One of the advantages of working solo is that you don’t need a complex tech stack. Most freelance consultants over-invest in tools early on — buying software they don’t use or subscribing to things they can replicate with something they already have. Here’s a lean, practical setup for running a freelance practice.
The essentials
Email and calendar — Google Workspace or Microsoft 365. Most client communication still happens by email, and having a custom domain address looks more professional than a Gmail account. Costs around £5–10/month.
Document creation — Google Docs or Microsoft Word, depending on what your clients use. Worth having both available. Most clients share files in one or the other.
Invoicing — FreeAgent, Xero, or QuickBooks if you want full accounting. FreshBooks or a simple template if you want something lighter. The important thing is separating your business and personal finances from day one.
Project and client management
Project tracking — Notion, Asana, or a well-organised spreadsheet. For most solo consultants, a simple spreadsheet works fine. The overhead of learning and maintaining project management software often isn’t worth it until you have multiple concurrent clients.
Time tracking — Toggl Track (free tier is sufficient for most freelancers). Useful even on fixed-price projects — tracking your time helps you price future work more accurately.
Communication and delivery
Video calls — Zoom or Google Meet. Most clients use one or the other, so you need to be comfortable with both.
File sharing — Google Drive or Dropbox. Keep a clear folder structure per client from the start.
Scheduling — Calendly (free tier) removes the back-and-forth on meeting times. Worth setting up early.
What to skip
CRM software, complex proposal tools, and all-in-one business suites are usually overkill for a solo practice. A well-maintained spreadsheet and a clear email system will outperform expensive software if you don’t have the volume to justify it.
The tools comparison and cost tracker below helps you map out what you’re using, what it costs, and whether it’s earning its place in your setup.