The tech stack that simplifies my freelance business

These tools streamline processes and help me work smarter

Author

Diana Kelly Levey
November 21, 2025 • Estimated Reading Time: 12 minutes

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[Stay tuned next week I’ll be sharing “best of the year” offers on some of my digital products and courses.]

If you’re looking for a few apps, websites, and software that can simplify your freelance business and streamline some of your processes, check out this list.

Some are free, some have tiered pricing. Let me know if you use any of these as well, or share your favorite app(s) that I didn’t include on this list.

I use this website for transcribing YouTube videos that don’t provide transcripts. I can take the generated transcript to find a particular segment I remembered from watching the video the first time or drop it into an AI tool and ask for a summary that would be relevant to me and what I’m looking to learn from the video.

I like using Contact Out’s Chrome extension to help me find contact emails for potential clients on LinkedIn.

A freelance coaching client (Hi, Pat!) told me that he was using this, and so I started playing around with the free version. Sometimes I use it to double-check the email address I received from Contact Out’s LinkedIn generator. This tool/app seems to integrate with HubSpot and Salesforce, so if updating your CRM and staying on top of leads is your idea of a fun way to run your business, you might like this tool.

I use this design tool for freelancers to help me create eBooks, digital downloads, social media designs, Pinterest pins, and record presentations over slide decks to sell as a freelance product in my digital store.

My tech-savvy friend Natalie Rizzo told me about how she sells her eBook through Gumroad and I’ve been using it for the past few years as my digital store. I’ve tried Stan and didn’t love it or, I just didn’t want another platform to manage. I have a store on Etsy as well, but I find it’s easier to communicate with my customers here, upsell, easily add product discounts, and maximize Gumroad’s audience.

I use my phone's recording device to speak blog ideas (like this one) into so I can save the file, send it to Otter.ai, and have it transcribed. Viola! The writing is mostly done.

I’m familiar with other generative AI tools, Claude, Perplexity, Copilot, Jasper, but I find that doing the most “conversing” with OpenAI’s tool and giving specific prompts helps me get better outputs. No, I don’t use it to write drafts, but I find ways to bounce ideas off of it and use it in my personal life, too.

I first heard about Beehiiv through Kaitlyn Arford’s Freelance Opportunities newsletter (if you haven’t subscribed, do that when you’re done reading). I’ve used various email newsletter services over the years, including MailChimp and Mailerlite, but I enjoy this option. They have free tiers, but I pay for a specific membership to have access to advertisers. Thinking of switching to beehiiv? Use my link to get a 30-day free trial and 20% off for the first three months.

BTW if you click on the ads in these newsletters, it helps me earn money and keeps this newsletter free.

Thank you for being here and reading!

Diana

Add These Newsletters to Your Inbox

Thriving Freelance: Gigs and Growth: If you love getting more freelance jobs in your inbox, you’ll appreciate the work Meet Harlow’s team does to deliver these to your email each week.

Creator spotlight: Thoughtful interviews with professionals you probably already know and follow, written by Francis Zierer and team

Big Desk Energy: A newsletter from Beehiiv’s founder, Tyler Denk, which includes startup stories and relevant industry news

What I’m Reading📚 / Listening To🎧 / Writing💻 / Watching 📺

What I posted on LinkedIn: This post shares how to find those old clips and published articles on clients’ sites that disappeared and save them.

What I’m listening to: This podcast from finance journalist Jean Chatzky’s Her Money podcast on hiring + AI from a LinkedIn pro was helpful.


What I’m watching: I just finished ‘Black Rabbit’ on Netflix.

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Freelance / Content / Media / Editor/ Writing Jobs I Found

This roundup includes freelance writing jobs, media jobs, FT jobs, creative jobs, and content writing jobs for creatives. Good luck!

(This is a sampling from a variety of websites. Check out the jobs that would be a good fit for you with this list of 50 Job Websites for Freelancers)

  • Ready to get personalized feedback on your freelance business? I’m now booking November and December 1:1 coaching sessions; it’s a 40-minute call + an edit of a 600-word piece of your choice. If you don’t see a time that works, just hit reply or email me to find a slot that works. [Recent coaching client Mary said:  Diana's own first-person experience as both a former magazine staffer and hiring editor, as well as her experience as a freelance content creator, has so much to offer freelancers at any stage of their career.]

  • Join hundreds who have taken my self-directed freelance online courses to enhance freelance skills and find higher-paying clients. It’s a comprehensive format with video + script copy to help you jump-start your business or take it to new heights.

  • Book a sponsored slot advertising in my newsletter in NOVEMBER or DECEMBER (Join brands like Morning Brew, Shortform, Fiverr, HUBSPOT, Get Response, Freshbooks, Found, Authory, and more)

  • Hire my freelance writing company, DKL Content Services Inc., to help with SEO content writing, ghost writing, thought leadership, newsletter writing, and copywriting services. I’m a NY State and NYC MWBE-certified business.

  • This post may contain some affiliate links.

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