Being self-employed isn't easy. You have to juggle many tasks at once, not just your own work, but also billing, accounting, marketing, digital security, and more. Years ago, when the internet wasn't as prevalent, this was easier, but now you need digital visibility to gain more clients. And to achieve this, using essential digital tools for self-employed workers can make the difference between getting everything done or being left in chaos.
Wait, you don't know what Tools can be the most useful for the different things you have to doDon't worry, we'll give you all the tips below so you don't have any problems. Shall we get started?
Essential digital tools for freelancers in invoicing and accounting
We should start by giving you a heads-up. Digital invoicing is going to be launched soon. What does that entail? Well, that's it. You will no longer be able to send customers a PDF invoice. but it must be made in a certain way and with a specific format.
According to online data, starting July 1, 2025, self-employed individuals and companies with an annual turnover of more than €8 million must begin using these invoices. Others have two years from the publication of the regulations, but the deadline for issuing electronic invoices is 2027.
All this comes from the Law 18/2022, on the Creation and Growth of Companies (known as the Create and Grow Law).
With this in mind, you should ensure that the tools we recommend comply with regulations. And what are those tools? The following:
One of the first options is QuipuIt's one of the most widely used tools by freelancers to create budgets, invoices, and record expenses. It also allows you to file taxes and manage your accounting. It's not free, but sometimes it's worth it to have everything in one dashboard and manage it more easily.
Another well-known accounting tool is Holded, It offers invoicing, accounting, CRM, inventory, and project management. It's ideal for those with multiple clients or those who need to automate tasks, such as payment reminders, etc.
Finally, you have Direct invoice, This tool focuses on offering a simple tool for freelancers based on creating estimates and invoices. In this case, although accounting knowledge isn't required, it is helpful to understand, especially when it comes to taxes.
Tools for task management and productivity
Being self-employed means working hard, not only on what you do, but also on managing your business. And that doesn't mean you can extend your days to 48 hours instead of 24. That's why digital tools for managing tasks or making you more productive are effective.
In this case, we recommend Trello, one of the best for visualizing everything you need to do, whether daily, weekly, or monthly. It's free and focused on freelancers, consultants, and others.
If you don't like this one, you could try Notion It's similar to the previous one, as it's a task manager, but you have a workspace where you can create databases, client lists, a calendar, write content, etc.
On the other hand, if you are looking for something simpler that will simply organize the tasks you have to do daily and prioritize them and synchronize it with your calendar, T may be the solution you were hoping for.
Tools to communicate and hold meetings
At this point, you probably already have tools. But we want to talk to you about three of them. The first is ZoomIt started as a simple video calling platform, but it allows you to record, hold meetings with clients or multiple people online, share screens, and more. All of this is beneficial for freelancers, as it offers a universal tool for communicating with clients online. Be careful, though, because the free version limits the time you can spend on a video call.
On the other hand, you have Google Meet, which came out a little after Zoom, although it's actually already around because video calling was an option (it just had a different name). It's less widely used, but just as effective as Zoom, and it also has no limits on the number of calls you can make.
The last tool we propose to you is teamsAt a professional and business level, it's the most widely used; it allows for group video calls, chats, document sharing, etc., so it's also a good idea. However, at the client level, it may not be as widely used.
Tools for time management and time control
Procrastination is one of the biggest problems, not only for the self-employed, but for any worker. And accomplishing all the tasks you set for a day doesn't depend on being good at it, but rather on managing your time appropriately.
To do this, we suggest that you include a tool of this type in your daily life. Toggle Track that tracks time with a stopwatch to record how much time you spend on each task or client. This way, you'll better calculate your budgets and hours.
On the other hand, you have Clockify, which establishes time control, as well as project management.
Marketing and visibility tools
Nowadays, you must have an online presence to find clients. And to do so, you need tools to help you. One of them could be Canva, in the sense that you will be able to create images for your invoices, your social media posts, banners, etc.
You also need an email marketing tool. The most popular one is Mailchimp or ActiveCampaignBut they're expensive compared to other options, especially if you're just starting out. If so, opt for Brevo, for example, which is one of the most used by freelancers and self-employed professionals.
Finally, to manage social networks, you could use Metricool or similar. Be careful, though, because social media sometimes doesn't offer as much visibility to your posts if you manage them using third-party tools as it does if you use their own. In this sense, you can use these tools to manage your social media presence and view reports. But for programs, I recommend the social media's own tools more.
Tools for digital security
Having tools that help you avoid problems, such as losing passwords, accessing sensitive data, or even signing contracts or budgets legally, is always a good idea.
For example, you have DocuSign, which is a tool for signing legally accepted by Spanish legislation.
On the other hand, you have Bitwarden, which is a free and secure manager recommended by cybersecurity experts. For encrypted emails (for email marketing), you could use ProtonMail, which has servers in Switzerland and is primarily used when you need to send confidential information.
There are many more essential tools for freelancers. Do you recommend any?