolerance.
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