Every business that hires virtually needs to know the best freelancer tools available. The right tools are absolutely essential for boosting virtual team productivity. Without them, work can become painfully complicated. This usually ends up hurting team morale and job satisfaction, too. That’s why we decided to give you our approved list of the top tools for 2024. We believe that they can help your teams stay at the top of their game. Moreover, they can keep the smiles on their faces, too!
Selecting the Right Freelancer Tools
Freelancer tools come in all shapes and sizes, but there are some key features that can make a big difference in your productivity, efficiency, and overall success.
Project Management
Probably the most valuable freelancer tools we have used help us incredibly in the area of project management. With proper task management, our virtual teams are able to break down projects into manageable tasks. Then they can easily assign deadlines, and accurately track progress visually. Some of the features we like best are Kanban boards and Gantt charts.
Team collaboration is always smoother when you have tools that facilitate communication. This is very true for collaboration with clients, too. Features like shared workspaces, file sharing, and in-app chat can keep everyone on the same page. When you add in time tracking, you can monitor how much goes into different tasks and projects. This means that you will always accurately bill clients, which does wonders in the realm of loyalty. Moreover, this is valuable data you can use to improve time management and productivity across the board.
Communication and Client Management
Clarity in every interaction is the trademark of a truly professional company. If you can create professional proposals and estimates, you can show potential clients how well you will take care of them. They are more likely to trust you if you can properly outline project scopes and costs. To go another level up, choose a tool that offers secure file sharing and in-app messaging on their channel.
In addition, a good tool will make generating invoices and getting paid easier. In the best cases, the process is fully automated with options for customization as needed. This relieves the headache of tracking payments. One of the top features we look for is secure payments through whatever platform we invoice on.
On the subject of file sharing and storage, many available tools provide this for both project management and communication. It’s a common combination in the top tool picks. This makes organization and productivity just that much better. This way, you can securely store and share files with clients and collaborators on one platform. If they can provide cloud storage integration, that’s the best upgrade because it allows for access from anywhere.
We cannot do without easy and effective scheduling at Outsource School. So, we always recommend using a calendar system that helps you manage appointment bookings. Better yet, integrations with task management so you get deadline reminders. We love all the automation we can get, especially when it comes to repetitive tasks. This saves so much time and effort you wouldn’t even believe it until you saw it. Imagine not having to send follow-up emails or generate reports, just for starters.
Security
You always want to have strong data encryption on whatever platform you choose. This protects your data and your clients’ data, both at rest and in transit. A very useful bonus is granular access controls. This allows you to restrict who can access and modify information at different levels. At the very least, look for two-factor authentication (2FA).
Check that the platform does regular security updates. This demonstrates a commitment on their part to vigilance and patching vulnerabilities promptly. Consider your industry or the type of data you handle. Depending on these, the platform might need to comply with specific data security regulations (e.g., HIPAA, GDPR).
Scalability
In terms of scalability, your first consideration is pricing tiers. A tool that has them will allow you to start small and grow into better levels as you need them. Remember that different freelancer tools come with various pricing plans. Look deeper than what fits your budget and offers the features you need in the short-term. Many tools offer free trials, so you can try them out before committing to a paid plan.
The platform you choose should also be able to accommodate your growing needs. Consider things like adding more users, managing increased data volumes, and handling more complex tasks. This includes the ability of the platform to maintain good performance as your usage scales. Signs of greater flexibility include customization options within the different service tiers to adapt to your specific needs.
User-Friendliness
A feature-rich tool needs to be user-friendly, too. This depends on your team’s specific flow. For example, some people want a mobile app, or a web interface optimized for mobile devices, for flexibility and convenience. Prioritize this if you need to manage projects and tasks on the go.
Consider what tasks you struggle with the most and what features would be most beneficial for your workflow. For instance, we like a clean, intuitive interface for easy navigation. This ensures smooth adoption by new users with varying technical skills. We hire virtually for a lot of positions, and we want to focus on core skills more than what tools they know. Of course, comprehensive tool documentation, tutorials, and customer support are great to have in case someone needs to troubleshoot any issues with the platform’s functionality.
Integration capabilities with existing systems
Look for tools that integrate with other apps you use, such as accounting software, design tools, or communication platforms. The ability to integrate with other tools and applications you use can improve your workflow and avoid data silos. Integration capabilities improve efficiency by automating data flow between systems. This eliminates manual data entry, reduces errors, and saves time. Automatic data transfer ensures consistency and accuracy across all your applications, too. You can streamline workflows seamlessly between different departments using integrated systems. I turn, this consolidated data provides a holistic view for better decision-making.
Ensure the platform offers robust APIs or pre-built integrations for your essential tools. APIs allow two applications to communicate and exchange data programmatically. Pre-built connectors are often user-friendly and require minimal technical expertise to set up. You can also get basic integration by importing or exporting data files between applications in a common format like CSV. This method is less automated but can be useful in a pinch.
When evaluating integrations, consider which specific integrations would be most beneficial for your workflow. Ensure the integration methods adhere to robust security protocols to protect sensitive data. Some integrations might require additional fees or upgrades, so make sure they are actually going to make things better.
Top Freelancer Tools for 2024
Project Management
Asana
Asana is a project management tool that can also be used for communication. It allows you to create tasks, assign deadlines, and track progress. You can also use Asana to chat with clients and team members about specific tasks. Asana is a great tool for keeping track of project deadlines and ensuring that everyone is on the same page. It can also be used to document project history and communication. Asana offers a free plan with limited features, as well as paid plans with more features and storage.
Monday.com
Monday.com is a highly customizable project management tool that allows you to create unique boards tailored to your specific workflow needs. It offers a wide range of views like Kanban boards, calendars, and timelines. It also includes features like time tracking, automation, and integrations with various tools. Monday.com’s high level of customization allows you to adapt the platform to your specific freelance processes. The visual dashboards provide a clear overview of project progress. Monday.com offers a free plan with limited features for individuals, and paid plans with increased functionality and storage for teams.
Communication
Communication is a vital aspect of any successful freelance business. Here are some of the top freelancer tools for communication that we recommend. The right one can help you stay connected with clients, collaborate on projects, and ensure a smooth workflow.
Zoom
Zoom is a popular video conferencing tool that allows you to hold meetings with clients and team members. It offers a variety of features, including screen sharing, recording, and breakout rooms. Zoom is great for face-to-face communication, especially when you cannot meet in person. It can also be used for presentations, training sessions, and other collaborative activities. Zoom offers a free plan with limited features, as well as paid plans with more features and meeting minutes.
Trello
Trello is a visual project management tool that uses boards, lists, and cards to represent tasks. It can also be used for communication by adding comments and attachments to cards. It’s great for visually representing projects and workflows. It’s also a great way to collaborate with clients who are not familiar with project management tools. Trello offers a free plan with limited features, as well as paid plans with more features and storage.
Time Tracking
Clockify
Clockify is another user-friendly time tracking tool with a clean interface. It allows you to track time manually or use a desktop app for automatic tracking. Clockify offers features like timesheets, project budgeting, and reporting to help you visualize your time usage and identify areas for optimization. Clockify is a good all-around time tracking tool with a generous free plan that includes unlimited projects, trackable time entries, and basic reporting. Paid plans offer additional features like project budgets, team tracking, and customizable reports.
Hubstaff
Hubstaff offers time tracking, screenshots, activity monitoring, and project management features in one platform. It can be helpful for freelancers who want to track not just time spent but also activity levels to ensure productivity. Hubstaff provides a comprehensive solution for time tracking, activity monitoring, and team management. The free plan offers basic features, and paid plans provide additional functionality like detailed reports and screencast recordings.
File Sharing and Collaboration
Google Drive
Google Drive offers cloud storage for various file types, including documents, spreadsheets, presentations, and more. Real-time collaboration features allow multiple users to edit files simultaneously, and version control ensures everyone is working on the latest version. Google Drive integrates seamlessly with other Google Workspace tools like Docs, Sheets, and Slides, facilitating a smooth workflow. The free plan offers a decent amount of storage, and paid plans provide additional storage for extensive file needs. Security features might be less comprehensive compared to dedicated business solutions.
Dropbox
Dropbox is a popular cloud storage service with robust file sharing and collaboration features. You can easily share files and folders with clients, set access permissions, and track file activity. Dropbox also offers real-time document collaboration and version control. Dropbox offers a user-friendly interface and is known for its reliability. The free plan provides basic storage, and paid plans offer increased storage and team collaboration features. Free storage space might be limited for extensive file sharing needs.
Financial and Invoicing
FreshBooks
FreshBooks is a user-friendly invoicing and accounting software specifically designed for freelancers and small businesses. It allows you to create professional invoices, track expenses, manage client information, and accept online payments. FreshBooks also offers basic reporting features to analyze your income and expenses. FreshBooks is known for its intuitive interface and ease of use, making it a great option for freelancers new to invoicing software. The free plan offers basic features for a limited number of clients, and paid plans provide more features and higher invoice limits.
Xero
Xero is a powerful accounting software solution suitable for freelancers and businesses with complex financial needs. It offers comprehensive invoicing, expense tracking, bank reconciliation, inventory management, and financial reporting features. Xero also allows for payroll processing and integrates with various business apps. Xero is a robust solution ideal for freelancers who manage complex finances, have a high volume of invoices, or plan to grow their business significantly. The features and functionality come at a higher cost compared to some of the other options on this list.
Combination Tools
Slack
Slack is a popular messaging platform that offers a variety of features specifically designed for teams. It allows you to create channels for different projects or clients, share files, make video calls, and conduct polls. It’s a great tool for staying organized and keeping track of conversations with multiple clients. It’s also a great way to build relationships with clients and collaborate on projects in real time. Slack offers a free plan with limited features, as well as paid plans with more storage and functionality.
ClickUp
ClickUp is a powerful all-in-one project management tool offering a wide range of features. It includes task management with Kanban boards and mind maps, time tracking, team chat, document collaboration, goal setting, and reporting. ClickUp’s versatility allows you to manage projects of all sizes and complexities in a single platform. The free plan offers a generous amount of storage and features, making it a great option for freelancers starting out. ClickUp offers a free forever plan with limited features, multiple paid plans with increasing storage and functionality, and a custom enterprise plan.
Integrating Freelancer Tools into Your Business
Once you’ve chosen the right freelancer tools for your needs, effectively integrating them into your workflow is crucial to maximize their benefits. Below are some key considerations for successful integration.
Identify Your Workflow
First, map out your typical client workflow. From initial contact to project completion and invoicing, identify the steps involved and the tools that can improve each stage. Then, consider how you will communicate with clients. Integrate your communication tools (e.g., Slack) with project management tools for a centralized view. Be sure to explore automation features within your tools to streamline repetitive tasks.
Leverage Integrations
Many tools offer built-in integrations with popular platforms. Use these integrations to create a seamless flow of information between your tools. You can also use Zapier or similar automation tools if direct integrations aren’t available. Zapier also works to automate specific workflows like transferring data from a time tracker to an invoice.
Standardize Your Processes
Establish consistent procedures for using your chosen tools. This ensures everyone understands how to use them effectively. Create templates for invoices, contracts, or project proposals to save time and maintain consistency. Document your workflows to help onboard new team members and ensure everyone stays on the same page.
Prioritize Data Security
Understand the data security features offered by each tool. In addition, enforce strong passwords and two-factor authentication across all your tools. Don’t simply rely on cloud storage. Regularly back up critical information locally.
Training and Adoption
Provide training for yourself and any team members on the new tools and workflows. Encourage feedback from your team and continuously evaluate as your business grows or your needs change. Reassess your chosen tools and integrations to ensure they continue to meet your requirements.
What Is Outsource School?
Outsource School helps you to unlock the potential of virtual assistants and accelerate your business growth.
This is the exact system Outsource School’s founders, Nathan Hirsch and Connor Gillivan, used to go from zero to 8 figures and 40+ virtual assistants with an exit in 2019.
Since being founded in 2020, Outsource School has helped 1,000+ business owners hire 2,000+ virtual assistants for their companies.
Schedule a free sales call to learn more
Free resources you might like:
- Outsource School Case Study: How We Scaled to 45+ VAs and 8 Figures in Revenue
- Free VA Calculator | See How Many VAs You Can Afford
- Free Training on 5 Keys to Working With VAs
- Learn Outsourcing 101 | Guides, Downloads, and Checklists
Conclusion
When choosing freelancer tools, always read reviews. See what freelancers who actually use them are saying before making your decision. Ask your team members, too. Their input is invaluable. By considering all the feedback, your specific needs, and the key features presented, you can choose the right tools. This will help you to streamline your workflow, boost team productivity, and impress clients.
