How to Manage Projects: Software for Freelance Managers

  • Remote Working & Freelancing
  • Tips for Hiring
Contra Tips
· 12 min read

As organizations increasingly rely on freelancers for project execution, the demand for practical project management tools has increased. Managing projects with a team of freelancers demands accuracy and coordination, which is where specialist software comes in handy. These tools are essential for freelance project managers to keep track of assignments and ensure everything runs well.

Project management software created exclusively for freelancers improves communication and task management, making assessing progress and coordinating efforts easier. Whether it's a basic project management app for lesser jobs or more extensive project management software for larger projects, these tools assist freelancers working on different sections of a project to stay organized and productive.

By incorporating these project management tools into their workflows, organizations may improve their project management skills, allowing them to handle freelance engagements more efficiently and effectively, thereby increasing productivity and project success.

Understanding Project Management in a Freelance Setting

Project management for freelancers has distinct problems and rewards compared to managing full-time workers. To deal with the unpredictable nature of freelance work, this setup necessitates adaptive project tracking and smart use of productivity tools. This is a thorough breakdown:

Key Dynamics: 

Task and Project Tracking: Effective management in a freelancing situation requires task and project tracking. Apps for freelancers are meant to make this process easier and ensure that every part of the job is covered.

Workspace Flexibility: Unlike full time employees, freelancers frequently operate from many places. Supporting this flexibility with proper tools improves productivity and integration within the project team.

Challenges and Benefits:

Client Management Complexity: Managing client expectations can be challenging without a consistent team presence. Tools that help track project milestones and manage client communications are helpful in this landscape.

Increasing Productivity: Using productivity tools helps maintain efficiency and integrates the activities of freelancers and full-time employees.

Understanding these components is critical for boosting freelancer performance and project success in this current work environment.

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Choosing the Right Project Management Software

Selecting the ideal project management software is crucial for effectively managing freelance work and independent contractors. This software facilitates project tracking and time management and simplifies invoices and payments. Here's a guide to help businesses and freelance managers make an informed choice:

Assessing your needs:

Functionality: Determine if the program has full project tracking features for freelancers. This is critical for monitoring the various phases of freelancing work.

Time tracking: If you manage freelance workers who are paid hourly, make sure the software has time monitoring tools to ensure accurate and fair billing.

Evaluate Plans:

Comprehensive Features in Paid Plans: Paid plans often include more advanced capabilities useful for managing large projects or complex freelancing assignments. These might consist of increased security measures and better customer service.

Accessibility of Free Plans: Free designs are perfect for modest or starting projects. They often provide necessary features such as basic task management, which might be sufficient for less complex tasks.

When selecting project management apps, balancing your project's requirements and the software's capabilities is critical. Both premium and free programs offer advantages, so examine which one best fits your operating requirements and financial limits.

Top Software Tools for Freelance Managers

Choosing the correct project management software is vital for businesses and freelance managers who need to efficiently plan, monitor activities, and maintain contact with their teams and clients. Here's a look at several standard tools that facilitate these aspects of a freelance project management job:


Contra helps you consolidate your workflow for managing freelance and contract projects with a shared company workspace. Having tools that help your team manage every freelancer and every project they're working on in one place increases efficiency and gives you visibility into everyfreelance hire.


Trello leverages Kanban boards, allowing managers and teams to view workflow and progress on various projects. This function assists in organizing and prioritizing work, making it easier to handle numerous parts of a project.


Asana is noted for its powerful task management tools for freelance workers and the ability to link with numerous other apps. This link promotes workflow efficiency, providing seamless cooperation and communication within project teams.


Basecamp focuses on facilitating communication between team members and clients. Its organized platform stores all project-related talks and files in one accessible place, encouraging improved organization and client management.

These solutions each provide distinct features that help boost the efficiency and effectiveness of managing freelancing assignments, ensuring tasks are performed on time and communication remains clear.

Comprehensive Tools for Complex Projects

When managing more intricate freelance projects, especially those that require meticulous oversight of multiple components, choosing a comprehensive project management tool becomes crucial. These tools not only track tasks but also integrate several critical functionalities that cater to complex project needs. This is an overview of some robust platforms:


Primarily used in software development, Jira offers sophisticated project tracking tools that allow managers and teams to monitor detailed aspects of development cycles. It excels in handling bug tracking, feature requests, and project timelines, making it indispensable for technical projects whether managing freelancers or utilizing a freelance project manager.


ActiveCollab combines time tracking, task management, and billing within a single platform. This integration is particularly beneficial for projects where keeping accurate records of time spent and costs incurred is essential. It simplifies the process by having all these functionalities in one place, reducing the need for multiple tools.


nTask goes beyond traditional project management by incorporating risk management and budgeting features. This makes it a valuable tool for projects that require careful financial oversight and risk assessment, ensuring that projects not only stay on track but also within budget.

These tools, designed to handle complex project requirements, offer robust solutions that help freelance project managers maintain control over every detail of their projects. Using Jira, ActiveCollab, or nTask, managers can ensure that all elements, from task allocation and time tracking to budgeting and risk management, are efficiently managed.

Enhancing Productivity with Integration Tools

In freelance project management, combining diverse technologies into a unified system may significantly enhance productivity and streamline operations. Effective integration solutions assist in handling everything from task management to communication and document sharing. Here's how some common integration solutions function to boost the effectiveness of project management software:


Zapier links diverse project management applications and technologies, automating workflows that traditionally need manual input. This automation saves time and avoids mistakes by effortlessly transmitting data between apps like task management systems, CRM platforms, etc.


Slack is crucial in centralizing communication for project teams. It promotes project visibility and team engagement by offering a platform where messages, updates, and files are easily available in real-time. This single hub helps keep team members united and informed, regardless of location.

Google Drive:

Google Drive offers comprehensive cloud storage options that allow teams to save, share, and collaborate on documents concurrently. Its real-time collaboration function guarantees everyone access to the newest versions of documents, supporting easy workflow and document management within projects.

By employing these integration technologies, businesses are guaranteed that multiple parts of project management, such as communication, task tracking, and document sharing, will be more coherent and efficient.

Budget Management for Freelance Projects

Effective budget management is vital for the success of freelancing projects, especially when it requires tracking many invoices and payments. Utilizing the correct software may expedite these financial components, ensuring that budgets are rigorously controlled and reporting is accurate. 

Let's have a look at how certain technologies might aid freelancing project managers in keeping financial control:


FreshBooks streamlines the process of managing invoices and receiving payments. Its user-friendly design allows freelancing managers to issue invoices swiftly, track payments, and manage costs in one platform. This connectivity ensures financial transactions are handled easily, decreasing the administrative strain.


Paymo offers powerful capabilities for monitoring billable hours and creating thorough financial reports. This capability is vital for freelancing managers who must maintain accurate records of time spent on assignments and properly manage project budgets.

FreshBooks and Paymo technologies are important for managing projects where financial accuracy and prompt billing are paramount. By adding them to their workflow, freelancing managers can increase their budget management capabilities and maintain financial stability throughout their assignments.

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Task and Time Management Strategies

Effective task and time management are vital for freelancers to be productive and achieve project deadlines. Utilizing specialist software may considerably boost the effectiveness of managing projects and tracking time spent on activities. 

The Role of Time Tracking Software: 

Accountability and Productivity: Time tracking software is crucial for freelancers to correctly report hours spent on various projects. This not only assures fairness in invoicing but also assists in analyzing productivity, making it easier for managers to monitor progress and plan workload accordingly.

Task and time management tools:

Task Management with Todoist: Todoist lets freelancers and teams manage work, determine priorities, and meet deadlines. Its easy layout helps keep track of everyday chores and impending responsibilities, optimizing the process.

Comprehensive Time Management with Worksuite: Worksuite goes beyond simple task management by delivering capabilities that integrate work scheduling with time monitoring. This combination gives a holistic perspective of how time is spent and helps manage projects more successfully.

These technologies play a significant part in the everyday operations of independent contractors. They ensure that every hour and job is accounted for, thereby boosting overall project management efficiency.

Legal and Administrative Considerations

Effectively managing freelancing engagements' legal and administrative aspects is vital to maintaining compliance and seamless operation. Proper treatment of these factors protects the firm legally and builds a transparent and trusted connection with freelancers. Below are comprehensive ways to address these crucial considerations:

Utilizing Contract Templates: 

Implementing contract templates streamlines the process of initiating new freelancing employment. These templates assist in guaranteeing that all contractual agreements are standardized and include appropriate legal clauses, which helps maintain consistency and compliance across all projects.

Ensuring Proper Onboarding and Legal Compliance:

A well-structured onboarding procedure is crucial for familiarizing freelancers with project needs and corporate standards. This stage should comprehensively address contract conditions, project tracking systems, and compliance standards to ensure that freelancers are well-informed and legally compliant from the beginning.

Ongoing Legal Education: 

It is very important to regularly update freelancers on changes in legal requirements and project specifics. This constant education helps preserve legal compliance and keeps freelancers aligned with the company's operating requirements.

By implementing these practices, organizations will successfully handle the legal and administrative components of working with freelancers, ensuring that all engagements are done within legal norms and contribute to organizational efficiency and transparency.

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Adapting to Remote Work Environments

In today's increasingly digital society, adjusting to remote work situations is vital, especially when managing freelance personnel. Project management software serves a vital role in bridging the gap between typical work environments and the flexibility sought by freelancers. These solutions increase cooperation and guarantee that all team members stay connected and productive regardless of location. Here's how these technologies support productive remote work:

Centralized Communication: 

Project management applications give a consolidated platform where all project-related conversations, documents, and changes are available to everyone engaged. This centralization ensures clear and consistent communication across diverse geographic areas.

Real-Time information: 

With capabilities like task management and timesheets, these solutions give real-time information on project progress, allowing managers to keep track of deadlines and workload allocation without needing regular check-ins.

Tools for Remote Collaboration and Workspace Management:

Collborative Spaces: 

Modern project management software contains capabilities that allow team members to collaborate on documents, exchange insights, and brainstorm ideas in a virtual workspace, imitating the interaction of a physical office.

Efficient Task Management tools: 

These systems enable project leaders to assign tasks, set deadlines, and measure progress, ensuring everyone knows their duties and can manage their time effectively. By incorporating these functions, project management software guarantees that remote teams operate amicably and efficiently, overcoming the barriers provided by distance and various schedules.

Project Management Tools

Throughout this guide, we've examined a range of software tools and methods necessary for managing freelance assignments effectively and efficiently. These resources, from project management software that streamlines task and deadline monitoring to time management tools that assure proper billable hour tracking, are vital for any freelance project manager looking to optimize processes and improve team collaboration.

We've also looked into specialized apps like Zapier, which automates processes; Slack, which centralizes communication; and Google Drive, which allows us to share and collaborate documents in the cloud. Each technology is critical in bridging the gap between traditional work environments and the changing demands of remote freelancers.

Adopting these project management tools can dramatically increase your productivity and project management abilities. Integrating innovative software solutions into your everyday operations enables your freelancing staff to achieve higher project success and contribute more effectively to your company's goals.

Project Management on Contra

Ready to elevate your freelance project management experience? Contra offers tailored solutions that make managing your freelance team effortless. With features designed to streamline project tracking and enhance communication, you can focus more on achieving great results and less on managing processes.

Explore Contra's project management features now and discover how to transform your freelance management today. Get started and simplify your project management journey with Contra!

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