Freelance 101: My Digital Workspace (Patreon)

This is a list of the software I use in my digital workspace. As a remote worker that functions like a freelancer, I find it really important to have tools that smoothen out my day (and year!) I choose software based on what is cheap, doesn't have a ton of unnecessary features that I don't use, and gets the job done without getting in my way.

Art software

I use my 7 year-old copy of Photoshop CS6 to make art. I love CS6. I will never not use CS6 if I can help it. 

I also use Blender 2.8 for 3D block-ins! I originally learned how to do 3D in Maya, then used some Max at a job, but I have entirely switched over to Blender because it is free and can do more than everything I need.

I also use some Photoshop plug-ins, but I try to avoid using a ton of downloads because I'm a bit of a digital minimalist:

• Coolorus is an excellent color wheel that I rely on constantly
• Brushbox is a brush manager, I don't use it heavily but it is nice to have

Timekeeping

I have used Toggl for timekeeping since my first day freelancing. I like that the desktop app is super minimalist, but you can still get very granular when categorizing how you're spending your time.

The free version of Toggl is all I've ever needed when working independently. I recommend tracking your tasks even when you're not working hourly. Being able to estimate how much time a task will take you helps a LOT when you're sending potential clients estimates for your rates.

Taxes

Mmmmm. Taxes.

First of all, I opened up an extra checking account with my bank that I only put tax money into. Every time I get paid, I drop 25% of the check into that account. That way, when April rolls around, I already have the tax money set aside and compartmentalized. I cannot recommend this enough.

I list out my tax deductions in a spreadsheet, which includes a list of tax deductible purchases like software, hardware, travel, office supplies, my phone bill, paid student loan interest, work-related travel, and so forth. I update this every couple of weeks, and I make a new one every year.

It looks something like this: 

You can also use Quickbooks Self-Employed or similar software. No need to pay for it all year round! Just buy it during tax season. I've used Quickbooks SE in the past, but I'm sometimes a bit old-school and like to track this stuff manually. 

Keep in mind- if you don't have a lot of business-related expenses, you'll probably end up taking the standard deduction on your taxes, so don't panic if you don't  track every little thing.

I also make a spreadsheet for my income sources, where I just list the company, the estimate dates that I worked for them, and how much money they've paid me that year. I don't want anything to slip through the cracks when filing my taxes, especially if I'm freelancing and I have a ton of different income sources to keep track of.

I personally hire a CPA (certified public accountant) for my taxes every year because freelance taxes can be complicated and I want to be confident they're done correctly! It costs me a few hundred bucks, but having the stress off my back is worth it to me. However, some of my long-term freelance friends swear by FreeTaxUSA.com (yes, seriously) so I'd recommend checking that out if you're short on cash or have a pretty simple income situation.

Task management

This is one thing for which I'm old-school. I like to use Post-it notes and Word Docs. However!

Trello is a solid free option that works well for both individuals and teams.

My team currently uses Airtable, which I'm low-key in love with.

No matter what you use, KEEP IT UPDATED in order to stay sane. Even when you're working alone, task management is super important. The moment things get out of hand, you'll be glad that you have everything written down.

Communication

I've communicated with my clients through Slack, Discord, over email, in Google chat, over Zoom calls, etc. I mostly use Slack and email. I recommend definitely having accounts for Slack and Discord these days specifically.

I avoid putting work communication on my phone in order to set that work/life boundary. My team can contact me through my phone, but I don't have other client Slacks on it so that I actually take time off when away from my computer!

File Organization

I entirely keep my work files on a cloud service so I can access them any time. For this, I use OneDrive, and I back everything important up on Google Drive. The idea of losing files due to a harddrive dying is terrifying to me! 

I've used Dropbox in the past for certain clients, but its file limits drive me nuts. I specifically like OneDrive because it integrates into my folder system on my computer, so it doesn't actually feel like I'm having to work from a cloud service. There are probably safer/better/similar options, but I like to use what is simple and convenient.

Other/Misc

• I use 2FA software on basically everything- gotta keep this stuff locked up tight!
• Google Docs for notetaking in meetings and feedback sessions
• Google Calendar to keep track of deadlines
• I host my portfolio on Artstation, but have used Squarespace in the past and highly recommend this as another option!