TLDR (Summary)
The best all-in-one CRM for freelance developers is Plutio ($19/month).
Plutio replaces the fragmented stack of project boards, documentation tools, time trackers, and invoicing platforms. When the proposal gets approved, the project has milestones from the scope, time tracking against each deliverable, and invoices that generate from logged hours.
Research shows that toggling between apps costs around ~9% of time, before counting hours spent updating specs and checking budgets.
Explore the Freelancer Magazine for in-depth guides on project management, pricing, proposals, and more.
What is all-in-one software for freelance developers?
All-in-one software for freelance developers combines project scoping, milestone tracking, time tracking, client portals, and invoicing in one connected platform, replacing separate tools like note-taking software, Jira, time tracking software, and accounting software. Developers manage the complete client lifecycle from initial spec through final invoice without switching between apps.
A typical morning for a freelance developer: open Linear to check sprint progress, then note-taking software to update the spec document, then time tracking software to verify Friday's hours got logged, then accounting software to check if the client paid last month's invoice. Four tabs before writing a single line of code.
Here is how most freelance developers operate:
- Linear or Jira handles sprints and issue tracking but knows nothing about billing. When you close an issue, nothing happens to your invoice.
- note-taking software or Google Docs stores specs and technical documentation that lives separately from the project management.
- time tracking software or standalone timers tracks time but requires manual entry or remembering to start timers. Missed hours are lost revenue.
- accounting software or Legacy invoicing apps creates invoices with no connection to the actual work delivered.
- A spreadsheet that tracks project budgets but requires manual updates every time something changes.
Linear costs $10/month. note-taking software costs $10/month. time tracking software costs $10/month. accounting software costs $30/month. Total: $60/month on subscriptions.
What is the hidden cost of app switching for developers?
When you finish a feature and push to main, the work is done technically. But then comes the admin: update the spec in note-taking software, close the Linear issue, log the hours in time tracking software, update the budget spreadsheet, and eventually create an invoice in accounting software. Each context switch pulls you out of flow state.
A Harvard Business Review study found that knowledge workers toggle between apps 1,200 times per day, losing 9% of productive time to context switching. For developers whose value comes from deep work, those interruptions are particularly expensive.
Developers running 4 active projects report spending 5-8 hours per week on administrative coordination instead of writing code.
When scoping, milestones, time tracking, and invoicing live in one place, you stop managing tools and start focusing entirely on building.
Why developers need an all-in-one platform
Developers who grow beyond a handful of clients face a compounding problem: administrative overhead scales with every new engagement.
What works for 5 clients breaks down at 15. Each new client means another set of proposals, contracts, project timelines, invoices, and follow-ups, all managed across disconnected tools.
The context-switching cost
Every time you switch between apps, you lose focus. Research shows knowledge workers lose significant productive time to app-switching throughout the day. For developers, this translates to billable hours spent on coordination instead of client work.
The tool fragmentation problem
When scheduling lives in one app, projects in another, invoicing in a third, and contracts in a fourth, nothing connects. Tracked time doesn't automatically appear on invoices. Signed contracts don't trigger project setup. You become the bridge between all your tools.
The scaling tipping point
Most developers hit a threshold where the manual approach becomes the primary bottleneck to growth. Connected software lets you push past this ceiling by automating repetitive coordination tasks.
An all-in-one platform absorbs administrative work that would otherwise scale linearly with your client count.
Key features developers need
The essential features for developers connect client management with project delivery, billing, and communication in one platform.
What happens when development proposals connect to everything?
You just finished a discovery call with a potential client who wants a custom dashboard. The requirements are clear in memory. In a disconnected system, this is where things get messy. Open Google Docs for the spec, create estimates in a spreadsheet, draft a contract in contract signing software, and set up payment terms in Stripe. By the time everything is ready, three hours have passed.
In Plutio, you send one document that contains everything:
- Technical scope with hour estimates: Authentication module (8 hours), dashboard components (24 hours), API integration (16 hours), testing and deployment (8 hours). The client sees exactly what they are paying for.
- Milestone structure: Phase 1 wireframes ($2,000), Phase 2 development ($6,000), Phase 3 testing and launch ($2,000). Each milestone has clear deliverables and payment triggers.
- Contract terms embedded: IP transfer on final payment, code ownership clauses, liability limits, revision policy. The client reads and signs in the same flow.
- Payment structure built in: 30% upfront to begin, 40% at development completion, 30% at launch. Or hourly billing with weekly invoices. The client chooses their preferred structure.
- Out-of-scope boundaries: Explicitly listed. Hosting setup, ongoing maintenance, content migration. When the client asks for extras mid-project, you point to this section.
When the client accepts, Plutio creates the project with tasks from the scope, sets the milestone payment schedule, and attaches the signed contract to their record.
See how proposals automate project setup
What does milestone-based project management look like for developers?
Picture building an e-commerce platform with three milestones: backend API, frontend implementation, and launch. In Linear, you track technical issues. But your client wants to know: "Are we on budget? When does Phase 2 start? Is the payment due when you finish the API or when I approve it?"
In Plutio, you manage the client-facing side separately from your technical workflow:
- Milestones from the proposal: Phase 1 API Development (estimated 40 hours, $4,000), Phase 2 Frontend (estimated 60 hours, $6,000), Phase 3 Launch (estimated 20 hours, $2,000). The structure matches what the client signed.
- Tasks with hour estimates: Authentication endpoints (8 hours), product catalog API (12 hours), order processing (16 hours). You see estimated vs actual hours as you work.
- Budget visibility in real-time: After logging 35 hours on Phase 1, you see "5 hours remaining" before hitting the milestone budget. No end-of-project surprises.
- Client-visible progress: The client logs into their portal and sees "Phase 1: 85% complete, Phase 2: Not started." No status update emails needed.
- Specs and documentation attached: Technical requirements, API documentation, wireframes. Everything lives with the project, not scattered across Google Drive folders.
Plutio handles client communication and billing. You keep using GitHub for version control and Linear for technical sprint management. The client sees milestones, progress, and invoices.
When you complete Phase 1 and mark it done, Plutio drafts the milestone invoice automatically. Review, send, and the client pays through their portal.
See how project management connects to billing
What does developer-friendly time tracking look like in Plutio?
Thursday afternoon. You spent the morning debugging an authentication issue for one client, then jumped into a feature request for another client, then handled a quick fix for a retainer client. In time tracking software, you forgot to switch timers twice. Now you are reconstructing the day from memory and Slack timestamps, guessing how long each task actually took.
In Plutio, time tracking happens where the work happens:
- One-click timers on tasks: Open the authentication task, click start, and work. When switching to another client, click stop on one timer and start on another. No separate app to open.
- Weekly timesheets for batch entry: Prefer logging time at the end of each day? Open the timesheet view and enter hours against tasks. Friday afternoon, review the week before sending invoices.
- Estimate vs actual comparison: The authentication fix was estimated at 4 hours. You have logged 6 hours. You see "2 hours over estimate" and can decide whether to absorb it or discuss with the client before it grows further.
- Billable vs non-billable categorization: Internal project setup is non-billable. Client meetings are billable. Categorize as you log, and invoices only include billable time.
- Direct invoice generation: At week's end, click "generate invoice" and see all billable hours organized by project. Line items show task descriptions and hours. No copying from time tracking software to accounting software.
When time tracking lives with your tasks, you capture every hour. At invoice time, the work is already documented and categorized.
See how time tracking connects to invoicing
What can development clients see in their portal?
"Hey, quick question. Where are we on the dashboard feature? Also, can you resend the API documentation? And when do you expect Phase 2 to start?" This Slack message arrives at 2pm while you are deep in a debugging session. You lose 30 minutes context-switching to gather information from three different apps.
When your clients access their portal, they see:
- Project progress: "Phase 1: 85% complete. Phase 2: Not started." The client checks this instead of asking you. Progress updates automatically as you complete tasks.
- Milestone status: "Authentication: Complete. Product catalog: In progress. Order processing: Not started." Visual progress on each deliverable.
- All shared files: Technical documentation, wireframes, staging URLs. Organized by when you shared them. The API documentation from week 2 is findable without searching email.
- A message thread: For questions that do not get buried in Slack. The conversation history stays with the project, not scattered across DMs and channels.
- Upcoming milestones: "Phase 2 estimated to begin: Next week." Clients see what is coming without asking.
Developers who give clients portal access report fewer interruption messages. The "where are we?" questions disappear because the answer is always visible.
The portal is fully branded with your development business. Your logo, your colors, your domain. Clients experience your brand at every touchpoint.
The deciding factor for developers is integration depth. Features that connect with each other eliminate duplicate effort across your workflow.
How much can freelance developers save by switching to Plutio?
Let us do the actual math most developers avoid.
What do freelance developers typically spend on business software?
A typical freelance developer separate tools for client management:
- Linear or note-taking software: $10-20/month for project tracking and documentation
- time tracking software or standalone timers: $10-15/month for time tracking
- accounting software: $30-35/month for invoicing and accounting
- Contract tool (optional): $15-25/month for e-signatures
- Payment processing: 2.9% + $0.30 per transaction (unavoidable with any processor)
Total: $50-90/month before you factor in development tools like GitHub, hosting, or IDE subscriptions.
What is the time cost nobody calculates?
The bigger number is the one you cannot see on invoices:
- New project setup: 30-60 minutes creating proposal, contract, project structure, and payment terms across multiple tools
- Time reconciliation: 15-30 minutes per week matching time tracking software entries to invoices in accounting software
- Status updates: 20-30 minutes per week answering "where are we?" questions because clients cannot self-serve
- Invoice chasing: 1-2 hours per month following up on late payments
Conservative estimate: 5-8 hours per week on administrative coordination. At a typical developer rate of $100-150/hour, that is $500-1,200/week in opportunity cost.
What does Plutio cost compared to a developer separate tools?
Plutio Core: $19/month. Plutio Pro: $49/month (unlimited clients and projects). Includes project management, time tracking, proposals, contracts, client portals, and invoicing. Everything connected in one platform.
The subscription savings add up, but the real value is eliminating the coordination layer between tools. Developers using Plutio replace scattered admin with a connected workflow.
Why developers choose Plutio over fragmented separate tools
When project specs, time tracking, milestones, and invoicing connect in one platform, the manual reconciliation and context switching that interrupt focused coding time drop away. Here is what changes when your dev tools work together.
Development projects need milestones, time logs, and invoices tied to the same scope. Most freelance developers scatter their workflow across note-taking apps for specs, Linear for tasks, a standalone timer for hours, and accounting software for invoices, none of which connect milestones to billing.
The Plutio difference
- Proposals → Projects: When a client signs a proposal, the project creates with milestones matching the agreed scope. Sprint phases from the proposal become trackable stages in the project.
- Time → Invoices: Hours logged against development tasks feed directly into invoice line items. No end-of-sprint reconciliation of "how many hours did we actually spend."
- Milestones → Payments: Complete a milestone, and the corresponding invoice drafts automatically. No forgetting to bill after delivery.
- Clients → Self-Service: Clients check their portal for status updates instead of sending "where are we?" emails. Fewer interruptions during focused coding time.
The result: developers using Plutio replace the reconciliation layer between project tools with a connected workflow.
For detailed tool comparisons, see our comparison hub or alternatives pages.
How to set up Plutio for your developer business
Setting up Plutio takes 2-4 hours for initial configuration, with immediate benefits for all clients from day one.
Step 1: Configure your brand (30 mins)
Upload your logo, set brand colors, and connect your custom domain if on the Max plan. Link your Stripe or PayPal account for payments. Set your business details for invoices.
Step 2: Build your templates (1-2 hours)
Create project and proposal templates for your most common services. Start with 2-3 core templates:
- Standard engagement: Your most common project type with milestones, tasks, and deliverables pre-configured.
- Quick project: A streamlined template for smaller, faster engagements.
- Retainer/recurring: Template for ongoing monthly clients with recurring tasks and billing.
Step 3: Connect integrations (20-30 mins)
Sync your Google Calendar or Outlook. Connect Stripe or PayPal for payments. Link QuickBooks or Xero if you use them. Test each connection before going live.
Step 4: Import existing clients (30 mins)
Export your client list from your current tool as CSV and import into Plutio. Map fields, verify data, then invite clients to their new portals.
Step 5: Test with one real project
Send your next proposal through Plutio. Let it create the project automatically, track time, and invoice the client. One real project will show you exactly where to refine your templates.
Common setup mistakes to avoid
- Over-customizing too early: Start minimal and refine based on actual use.
- Migrating everything at once: Focus on new clients first, migrate active ones second.
- Skipping the test project: One real engagement reveals more than hours of configuration.
Build templates for the 80% cases. Customize edge cases individually as they come up.
Organizing your developer workflows
Structured organization is the difference between a business that scales smoothly and one that drowns in admin as it grows.
Organize by service type
- Core service: Your primary offering with detailed project templates and milestone tracking.
- Secondary services: Additional offerings with their own templates and pricing structures.
- Retainer work: Recurring engagements with automated billing and repeating task lists.
- One-off projects: Quick-turn engagements with streamlined templates.
Organize by client stage
- Prospect: Initial inquiry received, proposal being prepared.
- Active: Contract signed, project in progress.
- Delivered: Work complete, final invoice sent.
- Recurring: Ongoing relationship with scheduled touchpoints.
Template best practices
- Start with 3 templates maximum, expand as patterns emerge.
- Include task estimates so you can track actual vs. budgeted time.
- Build in review milestones where clients approve before you proceed.
- Add automation triggers: proposal signed → project created → client notified.
Consistent structures mean consistent delivery. Templates ensure every client gets the same quality regardless of how busy you are.
Client portals for developers
Client portals give your clients self-service access to their projects, invoices, files, and messages, reducing "just checking in" emails and building trust through transparency.
Professional branding
Clients log into a portal branded with your logo, colors, and on the Max plan, your own domain. They see your business identity, not a third-party tool. Professional branding elevates how clients value your services.
Self-service project visibility
Clients see their active projects, completed tasks, upcoming milestones, and important dates. When they want a status update, they check the portal instead of emailing you. You control exactly what's visible.
Invoice payments
Outstanding invoices appear with a "Pay Now" button. Clients pay with credit card, PayPal, or bank transfer. No more delays from checks in the mail or "I'll pay you next week" conversations.
File access and sharing
Share deliverables through the portal. Clients download their files whenever they need them, organized by project. No more "can you resend that?" requests.
Centralized messaging
Keep conversations in one thread per client. No more searching email for "that thing we discussed in April." Full message history, searchable and organized.
A professional portal changes how clients perceive your business. Instead of someone they email, you become a business with systems. Professional presentation matters when it's time to raise rates or request referrals.
How to migrate to Plutio
Migration typically takes 3-5 hours of active work spread over a weekend. The best time to switch is between projects rather than mid-delivery.
Step 1: Export from your current tools
Most tools provide CSV export. Export your client list, active project details, and any template content you want to recreate in Plutio.
Step 2: Build templates in Plutio (2-3 hours)
Don't try to replicate your old system exactly. Use this as an opportunity to build cleaner workflows. Focus on your 3 most common project types.
Step 3: Set up integrations (30 mins)
Connect payment processing (Stripe/PayPal), calendar sync (Google/Outlook), and accounting (QuickBooks/Xero). Test each one before going live.
Step 4: Import client data (30 mins)
Upload your client CSV. Map fields to Plutio's structure. Run a small test batch first to verify everything looks right.
Step 5: Run parallel for new work
Use Plutio for all new clients and projects immediately. Keep your old system running for in-progress work only. Don't try to migrate active projects mid-stream.
Step 6: Phase out the old tool
Once all in-progress work completes in the old system, cancel that subscription. Keep your exports as archives.
Common migration pitfalls
- Trying to migrate everything: Focus on active clients and forward-looking workflows.
- Switching mid-project: Finish in-progress work on the old system.
- Not testing integrations: Verify payment processing works before relying on it.
Migration pays back in time saved on every future client interaction.
