The Tools I Use to Run My Freelance WordPress Business

Running a freelance WordPress development business requires more than just coding skills. It takes organization, communication, and efficiency to manage projects, clients, and finances. Over the years, I’ve refined the tools I use to keep my business running smoothly. Whether you’re just starting out or looking to optimize your workflow, here’s a breakdown of the essential tools I use daily.

1. Google Workspace – Email, Docs, and Collaboration

Google Workspace is the backbone of my communication and document management. It keeps everything organized and accessible from anywhere.

• Gmail: I run all my client and business emails through Gmail, using a custom domain for professionalism.
• Google Drive: Every project has a dedicated folder for storing contracts, assets, and client deliverables.
• Google Docs & Sheets: I use Docs for drafting proposals and Sheets for tracking tasks, budgets, and invoices.
• Google Meet: For virtual meetings, especially with clients who prefer video calls over emails.

The seamless integration between these tools ensures I never lose important files or emails in the shuffle.

2. Trello – Project & Task Management

As a freelancer, managing multiple projects at once can get chaotic. I use Trello to keep everything organized with a simple Kanban-style workflow:

• Boards for each project: Every client gets their own board.
• Task lists: I organize tasks into stages (To-Do, In Progress, Completed).
• Checklists & Due Dates: Ensuring I don’t miss any crucial deadlines or deliverables.

Trello’s visual approach makes it easy to track progress at a glance, and I can quickly move tasks around as priorities shift.

3. Bonsai – Business Management & Finances

Bonsai is an all-in-one platform designed for freelancers, and it handles everything from proposals to invoicing. It saves me hours of admin work by automating processes like:

• Contracts & Proposals: Creating legally sound agreements with clients in minutes.
• Time Tracking: Logging hours for time-based projects.
• Invoicing & Payments: Sending invoices and collecting payments seamlessly.
• Tax Prep & Expense Tracking: Keeping my finances in check without the need for extra accounting software.

With Bonsai, I don’t have to manage multiple platforms for contracts, payments, and bookkeeping—it’s all in one place.

Other Notable Mentions

• PHPStorm – My preferred IDE for WordPress development, offering powerful coding tools, debugging, and seamless integration with Git.
• Slack – Some clients prefer Slack for communication, especially agencies I subcontract for.
• Dashlane – Secure password management for client logins and WordPress credentials.
• Local WP – This is my go-to tool for local WordPress development before deploying to staging or production.
• WP Engine – Reliable managed hosting for client sites, with great performance and easy server management.

Final Thoughts

Freelancing isn’t just about being a great developer—it’s about staying organized, handling business operations, and delivering a seamless client experience. These tools help me stay efficient while focusing on what I do best: building great WordPress websites.

What tools do you use to run your business if you’re a freelancer? Let me know in the comments!