I originally wrote this post in October 2014 when a colleague asked for some advice about starting a freelance business and I shared some of the tools and resources that I’ve found helpful in my own career over the years. I’ve been updating it ever since.
Is there anything that you can’t live without as a freelancer or small business owner?
Website tools & resources
WordPress & Squarespace
I use self-hosted WordPress for my website, but I recommend Squarespace to anyone who just needs a simple website without the hassle of web hosting and updating plugins. There are many other options out there, too, and I’ve tried several, but haven’t found one that I’ve wanted to switch to.
AIOSEO
WordPress plugin for SEO.
Google Search Console
For understanding how your website performs in Google search results. Also used for submitting Sitemaps and monitoring indexing problems. Formerly called Webmaster Tools.
Google Analytics
For monitoring website traffic data. There are so many other options out there, so if I was starting over, I’d try Fathom because of it’s focus on privacy and user experience. HotJar is also useful for heatmaps, but it’s not one I use all the time.
Business tools & resources
Google Workspace
For email, calendars, documents, spreadsheets, presentation decks, etc. It’s very affordable for freelancers, too, since you just need 1 or 2 user licenses.
Calendly
For scheduling and booking client and networking calls. This tool is one of my favorites because it syncs multiple calendars and is dead simple for clients. Google Appointment slots is similar and since it was recently redesigned to look more like Calendly, it could be worth a try if you’re already on Google Workspace.
Zoom
For video conferencing.
Freshbooks
Online invoicing – lets you send electronic invoices to clients and collect payment online. It also tracks your expenses and billable hours, and generates year-end reports. They have a free account option too so you can try it out first. Freshbooks is one of my essential, can’t live without tools. I’m also using it for basic bookkeeping since the software I used to use (Outright) sadly was discontinued a few years ago.
MOO
Good quality business cards that you can order in small quantities (packs of 50) – design your own or templates available. Yes, it’s still a good idea to have a few business cards to carry around to in-person networking events.
Freelancer’s Union
Free membership community with resources like sample contracts, tax advice, etc. Also provides health insurance plans for freelancers in some states.
Apply for an Employer Identification Number (EIN)
So you don’t have to give clients your SSN for tax-filing purposes.
SBA.gov
Surprisingly easy to understand tax information and guidance on how to structure your business.
Estimated Taxes
Tax info straight from the source. Includes link to sign up for EFTPS (Electronic Federal Tax Payment System) to pay your taxes online.
Marketing tools & resources
Marketing Mentor – Ilise Benun has a ton of resources for creative freelancers and her podcast is one of my favorites; topics include email prospecting, content marketing, and strategic networking.
Josh Spector’s Skill Sessions – practical guidelines and tips you can use right now to improve your writing and content marketing.
Books
My So-Called Freelance Life and The Anti 9 to 5 Guide, both by Michelle Goodman
Both offer practical advice on how to get started as a freelancer and include plenty of real-life examples.
The Creative Professional’s Guide to Money by Ilise Benun
Guidance on how to set your rates and communicate the value of the services you provide to your clients.
The Freelancer’s Bible by Sara Horowitz
Comprehensive, practical guide to running a freelance business by the founder of Freelancers Union.
Fanatical Prospecting by Jeb Blount
Good introduction to sales with plenty of guidance that is applicable to freelancers and small business owners.