The Best Free (or Cheap) Tools to Stay Organized as a Freelance Writer

Ever googled the startup costs for launching your own business? 

Spoiler: it's not cheap. 

Opening a coffee shop? You’re looking at anywhere from $100K to $350K. A laundromat? Try $200K to $500K. Yikes.

That’s one of the many reasons I love freelance writing—getting started costs next to nothing. If you’ve got a laptop, you’re in business. And if you don’t? Head to your local library and use their computers and internet for free. 

But as your freelance writing business grows with more client requests and deadlines, staying organized becomes less of a nice-to-have and more of a must.

To help you keep everything running smoothly (without blowing your budget), I’ve put together a list of my favorite free and affordable tools that will help you stay on top of your game.

Task Management

You know that heart-dropping moment when you suddenly remember a deadline… after it’s already passed?

Ugh. Truly the worst.

As a freelance writer, your ability to hit deadlines is everything. It’s how you build trust, keep clients happy, and avoid those awkward “Hey, just checking in on that article?” emails. Cue instant stomach drop.

To avoid those feelings, staying organized isn’t optional—it’s essential.

A couple of totally FREE tools that’ll help keep you on track:

1. Trello (free version) – Think of it like a digital sticky note. You can make to-do lists, color-code your tasks, and create visual boards that show exactly what’s due and when. 

2. Notion (free for individuals) – With this one, you can organize your projects, goals, deadlines, and even random brain dumps. Super fancy, huh?

3. The Pajama Writer (free and cost-effective options) - From sourcing trackers to expense logs to a step-by-step guide for building your writing portfolio, it’s basically a one-stop shop for launching your freelance writing career.

Time Tracking

Okay, real talk: one of the most important parts of freelancing is tracking your time.

Because once things start picking up, it’s really easy to lose track of how long things actually take.

And here’s the kicker: when you know how much time you’re spending, you can figure out how much you’re actually earning per hour. 

Sometimes, the math is encouraging… other times, it’s a “wait, what?!” moment. Either way, it’s eye-opening.

Plus, time tracking makes invoicing easier and gives you receipts (literally) in case a client questions your hours.

My go-to tools for time tracking:

1. Toggl Track (free tier) – This app is super easy to use. It helps you get clear on where your time is going—and how to make the most of it.

2. Need help staying focused? Try Pomofocus. It’s based on the Pomodoro technique (work in focused sprints, then take breaks), and it’s a game changer when you’re bouncing between projects or trying to stay locked in.

Writing and Editing

To use a semicolon, or not to use a semicolon?

That used to be the question.

But thanks to free editing software that basically acts like your own personal grammar coach, you don’t have to agonize over the little things anymore.

I think back to all those brutal English tests in high school—remember stressing over sentence structure and comma splices? These apps are like the grammar-version of those phone calculators our teachers swore we’d “never have in the real world.” (Millennial flashbacks, anyone?)

Bottom line: if you’re a freelance writer and not using these tools… you’re just making life harder for yourself.

Non-negotiable editing tools to make your life easier: 

1. Grammarly (free version) – It’s like spellcheck got a glow-up. Grammarly checks your spelling, grammar, tone, and even clarity, no matter where you’re writing—Word docs, emails, LinkedIn posts… all of it.

2. Hemingway Editor (free web app) – This one’s perfect when you want to tighten up your writing. It highlights clunky sentences and unnecessary fluff, so your message is clear.

File Management & Collaboration

Okay, confession time: file management is not exactly my strong suit.

Honestly, I’m just waiting for someone to invent a magical AI that swoops in and organizes all my folders, renames my files, and maybe even alphabetizes my desktop while it’s at it. (Wishful thinking… or future blog post idea?)

But in the meantime, I’ve found a couple of tools that make staying organized way easier—and if they help me, they can definitely help you.

My go-to file lifesavers: 

1. Google Drive – It’s easy, it’s everywhere, and it plays nicely with pretty much everyone. Tons of storage, easy sharing options, and you can organize all your client work in neat little folders. 

2. Dropbox Basic – A solid choice for storing and sending files, especially if you’re working with clients who prefer clean, simple links over attachments. Also great for keeping backups of important docs.

Go Forth and Freelance!

Freelance writing really is one of the easiest (and cheapest) ways to start your own business. No espresso machines, no coin-operated machines—just you, your words, and a decent Wi-Fi connection.

With so many free and low-cost tools out there, staying organized and on top of your workflow doesn’t have to be a struggle. You’ve got this.

And if you’re on a mission to level up even more, go check out all the available guides and resources at The Pajama Writer. She’s got a goldmine of free and affordable tools that can help you grow your business and keep things running smoothly—definitely worth a look.