I am definitely not someone who nerds-out on the newest freelance writing apps or writers’ organisational tools. But I have to say, there are lots of super helpful, simple tools that can make a freelance writer’s life so much easier. I asked members of my course Write Earn Thrive about their favourite tools and in this post, I’ve rounded up the best tools they’ve found and my own favourites for freelance writers. Most of these tools or apps for freelance writers have saved me time, money or mental anguish (and at times, all three).
And just a note – there are some affiliate links in this post. That means if you click through and sign up I may earn a small commission. But rest assured these are only products that I have used and recommend.
The best tools and apps for freelance writers
The tools below have undoubtedly helped me and members of my courses streamline our businesses and make them more efficient. But I think it’s really important to say that it’s not necessarily the tools that are the key, but that you use them to develop a system that works for you.
Okay, ready to dive in?
The Rolls Royce of pitch and publication trackers
I hate to say it, but I think it might be finally time to ditch my Excel spreadsheets.
I have Excel spreadsheets for all kinds of things – tracking my pitches, my editors’ contact details, LOIs and so on.
In fact, I credit my income target spreadsheet in helping me hit regular $10K months.
But a few months ago, I showed my spreadsheets to my friend Cass Ewing (a self-confessed systems junkie) and I swear the blood drained from her face.
“There might be a better way of pulling all that information together,” she said.
And with that, she was on a mission.
A few days ago, Cass sent me what she had been working on – the ultimate Pitch and Publication Tracker for freelance writers.
It’s built in Airtable, which is like the ultimate spreadsheet database (think Excel but on some serious performance enhancing drugs).
And let me tell you, this pitch and publication tracker is seriously impressive.
I’d really encourage you to go and take a look at what Cass has created – this really is a next-level resource for freelance writers.
Are you like me and have hundreds of tabs open on your computer at the same time?
One of the best organisational tools I use and that is great for writers to control their multi-tabbing tendencies is Evernote (other writers I know use OneTab, a Chrome browser extension that reduces tab clutter).
I love Evernote because it’s free (well, the version I use is).
If you come across a great idea or article, you can simply click and save it to a folder to read later. And it syncs across all your devices.
You can create folders to organise your content and notes, but I must admit that I just use my Chrome extension to clip articles or websites that I want to come back to at a later time.
Multi-tabs be gone (or at least be diminished. I currently have seven tabs open).
And part of the Evernote product suite is Skitch.
It’s a fabulous little mark-up tool that lets you annotate, draw, pixelate or adjust a document. I use it almost daily.
When I started coaching writers, I quickly became entangled in an email chain that would inevitably happen when we tried to set up times to organise our coaching sessions.
Same situation trying to set up interviews with experts or case studies.
I love Calendly for sending people a link to my online calendar.
They can see the days and times I’m available and can book in a time slot automatically.
Calendly also syncs with Google Calendar, Office 365, Outlook and iCloud, and you can also manually make times available/unavailable.
When I coached writers in countries other than Australia, I was hopeless at working out time differences.
But when overseas clients or interviewees book a slot, they choose their time zone and it automatically works out the times I am available in their local time zone.
Calendly has different pricing levels starting at free up to $12 USD per user per month.
I do all kinds of writing work for magazines, newspapers, digital publications, corporate organisations, universities and non-profits.
Sometimes I charge by the word, sometimes it’s a project fee and other times it’s by the hour.
So, to keep track of the hours I’ve spent on any one project, I use the Hours Tracker app on my phone.
When I was working out how I spent my time, I found the app really helped me pinpoint where I was spending lots of my working day and where I could be a bit more productive.
For years I’ve used Hours Tracker to track my time and earnings (you can put in your hourly rate for each project).
And when I worked at a local co-working space, I used it to log my time spent there too.
Some members at my co-working space turned on the location function so it automatically prompted them to log their hours when they arrive at ‘work’. Cool, huh?
Other writers in my community use and like Toggl too.
I’ve written about this before, but one of the most productive things I did for my freelance writing business was getting my interviews transcribed.
I had dabbled with all kinds of transcription services (like those through Fiverr), but a friend recommended Rev and in the past, I used them quite a lot.
You pay $1.25 (USD) per audio minute, and while that may seem steep, more often than not it’s mere hours (usually a maximum of 12) before you receive your recording formatted and transcribed by a human.
Jennifer Gregory talks about how getting her interviews transcribed saves her money and time, and for a long time I wasn’t onboard.
How could it possibly save you money? But it does.
And if you haven’t used Rev yet, you can get $10 (USD) off your first order.
Lately, I’ve been using Otter.ai quite a lot, and for an AI-powered transcription service, it’s usually pretty good.
It’s not as accurate as Rev and in the past, Rev has been accused of underpaying their transcribers.
Otter it’s much, much cheaper than Rev so I go there as my first point of call then listen back to the recording (at 1.5 speed) and fix up any mistakes as I go.
In my opinion, Wave is the best free invoicing software for freelance writers who are starting out (and who are based in North America).
I used it for years before I went full time (when they accepted people from Australia).
I probably wouldn’t have switched but as I earned more, my tax was starting to get more complicated and I needed to use an invoicing system that was more robust.
For writers who are looking for an accounting platform built specifically for freelancers, you can’t go past Rounded – it’s sleek, streamlined and so easy to use.
And one of the cool things is that you can designate your income into separate streams so you can see exactly how much money you’re making from individual clients or from types of writing (e.g. features vs copywriting vs sponsored content).
Rachel’s List Expert Tracker
Before I discovered it, I was relying on my memory to locate and relocate useful talent.
The tracker has been especially useful for me when I’m writing in specific areas such as children’s health or psychology and I want to know quickly who I can call on for an expert opinion.
When I asked around in my private community for Write Earn Thrive, quite a few members mentioned Google Suite. Some only file articles to editors using Google docs instead of Word.
One writer later said to me that she had the rather harrowing experience of watching an editor go through her article in a Google doc in real time. Eek!
Now I have to say, that I’ve never used an email tracker to see when (or if) editors ever open my emails.
But they are really popular and one of the members in Write Earn Thrive said she uses the free version of Email Tracker Pro.
This writer told me, “I couldn’t actually live without it! I also think it’s very accurate. And especially as I’m doing comms and media work and pitching op-eds for organisations. You really need to know when to move on with those quickly.”
I’ve also heard good things about Mail Tracker – another free tool that allows the sender to know who opens their emails.
I love using Hunter to find those pesky emails for editors where you know their name and the publication, but you don’t have their email address.
So, you simply put in an editor’s or client’s name and website domain, then it’ll usually deliver you their email address.
I’ve used it to reach out to many potential clients and hard-to-find-editors.
With Hunter’s free plan you get 25 free searches a month.
Tape A Call
I feel like when it comes to recording interviews, I’ve tried so many options – dictaphone, Quicktime, using voice memos on my phone, Skype record and so on.
The best I’ve found is the app TapeACall.
What I like about TapeACall is that you can record calls you’re about to make, or calls that you’re already on. And although the company says that the recordings show up instantly, my experience is that it can take up to 30 (heart-stopping) minutes for the file to arrive on your phone.
So, is it perfect?
No. I’ve heard freelancers talk about calls that never recorded or glitchy audio, but personally, I’ve never had an issue.
This seems like a weird thing to include, but I can’t tell you the number of times in a month that I need (or want) to capture a screenshot of an entire web page.
To do that I use GoFull Page screen capture – a nifty little Chrome extension that snaps the entire page and then presents it to you as a PDF.
What about you? Do you have any favourite tools or apps for freelance writers?