TLDR (Summary)
The best all-in-one platform for freelancers is Plutio ($19/month).
Plutio replaces Calendly, FreshBooks, Toggl, Trello, and DocuSign with one connected platform. When a client signs the proposal, the project kicks off automatically with tasks, timeline, and payment schedule ready. Time gets tracked against tasks and invoices draft from logged hours.
Research shows that freelancers spend about 5 hours every week on non-billable admin and 85% face delays due to disconnected billing.
Explore the Freelancer Magazine for in-depth guides on project management, pricing, proposals, and more.
What tools do freelancers typically use?
Freelancers piece together their business operations across 5-7 different tools because no single platform used to handle the complete workflow. A freelance designer managing 10 active clients has 10 different project timelines, 10 billing arrangements, 10 sets of deliverables, and context-switching between all of them constantly. One status update takes 20 minutes to compile from different systems.
Most freelancers stack these tools together:
- Calendly or Acuity for scheduling client calls and meetings
- Trello, Asana, or Notion for project and task management
- Toggl or Harvest for time tracking
- FreshBooks, Wave, or QuickBooks for invoicing and accounting
- DocuSign or HelloSign for contracts and e-signatures
- Google Drive or Dropbox for file storage and sharing
Each tool has its own subscription. Calendly is $10/month, FreshBooks is $17/month, Toggl is $10/month, DocuSign is $15/month. A freelancer paying for these separately spends $100-200/month before adding project management and storage.
More importantly, none of these tools know about each other. Time tracked in Toggl does not update project progress in Trello. Signed contracts in DocuSign do not automatically trigger project setup. Client details get copied between systems manually, and one typo means mismatched records everywhere.
The real cost is time and mental overhead
According to Clockify research, freelancers spend about 5 hours every week on non-billable tasks. At an average rate of $50/hour, that's $250/week or $13,000/year in lost billable time. When everything lives in one system, those hours go back to client work and income.
Why freelancers need an all-in-one platform
Freelancers 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 freelancers, 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 freelancers 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 freelancers need
The essential features for freelancers connect client management with project delivery, billing, and communication in one platform.
How does Plutio handle scheduling for freelancers?
Scheduling in Plutio works like Calendly but connects directly to your projects, clients, and calendar. No more copying meeting details between systems or wondering which client the call was with.
Booking pages that clients use
Share a booking link and clients pick a time that works for both of you. Plutio checks your calendar availability, applies buffer times between meetings, and confirms the booking automatically. No back-and-forth emails asking "when works for you?"
Calendar sync that actually works
Plutio syncs with Google Calendar and Outlook bidirectionally. Meetings booked through Plutio show up on your calendar. Personal appointments blocked on your calendar show as unavailable in Plutio. Double-bookings become impossible.
Meeting context at your fingertips
When the call starts, open the client's workspace and see their complete history: previous meetings, current projects, outstanding invoices, recent messages. No more "remind me what we discussed last time" moments.
Automatic reminders that reduce no-shows
Clients receive confirmation emails, 24-hour reminders, and 1-hour reminders automatically. Fewer no-shows mean fewer wasted calendar slots and less rescheduling overhead.
Unlike standalone scheduling tools, Plutio connects every meeting to the client record. The discovery call books, and when you open that client's workspace next week, the meeting notes are already there. No copying from Calendly to Notion.
Creating packages and pricing for freelancers
Freelance pricing gets complicated fast. Hourly rates, project packages, retainers, and milestone-based billing all require different approaches. Plutio handles all of them without forcing you into one pricing model.
Proposal templates for common packages
Create proposal templates for your most common offerings. Website redesign package, monthly content retainer, brand identity project. When a similar request comes in, pull the template, customize the details, and send in minutes instead of hours.
Line items with quantity and pricing
Build proposals line by line. Design hours at $75/hour (estimated 20 hours). Revision rounds at $200 each (2 included). Additional revisions at $200 each (as needed). The client sees exactly what they're paying for.
Payment schedules built into proposals
Split payments across milestones. 50% upfront, 25% at first draft, 25% on delivery. When the client accepts the proposal, the payment schedule is already set. Plutio reminds them when each payment is due.
Recurring billing for retainer clients
Set up retainer clients with recurring invoices. 10 hours/month at $1,000, billed on the 1st. The invoice sends automatically, the client pays through the portal, and you never have to remember to bill them.
Proposal templates plus connected invoicing means consistent pricing across clients. No more forgetting what you charged the last client for similar work or accidentally underquoting because you couldn't find the old proposal.
Managing contracts and agreements
Contracts protect your work, but managing them across DocuSign, Google Drive, and email threads creates a mess. Plutio handles contracts as part of the proposal flow, so signed agreements live with the client record, not in a forgotten email attachment.
Contract templates for common engagements
Build templates for your standard agreements. Website development contract, photography licensing agreement, consulting retainer terms. Pull the template, customize the client details, and attach to the proposal.
E-signatures built in
Clients sign contracts directly in Plutio. No redirecting to DocuSign, no separate account needed. They click, they sign, it's done. Signed contracts live in the client workspace forever.
Contracts attached to proposals
Send proposal and contract together. The client reviews the scope, sees the contract terms, accepts both at once. No separate emails, no confusion about which document was the final version.
Automatic triggers on signature
When the contract gets signed, the project can kick off automatically. Tasks appear, timelines set, and the client gets access to their portal. No manual setup required between agreement and work start.
Having contracts in the same system as projects and invoices means you can always find what you agreed to. When a client asks "did we include that in the scope?" you open their workspace and have the answer in seconds, not hours of email searching.
Tracking project progress
Freelance projects have phases, deliverables, revisions, and dependencies. Tracking all of this in Trello boards that nobody updates creates anxiety for both you and your clients. Plutio's project views show real status, not optimistic guesses.
Multiple project views
See projects as kanban boards, lists, calendars, or timelines. Kanban for visual workflow stages. Lists for detailed task breakdowns. Calendar for deadline-focused planning. Timeline for dependency mapping. Use whichever view matches your working style.
Task assignments and due dates
Break projects into tasks with due dates, priorities, and time estimates. Mark tasks complete as you go. The project progress bar updates automatically based on completed versus remaining work.
Time tracking tied to tasks
Start a timer on a specific task. When you stop, the time logs against that task and that client. End of the month, you know exactly where every hour went, which tasks ran over estimate, and which projects were profitable.
Client visibility through portals
Give clients view-only access to their project. They see task status, deliverable progress, and upcoming milestones without emailing you "just checking in on status." You control what they see, nothing sensitive gets exposed.
When time tracking feeds into project progress, you always know where you stand. Three days into a project, you've logged 15 hours against a 20-hour estimate. You're ahead. No guessing, no end-of-project surprise that you've eaten into your margin.
The deciding factor for freelancers is integration depth. Features that connect with each other eliminate duplicate effort across your workflow.
Cost savings vs separate tools
The typical freelancer tool stack adds up faster than most people realize. Here's what separate subscriptions cost versus what Plutio costs.
The separate tool math
- Calendly Professional: $12/month
- FreshBooks Plus: $33/month
- Toggl Track Starter: $10/month
- Trello Premium: $10/month
- DocuSign Personal: $15/month
- Google Workspace: $7/month
Total: $87/month or $1,044/year for tools that don't talk to each other.
The Plutio alternative
Plutio Core: $19/month or $228/year (with annual billing discount).
That includes scheduling, proposals, contracts, projects, time tracking, invoicing, and client portals. All connected. No data copying between systems.
The real savings are in time
Tools that don't connect create manual work. Copy client details from the proposal to the invoicing app. Export time entries and calculate totals manually. Search through emails to find the signed contract.
At $50/hour, even 2 hours/week of manual admin work costs $5,200/year in billable time. Connected tools eliminate most of that.
Plutio costs $60/month less than the typical tool stack and saves hours of weekly admin time. The tool consolidation pays for itself in the first month, and every hour saved after that is pure profit.
Why Plutio is the best platform for freelancers
Plutio handles business management as a complete, connected workflow. Data flows from the proposal to the final invoice with no manual copying.
Complete workflow integration
When a client accepts a proposal, the project is ready with tasks, timeline, and payment schedule. Time tracked against tasks feeds directly into invoices. Everything stays connected to the client record.
White-label everything
Clients log into a portal branded with your logo, colors, and domain. Every automated email, invoice, and notification carries your brand, not some third-party tool. On the Max plan, use your own domain for a fully branded experience.
Unified client communication
All messages, file shares, and updates live in one timeline per client. Any team member can pick up context instantly. No more "I didn't get that email" or searching through separate tools for conversation history.
Granular permissions
Control visibility at every level, which team members see which clients, what clients see in their portal, who can edit versus view. Security and clarity in one system.
No-code automations
Create rules that handle repetitive tasks: proposal accepted → create project, due date approaching → send reminder, invoice overdue → escalate notification. Set up once, runs continuously.
Native integrations
Connect Stripe, PayPal, Google Calendar, Outlook, QuickBooks, Xero, and 5,000+ apps through Zapier. Your financial data syncs automatically.
Everything runs from one app with your branding, your workflow logic, and your client experience.
How to set up Plutio for your freelancer 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 freelancer 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 portal for freelancers
Clients want visibility into their projects without emailing you constantly. They want to pay invoices without mailing checks. They want to download deliverables without asking you to resend the link. A branded client portal gives them self-service access while keeping your inbox clean.
Your brand, not someone else's
Clients log into a portal branded with your logo, colors, and domain. They see your professional identity, not "Powered by SomeStartup." The portal URL can be yourbrand.com/portal on the Max plan, reinforcing your business identity with every visit.
Project visibility
Clients see their active projects, completed tasks, upcoming deliverables, and important dates. When they want a status update, they check the portal instead of sending you an email.
Invoice payments
Outstanding invoices appear in the portal with a "Pay Now" button. Clients pay with credit card, PayPal, or bank transfer depending on your configuration. No more "I'll mail you a check" delays.
File access
Share deliverables through the portal. The client downloads their final files whenever they need them, not whenever you have time to dig up the link. Files stay organized by project.
Message history
Keep conversations in one thread. No more searching email for "that thing we discussed in April." The message history is right there in the portal, searchable and organized.
A professional client portal changes how clients perceive your business. Instead of a freelancer they email, you become a business with systems. Professional presentation helps 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.
