In order to keep this site going (at no cost to you!) this guide may contain affiliate links.
Tired of letting your work day run away with you? Want to get more done in less time?
The answer to these questions is to create streamlined business systems! It’s one of the best things I’ve learned as a way of leveraging my time better. I mean, who doesn’t want to to earn more money in less time?
This is what online business systems can provide. And there are five main ones I implement everyday!
Here are the online business systems you need to help take back your work day.
All of these are systems I currently use in my freelance business so they have been proven to work. Promise!
1. Online payment processing
Every business needs revenue to survive and as a freelancer this often means relying on clients to pay your bills. In order to get more done in less time, you need to an online payment processing system that works for you.
It’s vital that you give customers and clients multiple options for how they can pay for goods and services. This could mean offering credit cards, direct deposit, PayPal or even in-person payments using a service like Paysafe.
Figure out a system that is convenient for both you and your clients, and don’t be afraid to try out something new.
Regularly experimenting and testing out new online payment processors is the best way to help you minimize fees while getting paid on time.
2. Small business accounting software
I know that thinking of choosing the right small business accounting software is already giving you anxiety. But don’t worry! You don’t have to do everything on your own.
This is why bookkeepers exist, as they can offer simple organizational services to get you set up easily and quickly. Then you can either maintain your own bookkeeping process or have them work a few hours a month on your behalf.
But back to finding the right program. Use small business accounting software that you like and work with a brand you trust. A lot of people like QuickBooks which is great. But I recommend taking it a step further!
If you’re more of a DIYer, check out Xero Accounting as they offer an in-depth program that allows you to be your own bookkeeper. You get access to great tools, financial reports and an app that goes with you anywhere.
3. Task management systems
As a small business owner you likely have a multitude of projects you’re juggling every day. The best way to streamline all of this is to literally do a brain dump. Stop stressing over about every little thing and trying to remember the various appointments and to-dos.
We’re all humans and can only take so much!
Start using a task management system like Asana (you know I’m a big fan of this system and the Asana For Bloggers course) to be your brain. Trello is also a popular option for a project management system to help manage your freelance business tasks.
The goal is to get everything out of your head and into an organized format. How will you be able to reduce your stress level and get everything done if it’s a jumbled up mess? Exactly!
So if you’re not already using a task management system now’s the time to get started. Most of the programs available are completely free, so there are no more excuses. You’ll thank me later!
4. Simple client onboarding
What happens after you finally get a client on the hook for a new deal? You’ve got to make up a contract, input them into your invoicing or CRM software and hash out the details of the project.
This can be very overwhelming and cause a lot of back-and-forth via email. But no more! Now’s the time to impress your clients and make them happy they hired you.
If you don’t need something that robust, start with these two free tools:
These simple client onboarding systems will take the headache out of managing clients and allow you to revel in the fact that you just increased your income for the coming months!
5. Daily appointment automation
What eats up your time the most everyday? Usually it’s the small admin tasks, like trying to set up appointment times for calls, managing multiple events or remembering to follow up with clients.
Cutting down on the overwhelm that is your email inbox is the biggest complaint amongst business owners (myself included!).
By far the best way to solve this is to use an appointment scheduler like Calendly or TimeTrade. I actually have this setup for when freelancers book coaching calls. Once payment has been completed they are redirected to my Calendly scheduler and can book a call on the day/time that works best for them.
If they need to reschedule or cancel, they can do so in the program. They can also export the appointments into their Apple or Google calendars. I never have to be involved in this process as it’s completely automated.
This also works for a potential client wants to setup a call or if a journalist wants an interview. I send them a custom link to my Calendly scheduler and they find a time/day that they prefer.
No muss, no fuss.
The online business systems you need
If you’re ready to take back your work day, the online business systems mentioned here will help. As you start implementing them I promise they will save you time and reduce stress.
As an added bonus, you can use this free time to earn more money and secure more client projects. So it’s a win-win all around!