Freelancing is a one-man show, balancing everything from client acquisition to expectations on its own. This path is chosen by many individuals because of career development opportunities and unlimited earning potential.

However, this added flexibility can easily turn stressful when you have close deadlines and multiple projects. 

There’s a bigger chance of disappointing clients, which might slash down your paychecks and put your reputation at stake.

Scary, right? This is where project management for freelancers comes in, helping you keep track of your progress and manage client expectations better. 

With the project management software industry predicted to hit $10 billion by 2026, there’s no better time for freelancers to streamline their workflows. Here’s how to manage client projects like a pro. 

What is Project Management for Freelancers?

Project management for freelancers is the science of completing tasks in the quickest and most structured manner, thereby boosting productivity. 

It is a systematic approach that lets you divide big projects into smaller, manageable milestones, set deadlines and track your progress. This means no more conflicting priorities and better quality work. 

Good project management tools help you keep all details organized — from client contracts to feedback. This way, you can manage clients' relationships better and improve your professional image.

In formal words, project management is the process of planning, organizing, and executing a project to achieve a predefined goal. 

According to the Project Management Institute (PMI), organizations that undervalue project management experience a 67% higher rate of project failures. 

This is why 46% of companies are trying to build an organizational structure focused on project management in an attempt to streamline workflows. Considering this high demand, many freelancers now offer project management services as part of their portfolio. 

Source: Project Management Institute

5 Key Steps to Nail Project Management for Freelancers

If you’re a freelancer yearning for organization in your chaotic workdays, better project management is what you need. Besides helping you meet deadlines and client expectations, this practice also leads to a healthy work-life balance. 

Here’s how you can manage your projects better as a freelancer and cash on improved productivity. 

1. Kick-off by Choosing the Right Tool

For freelancers, the best way to manage their tasks better is to shift half the burden to freelance management platforms. They provide an all-in-one, centralized solution for gig workers, taking care of everything from client onboarding to task management. 

Some of these platforms also come with time-tracking features and let you invoice clients on time. 

When choosing a freelance project management software, look for one that is easy to use and scalable. The tool should also integrate well with the tools you use already, streamlining the overall workload. 

With the right client management software agencies, you’ll spend less time on admin-related overheads and more time giving high-quality services to your clients. 

2. Craft Powerful Standard Operating Procedures (SOPs)

Some things are better when documented, especially the protocols and procedures of your freelance operations. Standard Operating Procedures (SOPs) provide a written, step-by-step guide for performing routine processes. 

This infuses standardization into your working approach, which ensures consistent quality across all your projects. 

For instance, if your onboarding process includes scheduling a Zoom meeting followed by a welcome email, document this in an SOP.

This process not only benefits you but also ensures that if you assign the project to a team member, they will follow the same structured plan to deliver a consistent experience to the client. 

3. Manage Your Time Like a Pro

With a traditional office space, you have supervisors and managers constantly dictating your schedules. But what about freelancing? 

How do you establish a clear boundary between work and life while working from your couch? Being your own boss sounds great until it comes to time management — an issue that leaves 58% of freelancers struggling. 

One reason behind this is that 82% of individuals don’t have a time management system in place. But you don’t have to be one of them. Here are some tips on how to manage your time better as a freelancer: 

• Use the Pomodoro method to focus for 25-minute intervals followed by 5-10 min breaks.

• Block time for both deep work (no distractions) and shallow work (admin or emails).

• Focus on high-priority and urgent tasks first —- outsource or postpone the rest.

• Divide your day using the time-blocking method to avoid multitasking.

• Weekly review your time logs to identify any inefficiencies, and then adjust your schedule.

Source: TIMEULAR

4. Keep Your Tasks List Organized

When it comes to project management for freelancers, nothing can help you more than flashy to-do lists from your teenage years. Forbes suggests that individuals who note things down are better likely to remember them, reinforcing the importance of task lists. 

To make an organized to-do list, sort your projects as per two parameters: urgency and importance. This will ensure that you spend most of your time on important matters, finalizing more projects in a day. 

Plus, when you tick off tasks that are completed, you get a feeling of accomplishment that further boosts productivity. 

5. Polish Your Communication Skills

Communication is key, even in the post-pandemic world. A McKinsey survey states that employees are 5% more likely to report better productivity levels under smooth communication. 

The same applies to freelancing — the better you communicate with your clients, the better quality work you’re able to produce. 

Here are a few tips for active communication: 

• Match the client’s communication style for smooth chats (talk like they do).

• Actively listen to their expectations, then paraphrase and confirm (be on the same page). 

• Communicate project outline and quality of deliverables upfront to prevent scope creep.

• Learn to take constructive feedback and improve your service style accordingly.

• Use mood boards to share your ideas and ensure they match the client’s vision.

Top 8 Project Management Tools for Freelancers

As a freelancer, there’s a lot on your plate — including client communication, deadlines, workflow organization, and management. 

That’s why we’ve hand-picked a list of 8 freelance project management tools to divide some of your heavy burden. 

Here’s how to streamline project management for freelancers by adding organization and better time management to the mix. 

Source: upGrade Knowledge Hub

1. ClientManager

Does the administrative side (client onboarding, task management, or invoicing) of freelancing feel too much to you? ClientManager is what you need. 

This all-in-one platform lets you onboard new clients within minutes, thanks to custom-made intake forms that set clear expectations. With a dedicated client portal, you get a centralized hub to manage all your project details, communications, and assets. 

Plus, the calendar dashboard gives a birds-eye view of your projects and milestones, ensuring you never miss a deadline. 

ClientManager also allows you to create professional-looking invoices within 5 minutes so that you can focus on project completion rather than administration.

Not to forget, the platform is home to powerful time-tracking features, which let you bill clients accurately for your time. From scheduling meetings to managing leads, ClientManager handles everything smoothly! 

Features

• Client Portal: Centralized portal for client communication and collaboration 

• Task Management: Organize your tasks and deadlines into one unified dashboard

• Proposals Builder: Send proposals and get them e-signed by clients 

• Team Collaboration: Assign projects to team members and monitor progress 

• Leads Pipeline: Keep track of your leads, nurturing them through the cycle 

Pricing

• 7-day free trial 

• Solo: $12 per month

• Team: $29 per month 

• Enterprise: $59 per month 

2. Nifty

When it comes to project management for freelancers, Nifty is one powerful tool that brings everything you need under one roof. Thanks to this cohesive platform, there’s no need for you to shift between roadmaps, documents, chats, and tasks anymore. 

It lets you set manageable milestones and stay updated on task progress, thereby managing your entire project lifecycle. 

This freelance management system has integrated chat and video call features so that you can collaborate with clients in real-time. Nifty also allows freelancers to create insightful documents, notes, and wikis within the platform, reducing the need for third-party apps. 

Features

• Task Management: Organize projects with Kanban, List, Timeline, and Calendar views

• Forms: Build custom project request forms to learn about client expectations 

• Custom Permissions: Manage what clients see by hiding internal conversations 

• Import Features: Import data from your favorite tools, like Asana, Trello, and more

• Automated Progress Tracking: Update clients on autopilot as projects are completed 

Pricing

• Free Plan: $0

• Starter: $39 per month 

• Pro: $79 per month 

• Business: $124 per month

• Unlimited: $399 per month 

3. Monday.com

Let’s be real — nobody likes scrambling to meet last-minute deadlines. That’s where Monday.com comes in, infusing organization and smooth management into your freelance career. No more unsatisfied clients or working all night; this tool streamlines project management for freelancers so you stay on top of your workload. 

Whether you want to set clear goals or manage client communications better, Monday.com has got your back. With customizable boards, you can organize tasks in a way that works for you, be it by deadline, client, or importance. 

For those who want to see their project’s progress at a glance, the platform also features Gantt charts, Kanban boards, and timelines. 

Features

• Automation: Send reminders and update project statutes automatically 

• Integration: Smoothly integrate with PMO tools like Slack, Zoom, Asana, and more

• Time-Tracking: Track how much time it takes to complete a particular project

• Centralized Project Hub: Keep all your documents and communications in one place

• Custom Dashboards: Create custom dashboards that reflect your project performance 

Pricing

• Free Plan: $0

• Basic: $27 per month

• Standard: $36 per month

• Pro: $57 per month

• Enterprise: Available on request

4. Trello

Trello is like a digital bulletin for freelancers that uses boards, lists, and cards to help them achieve their project organization goals. Here, you can pin all your to-dos, ideas, and rough drafts to have a better view of what needs to be done. 

It allows freelancers to create different lists for every step of their project, like “To Do,” “In Progress,” and “Completed.” 

Within each list, you can create data-packed cards that reflect everything from the due dates to attachments and checklists. 

This project management for freelancers platform integrates with all your favorite tools, including Slack, Google Drive, and Dropbox. With Trello’s Timeline and Calendar views, it’s easy to keep track of what’s due next! 

Features

• Collaboration Tools: Invite team members or clients to boards and communicate better

• Labels & Filters: Categorize projects with labels to quickly find what you need 

• Butler Automation: Use Trello’s built-in no-code solution to automate repetitive tasks

• Timeline View: Get a birds-eye view of your projects and statuses at a glance 

Pricing

• Free: $0

• Standard: $5 per user per month

• Premium: $10 per user per month 

• Enterprise: $17.50 per user per month

5. Asana

According to statistics, 91% of teams use project management tools for their remote workforce, and this trend is here to stay. If you want to join this group of productive workers, Asana is what you need. 

This powerful project management platform helps you stay organized and focused, no matter how hectic your freelance life gets. 

Looking to plan and track the progress of long-term projects? Try the timeline view. Is managing tasks in a drag-and-drop manner more your style? 

Check out the board view. Besides, Asana makes it easy to collaborate with other freelancers and clients, keeping everyone in the loop. It also gives you real-time reports on where you’re excelling and where you should improve. 

Features

• Flexible Views: Choose how you see your projects from lists, boards, and timelines

• Integration Powerhouse: Sync with 300+ collaboration tools, including Slack and Zoom 

• Project Templates: Pick custom templates from the Asana library to save time 

• Mobile Accessibility: Manage projects on the go with Asana’s mobile app 

Pricing

• Personal: $0

• Starter: $10.99 per user per month

• Advanced: $24.99 per user per month

6. Notion

Notion is your best friend if you’re someone whose freelance projects are scattered across a dozen different tools. It’s an all-in-one workspace that combines note-taking, task management, project planning, and collaboration into one central platform. 

Best of all, the platform adjusts as per your preferences, whether you want to introduce databases or set up timelines. 

Collaboration is key, and Notion understands it — letting freelancers share their workspace with clients and leave comments in real-time. 

Thanks to version history and activity logs, it’s super straightforward to reference past projects and deliverables. With Notion, nothing can stop you from becoming a top-rated freelancer (not even your cluttered workspace)! 

Features

• AI-Assistance: Draft content and brainstorm ideas with Notion’s AI assistant 

• Knowledge Management: Create wikis and detailed SOPs that are easily searchable 

• Seamless Integration: Add your most loved tools to the board, like Slack and Trello 

• Automation: Put time-taking, tedious responsibilities on autopilot 

Pricing

• Free: $0

• Plus Plan: $10 per seat, monthly

• Business Plan: $15 per seat, monthly

• Enterprise: Available on request 

7. ClickUp

Project management for freelancers is all about being organized, productive, and motivated to tackle your workload in the most efficient manner. If you wish to do this, choose ClickUp. 

This one-stop platform keeps your freelance projects organized in one place, reducing the back-and-forth between notes apps and to-do lists. The result? Better productivity and earning potential! 

This client project management tool lets freelancers store documents, set reminders, and manage projects in one unified hub. 

With ClickUp, collaboration is a breeze as it allows real-time comments, mentions, and document sharing. No more unending email chains and misunderstandings, just smooth, value-packed collaboration. 

Features

• Task Automation: Update task statuses and send reminders without lifting a finger

• Time Tracking: Monitor the time spent on each project and bill clients accordingly 

• Advanced Analytics: Check the progress of your milestones and spot bottlenecks 

• AI-Powered Productivity: Automate subtasks and summarize comment threads with AI

Pricing

• Free Forever: $0

• Unlimited: $7 per user per month

• Business: $12 per user per month

• Enterprise: Available on request

8. Todoist

According to the American Institute of Stress, 52% of employees deal with burnout even after investing long hours at work. One reason might be that they’re disorganized and don’t have a clear idea of their priorities. 

Don’t want to be like them? Choose Todoist, a project management for freelancers platform that makes it easy to keep track of work progress and milestones. 

It supports natural language recognition so you can jot down ideas the moment they come to you, thereby optimizing productivity. 

With features like recurring due dates, reminders, and custom filters, you can see what’s coming up for today, tomorrow, or the upcoming week. This lets you set actionable plans in advance, getting more work done in less time. 

Features

• Flexible Views: Choose from simple boards to calendar views 

• Collaboration: Share projects and assign tasks to other team members 

• Progress Tracking: Set daily and weekly goals with Todoist Karma 

• Accessibility: Use desktop, mobile, or even wearables to stay updated 

Pricing

• Beginner: $0

• Pro: $4 per month 

• Business: $6 per user per month 

Choosing the Best Project Management Tool for Freelancers: 3 Points to Consider

A project management platform can make the difference between a productive workday and one filled with missed deadlines (and stress). 

However, not all solutions are made equal, and what works for one freelancer might not work for another. If you’re seeking smooth project management for freelancers, here are a few features you should consider. 

1. Time Tracking

As a freelancer, your time is your money. With time-tracking features, you can keep a record of how much time you’ve spent on each project. This helps you bill clients accurately, ensuring you’re not underpaid for your efforts. 

Time tracking also gives you insights into your productivity, spotting zones where you might be getting distracted. Using reports from freelance time management software, you can eliminate distractions and better schedule your workday to boost productivity. 

2. Scalability

When it comes to project management for freelancers, the best tool is one that grows as you do. A scalable platform acquires greater storage and integrations as your client base expands, thereby streamlining your freelancing operations. 

This future-proofing ensures you won’t have to transfer data to a new platform as you upscale. 

3. Cost

If you’re looking for an easy-to-use project management software, perform a cost-to-value analysis first. A higher price tag often refers to advanced features like automation, analytics, or integrations, but this may not always be the case. 

Besides the overall monthly cost, consider the hidden subscription fees, which include additional storage, charges for extra users, and premium customer support. 

Simplify Your Project Management With ClientManager

Project management for freelancers is a must in the fast-paced gig-tasking industry — because if your clients aren’t satisfied, you’ll lose them to competitors. 

The right management solution infuses order and productivity into your work life, leading to on-time, high-quality submissions. But, with so many tools available, which one do you choose? 

That’s where ClientManager comes in. This comprehensive client management system lets you streamline everything, from onboarding and invoicing to time tracking. 

With its user-friendly interface, you won’t feel the need to switch between ten different note-taking or management apps. So, if you want to level up your freelancing career, sign up on ClientManager today. 

FAQs: Project Management for Freelancers 

Is project management a good job for freelancers?

Yes, project management is a great job for freelancers.  You can work remotely, be your own boss, and onboard clients from many different industries. Plus, this role is always in demand as clients are looking for experienced professionals to help them manage their projects. 

How to attract clients for project management services?

To attract a broad client base for your project management services, establish a strong online brand and broadcast your skillset. Then, create a professional website where you upload client testimonials as social proof. 

Most importantly, network with like-minded professionals on LinkedIn and offer free resources like blogs or webinars. 

What does a freelance project manager do?

A freelance project manager is responsible for managing their clients’ projects, overseeing them from planning to execution. They ensure that the final deliverables meet the client's expectations and align with their vision. These professionals also manage timelines and communicate with other team members or freelancers to expedite operations. 

How do freelancers manage projects?

Freelancers manage projects by dividing larger submissions into manageable milestones. They prioritize tasks according to their importance, dealing with the most urgent ones first. Many freelancers also rely on project management software to draft progress reports and dashboards. 

Is Excel a project management tool?

While Excel is a powerful spreadsheet program, it is not a project management tool for freelancers. However, if you’re short of budget, you can use Excel to list deadlines, projects, and budgets. This will help you remember the upcoming submissions, reducing the chances of missed deadlines.