Launching a successful freelance career takes more than just core skills in your chosen niche. The right set of professional business tools and software makes all the difference in running operations efficiently and positioning your brand effectively to attract clients and scale income.

This comprehensive guide covers the 100 most useful free and paid tools freelancers need to start, manage, and grow a thriving remote service business from anywhere.

Project & Client Management Tools

Handling client projects systematically and communicating professionally is essential for scaling a service business.

1. Asana

  • Task management, project boards, status updates, timelines, file sharing

2. Trello

  • Kanban boards, task lists, project roadmaps, calendar view, card templates

3. Basecamp

  • To-do lists, schedules, documents, file storage, messaging, check-ins


  • Project management, resource planning, automation, dashboards, workloads

5. Hive

  • Project planning, time tracking, invoicing, task management, charts

6. Wrike

  • Gantt charts, workload management, custom fields, time tracking, budgeting

7. Restyaboard

  • Kanban project boards, burndown charts, Gantt, hourly rates, expense tracking

8. Productive

  • Light, simple daily task manager with boards, priorities, notes, habits

9. ClickUp

  • Project management, spreadsheets, docs, reminders, goals, custom views

10. Notion

  • Notes, databases, wikis, reminders, project boards – flexible for any use case

Smooth client project and task management enables reliably delivering quality work efficiently.

Time Tracking & Invoicing Tools

Monitoring billable time worked and creating professional invoices gets you paid promptly by clients.

11. Harvest

  • Timesheets, project management, reporting, invoicing, expense tracking

12. And Co

  • Invoicing, proposals, contracts, online payments, accounts, project management

13. HoneyBook

  • Invoicing, contracts, client communication, online booking, payments, productivity tools

14. QuickBooks Online

  • Invoicing, accounting, receipt capture, reporting, managing clients and projects

15. PayPal

  • Online payments, recurring invoices, tracking, receipt scanning, money transfer

16. FreshBooks

  • Cloud accounting, invoicing, expense tracking, time tracking, managing clients

17. Bonsai

  • Proposals, contracts, invoicing, payment processing, project management, client CRM

18. Cushion

  • Super simple time tracking, project estimates, weekly client billing, productivity stats

19. Zoho Invoice

  • Online invoicing, automated reminders, expense tracking, client management, billing reports

20. Wave

  • Free invoices, accounting, receipt scanning, payments processing, payroll

Automating billing and tracking ensures you actually get compensated for time invested in client work.

Tax Tools

Proper income and expense tracking for quarterly tax payments keeps you compliant and maximizes write-offs.

21. QuickBooks Self-Employed

  • Mileage tracking, expense management, quarterly tax estimates, write-offs

22. FreshBooks

  • Tracks income, expenses, deductions, auto tax summaries for filing season

23. Hurdlr

  • Mileage tracking, deductions sourced from bank transaction scans, expense importing

24. Merlin

  • Federal/state filing, independent contractor write-offs, estimated quarterly taxes

25. Credit Karma Tax

  • Free tax prep and electronic filing for contractors, 1099s, W-2s, investments, etc.

26. TaxSlayer

  • 1099 tax prep starting at $17 for federal, $37 with state. Deduction maximizer.

27. TurboTax Self-Employed

  • Tax deductions, estimated quarterly payments, 1099 income, expenses, deductions

28. Botkeeper

  • Accounting automation, reconciliation, financial statements, cloud ledgers, CPAs verify

Proper tax planning and compliance provides significant savings while avoiding IRS issues.

Financial Tools

Predicting, tracking, and managing cash flow enables scaling successfully as a solopreneur.

29. QuickBooks Online

  • Invoicing, accounting, inventory, expenses, reporting, bank syncing, payables

30. Xero

  • Invoicing, bill pay, reporting, bank integration, inventory, 30+ add on apps

31. Zoho Books

  • Online accounting, invoicing, reconciliation, billing, expense tracking, reporting

32. Wave

  • Free financial accounting, invoicing, payments, payroll, lending, bookkeeping assistance

33. FreshBooks

  • Small business accounting, expenses, time tracking, invoices, reports, bill pay

34. ZipBooks

  • Mobile accounting, invoicing, time tracking, reporting, bill pay all free for core features

35. Sage Accounting

  • Accounts, invoicing, cash flow, reporting, reconciliation, bill pay, partnerships

36. Billy

  • Solo accounting, contacts, projects, invoices, estimates, reports, 62+ country support

37. QuickFile

  • Online accounting, unlimited invoicing, bill pay, bank sync, multi-currency, projects

38. Zoho Expense

  • Manage expenses, track mileage, sync credit cards, generate reports, integrate with Zoho Books etc.

Financial insights enable making smart decisions managing finances and fueling growth.

Payments & Billing Tools

Getting paid quickly and easily from clients any where in the world is essential to smooth cash flow.

39. PayPal

  • Send invoices, track payments, ability to accept credit cards, PayPal payments, bank transfers etc.

40. TransferWise

  • Low fee international money transfers, multi-currency accounts, debit cards included

41. Square

  • Invoices, virtual terminal, POS, payroll, payments processing, debit cards to access funds

42. Stripe

  • Online payment processing with cards, bank payments, businesses worldwide, fraud protection

43. Recurly

  • Subscription management, flexible billing plans, payment processing, dunning, coupons etc.

44. MoonClerk

  • Client intake forms, proposals, contracts, invoices, payment widget

45. Salesforce Billing

  • Automate billing, flexible models, configure invoices, payment processing, manage subscriptions

46. PaySimple

  • POS, recurring billing, electronic payments, payment plan flexibility, accounting integrations

47. Zoho Subscriptions

  • Setup subscription plans, payment pages, invoices, payment processing, analytics

48. Chargebee

  • Flexible subscription management, configured billing, invoices, payment processing, analytics

Offering easy global payment options makes getting paid by clients smooth and fast worldwide.

Email Newsletters & Marketing

Email newsletters build relationships while promoting offerings and invaluable content.

49. ConvertKit

  • Email marketing, subscriber segmentation, email design, landing pages, automation

50. Mailchimp

  • Email marketing, automation, landing pages, CRM, audience targeting, templates

51. Constant Contact

  • Email marketing, dynamic content, automation, event promotion, surveys, social posting

52. AWeber

  • Email marketing, broadcasts, automation, sign-up forms, analytics, integrations

53. MailerLite

  • Free email marketing, automation, landing pages, unlimited subscribers, analytics

54. Moosend

  • Email marketing, free tier, automation, landing pages, advanced segmentation

55. Omnisend

  • Transactional and behavioral email automation, omnichannel workflows, abandoned cart recovery

56. GetResponse

  • Email marketing, automation, landing pages, webinars, CRM, funnels, divisions

57. Benchmark

  • Straightforward email marketing and automation focused on simplicity and deliverability

58. Beehiiv

  • Turn website content into high-converting email newsletters automatically

High-quality email marketing nurtures relationships and promotes offerings to ideal clients.

Surveys & Research Tools

Client research and feedback surveys provide insights to refine offerings and marketing.

59. SurveyMonkey

  • User friendly surveys, question types, logic, analysis, reports, targeting, scheduling

60. Typeform

  • Interactive surveys, quiz and poll options, branching logic, media rich question types, analysis

61. Qualtrics

  • Advanced surveys, conjoint analysis, brand tracking, targeting, AI text analytics, dashboards

62. Google Forms

  • Free surveys, unlimited questions, branching logic, embedding, analysis, add-ons

63. SurveyLegend

  • Simple drag and drop surveys, skip logic, rankings, targeting, analysis, white-label

64. SurveySparrow

  • Chat-like interface, NPS surveys, offline surveys, powerful analysis, integration


  • Simple and advanced survey options, multi-lingual, logic, targeting, analysis, schedules

66. Mentimeter

  • Interactive presentation polls, word clouds, quizzes, Q&As, scalable, real time feedback

67. Doodle Polls

  • Quick scheduling and availability polls, templates, reminder emails, analysis

Smart market research and feedback reveals customer insights for refining offerings, messaging, and positioning.

Video & Podcasting Tools

Visual and audio content aids in brand-building and highlighting expertise.

68. Loom

  • Quick video messaging and screen recording to easily share updates and demos

69. Screencastify

  • Video screen captures, webcam recording, annotations, editing, hosting, sharing

70. Kapwing

  • Media editing, resizing, trimming, captions, loops, exports, publishing, collaborating

71. Descript

  • Edit audio with transcript editing tools, publishing, collaboration, transcription

72. Riverside

  • Remote interview recording with easy podcast creation, directions, support

73. Zoom

  • Video calls, webinars, collaboration, screen sharing, recording, automated transcripts

74. SquadCast

  • High quality podcast recording, video, screen shares, remote guests, automated editing

75. Buzzsprout

  • Podcast hosting, distribution to major platforms, editing, transcripts, metrics

76. Rev

  • Audio and video transcription starting at $1/minute of content

Leveraging engaging multimedia helps showcase expertise and personality online.

Contracts, Proposals & Invoices

Proposals and contracts formalize arrangements while invoices get you paid.

77. Bonsai

  • Client contracts, proposals, invoices, e-signatures, payment processing

78. Practice Ignition

  • Proposals, invoices, payments, contracts, questionnaires, automation

79. Proposify

  • Customizable proposals from scratch or templates, reporting, brand locking

80. Paperform

  • Drag and drop online forms and contracts, e-signatures, templates gallery

81. FreshBooks

  • Invoices, proposals, time tracking, expenses, payments, reporting

82. Invoice Simple

  • Online estimates, recurring invoices, client database, custom branding

83. Paymo

  • Time tracking, invoices, expenses, reports, project management, quotes

84. Invoice Ninja

  • Open source customizable invoices, expenses, tasks, payments, 80+ integrations

85. Wave

  • Free invoices, accounting, receipt scanning, payments, bookkeeping, lending

Well-structured documentation and on-time invoice payment are key to positive client relationships and cash flow.

Task Automation Tools

Automated workflows save tons of time while increasing consistency.

86. Zapier

  • Connect and automate data flows between thousands of web apps and services


  • Simple if X then Y automation for apps, devices, services and hardware

88. Integromat

  • Automate workflows, monitor data sources, customize scenarios without code

89. Microsoft PowerAutomate

  • Connect cloud apps, data and services with prebuilt templates and flows


  • No code process automation based on triggers, customizations, workflows

91. Workato

  • Enterprise connectors, dev tools, access controls for cross-app automation

92. Parabola

  • Straightforward drag and drop workflow builder for automations

93. Cloudpipes

  • Simple connections enabling automating data between two apps or services

94. N8N

  • Free workflow automation with hundreds of prebuilt nodes

95. Calendly – Scheduling and appointment booking

Calendly makes it easy to display availability and have clients book calls, consultations, and meetings automatically. Customizable options and integrations streamline scheduling.

96. Canva – Graphic design and content creation

Canva provides user-friendly graphic design and content creation tools to create visuals for social media, presentations, ads, flyers, infographics, and more without professional design skills.

97. Grammarly – Writing enhancement

Grammarly checks writing for errors, enhances word choice, improves tone, and ensures proper spelling/grammar so all communications are polished and clear.

98. DocuSign – Electronic signatures

DocuSign allows securely collecting legally valid electronic signatures for documents and agreements online to close deals faster.

99. Evernote – Notes and knowledge management

Robust note taking and organization tools enable securely storing important info, documents, project notes, web clippings etc. in one place for easy access.

100. Google Analytics – Website analytics

Google Analytics provides deep insights into website traffic including source, geography, page performance, conversions, and more to refine marketing and SEO efforts.

The right tools provide the infrastructure for a scalable freelance business able to serve clients consistently and efficiently. With core operations streamlined, more time opens up for high-value billable client work.

FAQs About Tools for Freelancers

What are the 5 most essential tools for freelancers?

The 5 most critical tools for freelancers include:

  • CRM – Manage contacts, deals pipeline, projects etc. in one centralized system.
  • Project Management – Track tasks, schedules, budgets for smooth client work execution.
  • Contracts/Proposals – Formal agreements protect interests of both parties.
  • Invoicing/Payments – Get paid promptly by sending professional invoices and accepting payments easily.
  • Accounting – Proper financial tracking for taxes, cash flow management, and compliance.

What tools do successful freelancers use?

Common tools used by productive freelancers include:

  • Communication – Email, chat, and video conferencing (Slack, Zoom, Calendly)
  • Productivity – Note taking, docs, file sharing (Google Drive, Trello, Asana)
  • Client Management – CRM, project management, contracts (HoneyBook, HubSpot, Practice Ignition)
  • Finance – Invoicing, accounting, payments (QuickBooks, Wave, FreshBooks)
  • Collaboration – Docs, file sharing, coworking (Google Drive, Notion, Miro)
  • Scheduling – Appointment setting, calendars (Calendly, Doodle, ScheduleOnce)

How do freelancers organize clients?

Top systems freelancers use to organize clients include:

  • CRM Platforms – Honeybook, HubSpot, Pipedrive, Insightly, Zoho
  • Project Management Tools – Asana, Trello, Basecamp, Wrike
  • Business Management Software – Dubsado, 17Hats, SystmOne, StudioCloud
  • Spreadsheets – Google Sheets, Airtable, Smartsheet
  • Note Apps – Evernote, Notion, OneNote, Milanote

What apps help freelancers get paid?

The top apps for freelancers to get paid from clients globally include:

  • PayPal, Transferwise – Online payments
  • Stripe, Square, Recurly – Payment processing
  • QuickBooks, FreshBooks, Wave – Invoicing and accounting
  • Honeybook, Dubsado – Client management and billing
  • MoonClerk, Paymo – Quotes, invoicing, time tracking
  • Zoho Invoice – Online invoicing with automation

What is the best free app for freelancers?

Some of the top free apps useful for freelancers include:

  • Wave – Free accounting and invoicing software
  • Canva – Graphic design and visual content creation
  • Calendly – Online appointment scheduling
  • Grammarly – Writing correction and enhancement
  • Honeybook – Client management with free CRM
  • Google Suite – Docs, drive, email, calendar etc.
  • Trello – Project management boards and lists
  • Gmail – Professional email address and inbox

Final Tips for Optimizing Your Tech Stack

  • Integrate tools using Zapier and IFTTT for critical workflows like sending contracts when proposals are accepted.
  • Use comprehensive platforms like Honeybook for multiple business functions – CRM, invoicing, scheduling etc.
  • Create SOPs (standard operating procedures) documenting processes within tools to ensure consistency.
  • Assign permissions judiciously providing team access only where required to protect sensitive business data.
  • Start affordably using free tiers without overpaying for unnecessary features at low scale.

The right technology tailored to your freelance niche provides the infrastructure for a scalable, automated, and efficient service business. With modern tools streamlining tedious tasks, more time becomes available to focus on high-value billable client projects.


  • Gio Watts

    Gio Watts brings over 10 years of digital marketing experience to his role as marketing manager at Walletminded. In his current position, Gio oversees brand marketing, campaign management, and audience growth initiatives. Prior to joining Walletminded, Gio held marketing roles at several ecommerce and SaaS startups, most recently serving as senior marketing manager at CloudTable Inc. There, he specialized in paid social advertising and content marketing. Gio holds a bachelor’s degree in business marketing from the University of Oregon. He is a certified content marketing specialist and frequently guest lectures at his alma mater. When he's not devising omni-channel marketing campaigns, you can find Gio coaching youth basketball and indulging his passion for live music.

Leave a Reply

Your email address will not be published. Required fields are marked *