10 Essential Tools Every Freelancer Needs in Their Toolkit
Freelancing is amazing — but it’s also a wild ride. From sending invoices to designing social posts, freelancers wear all the hats, and the right tools can make everything feel so much easier. In this post, I’m sharing 10 must-have tools I swear by for staying organized, getting paid, managing my time, and keeping my sanity intact. Whether you’re brand new to freelancing or ready to level up your business game, these tools will totally change your workflow.
Emma Gifford
3/16/20252 min read
Hey there, fellow freelancer!
Let’s be real — freelancing is equal parts freedom and chaos. One minute you’re sending invoices, the next you’re designing social posts, chasing clients, juggling deadlines, and Googling “how to track business expenses without losing your mind.”
Sound familiar? 🙋♀️
That’s why having the right tools is a total game-changer. It’s like having a little digital dream team behind the scenes — keeping you organized, paid, creative, and sane.
Today, I’m spilling the tea on my go-to resources that make freelancing smoother, simpler, and way more fun.
📋 Project Management & Organization
When you’re juggling multiple clients, projects, deadlines, and life stuff (hello, groceries and dentist appointments 👋), you need a system that makes you feel like a total boss. These tools help you stay organized, deliver on time, and avoid the dreaded “oh no, I forgot about that!” moment.
My favs:
Trello — A visual, drag-and-drop board that makes organizing projects weirdly satisfying.
Notion — Part planner, part journal, part everything. It’s like your digital brain.
💸 Invoicing & Finance
Look, you didn’t start freelancing to spend your days chasing payments or digging through your inbox for “that one invoice.” A solid invoicing tool makes you look professional, gets you paid faster, and keeps those money worries at bay.
My favs:
HoneyBook — Handles invoicing, contracts, and client info in one dreamy dashboard.
Wave — Free. Easy. Pretty invoices. What more could a freelancer ask for?
⏳ Time Tracking
Your time is precious — and billable! Knowing exactly where those hours go helps you price your services like a pro and stop working ‘til midnight.
Toggl Track — One-click time tracking magic. This is what I've used since the start!
RescueTime — Secretly watches what you’re doing (in a good way) and gently reminds you to get back on track.
🎨 Design & Content Creation
Even if you’re not a designer, you still need scroll-stopping social posts and polished proposals. These tools make it ridiculously easy to create things that look like you hired a pro — without actually hiring a pro.
Canva — Templates galore for everything from Instagram stories to business cards.
Unsplash — Gorgeous, free stock photos that don’t scream “stock photo.”
🧘 Mental Health & Wellbeing
Freelancing gives you freedom, but let’s be honest — it can get lonely and a little overwhelming. It’s easy to skip breaks, overbook yourself, or spiral into burnout. These apps help you stay sane, balanced, and feeling like a human, not a work robot.
My favs:
Headspace — Guided meditations for busy brains.
Stretchly — A friendly little app that reminds you to stretch, move, and breathe. (Because yes, sitting for 6 hours straight is a thing.)
BONUS - Get out there and NETWORK. Not just for your business, but to create a community of like-minded, badass people like yourself.
💖 Final Thoughts
You don’t have to grab every tool right this second — start small! Pick one or two that sound fun (or that solve your biggest headache) and give them a spin. ◼️