3 tools I use everyday to run my copywriting business
Running a copywriting business isn’t just about writing great copy.
Every day, there’s a stream of proposals to send, files to organise, feedback to explain, and deadlines to track, all while making sure clients feel looked after and projects keep moving.
Without the right tools, that admin pile grows faster than you can get through your actual client work.
Here are three I use every single day to run my copywriting business:
1. Loom
Emails are fine. Zoom calls are fine. But sometimes you need a middle ground, something that’s as personal as a face-to-face chat, but as flexible as an email.
Loom lets you record quick videos of your screen (and your face, if you want) so you can explain things clearly without scheduling yet another call.
How I use it:
Explaining deliverables: Instead of sending a document with “please see my comments” and hoping the client gets it, I walk them through exactly what I’ve done and why.
Giving feedback: Whether it’s a designer’s mockup or a client’s draft edits, I can point at things on screen and talk through changes in real time.
Onboarding clients: I send a short welcome video showing them where to find things, what to expect, and how to get the most out of working together.
Why I like it:
It saves me so much back-and-forth. A 3-minute Loom can replace a 10-email chain.
It makes complex explanations easier to understand, clients can literally see what I’m talking about.
It feels more personal, which helps build trust and rapport without eating up my calendar.
The big win? I spend less time explaining things twice and more time actually writing.
2. Dubsado
When you first start freelancing, you think: “I just need to write for clients.”
Then you realise: you also need to send proposals, issue invoices, collect deposits, sign contracts, chase late payments, manage timelines, and keep track of a hundred little details.
Enter Dubsado, my all-in-one client management system.
How I use it:
Proposals & contracts: I send polished proposals that clients can sign digitally in seconds. No printing, scanning, or endless email chains.
Invoicing & payments: Clients get a clear invoice, can pay online, and everything’s tracked automatically.
Workflows: I can set up automations so that once a proposal is signed, the next steps happen automatically — like sending a welcome email or scheduling a kickoff call.
Why I like it:
Everything’s in one place. No bouncing between six different apps to find the latest signed contract.
It makes me look professional and organised (even if I’m answering emails in yoga pants at 10 p.m.).
It saves me hours of admin every week, time I can use for billable work or, you know, having a life.
3. Google Workspace
Some tools are flashy. Google Workspace isn’t one of them. But it’s the backbone of my business, and I’d be lost without it.
I use Gmail, Google Drive, Docs, Sheets, and Calendar every single day.
How I use it:
Gmail: All client communication goes through here, neatly organised with labels so I can find things in seconds.
Google Drive: Every client has their own folder with all deliverables, briefs, research, and assets. No more “can you resend that?”
Docs: Collaborative editing means clients can comment directly on copy drafts without version chaos.
Sheets: I track project timelines, income goals, and marketing metrics here.
Calendar: Every deadline, call, and personal appointment goes in here so nothing slips through the cracks.
Why I like it:
It’s simple, familiar, and reliable.
Everything syncs across devices, so I can pull up a client brief on my phone while I’m out or check my calendar before booking something new.
It’s collaborative without being chaotic , no hunting for “final_final_revised_v3” files.
The takeaway
No tool will magically make you more productive or profitable. I’ve seen plenty of freelancers sign up for every app under the sun, only to get overwhelmed and drop them.
What matters is finding tools that:
Fit how you actually work (not how you wish you worked)
Solve a specific problem in your business
Save you time, money, or mental energy
The right tools make your business feel lighter , like you’ve cleared some mental clutter and can actually focus on the work you love.
If you’re spending more time managing your business than doing the work, it might be time to take a hard look at your setup. Find the tools that actually fit your workflow, and you’ll buy yourself back hours every week.
