TLDR (Summary)
The best all-in-one platform for copywriters is Plutio ($19/month).
Plutio replaces separate proposal tools, contract apps, content tracking boards, and invoicing software with one connected platform. When a client signs a proposal with defined deliverables and revision rounds, the project is created with tasks, deadlines, and billing milestones. Scope stays documented because contracts are embedded in the proposal.
According to Jobbers research, 85% of freelancers face late payments, and payment delays cost an average of $8,400 per year in opportunity costs, late fees, and reduced rates from cash pressure.
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What tools do copywriters typically use?
Copywriters piece together their workflow across 5-6 different tools because no single writing app handles the business side. The writing itself might take 4 hours, but scoping, contracting, revising, tracking, and billing the work takes another 2-3 hours on top of it.
A typical copywriter tool stack:
- Google Docs for drafts, briefs, and client-facing copy
- Trello or Notion for tracking content calendars and deliverables across clients
- HelloSign or DocuSign for contracts and e-signatures
- FreshBooks or Wave for invoicing and payment tracking
- Toggl or Harvest for time tracking on hourly projects
- Email and spreadsheets for proposals, pricing, and client communication
FreshBooks is $17/month, HelloSign is $25/month, Toggl is $10/month. Combined: $50-80/month before the copy work starts.
The scope problem that is specific to copywriting
A client says "we need website copy." That might mean 5 pages or 25 pages. Two rounds of revisions or unlimited tweaks for the next three months. The scope lives in an email thread, the contract (if one exists) is generic, and three weeks later the client asks for "just one more round" on a project that was supposed to be done.
ZipBooks research shows that 43% of projects experience scope expansion, and for copywriters the expansion almost always happens during the revision phase. When revision limits are not built into the proposal document itself, proving what was agreed on means digging through email threads.
When proposals define deliverables, revision rounds, and billing milestones in one document that the client signs, the scope stays documented and enforceable. No email archaeology required.
Why copywriters need an all-in-one platform
Copywriters who manage multiple clients face a compounding organizational problem: every new client adds another set of briefs, drafts, revisions, approvals, and invoices across disconnected tools.
At 3 clients, tracking deliverables in a spreadsheet works. At 8-10, the spreadsheet itself becomes a second job. TeamStage reports that freelancers spend roughly 33% of their time on non-billable administrative tasks, and for copywriters juggling multiple content calendars, that percentage climbs with every new retainer.
The revision tracking gap
Revisions are where copywriting projects expand and profits shrink. A blog post goes through "one more round" three times. Landing page copy gets reviewed by a new stakeholder who wants changes. Without tracked revision counts tied to the original agreement, the copywriter absorbs the extra work or risks an awkward conversation about what was included.
The multi-client calendar problem
A copywriter handling 6 retainer clients has 6 content calendars with different publishing schedules, different approval workflows, and different points of contact. When each calendar lives in a different Trello board, Notion page, or spreadsheet, the weekly review takes an hour just to compile the status of everything due.
The billing disconnect
When time tracking lives in Toggl, projects live in Trello, and invoicing lives in FreshBooks, the billing process involves exporting time entries, cross-referencing with deliverables, and manually creating invoices. FreshBooks data shows that the average freelancer loses over $6,000 per year due to invoicing errors and missed billable time. One missed billable hour per week at $100/hour adds up to $5,200/year in lost revenue.
A connected platform tracks deliverables, revision counts, and billable hours in one place, so billing reflects the actual work delivered, not a best guess from scattered records.
Key features copywriters need
The features that matter for copywriters connect project scoping with deliverable tracking, revision management, and billing in one continuous flow.
How does Plutio handle proposals for copy projects?
Copy proposals need to be specific about what the deliverables are. "Website copy" is not a deliverable. "6 web pages (Home, About, Services, Process, FAQ, Contact) with 2 rounds of revisions included" is a deliverable. Plutio lets copywriters build proposals that define the exact scope.
- Line-item deliverables: List each piece of copy with word count estimates, per-piece pricing, or package pricing. The client sees exactly what they are paying for.
- Revision terms embedded: "2 rounds of revisions included. Additional rounds billed at $150/round." Built into the proposal document that the client signs.
- Contract terms attached: Kill fee, payment schedule, copyright transfer, and usage rights all in the same document. No separate contract email.
- Multiple package options: Present a basic copy package, a standard package with SEO optimization, and a premium package with strategy included. The client chooses and accepts in one step.
When the proposal gets accepted, Plutio creates the project with each deliverable as a task, revision limits noted, and the billing milestones scheduled. No re-entering the scope into a project management tool.
See how proposals work in Plutio
How does Plutio handle content calendars and deliverable tracking?
Copywriters managing multiple retainer clients need to see everything due across all clients in one view. Which blog posts are due this week? Which client's landing pages are in revision? What is ready for final approval?
- Kanban boards: Move deliverables through stages: Brief Received → Writing → Client Review → Revisions → Approved → Published. Each card shows the client, deadline, and revision count.
- Calendar view: See all deadlines across all clients on one calendar. Color-coded by client or project for fast scanning.
- Task dependencies: The SEO blog post cannot go to the client until the keyword research task is complete. Dependencies prevent deliverables from moving ahead of their prerequisites.
- Client portal access: Give clients view-only access to their project board. Clients check status without sending "where are we on that blog post?" emails.
See how task management works in Plutio
How does Plutio handle contracts for copywriters?
Copyright transfer, usage rights, and kill fees are specific to copy work. A generic service agreement does not cover who owns the copy if the project is canceled, or what happens when the client wants to use website copy in paid advertising.
- Custom contract templates: Build templates for different engagement types: one-off project, retainer agreement, ghostwriting contract. Each includes the copyright and usage clauses that match that engagement type.
- Embedded in proposals: The client reviews scope, signs the contract, and pays the deposit in one flow. No chasing for a separate signature.
- Always accessible: Signed contracts attach to the client record. When a client asks "does the contract cover social media repurposing?" the answer is one click away.
See how contracts work in Plutio
How does Plutio handle time tracking and invoicing for copy work?
Some copy projects are per-word, some are per-project, and some are hourly retainers. Plutio handles all billing models without forcing one approach.
- Timer on tasks: Start the timer on "Blog Post: Q1 Content Strategy" and the hours log against that deliverable and that client.
- Invoice from tracked time: Retainer clients get invoices built from actual hours logged. No exporting Toggl data and re-entering line items.
- Fixed-price invoicing: Per-project billing with milestone-based payments. 50% upfront, 50% on approval. Payments trigger automatically at each milestone.
- Overdue reminders: Automatic follow-up when invoices pass due date. The payment chase happens without manual effort.
How much can copywriters save by switching to Plutio?
The tool stack adds up, but the revenue lost to under-billing and scope expansion is the larger number.
What do copywriters typically spend on software?
A common copywriter tool stack:
- FreshBooks Plus: $33/month for invoicing
- HelloSign Standard: $25/month for contracts
- Toggl Starter: $10/month for time tracking
- Trello Premium: $10/month for content calendar management
- Google Workspace: $7/month for email and document storage
Total: $85-100/month on separate tools that do not share data.
The hidden cost: unbilled revision work
The bigger expense is the work that never makes it onto an invoice. An extra revision round on a $2,000 project might take 3-4 hours. At $100/hour, that is $300-400 in unbilled time. Across 10 projects per month, one extra unbilled round each adds up to $3,000-4,000/month in lost revenue.
When revision limits are documented in the signed proposal, the conversation about additional rounds references a specific agreement instead of a vague email.
What does Plutio cost for copywriters?
- Core: $19/month: Proposals, contracts, project management, time tracking, invoicing, client portals, and CRM. Up to 9 active clients.
- Pro: $49/month: Unlimited clients, 30 contributors, advanced permissions, priority support.
- Max: $199/month: Unlimited team, white-label portal with custom domain, single sign-on.
The ROI calculation for copywriters
- Tool consolidation: Replacing FreshBooks, HelloSign, Toggl, and Trello with one subscription saves $66-81/month in redundant software costs.
- Time recovery: Eliminating manual data transfer between disconnected tools recovers 3-5 hours per month, hours that go back into billable copy work at $100-150/hour.
- Billing accuracy: When every deliverable, revision round, and billable hour connects to the invoice, the missed-hour problem disappears. One recovered billable hour per week at $100/hour adds $5,200/year in revenue that was previously lost to gaps between time tracking and invoicing.
The subscription savings are real, but the revenue recovered from accurate billing is where Plutio pays for itself many times over.
Why copywriters choose Plutio over fragmented tools
When proposals, revision tracking, content calendars, and invoicing connect in one platform, the administrative work that sits between writing and getting paid drops away. Here is what changes.
Copywriting margins depend on clear scope, efficient completion, and accurate billing. Disconnected tools create gaps in all three.
The Plutio difference for copy work
- Proposal → Project: Deliverables from the signed proposal become tasks in the project. Revision limits carry over. The scope is the project.
- Writing → Tracking: Time tracked against each deliverable shows exactly where hours go. Blog posts that consistently take longer than estimated become visible patterns.
- Approval → Billing: When a client approves the final draft, the milestone payment triggers. No manual invoice creation for completed deliverables.
- Retainer → Dashboard: Monthly retainer clients show up on the dashboard with hours used, hours remaining, and upcoming deliverables. Capacity planning happens at a glance.
White-label client experience
Clients interact with your copy business through a branded portal with your logo, colors, and domain. Briefs get submitted through forms, approvals happen in the portal, and invoices are paid with one click. The experience positions a solo copywriter as a professional content agency.
Copywriters using Plutio keep scope documented, revisions tracked, and billing connected to deliverables, so the business side of writing takes less time than the writing itself.
For detailed tool comparisons, see our comparison hub or alternatives pages.
How to set up Plutio for your copywriting business
Setting up Plutio for copy work takes 2-3 hours, focused on building proposal templates that define scope clearly and project templates that track deliverables accurately.
Step 1: Configure your brand (30 mins)
Upload your logo, set brand colors, and add your business details. Connect Stripe or PayPal for payments. Set up your booking page for discovery calls with potential clients.
Step 2: Build proposal templates (1 hour)
Create templates for your most common engagement types:
- Website copy project: Page-by-page deliverables with word count estimates, 2 included revision rounds, contract with copyright transfer terms, and milestone payment schedule.
- Monthly content retainer: Blog posts per month, revision rounds per piece, monthly billing, and content calendar setup.
- One-off copy project: Single deliverable (sales page, email sequence, case study) with defined scope and fixed pricing.
Step 3: Build project templates (30 mins)
Create project templates that match your proposal templates. Each deliverable becomes a task with stages: Brief → Draft → Client Review → Revisions → Approved. Include time estimates so you can track actual versus budgeted hours.
Step 4: Connect integrations (20 mins)
Sync Google Calendar for scheduling. Connect Stripe or PayPal for payments. Link QuickBooks or Xero if you track expenses. Test each integration with a sample flow.
Step 5: Run one real project
Send a proposal to your next client through Plutio. Let the acceptance create the project, track time against deliverables, and invoice at each milestone. Refine templates based on what the real project reveals.
Common setup mistakes to avoid
- Over-customizing templates before real use: Start with the basics: deliverables, revision limits, payment terms. Refine after 2-3 real projects reveal actual friction points.
- Migrating everything at once: Start new work in Plutio. Let active projects finish in current tools.
- Skipping the test project: Send yourself a test proposal, accept it, track time, and generate an invoice before using Plutio with a paying client.
Focus proposal templates on scope clarity: deliverables, revision limits, and billing triggers. The clearer the proposal, the fewer scope conversations later.
Organizing your copywriting workflows
Organized copy workflows prevent the chaos that grows when multiple clients have overlapping deadlines and different approval processes.
Organize by content type
- Website copy: Page-by-page tracking with brand voice notes, competitor examples, and SEO requirements attached to each task.
- Blog content: Monthly calendars with topic, keyword, word count, and publication date for each piece.
- Email sequences: Sequence-level tracking with individual emails as subtasks. Subject lines, body copy, and CTAs tracked separately.
- Sales and landing pages: Longer copy projects with multiple sections, each as a task with its own deadline and approval stage.
Organize by client stage
- Prospect: Discovery call completed, proposal being drafted with scope and pricing.
- Active: Contract signed, deliverables in progress, revisions being tracked.
- In Review: Copy submitted for client approval, waiting for feedback.
- Complete: All deliverables approved, final invoice sent.
Revision tracking best practices
- Define "revision" in your contract template: changes to existing copy, not new sections or additional pages.
- Track revision rounds as task comments so the history is visible.
- When a client requests changes beyond included rounds, reference the signed proposal and offer a quote for additional work.
Structured workflows mean every deliverable has a clear path from brief to publication, and every revision round is documented against the original agreement.
What does a client portal look like for copywriters?
Copywriting clients need a single place to submit briefs, review drafts, approve final copy, and pay invoices. Without a portal, each of these steps happens through a different channel: briefs by email, drafts in Google Docs, approvals by Slack, invoices by FreshBooks.
What copy clients see in their portal
Clients log into your branded portal at yourcopyagency.com (your custom domain on the Max plan) and interact with their projects directly:
- Content calendar: All upcoming deliverables with deadlines, current status, and which pieces are ready for review.
- Draft review: Copy submitted for approval is visible in the portal. Clients leave feedback directly on the deliverable instead of in scattered email threads.
- Brief submission: Intake forms built into the portal let clients submit new copy requests with all the details you need: target audience, tone of voice, key messages, and deadlines.
- Invoices and payments: Outstanding invoices with "Pay Now" buttons. Clients pay with credit card or bank transfer without leaving the portal.
- File library: Final approved copy, brand guidelines, and reference materials organized by project. No more "can you resend that file?" emails.
Why portals matter for copywriters
Most tools let you upload a logo. Plutio goes further: your own domain (yourcopyagency.com), your logo, your colors, your fonts - zero Plutio branding visible anywhere. Clients see your brand at every touchpoint: proposals, project boards, invoices, and messages. No "Powered by" badge, no third-party login screen.
For copywriters building a content agency brand, the portal positions the business as a production operation, not a solo writer with a Gmail account. A client who logs into your domain, reviews drafts, approves copy, and pays invoices under your brand perceives a professional content firm - not a freelancer using someone else's software.
Portals turn internal organization into external professionalism. Every deliverable, revision, and invoice the client needs appears under your brand without a single status-update email.
How to migrate to Plutio from your current tools
Migration for copywriters takes 3-4 hours of active work. The best time to switch is at the start of a new month when retainer deliverables reset.
Step 1: Export from current tools
Export your client list from your CRM or spreadsheet. Save proposal and contract templates from Google Docs or HelloSign. Download any content calendar data from Trello or Notion.
Step 2: Build templates in Plutio (1-2 hours)
Recreate your proposal templates with scope, revision limits, and payment terms built in. Build project templates for your common engagement types. Focus on your 2-3 most frequent project structures.
Step 3: Set up integrations (30 mins)
Connect Stripe or PayPal for payments. Sync Google Calendar for scheduling. Link QuickBooks or Xero for accounting. Test each integration before relying on it.
Step 4: Import client data (30 mins)
Upload your client CSV and map fields. Verify contact details, company names, and engagement history. Start with your active retainer clients.
Step 5: Start new work in Plutio
Every new project and proposal goes through Plutio. Active retainer clients can transition at their next monthly cycle. Do not try to move in-progress deliverables mid-approval.
Step 6: Phase out old tools
Once all active work runs through Plutio, cancel FreshBooks, HelloSign, Toggl, and any other subscriptions that Plutio replaces.
Common migration pitfalls
- Moving mid-project: Wait for the current round of deliverables to complete before switching a client to Plutio.
- Generic templates: Take the time to build proposal templates with real revision limits and scope definitions. Generic templates create the same scope problems as before.
- Forgetting time tracking: Set up the timer habit on day one. Unbilled hours are the biggest revenue leak for copywriters.
The payoff is immediate: the first proposal sent through Plutio eliminates the coordination between a proposal tool, a contract tool, and an invoicing tool.
