The Freelancer's Mobile Office: Systems and Tools Every Freelancer Needs

Published: October 26, 2021 | Last updated: February 28, 2025

If you’re a freelancer, you know the importance of having the right tools for your job. But with so many options, choosing which ones are best for you can be difficult. That’s where I come in! I've compiled this guide to help you find all the basic tools every freelancer needs to get going.

So, what exactly do I mean by “basic?” Well, these are the systems and tools every freelancer should always have – no matter what kind of work they do or where they live. They need them because their business wouldn't run as smoothly without them. And if something isn't running smoothly, things could get pretty ugly quickly!

You don't want ugly situations like those – trust me! So look through the list and see if anything strikes your fancy (or even sparks some ideas). Then go ahead and pick up whatever looks good for yourself today! It's time to start working smarter instead of harder – so why not give yourself an extra boost? The sooner you start using these tools, the better off you'll be in the long run. After all… aren't we always told, “the early bird gets the worm?” Right?! 😉

Your Basic Business Systems

Which one you choose depends on the type of business you have. If you're starting, keep it simple! No single piece of software or tool is perfect, so find ones that are easy for you to navigate and meet most of your needs. Go down the path of least resistance!

You Need a Lead Generation System

How will people find you?

Website

This is your home on the interwebs. Need a free one-page website or landing page to start? Check out Carrd. There is a pro plan that's pretty cheap if you need more features. Otherwise, look to build your little spot online with WordPress. Don't forget to choose a great host! Bluehost is cheap and is a great way to start if you don't need much. Kinsta is a better one as it can handle your business growth. Plans for Kinsta start at $30 a month.

ELIZABETH ALARCON - LEADERBOARD AD - KINSTA — Kinsta – Premium WordPress Hosting Built For Business Growth

Landing Page

Carrd can also be used to build a landing page. Your email marketing tool will probably have a landing page builder. If you want to start your landing page without a website, I suggest you look into Lea d pages.

Email Marketing

There are plenty of email marketing providers to choose from. I started with MailerLite because it was easy to use and packed with many features for the price. I tried ConvertKit, which was okay, but the last time I checked, the free version didn't include automation. What's the point?! Drip I didn't care for at all. I also dipped my toes in Flodesk but found they were more design-oriented, and the features weren't as robust. Who cares if your emails look good if nobody reads them?

ELIZABETH ALARCON - LEADERBOARD AD - ACTIVECAMPAIGN — With ActiveCampaign you can automate your communication with customers to reduce email campaigns and increase customer satisfaction.

Social Media

You can start here, but don't stay here. Without going on a whole rant, remember the great Instagram and Facebook blackouts of 2019 and 2021. Social media channels are side dishes but not the main course.

ELIZABETH-ALARCON-LEADERBOARD-AD-REPURPOSE.IO_ — Reach MORE people with your Videos, Live Streams, and Podcasts!

You Need A Calendar System

This might be included in your task management system (next section), but if it isn't or you are just starting and need something simple, there's nothing wrong with just a good ol' calendar.

Google Calendar

When in doubt, keep it simple.

Acuity Scheduling

Want to offer clients a simple way to book time with you without having to play phone or email tag? Acuity Scheduling is it. Squarespace owns it, so they work well together.

TidyCal

If you're on a tight budget and need a booking plugin, look at TidyCal. It allows you to sell, book, and run group Zoom and Google Meet sessions, which makes it perfect for online course creators and consultants.

ELIZABETH-ALARCON-LEADERBOARD-AD-The-Key-to-Creating-Efficient-Business-Systems-That-Will-Help-Your-Business-Grow-and-Scale — The Key to Creating Efficient Business Systems That Will Help Your Business Grow and Scale.

You Need A Task Management System

Organize your projects and tasks.

ClickUp

I love ClickUp. Use the integrations and automation to set that thing on fire! It has a bit of a learning curve, but if you're moving from Asana, you can pick it up quickly. For me, if it isn't in ClickUp, it ain't getting done!

Asana

Asana is the O.G. in the game. Similar to ClickUp.

Trello

If you're starting out and easily intimidated by new software, get your hands on Trello. It isn't as feature-heavy as Asana or ClickUp, but it gets the job done. I started with Trello, and it took me about two years before I decided to move to Asana, and then ultimately landed on ClickUp.

*Paper or digital planner

Paper and digital planners still work! At least the last time I checked, anyway. My favorite app for digital planners is the notetaking app GoodNotes. It makes it easy to export your notes into PDFs for later.

* I use a paper planner + a whiteboard before migrating the final draft of the schedule to ClickUp. it just makes things easier for me. This one by Blue sky is inexpensive and not full of clutter.

You Need A Customer Relationship System

Unless you want to determine if a contract was already sent, if an invoice was paid, or the status of any project, I suggest you look into a CRM (customer relationship system).

Dubsado

This all-in-one system is perfect for anyone who wants a super customized look. Dubsado can easily replace many apps, so you don't have to worry about using Zapier and that hope everything works. It has a bit of a learning curve, but you will be rewarded with a fantastic tool to save time.

Honeybook

Another great all-in-one system that is great “out of the box.” Easy to set up.

Both Dubsado and Honeybook ARE all-in-one systemS. YOU CAN CAPTURE LEADS, SCHEDULE CLIENT MEETINGS, SIGN CONTRACTS, send invoices (and process payments) and set up client portals. The differences are minor and it comes down to personal preference.

You Need A Financial System

You've done the work, and now you need to get paid. And more importantly, you need to track your expenses and all other financial gremlins.

You Need An Invoicing and Payment System

Stripe

Send invoices and get paid with Stripe. It's pretty straightforward and works well with eCommerce platforms and schedulers like Acuity Scheduling, Dubsado, and Honeybook.

Square

Stripe and Square can do this, but they are used slightly differently. With Square, you can use a card reader and have a payment terminal on your smartphone. This is a great way to start if you will be selling services or products and do not have a website set up just yet. I use Square for those one-offs and Stripe for everything else.

Did you know that Square now offers Tap to Pay on iPhone?! It's easy to set up.
Click here to learn how to set up your iPhone.

You Need An Accounting System

Quickbooks

Another O.G. in the game. Quickbooks just works.

Freshbooks

Freshbooks is an excellent alternative to Quickbooks. It is a cloud-based software with many features comparable to Honeybook and is perfect for freelancers.

Xero

Xero is another QuickBooks alternative. Where Freshbooks caters to freelancers, Xero caters to product and service-based businesses that need a more comprehensive solution without the Quickbooks price.

ELIZABETH ALARCON- LEADERBOARD AD - BUSINESS TOOL KIT — BUSINESS TOOL KIT: Looking to build a business? You'll want these tools.

You Need A Client File Delivery System

Now, you need to get those deliverables to your client fast.

WeTransfer

WeTransfer is a quick way to transfer large files. The free version allows you to send up to 2GB via email or a link that automatically expires in 7 days. With the PRO version, you can send up to 200GB, set passwords, set expiration dates, and have 1TB of space.

Dropbox

Dropbox has come a long way! The free version gets you 2GB of storage, and sharing files is easy. Of course, there are several plans to fit your needs. Also, did you know you can sell digital files directly from Dropbox now? This is perfect for someone who doesn't need a full eCommerce store setup.

If you're a photographer and need your clients to proof files first or buy prints directly from you, use a dedicated gallery like Cloudspot, PicReel, Pixieset, or Shootproof. I have Cloudspot set up.

ELIZABETH ALARCÓN QUOTE BY MEL ROBBINS TOOLS ONLY WORK WHEN YOU USE THEM — “Tools only work when you use them!” – Mel Robbins

Your New Business Address

Anytime Mailbox

Unless you're trying to dox yourself, you'll need an address you can use for your business. I use Anytime Mailbox, which allows me to have a virtual mailbox I can check from an app anywhere.

Your Basic Office Tools

A dedicated home office can help you determine what to take when traveling. The following is more or less what I bring when I travel for work.

Choose a tote or backpack

Don't overthink this one. Either you're a tote person or a backpack person. If you're indecisive like me, get both. 🙂

Tote

Get a good and sturdy black leather tote without any (or at least minimal) gaudy logos. It'll look profesh and will take you far. I'm still rocking a Zara one (Mansur Gavriel dupe) from five years ago. If you're looking for a designer one, opt for a preloved one to save some coins without skimping on quality. The brands I can vouch for (in no particular order) are Céline, Cuyana, Givenchy, Bottega Veneta, Madewell, and Coach.

You can find great preloved designer items at Fashionphile, TheRealReal, and Vesitiare Collective. For everything else, ThredUp and eBay are good options.

ELIZABETH ALARCON - LEADERBOARD AD - FASHIONPHILE — Discounted Preowned Luxury Items

Backpack

When looking for a backpack, ensure that the straps are comfortable and have plenty of compartments. This way, you can forgo a cord and tech organizer.

I have a SwissGear backpack similar to this one, which has traveled well for ten years.

SwissGear Scansmart Laptop Backpack