My Tech Stack: 21 Tools I Use as a Freelance Writer, Editor & Strategist

Over the years, I’ve tested a bunch of software tools to streamline my processes and produce better quality content. Some didn’t stick, but others became essential tools that I use almost daily.

In this article, I’ll walk you through the 21 best tools I use to research faster, stay organized, and manage my freelance writing business. Free and paid.

For each tool, I’ll cover what it does, its key features, how I personally use it, and what the pricing looks like today. That way, you’ll see exactly how these tools can fit into your own workflow.

Best Software Tools for Freelance Content Marketers

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Best Research & Writing Tools for Freelance Content Writers, Editors & Strategists

Let’s start with nine tools to help you research, synthesize the results, and turn them into SEO-friendly drafts that require minimal revisions. Claude Code and Codex also handle work beyond writing, but content production is where they fit into this list.

1. Claude Code

Claude Code is Anthropic’s agent for working with files, running commands, and using connected tools. Despite the name, there’s plenty you can do with it without spending your day writing code.

It’s now my main command center. My writing processes live in reusable content workflows, with instructions for each stage and client files that tell Claude what good work looks like.

Top Claude Code features

• Reusable skills: Save instructions for repeatable tasks, from researching an article to reviewing a draft.
• Local file access: Work with briefs, research, writing samples, and drafts in the same project folders.
• MCP connections: Bring external data and actions into the workflow, including SEO research and project updates.
• Specialist agents: Assign separate research or checking tasks while keeping the main article work coordinated.

How I use Claude Code as a freelance writer and editor

My article workflow starts with the brief and client context. It moves through SERP analysis and source research, then outlining, drafting, and editing. There are separate checks for factual accuracy, structure, and voice.

These are saved instructions I can reuse. I don’t need to explain my editing rules or where the client’s writing samples live every time I start an article.

The MCP connections supply information those instructions need. DataForSEO can bring in search results and keyword data, while Notion provides assignment details. Perplexity’s API supplies another route to research sources.

And the same setup handles the work around the article. My workflows cover LinkedIn repurposing and new assignment setup. They also use Clockify data to plan capacity and QuickFile to prepare invoices from project details.

That’s why Claude Code is first on the list. I can coordinate the writing and the admin from the same place, with the relevant files and instructions already available.

Claude Code pricing

Claude Pro includes Claude Code and costs $20/month with monthly billing, or $200/year. Max starts at $100/month for higher usage limits. External API calls, such as DataForSEO research, have their own charges.

2. ChatGPT/Codex

ChatGPT is OpenAI’s conversational assistant. Codex adds an agent that can work with files and connected tools, run scripts, and complete tasks across a project.

I use both. ChatGPT suits a quick discussion or editing question; Codex suits work that needs access to the actual materials.

Top ChatGPT/Codex features

• Research and brainstorming: Explore angles, find sources, and work through an unfamiliar topic.
• Editing and repurposing: Review drafts against instructions and adapt article material for other formats.
• File and data analysis: Work through exports, compare results, and create reports or charts.
• Skills and MCP support: Give Codex reusable instructions and access to external tools.

How I use ChatGPT/Codex as a freelance writer and editor

I use ChatGPT to brainstorm ideas, challenge an argument, and tighten a passage that isn’t working. I also use it for research and to repurpose existing material.

With Codex, I’ve brought over workflows from my Claude setup. That gives it access to the same kinds of client instructions, research processes, and editing rules, rather than starting each task with a blank chat.

It also helps with the data side of content work. For example, I’ve used it to analyze my site’s Search Console exports and identify which articles and queries lost visibility.

Codex supports MCP servers, so it can work with services such as DataForSEO and Notion once they’re connected. The connection gives the assistant the underlying information to analyze, without me pasting rows from a dashboard.

ChatGPT pricing

ChatGPT Plus costs $20/month and includes Codex access with usage limits. Higher plans provide more capacity. API usage and third-party services are billed separately where applicable.

 

3. Perplexity

Perplexity is a research tool with a search interface and APIs. In my setup, the API matters because it lets me build web search into a repeatable research workflow.

Top Perplexity features

• Search API: Retrieve ranked web results with source URLs and excerpts.
• Search filters: Narrow discovery by domain or recency when the brief calls for particular sources.
• Agent API: Run research tasks that combine searches with source retrieval and synthesis.
• Official MCP server: Make Perplexity’s search and research functions available to an AI assistant.

How I use Perplexity as a freelance writer and editor

Perplexity’s API powers source discovery in my article research workflows. When I need more evidence for a section, the workflow can search for relevant studies, expert material, or product documentation and collect the candidate URLs.

Those results are leads. The next step is to open the original sources, check what they actually say, and keep the evidence that supports the article’s argument.

Its official MCP server makes the same search capabilities available inside Claude Code or Codex. My saved workflows can also call the API directly. Either route removes the job of copying a search brief into another app and carrying every result back.

Perplexity pricing

Perplexity offers 3 plans: Free, Pro ($20/mo), and Max ($200/mo).

The standard Search API costs $5 per 1,000 requests. Agent API costs depend on the model and tools used. Budget for the API separately from a subscription to Perplexity’s research app.

4. Consensus

Consensus is an AI-powered search engine that finds answers in scientific research papers. It scans millions of scholarly articles to deliver evidence-based answers to questions.

For freelance writers, especially those in technical or health domains, Consensus acts as a research assistant that provides quick summaries of academic consensus on a topic.

 Top Consensus features:

• Research question search: You input a question, and Consensus returns a summary of findings from relevant scientific papers, highlighting key results or points of agreement/disagreement.
• Paper summaries: It uses NLP to extract and summarize conclusions from papers, saving you the time of reading each in full. It also provides direct quotes and citations from the literature
• Quality indicators & filters: Consensus includes indicators like study type or sample size and allows filtering results by factors such as the rigor of studies or journals, so you can easily find only high-quality sources.
• Export & save lists: Users can bookmark papers and save search results, building a collection of references for later use

How I use Consensus as a freelance writer and editor

I use Consensus to find academic evidence and get my bearings in unfamiliar research. It’s particularly useful when an article touches on behavior or learning, and I want to check the assumptions behind the advice.

The official Consensus MCP can return relevant papers inside Claude Code or Codex. That makes it possible to gather academic sources while working on the outline, instead of interrupting the task to search separately.

I still check the underlying paper before using a finding. The summary helps me decide where to look; the study tells me what I can claim.

Consensus pricing

Consensus has a free tier, including a limited API and MCP allowance. Pro costs $20/month or $144/year. Higher plans increase the research and integration allowances.

5. Semantic Scholar

Semantic Scholar is an AI-powered academic search engine developed by the Allen Institute for AI. It indexes more than 200 million scholarly papers across all disciplines, and instead of simple keyword matching, it uses semantic search to return conceptually related studies. 

Top Semantic Scholar features

• Semantic search: Understands the context of queries and surfaces relevant studies even without exact keyword matches.
• Paper summaries & key phrases: Many papers include AI-generated TL;DRs and highlight key concepts, citations, and phrases.
• Citation analysis: Shows citation counts and how other researchers reference the paper, helping gauge influence.
• Filters & recommendations: Narrow results by field, date, or publication type and explore suggested related papers.
• Author and venue details: Provides profiles of authors and their h-index, plus journal or conference credibility.

How I use Semantic Scholar as a freelance writer and editor

I use Semantic Scholar alongside Consensus to dig further into a subject. Once I’ve found a relevant paper, I can follow its references and see how later research builds on it.

For Claude or Codex, the verified connection route is the Academic Graph API. A script can bring paper metadata and available abstracts into the research files. An MCP wrapper would expose those API functions as tools; it shouldn’t be confused with an official Semantic Scholar MCP service.

The practical benefit is keeping the source details with the research, so titles, authors, and links don’t get lost between discovery and drafting.

Semantic Scholar pricing

The search service is free. API access has its own limits and terms, so check those before building it into a commercial research application.

6. Gemini Notebook

Gemini Notebook, formerly NotebookLM, is Google’s tool for researching and working with a collection of sources. It acts like an interactive notebook. It lets you upload your sources — like PDFs, transcripts, or websites — and then query them directly. 

Top NotebookLM features

• Document Q&A: Ask natural language questions about uploaded files, and it answers with citations from the text.
• Summaries & Audio Overviews: Produces concise summaries and podcast‑like spoken overviews for learning on the go.
• Mind maps & Deep Dive: Visualize connections and run multi‑turn dialogues to explore topics in depth.
• Multi‑document analysis: Combine PDFs, Google Docs, websites, YouTube videos, or audio files into a notebook for synthesized answers across all sources.
• Audio & Video Overviews: It synthesizes the data from your sources and turns it into a podcast-style audio or a video presentation with key highlights.

How I use NotebookLM as a freelance writer and editor

I use it to build knowledge bases around topics I write about, including SEO and ecommerce. I also use it to work through client materials and case study research.

Being able to query a collection of sources is useful when I remember reading something but can’t remember which document it came from.

There are community MCP projects for Gemini Notebook that can bring notebook queries into Claude or Codex.

NotebookLM pricing

You can use Gemini Notebook free. Higher limits and additional features are available through Google AI plans and eligible Workspace or Cloud plans.

7. AirOps

AirOps is a platform for building repeatable content workflows. You can connect research, AI writing, and review steps, then run the process again with a different brief or draft.

Top AirOps features

• Workflow builder: Arrange research, writing, and editing steps into a reusable process.
• Brand Kits and Knowledge Bases: Give workflows access to brand instructions and source material.
• Grids: Run workflows across multiple articles and review their outputs together.
• AI search insights: Investigate brand mentions, citations, and competing content in AI answers.

How I use AirOps as a freelance writer and editor

I’ve built editing workflows in AirOps that execute a sequence of edits and optimizations, one after another. This lets me reuse the process without entering each prompt separately every time I work on a draft.

I still review the suggestions. An edit can be grammatically sound and make the article less like the person who wrote it.

The official AirOps MCP server connects its workspace data to Claude Code or Codex. It can bring in brand context, search Knowledge Bases, and retrieve AI visibility data. That gives the assistant access to the material behind a recommendation without me copying it out of AirOps.

For example, the connection can help identify pages losing AI citations and bring the relevant brand guidance into the discussion about what to update.

AirOps pricing

AirOps lists Solo, Pro, and Enterprise plans. Pricing depends on task volume and requirements, with no fixed dollar prices published on the page. Ask for a quote based on the workflows you expect to run.

8. NeuronWriter

NeuronWriter is an AI-powered SEO optimization tool that helps create search‑friendly content.

It analyzes top‑ranking pages in Google, suggests semantic keywords, and scores your draft so you know how it compares to competitors. 

Top NeuronWriter features

• SERP and competitor analysis: Breaks down what’s ranking and which keywords competitors are using and how long their articles are.
• Content scoring: Rates your draft against top competitors and gives actionable suggestions.
• Integrations: Works with Google Docs and WordPress for a smoother workflow.

How I use NeuronWriter as a freelance writer and editor

I use NeuronWriter for optimizing blog posts for SEO clients that don’t use Surfer or Clearscope.

Once I have a draft, I paste it in and see which keywords or subtopics I’m missing. 

It also helps me validate outlines at the beginning of the writing process. 

NeuronWriter pricing

NeuronWriter has 5 pricing plans

• Bronze: $19/month — 2 projects, 25 analyses, 15,000 AI credits.
• Silver: $37/month — 5 projects, 50 analyses, 30,000 AI credits.
• Gold: $57/month — 10 projects, 75 analyses, 45,000 AI credits, plagiarism checks, advanced templates, Content Designer, and integrations.
• Platinum: $77/month — 25 projects, 100 analyses, 60,000 AI credits, plagiarism checks, and full collaboration features.
• Diamond: $97/month — 50 projects, 150 analyses, 75,000 AI credits, plagiarism checks, API access, and all advanced features.

Currently, the Bronze plan is all I need.

9. DataForSEO

DataForSEO supplies SEO data through APIs and an MCP server. It gives my content workflows access to search results and keyword metrics without requiring me to build every report in a separate dashboard.

Top DataForSEO features

• SERP data: Retrieve search results for a keyword and target location.
• Keyword research: Explore related terms and search volume to assess topic opportunities.
• Competitor data: Investigate ranking keywords and competing domains.
• Backlink data: Examine links when an audit needs more than an on-page review.

How I use DataForSEO as a freelance writer and editor

DataForSEO supports the SERP analysis stage of my content workflows. It identifies the ranking pages, which the research process can then examine for search intent, structure, and coverage gaps.

That gives me a starting point for the outline. I can see which questions competitors address and where the article needs something more useful than another version of the same headings.

I also use it in content audits and opportunity research. Keyword and competitor data help decide which topics deserve a closer look before I spend time on a full brief.

DataForSEO pricing

The MCP server itself is free. Data requests use pay-as-you-go API credits, with a $50 minimum top-up. Costs depend on the endpoint and amount of data requested.

10. Ahrefs

Ahrefs is one of the most popular SEO tool suites, trusted by marketers, agencies, and content teams worldwide. It’s best known for its massive link index and accurate keyword data. 

Top Ahrefs features

• Keywords Explorer: Discover keywords with search volume, difficulty, and traffic potential.
• Site Explorer: Analyze any website’s backlinks and organic keywords to see what drives their traffic.
• Content Gap & Content Explorer: Identify keywords you’re missing compared to competitors and find top-performing content in your niche.
• Rank Tracker: Monitor how articles rank over time for target keywords.
• Site Audit: Check for technical SEO issues that might impact visibility.

How I use Ahrefs as a freelance writer and editor

I use Ahrefs primarily for keyword research and competitor analysis. When I’m planning articles, I look for topics with strong search potential but manageable competition.

Site Explorer helps me understand why a competitor’s post ranks and what backlinks it earned. I’ve also used Content Gap to spot opportunities where my clients aren’t ranking yet. 

And as I write a lot about SEO and link-building, I use Ahrefs screenshots to illustrate all the how-to guides.

Ahrefs pricing

Ahrefs offers free tools and a $29/month Starter plan, but the full suite isn’t cheap. Lite starts at $129/month with monthly billing. MCP access requires Lite or higher, so the Starter price isn’t the price of an MCP-enabled setup.

11. Grammarly

Grammarly is a widely used AI writing assistant that checks grammar, spelling, punctuation, and style.

 It works across browsers, Google Docs, Microsoft Word, email, and more, so it’s always present where I’m writing. 

Top Grammarly features

• Grammar & spell check: Catches typos, punctuation slips, and grammar issues in real time.
• Style & clarity suggestions: Recommends ways to tighten sentences, avoid passive voice, and improve content readability.
• Tone detection: Gauges whether my draft comes across as casual, formal, optimistic, etc.
• Plagiarism checker (Pro): Compares text against billions of sources to flag unoriginal content.
• Multi-platform integration: Works in browsers, Docs, Word, email clients, and desktop apps.

How I use Grammarly as a freelance writer and editor

I use Grammarly to proofread every draft before sending it to clients.

After hours of editing, it’s easy to miss small mistakes — Grammarly catches what my eyes gloss over.

It doesn’t replace my own editing, and I don’t always agree with its style recommendations, but it does reduce the number of errors I need to fix manually and allow me to focus on higher-level edits.

Grammarly pricing

The free version corrects your grammar, spelling, and punctuation errors, and it’s more than enough for my needs.

I used to have the Pro version, at $12/month or $144/year, which unlocks the advanced feedback, full rewrites, and plagiarism checker, but I’ve decided not to extend it.

Best Graphic Design Tools For Freelance Writers, Editors & Strategists

Although I am not responsible for images beyond screenshots, I still use a couple of graphic design tools to sketch an odd diagram or create them for my website and socials.

12. Canva

Canva is a graphic design platform that helps non-designers create professional visuals quickly. Its simple drag-and-drop interface, vast library of templates, and integrated stock media make it a go-to tool for freelance writers like me who need graphics on the fly.

Top Canva features

• Extensive template library: Over 600,000+ templates for social posts, infographics, eBooks, and more.
• Stock media integration: Access to 100M+ photos, videos, and audio tracks on Pro plans.
• Brand Kit: Save fonts, colors, and logos for consistent branding across projects.
• Collaboration tools: Share designs with clients or teammates and collect feedback directly in Canva.
• AI-powered tools: Magic Write generates text inside designs, and Magic Resize reformats graphics for multiple platforms instantly.

How I use Canva as a freelance writer and editor

I use Canva to create blog graphics, social media posts, and quick illustrations, mostly for my projects.

I occasionally use it for client work, but whenever there’s a chance, I let professional designers do it.

Canva pricing

I’m on the free plan, which includes 1.6M+ templates and 5GB cloud storage.

I sometimes upgrade to the Pro plan to take advantage of its premium templates or features, like the background remover or document resizer. It costs $12.99/month or $120/year.

13. Vecteezy

Vecteezy is one of the largest creative marketplaces offering free stock photos, videos, and vectors. What makes it stand out is its focus on user protection through contributor vetting and signed model releases, which is rare among free stock photo sites.

Top Vecteezy features

• Large free library: Millions of photos available for commercial use with attribution
• Model & property releases: Contributors must submit signed releases, reducing legal risk
• Multiple content types: Photos, videos, vectors, templates, and PSDs
• Advanced search filters: Filter by image style, number of people, age, composition, and more
• Downloadable licenses: Keep a copy of the license for your records, even for free downloads

How I use Vecteezy as a freelance writer and editor

When I need stock photos, Vecteezy is one of my go-to resources. The downloadable license feature is particularly useful for client projects where I need to prove I have permission to use an image.

I also use Vecteezy for vector graphics or icons for presentations and infographics, since that’s harder to find on other free platforms.

Vecteezy pricing

• Free: Attribution required, access to millions of free resources
• Pro: $15/month (or $9/month billed annually) — unlimited downloads, no attribution, ad-free experience, enhanced legal protection

I stick with the free plan since it meets my needs, but those who use a lot of resources may want to consider a Pro subscription.

Best Productivity and Business Management Tools for Freelance Writers, Editors & Strategists

Although not writing software, I can’t imagine running my content writing business without these tools. 

14. Trello

Trello is a project management tool based on Kanban boards.

It helps you organize tasks visually on cards and lists, which is much easier to follow than a plain to-do list. Its simplicity makes it ideal for freelancers who don’t want to get lost in complex project management features.

Top Trello features

• Boards, lists, and cards: Visual workflow for moving tasks from idea to done.
• Card details: Add due dates, checklists, attachments, and comments to each card.
• Mobile app: Capture ideas and update boards on the go.
• Power‑Ups: Extend functionality with calendar view, Google Drive integration, and more.

How I use Trello as a freelance writer and editor

I use Trello to keep track of article pipelines as well as all the other freelance tasks, like sending invoices, responding to emails, or following up on SME requests. 

Trello pricing

Trello offers 4 pricing tiers:

• Free: $0 — up to 10 boards, unlimited cards, 1 Power‑Up per board.
• Standard: $5/user/month — unlimited boards, custom fields, advanced checklists, 1,000 automations.
• Premium: $10/user/month — adds Calendar, Timeline, Dashboard views, and advanced automations.
• Enterprise: $17.50/user/month — unlimited workspaces, advanced security, and admin controls.

As you expect, I’m on the free plan. 

15. Clockify

Clockify is a time-tracking and timesheet app popular among freelancers for logging billable hours and managing time across projects.

Its biggest draw is the simplicity of the one-click timer, which you can activate from whichever tool you’re using (thanks to the browser extension).

Top Clockify features

• Time tracker & timer: Start/stop timers for tasks or log hours manually, tagging them by project and client.
• Projects & reports: Organize tracked time under projects and generate detailed daily, weekly, or client reports.
• Timesheets: Enter hours manually in a spreadsheet-style view, with approval workflows for teams.
• Integrations & apps: Connect with Trello, Asana, and more, with desktop and mobile apps for on-the-go tracking.
• Extras (paid): Invoicing, expense tracking, time off management, and GPS tracking.

How I use Clockify as a freelance writer and editor

I track time so I can analyze the effort behind an article, including research and revisions. That helps me see which tasks take longer than expected and make more realistic estimates for similar work.

My planning workflow pulls historical Clockify entries through its API. Claude or Codex can then analyze those records alongside upcoming assignments in Notion and work out how much time to allow.

This makes the connection useful beyond starting a timer. If a certain type of assignment repeatedly needs more research time, the next month’s plan can account for it.

Clockify pricing

I use the free Clockify plan, which offers unlimited projects, users, and basic reports.

But there’s more:

• Basic: $3.99/user/month (annual) — branding removal, bulk editing, tasks.
• Standard: $5.49/user/month (annual) — invoicing, approvals, extra reports.
• Pro: $7.99/user/month (annual) — scheduling, expenses, customization.
• Enterprise: $11.99/user/month (annual) — advanced security and SSO.

16. Notion

Notion is an all-in-one workspace app that combines notes, docs, project tracking, and databases. It’s flexible enough to serve as a task manager, content calendar, knowledge base, or draft editor. In my setup, it’s where project information and reusable knowledge live, including assignment details that other workflows need.

Top Notion features

• Flexible pages & databases: Create pages that hold text, tables, kanban boards, calendars, and more.
• Templates & blocks: Use pre-built templates and drag-and-drop blocks to structure projects quickly.
• Wiki & knowledge base: Link pages together to build wikis or knowledge hubs.
• Collaboration: Share pages with clients or collaborators for comments and real-time updates.
• Web clipper & embeds: Save web pages or embed videos, maps, and designs directly in your workspace.

How I use Notion as a freelance writer and editor

I use Notion for notes and reference material, but also for the structured details behind my writing projects. My new assignment workflow can create a record with the due date, fee, and document links.

The official Notion MCP lets Claude Code or Codex read and update the content I give it access to. That saves me repeating project details every time I want to plan the week or review outstanding work.

Those records also feed other tasks. Clockify’s time data helps estimate the effort required, while the client and assignment details in Notion provide the information for QuickFile invoices.

Notion pricing

I’m on the Free Notion plan:

• Free: Unlimited pages & blocks, up to 10 guests, 5 MB upload limit.
• Plus: $10/user/month (annual) — unlimited uploads, 30-day version history, 100 guests.
• Business: $20/user/month (annual) — advanced permissions, 90-day version history, admin tools.
• Enterprise: Custom pricing with security, audit logs, and unlimited version history.

17. HubSpot

HubSpot is a customer relationship management (CRM) platform that helps keep client and contact details organized.

It also has a full suite of marketing and sales tools, but I don’t use these for client work or managing my business. 

Top HubSpot CRM features

• Contact management: Store details about clients, prospects, and subject-matter experts in one place.
• Lead tracking: Monitor opportunities or projects as they move through different stages.
• Email/message logging & templates: Keep records of past communication and use simple email templates for outreach.
• Tasks & reminders: Set follow-ups, so no client conversation slips through the cracks.
• Integrations: Connect with Gmail, Outlook, and LinkedIn (via a 3rd-party browser extension) to automatically capture communication.

How I use HubSpot as a freelance writer and editor

I rely on HubSpot CRM to track my client relationships and SMEs I collaborate with.

It keeps me from forgetting who I’ve spoken to and when, which is essential when researching potential clients and running outreach campaigns.

Having all communication history tied to a contact means I can jump into any conversation with full context. 

HubSpot CRM pricing

• Free: Core CRM with contact management, deals, tasks, and limited email templates (up to 1,000 entries)
• Starter Customer Platform: $7/month/seat

18. Buffer

Buffer is a social media scheduling tool designed for individuals and small teams.

You can use it to plan and queue posts across 11 platforms, including LinkedIn, X/Twitter and Instagram, without having to log in to each platform every day.

Top Buffer features

• Post scheduling: Queue posts for multiple platforms and set custom posting times.
• Multi-account management: Connect several profiles and manage them from one dashboard.
• Analytics: Track likes, shares, and clicks to see which posts perform best.
• Content re-queueing: Reshare evergreen content or duplicate high-performing posts.
• Collaboration (paid plans): Invite clients or teammates to review and approve posts.

How I use Buffer as a freelance writer and editor

I use Buffer to batch schedule my LinkedIn posts for the week.

It helps me stay consistent on social while keeping my time focused on writing.

Buffer pricing

Buffer has 4 different pricing plans:

• Free: 3 channels, 10 posts per channel.
• Essentials: $6/channel/month — unlimited posts, 1 user, analytics.
• Team: $12/channel/month — collaboration and client approvals.
• Agency: ~$120/month for 10 channels, then $6 per additional channel.

At the moment, the free plan is enough for me, but as I’m experimenting with different social media (YouTube, TikTok, Instagram), I may need to upgrade at some point.

19. Otter.ai

Otter.ai is a transcription and meeting notes tool. It replaces Sembly AI in my stack for turning conversations into material I can work with afterward.

Top Otter.ai features

• Transcription: Turn meetings and uploaded recordings into searchable text.
• Meeting summaries: Review the main points and action items from a conversation.
• Transcript search: Find a discussion without replaying the entire recording.
• AI chat: Ask questions about meeting content.

How I use Otter.ai as a freelance writer and editor

I use Otter for client calls and SME interviews. A transcript gives me something to search when I’m checking a detail or finding a passage to use in an article.

Its MCP server lets a connected assistant search authorized meetings and retrieve transcripts. Claude or Codex can then help pull relevant material into the research process without me exporting and uploading each transcript.

That’s useful when a client has already explained a product detail in a call. I can find the explanation and compare it with the brief. I still check the recording before treating a transcript passage as a verbatim quote.

Otter.ai pricing

Otter Basic is free, with 300 transcription minutes per month and limited file imports. Pro costs $16.99 per user per month with monthly billing, or $8.33/month billed annually. Business and Enterprise add capacity and team features.

20. TidyCal

TidyCal is a booking tool that replaces Calendly in my stack. I share a booking page, and the other person chooses a time that fits my availability.

Top Calendly features

• Booking pages: Offer different meeting types and lengths.
• Calendar sync: Check availability against connected calendars.
• Time zone handling: Let clients and interviewees book in their own time zone.
• Meeting links: Automatically create video meeting links on eligible paid plans.

How I use Calendly as a freelance writer and editor

I use TidyCal to schedule interviews, client calls, and virtual coffees without endless email exchanges.

Sending a simple link lets people pick a slot that works for them, and it shows up automatically in my calendar.

The time zone feature is a lifesaver when I’m talking with people based all over the place. 

Calendly pricing

TidyCal offers a free plan. Individual Lifetime is listed at $29 as a one-time purchase. Pro costs $12/month or $99/year. If you want the official MCP connection, budget for Pro rather than assuming the lifetime deal includes it.

21. QuickFile

QuickFile is a UK-based online accounting and invoicing tool designed for freelancers, contractors, and small businesses.

It simplifies bookkeeping, invoicing, and tax prep without requiring accounting expertise. 

Top QuickFile features

• Invoicing: Create branded invoices, set recurring ones, and accept online payments via PayPal or Stripe.
• Expense & receipt management: Upload receipts, auto-extract data, and categorize expenses by project.
• Bank feeds: Connect to your bank via Open Banking to import and reconcile transactions.
• Financial reports: Generate profit & loss, balance sheets, and VAT returns, with direct filing to HMRC.

How I use QuickFile as a freelance writer and editor

I use QuickFile to issue invoices, track payments, and log expenses. 

The automatic reminders take the pain out of chasing late invoices, and bank feeds make reconciliation quick.

And during tax season, having everything organized and HMRC-compliant saves me from stress and extra accountant fees. 

QuickFile pricing

Quickfile is free for up to 1,000 ledger entries a year, which is plenty for a freelancer, and the plan includes all core features.

If you go over that or use Quickfile for HMRC tax returns, the Power User Subscription will set you back by £60 + VAT/year (about $75).

Writing and freelancing tools I don’t use anymore

These software tools used to be in my tech stack, but I don’t use them in my freelance work anymore:

• Evernote: The note-taking app is brilliant, but it’s also quite pricey. I’ve replaced it with the Notion/NotebookLM combo and haven’t looked back. 
• ProWritingAid: another spelling and grammar checker I’ve used. However, I found it too bloated for my needs, and eventually I settled for Grammarly.
• Asana: It’s too complex for my needs as a freelancer, but a few clients are using it, so I still get to use it from time to time.
• Gemini: It was once my go-to LLM for content creation, but Gemini 3.0 ruined it all and I’m not going back.
• Scalenut: It’s an SEO optimization tool that I replaced with NeuronWriter because the UI was hard work and the keyword recommendations seemed random. 
• Wordtune: It was one of the first AI-powered writing apps, and its output quality was unmatched when I first subscribed to it. Now, I can replicate it easily with ChatGPT.

Top tips for choosing the top tools for your freelance business

If you’re building your freelance toolkit, I’d start small.

Go through the list of tools above and pick one that solves your biggest frustration right now. Consider the tool I use, but also try out its alternatives.

Start with free tools, and if a free plan isn’t available, use free trials before you purchase the software. I always start with a monthly subscription to see if I actually use it enough to justify a yearly plan. 

And whenever possible, I ask clients if they have access to a specific tool. 

Once you tackle your main pain points, gradually add new tools.

But only if they actually help you streamline your writing process and run your business more efficiently, 

Before I add a new app to my tech stack, I answer these 3 questions:

• Does it solve a genuine problem? 
• Do I have other tools that can already do the job?
• Is it easy to integrate into my workflows?

If the answer to any is ‘No’, I give it a miss.