Tools WordPress Freelancers Should Not Live With Out

Last Updated on March 31, 2023 by 40 Comments

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Tools WordPress Freelancers Should Not Live With Out
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Freelancing with WordPress in today’s world is a demanding but rewarding experience. Being your own boss or being a contract professional is becoming more and more popular in the website industry. What works for some freelancers might not work for others. It is wise to use tools that help you get your work completed in the most efficient way possible. This, in return, will benefit both you and your clients!

This post is a list of applications and services available for today’s WordPress freelancer. Use a mix of these to help raise your business to the next level. I’ll talk about each and my own experience on a few, but of course, I won’t be able to list them all as new tools keep popping up every day.

Be sure to leave us your reviews of any tools you use or prefer in the comments. I would love to hear about all the great tools that you are using that I may have missed!

Project Management Tools



Asana is a project management application focused on teamwork. There are many great features available including creating, editing, and assigning tasks to co-workers. Being a solo freelancer, you could also use Asana to keep track of your projects, and their progress, or even invite your clients aboard to collaborate in real-time.

There is also an iOS and Android application that gives you access to your projects from anywhere.

I think the best feature of Asana is that it competes with any project management tool out there, but does so for FREE! Give it a try and you’ll see the power Asana can provide to any WordPress freelancer or team.



Basecamp is probably the most well-known project management tool that exists today. Basecamp embraces its simplicity, allowing users to get work done quickly and effectively. Users can add files, create new projects, message members, and even have private conversations between users. You can also configure the application to use advanced notification settings. All of this and more is available for all major web browsers, iOS, and Android.

Basecamp does come with a fee, but if you are a WordPress freelancer who wants a good platform to keep contact open between yourself and your clients, then this is a great solution.

Plans start at $20/month for up to 10 projects and 3 GB of space

WP Project Manager


Seeing as we are primarily a WordPress-related blog, it makes sense to mention some plugins that offer similar features to the previously-mentioned project management applications.

I recently discovered WP Project Manager, and I really like the direction the plugin has taken. Imagine the power of Basecamp right inside your WordPress dashboard. That means you can keep things centralized inside your WordPress installation. This makes for fewer visits to a third-party tool, thus saving you time and energy. You can create and assign users to task lists or message them directly. There are a ton of built-in features!

Additional add-ons like a Time Tracker, Sub Task Creation, Invoicing, and more are also available.

There is a free version and a pro version which allows for advanced features. Visit the link above to learn more. If you’re looking for a quick project management app, but aren’t quite ready to take the plunge into something like Basecamp, then the WP Project Manager Plugin is for you.

I tried this plugin myself recently and even went as far as styling what you see in the backend of the plugin to brand it in my own way with CSS. How to do this is beyond the focus of this post, but it’s certainly possible!



CollabPress is a plugin that helps you manage and track different tasks. It uses built-in WordPress user accounts and also features BuddyPress integration.

If by chance you are a freelancer working on a collaborated project, this is a great solution to stay connected with your clients and the other freelancers you are working with. It is also open source, so if you’re a developer you can contribute. There’s currently a repo on github you can fork to make your own customizations.



Trello is a relatively new project management tool from Fog Creek Software. The software is completely free to use. Trello presents content in a different way than most. Tasks for content is housed inside cards which in return are housed inside boards. You can customize names for each thus making any type of project attainable using the software.

A card can contain labels, content, attachments, checklists, as well as custom action capabilities. There are a number of third-party applications that can also be integrated with Trello thanks to their Developer API. Apps such as Dropbox, Box, GitHub, Gmail, Google Calendar, Evernote, and many more!

I use Trello fairly often. The interface is easy to navigate and presents you with all the information you need. I like the notifications function, as it’s extremely similar to Twitter when you tag someone.



Orbis was created with WordPress users in mind. The team has taken WordPress and transformed its default environment into a fully operating business tool.

Features include:

  • Super clean design
  • Manage projects with ease and keep track of time
  • Manage Users and set their roles on your team
  • Manage Pages
  • Manage Posts
  • Extend Orbis with plugins

Orbis is still in development, but it looks like it’s going to be a great new way to keep track of anything related to your business.

Productivity Tools



Dropbox has changed the way we work. If you work on the web or at a computer, chances are you have already been exposed to Dropbox.

The application takes any files you save to your Dropbox folder and saves them to the cloud, thus giving you access to your files anywhere. On top of cloud access, Dropbox keeps a version history of your files so you no longer have to save files with odd naming conventions like mydocument-v3-final.doc. This old method of versioning is beyond annoying!

Simply save the same file overwriting your progress knowing that you’re safe because you can access the previous version of the document if you really have to down the road.

I use Dropbox nearly every day. It makes sharing and saving files so easy. Plans start as low as a 2GB Free package to a Pro package starting for $9.99(USD) a month at 100GB of space (this is configurable). Dropbox also recently introduced Dropbox for business for 5+ users and unlimited space at $15(USD) per user per month.

Google Apps


Google has made doing business easier for nearly any computer user in the world. Google apps give you the power to get work done on your own or in a team setting. Apps from Google include:

  • Gmail
  • Hangouts
  • Calendar
  • Drive
    • Docs
    • Sheets
    • Slides
    • Sites
  • Admin
  • Vault

The entire suite is free for 30 days and just $5 (USD) per user per month after that. Check out the pricing page for more details.



If superb communication is needed between your client or other freelancers who you are working with, then look no further with Slack. Share files, code, and more between members instantly.

Slack is free with up to a 10,000-message searchable archive and 5 external integrations. From there, the plans get better at just $6.67(USD) per month. Visit the pricing page to learn more.



1Password is an app that remembers your hard-to-remember-passwords (ideally, all of your passwords should be hard to remember, which poses quite a challenge) and information for you. Ever get tired of entering those usernames and passwords on all the websites you have accounts on? 1Password will quickly become your best friend! I use 1Password on a daily basis to not only remember my passwords but to speed up my workflow as well. There’s nothing more time-consuming to me than entering data. 1Password makes this process a breeze.

Install the appropriate browser extension and you’re on your way to an improved and productive experience during your busy day.



Evernote is more than just a note-taking application. It’s a workspace to write, find, collect, and present your projects. The application saves all of your notes to the cloud, thus offering the deployment of all of your data to any device you use. Simply download the application, install it, and register if you haven’t already.

The basic application is free to all users. There is a premium option for $5(USD)/Month, which gives you access to enhanced search features, and offline file access. There is also a Business option for $10 (USD)/mo/user, which allows you to centralize your administration and collaborate with co-workers.

Evernote can be used for just about anything you can think of. Writers, developers, designers, accountants, and more have access to one amazing tool.

Microsoft Onenote


Microsoft also offers a platform for organizing thoughts, jotting down ideas, lists, and much more. Think of Onenote as Evernote from Microsoft.

A free month is offered to new users, or you can get the application bundled with an Office Suite subscription. So far the reviews are fair for this app. Give it a try and see what you think.



Todoist is a to-do app, and an extremely powerful one at that. With support for many platforms, you can take Todoist anywhere so you always have your to-do list at hand. Tasks on each list can be shared and collaborated on. Users can communicate and achieve more than ever before. The user interface provides a clear and easily-identifiable experience for new users.

Todoist is free to get started, but a pro plan is also available.



Another to-do app is known as teuxduex. This app offers a great interface to help you get organized. Plan ahead by scheduling things in advance with the calendar view, or create your own column of tasks. is a lifesaver for anyone looking to optimize their inbox. Have you had to subscribe to a newsletter or opt-in when ordering a product or service online? Chances are you’re still receiving reoccurring emails from these vendors. searches your inbox and finds these newsletters. From there you can add to a section called “rollup” or unsubscribe from the newsletters altogether. The emails in the “rollup” are then parsed as a single email that gets delivered to you at once rather than a large number of emails.

Imagine going through and unsubscribing from all of those newsletters. This app makes that process happen so much faster.

I invite you to give it a try today to optimize your email inbox for the better.



Draft makes writing easier and more secure than ever before. Imagine being able to revert to any previous draft in history. Or imagine being able to collaborate in real-time with other writers and authors. Draft gives you these tools and more. The user experience is simple and clean, which allows you to do what you do best, write. Give Draft a try. It works for all types of writing, whether it’s a giant to-do list or a massive novel.

Knowledge of writing in Markdown is a plus.

Business Related Tools



Mint makes managing your money easy. With a great interface on nearly any device, Mint allows you to view your transactions, and spending habits, and connect nearly all of your bank accounts, credit cards, and more to one central location.

Mint is free, which is awesome!



Check is an app that tracks your finances and offers insight based on what it finds. Much like Mint, you can view all of your recent activity on virtually any device. Check goes one step further by offering integrated bill payment support and notifications when bills or payments are due.

Check is also free but comes with fees on some features within the app.

Wave Accounting


Wave Apps is a great suite of apps for business owners who need an all-in-one solution for their finance. Invoicing, expenses, payroll, and more are all included. This app may be a bit elaborate for a solo freelancer, but you can certainly make use of its powerful features. It is also free which is a major plus!



Harvest is a simple time-tracking app with some great bonus features. Everything from accounting for expenses, sending invoices, and generating reports are at your fingertips.

Probably most known for its time-tracking abilities, Harvest makes it very easy to track your progress on whatever you are working on.

Prices range from free to Business level. View more details.



Ballpark is a no-frills invoicing, estimation, time tracking, and data wrangling app perfect for freelancers. The app features PayPal and Stripe integration which offers your clients an easy way to pay you on time every time. Lose the paper with this great app!

I personally use Ballpark. I love it and have tried almost all of the invoicing types of apps out there. Ballpark allows me to work the way I want without getting in the way. Unfortunately, the makers of the app have been focusing their effort on other areas. Currently, the app is for sale.



Timely is a time-tracking app unlike no other. Rather than tracking time at the moment, users can schedule time in advance to be spent working, attending meetings or whatever it is you need to do to get the job done.

Freelancers can use Timely for free with up to 3 projects. If you need more bandwidth, you can start at $14 per month for unlimited projects.



Being a freelancer doesn’t mean you shouldn’t pay attention to the legal side of doing business. Shake is an app that helps you create, sign, and send legal documents to your clients or contracted hires. The user on the other end gets notified via email to sign or read the contracts you send them. They can sign digitally, thus presenting your terms upfront to avoid legal headaches down the road.

Shake simply makes the contracted process easy. I definitely recommend this route for the sake of ease of use and fail-proof delivery.

Prototyping and Presentation Tools



Invision is an application focused on collaborating, prototyping, and workflow. Users can annotate mockups or prototypes to better communicate areas of improvement. Great features such as comments, drawing capabilities and more make this tool unlike any other. It also is commonly known as a version control application for designers. If you design in photoshop and save a file using Invision’s application, your files will have a history of changes all accessible from within the app. Really cool!

Start for free. Some features required paid support. Find out more.



LayerVault is version control for designers. If you work in applications like Photoshop, Sketch, or Illustrator, you can save your files with the ease of mind knowing that each save will be considered a version that you can always access later. This is a great application if you have countless PSDS to maintain.

On top of version control, LayerVault offers an awesome way to present work to your clients.


With a minimal interface, it’s easy for your client or co-worker to focus on the work you are presenting. Users can view full-sized mockups which you can author with comments to better convey your message along with the design.



Marvel is a free prototyping application that turns your ideas into fully interactive prototypes. You can design for nearly any interface, be it a website or mobile app. Take a group of images and iterate through them with amazing animations built right into the marvel app.

The app also integrates directly with Dropbox or Google Drive so you can have immediate access to your prototyped images rather than having to always upload them manually.

Customer Acquisition Tools



Being the most used web platform in the world is no easy feat, but WordPress has managed to reign supreme. WordPress is so powerful that it deserves a number of blog posts in itself, many of which you can read on our blog. It goes without saying that if you are a WordPress freelancer, you are already familiar with this great software and what it can do for both you and your customers.



Mailchimp has redefined the email experience for the millions of users it serves daily. Mailchimp allows for delivering email campaigns to your user base or your clients. You can easily integrate it with WordPress and a large number of other platforms due to their API.

Mailchimp is free until you get a large number of followers. Definitely consider it when thinking of the marketing side of your business.



AWeber is a great email marking application similar to Mailchimp. With over 600 responsive email templates to choose from and amazing built-in features, AWeber makes marketing easy. If you are looking for a theme with easy Awebber integration, be sure to check out our Divi theme.

Google Analytics


Google Analytics is a great way to gain insight into your or your client’s user base. Find out who views your website as well as the pages they view, offering insight into what you can do to improve their experience. Google Analytics gives you access to a lot of information about your users, such as their location, the type of browser they are using, the type of operating system they are using, the amount of time they spent on your site and so much more. Take advantage of the power that Google Analytics offers today! After all, it’s free 🙂



Buffer is an app for social media junkies who want to schedule their posts rather than post on the spot each and every time. Customizable time slots and accounts can be configured within the buffer interface. The app has just released a great update which now allows the user of a native application on your desktop, your phone, or your tablet.

Buffer is free to use but there are advanced features you can pay for. View pricing and features.

Social Media

It goes without saying that social media is huge in this day and age. To communicate with your audience and hopefully open more doors for your freelance business, you need to take advantage of the free and easy-to-use social media tools available. There are plenty of apps out there that offer integration with the social media networks themselves so I won’t go into detail in helping you choose those.

Becoming active on social media networks is a great asset to your business. If you are not already on the sites below, I suggest you consider joining up sooner than later.

The links above probably look familiar. I would suggest creating pages or business-related accounts on each rather than personal accounts. This allows you to separate work from personal matters, but don’t abandon your personal identity targeting your user base. People want to hear from people, not people who sound like robots!


Staying up to date on anything pertaining to the web is crucial for any WordPress freelancer. Knowing your audience and your tools will help you gain the knowledge needed to succeed. Below are a list of feeds I find myself visiting often. This list isn’t comprehensive, I’m more or less just sharing my own experiences here. Feel free to share your own in the comments.

Designer News ›

Designer News is the place for designers to meet and discuss news pertaining to design. A lot of times you get the first look at new apps coming on the market or new ideas that have been shared. I find this news feed extremely useful because it helps me stay up to date on all things design which is crucial for me as a web designer.

Hacker News ›

If you’re more of a programmer, then Hacker news may appeal to you. Here you can uncover news for software and application development. Some of the stuff is really advanced but can be useful if it applies to you. is a great news feed for designers and developers alike. Gain insight on news, tips, tricks, and redesigns, and get advice from the community.

Product Hunt ›

Product hunt gives you access to the newest and best apps out there. You can get notifications delivered to your email as updates are made.


Alltop gives you access to the top WordPress-related news and blogs including ours 🙂

Check back often to see a frequently updated list.

All the Best WordPress Plugins

To wrap things up, we’ve created dozens of WordPress plugin guides that help you choose the best WordPress plugins for every single category. Plugins, honestly, are one of the best things about using WordPress so we encourage you to see what’s out there and how they can make your freelance website blossom.


Well, there you have it. One big list of tools freelancers should not live without. I wouldn’t suggest using absolutely every one of the tools I have listed here. You won’t require them all.

Do some research, find what works for you, and then start small. Chances are, you are already using some of the tools mentioned.

Feel free to share other tools you use that I did not cover above in the comments. I would love to hear about the types of tools you use for your business 🙂

Article thumbnail image via shutterstock author venimo


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  1. Great List Andy! My favorits are Asana and Mailchimp. I use them frequently by myself.
    I hope my new web-app makes it in the list sometimes in the future.

    • Wow, that looks great.

  2. My favorites are :
    Buffer app

  3. Just wanted to comment on 1Password. After reading this blog post I checked it out and downloaded 1Password and started using it. I really like the program and the way it works.

    What I don’t like is the way you are somewhat tricked by the program. After I got enough confidence to start using 1Password and relying on it – up pops a notice that I need to buy a license for $49. What? Nowhere on their promotional page does it mention anything about having to buy a license.

    I think it’s a good enough program to pay for but it pisses me off that the people behind 1Password think they have to resort to trickery to sell a license. Not how I would have gone about things.

    Great program – Tricky sales tactic…

  4. I think SideShark ( belongs on this list. It is a simple app for Mac and Windows designed specifically for managing a freelance business. It does everything from tracking clients and projects to sending proposals and invoices to tracking income and expenses.

  5. Great list! These tools are so amazing. They help a lot in pursuing a good management system. They are perfect also for freelancers and business owners out there. Keep it up! More power!

  6. If anyone is looking for a time tracking tool right inside above mentioned apps – Asana, Trello, Basecamp – check Everhour.

    Here is how it works with Asana –

  7. Great list… I just wanted to add one more PM solution I found as my needs grew out of Asana: Teamwork PM (

  8. We use Azendoo for tracking tasks for our 2 person business. Easy to use and includes daily emailed task reminder hotlist.

  9. Great list thanks! Some I had not heard of before.

    SproutSocial is great for social management.

    Have also been using daPulse for management.

    Going to have a look at wave and invision and marvel.


  10. So much to play with. This blog never disappoints.

  11. A titanic business tools fro freelancers indeed! Thanks for those nifty project management apps/plugins.

  12. I’ll throw in a vote for Redbooth

  13. Really nice article Thanks Andy. Great collection and share useful information. Many points and tools is very useful and new for me. A premium article for me. Thanks

  14. Great list!
    Allow me to add a couple of apps to it:
    Wunderlist ( – Best task management app available (and it’s even free!).

    Dashlane ( – Best password manager (also free) by far. Will make your sign up/login process, in any website, a breeze

  15. Excellent Article and very useful for us, appreciate for valuable information, few of the tool from your list i implemented and working well, thanks a lot

    Dev, PSM Infotech, Vadodara, India
    website Design & Development Company.

  16. What a great list ! Thanks for sharing the love 🙂

  17. Great list Andy!… Will try out some of them I haven’t heard before. Slack and Shake grabbed my attention most.

    Meanwhile, for the news section, you might find this WordPress Newboard I built a week or so ago useful: …currently aggregating all things WordPress from 60+ leading sites and experts. I’m confident it does a better job than Alltop. 🙂

  18. Disappointed that CampaignMonitor is not included here or in theme integrations, while the more expensive and stuck-in-2004’s iconography AWeber is included.

  19. GREAT Article Andy! #priceless indeed info
    Trello is one of the most invaluable tools Ever!! Have used for hundreds of clients and #winWIN efficiency (emails are so 2012!) Dropbox a true godsend and thnks for tips on Marvel, just signed up and insane wow Google apps (the designer tools I use every few mins ha) and Shake is great, will revisit some of the other tips Thnks Andy and EG!$

  20. Great list and help.
    while seeking for a great tool I came across almost all of them.
    But there is one missing wich is similar to and but yet more flexible… PODIO.COM, gotta check that out!!!

    In Podio you build your one workflows with apps (no coding needed), in any language!

    • Thomas, I agree. People always seem to forget Podio, or just don’t know about it, when writing posts like this. I love most everything about this post that Andy has shared, but Podio is definitely another one that should be included! It’s got everything – internal social network for coworkers and collaborators, to-do list and delegation, project management, and a whole lot more. Plus the mobile apps are pretty sexy.

  21. I’ve been looking into Motiv ( to possibly make use of for my freelance business I’m beginning to build. What attracted me to it is it has everything I need in one application. From quotes, proposals, contracts, billing, time tracking, the ability to accept payments, and keep track of expenses and receipts to be prepared for tax season.
    I’m still researching but so far it seems Motiv has everything I need. Plus I like how you can try it out for 30 days without putting in credit card information. I hate the trials you have to remember to cancel if you don’t continue.

    • Thanks Rachel, motive looks promising!

  22. An exhaustive list of quality products you have going on here.
    Dropping one more in the mix
    The partial payments and proposals section alone are worth the cost.
    Mind you it is self hosted.

  23. This is an impressive list of resources, Andy.

    Thank you, I´ve got to try a couple of them I didn´t know about.

  24. Thanks Andy!

  25. Thanks for this! Going to try out Asana.

    For my small business I find Zoho Invoice indispensable, for tracking time on projects and providing estimates for and billing customers. Love it, plain and simple. Customer support is really good and pricing is excellent.

    • Forgot to mention Gqueues for a to do/task list. Love that too.

  26. Wow, all kinds of good stuff!

    I HIGHLY recommend Asana to anyone and everyone. I use it every day for just about everything.

  27. Hi Andy!

    What a great list of vital tools here. I am using some of them already, particularly I love inVision’s prototyping tool, it’s just a life-saver, but also have to mention Wave as it’s fantastic tool for creating and sending beautiful invoices to clients and it’s also FREE. Similarly to Shake, I am also using the tool called PandaDoc that allows me to send legal documents that need to be signed by clients. And another great tool for creating proposals called Nusii.

    Thanks for a great write-up!

  28. I’m biased since I’m on the Zapier team, but I think Zapier ( is an amazing tool for WordPress freelancers that I’ve used for long before I was on the team. It can automate anything between your apps, including those listed here, and can save so much time.

  29. This is a really nice list! I’ve never heard of Shake before – I just checked it out now and and I am giving this tool a try. Thanks for sharing!

  30. Thanks for the post Andy! Sorry, but, ¿Is there any application like Shake, that is available in Latin America Countries or worldwide? I have this question because it is very important to establish legal agreements with the client and I’m still a novice at this stuff.

    • Paolo try a tool called PandaDoc for creating legal documents and then sending it to clients for signing.

  31. My 2¢
    Zoho project management

    • Yes definitely Freshbooks!

    • Agree with you Nick! And would also add: Bidsketch

      • Don’t use Hootsuite for Facebook though if you want your posts to get exposure. I’ve noticed that Facebook buries timed posts from 3rd party applications.

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