Our smartphones (and other devices) are now our calendars, online banks, health trackers, nutrition guides, maps, the key to instant communication with contacts all around the world, and so much more.

Professionally, apps can drive productivity, boost organisation, automate some of your most arduous tasks and help you set up and maintain robust processes and systems.

That’s why, as a freelancer, staying up to date with the latest apps is such an effective way to stay on your A-game and make your life a whole lot easier, faster, smarter and sometimes, even cheaper.

The apps every freelancer needs in 2025 (and beyond)

The world of apps is fast-paced and quick-changing with a seemingly endless list of options. So, figure out where you would most benefit from some app-based support and focus your efforts there.

We share 10 of the best apps for freelancers in 2025, broken down into five key categories:

• Finding freelance work
• Project management
• Design and creation tools
• Social media
• Bookkeeping and accounting

So, let’s get stuck in!

Finding freelance work

Finding freelance work is no mean feat, especially when you’re also trying to focus on the active briefs and clients you already have. Apps can make sourcing and securing work far less daunting and time-consuming.

Two of the most popular apps to help find freelance work are Upwork and Fiverr.

Upwork

One of the most professional and reputable platforms for finding freelance work, the Upwork app is a must. You can search for jobs, send files and communicate with clients on the go, whenever, wherever.

Fiverr

Promote your services, set your prices, and compete against other freelancers. Build up positive reviews and remember to price yourself competitively but not too cheaply. Great for quick turnaround tasks – but watch out for spammy listings.

Project management apps for freelancers

As a freelancer, you’re almost always juggling a number of different projects, clients and deadlines at a time. Centralising it all into one place using a project management tool is a brilliant way to keep on top of everything, plan your capacity, manage expectations and avoid burnout.

Two go-to project management apps (for good reason) are Trello and Monday.com. As a freelancer or ‘solopreneur’, you might prefer the simplicity of Trello. If you’re interested in built-in budgeting, invoicing and marketing tools too, monday.com should tick all your boxes.

Other great options include Asana and ClickUp (which can even be added to Chrome, Alexa and Google Home).

Trello

Organise all your tasks visually into different boards and use the customisable Kanban workflow to easily manage multiple projects and deadlines.

If you’re working in a team, invite others to your Trello boards and assign tasks with the click of a button. View tasks and projects by calendar or category, depending on how you’re working.

Monday.com

This comprehensive project management platform and productivity app makes managing tasks and organising collaboration at scale a total breeze. Integrate your widgets and other favourite tools to streamline your entire workflow.

Design and creation tools

If you require creative design tools, but you don’t need the full-on power of Adobe, then Canva and Figma might be a useful starting point.

Canva

This app gives you access to millions of high-quality photos, icons, illustrations and templates so you can create things like social media images, business cards, decks, portfolios and advertising assets from your mobile.

Canva is a beginner-friendly alternative to more specialist (and costly) tools like Adobe Illustrator.

Figma

This is a fantastic collaborative tool that enables designers to co-work with clients and peers (such as copywriters and developers) to create, collect feedback and test designs in one platform. It’s a super-efficient way to share work, gather feedback and implement changes.

When it comes to copy and content, check out Grammarly to save valuable time and keep your spelling and grammar in check.

Social media

Social media can be an invaluable tool for getting your name out there, building your audience and sharing your content far and wide.

However, to get the most out of your social media channels, they require investment of time and effort, which can be significantly optimised with a scheduling and management app. Two of the most popular right now are Hootsuite and Loomly.

Hootsuite

Download the Hootsuite app to draft, schedule, and publish social media content across all of your platforms from one dashboard. You can also engage with your audience and access performance analytics directly from the app, without having to log in to separate social media accounts.

Loomly

This other popular social media management platform has recently launched a brand-new mobile app. Once all your social media accounts are connected, you can then create, optimise, schedule and analyse performance of your social media content all in one place.

The main difference between Hootsuite and Loomly is that Hootsuite has great social listening capabilities. This means you can monitor when people are talking about your chosen keywords online and what they’re saying. Loomly doesn’t yet offer this functionality.

Bookkeeping, accounting and invoicing

Keeping your accounts up to date and staying on top of invoices is critical for success as a freelancer. Doing so will help you run as tax-efficiently as possible and reduce instances of late payments to protect your cash flow.

That said, recording things like transactions and invoices and uploading expenses can feel daunting and downright painful at times. Choosing good bookkeeping software that suits your needs will make the whole thing feel easier and more efficient.

Quickbooks

The Quickbooks accounting app is one of the most popular of its kind, especially as it has a plan exclusively for self-employed freelancers. Having an app like this on your mobile, while you’re out and about, makes it quicker and easier to track miles and record transactions as and when they happen.

Pandle

This is a free accounting app that is also a bookkeeping software and invoicing platform. Manage customer and supplier invoicing, upload receipts, view reports and complete banking straight from your mobile.

The best thing about Pandle is that all the cloud-based tools are all designed “with real people in mind”, making it perfect for small business owners and freelancers just like you.

Both accounting apps have a long list of features designed to support the financial growth and stability of your freelance business.

Done here? Find more expert advice and resources in our freelancer information hub.

The post Best Apps for Freelancers 2026 appeared first on Freelancer News.

Not only is this not what you signed up for, but it can actually get you in trouble with HMRC! This is because of legislation called IR35, which was introduced by the government to help tackle the issue of tax avoidance.

What actually is it, though? And how does it affect you if you’re a freelancer? Let’s take a look.

What is IR35?

The primary motive of the IR35 rules is to determine an individual’s employment status for tax purposes. It was introduced in an effort to clamp down on ‘disguised employees’ slipping through the tax-paying net.

What would be the benefit of disguised employment?

A disguised employee is someone working for a client on a supposedly self-employed basis, when in reality the working relationship is more like an employer and employee.

Before IR35 was introduced, a business could take on a contractor rather than hiring the same person as an employee. They wouldn’t need to pay National Insurance or other contributions, and wouldn’t have the responsibility of looking after staff.

For the freelancer, it was an opportunity to pay themselves in a more tactical way through their own limited company. This usually resulted in a lower tax bill than they would pay as the client’s employee.

Of course, not all disguised employees come about as a result of dishonesty. Sometimes, it’s because business owners and contractors aren’t sure where the boundaries lie.

How do I know if I’m inside IR35?

Being ‘inside’ IR35 means the way you’re working with a client falls within the remit of IR35 rules. A basic rule of thumb is that if you’re being asked to work the same hours as a regular employee, at the same location, and without the power to decide, you’re almost certainly inside IR35.

There’s also the question of Mutuality of Obligation, where there is any kind of obligation to give or accept work (on either side), rather than having the freedom to accept contracts as you wish. Freelancing is, of course, supposed to be flexible, allowing you to pick and choose the projects you want to work on, so it’s something to look out for!

What happens if a freelancer is inside IR35?

If you’re ‘within IR35’ for a particular project or job, then this has implications on how you pay tax. You’ll be considered an employee for tax purposes, and the ‘client’ must therefore deduct Income Tax and National Insurance contributions in the same way they would for an employee paid through their payroll.

If you’re outside IR35 and therefore not considered to be an employee for tax purposes, your bill will be paid to you in full without deductions. Whether your client makes deductions or not, you must report your income in your tax return!

Who decides if a freelancer is within IR35?

It’s up to the client to decide, but only if they’re a medium to large-sized private company which has either:

• More than 50 members of staff on its workforce
• Annual sales in excess of £10.2 million

If the client doesn’t meet the criteria, then you’re responsible for determining your own IR35 status. If you think you might need help determining your status (or just to be on the safe side), you can make use of HMRC’s online CEST (Check Employment Status for Tax) tool.

Contesting IR35 decisions

It’s worth knowing that you can contest a client’s verdict on whether you’re operating within or outside IR35. HMRC’s Alternative Dispute Service enables you to escalate the issue and contest the decision.

When starting work on a new contract or with a new client, make sure you have agreements down in writing to refer back to if necessary. It’s also worth doing this for any ongoing existing contracts.

Can I freelance for an old employer?

This is where things get a little complicated. If a previous employer gets back in touch with you to try and enlist your services as a freelancer, what’s the correct response?

After all, you don’t want to get in trouble, and wouldn’t you automatically fall inside IR35 if you were to say yes? Well, not necessarily.

It really boils down to whether or not you operate in a way that contravenes the IR35 rules, based on the criteria outlined above. Again, the basic rule of thumb is that if you feel as if you’re being treated like a regular employee, you might have something to worry about.

Failing to comply with IR35 can result in financial penalties.

Head over to our information hub for more guides, news and advice on navigating life as a professional freelancer, from finance to tech and more.

The post How Does IR35 Affect Freelancers? appeared first on Freelancer News.

Setting clear and realistic payment terms and conditions minimises the risk of delayed payments and helps build stronger client relationships.

Delayed payments are a real issue, as recent research published by IPSE shows that almost a third (32%) of UK freelancers experienced payment delays from clients in the 12 months leading up to the survey.

Separate GOV.UK research also explored the ever-present late payment problem and found that businesses attributed paying invoices late to:

• Admin errors (36%)
• Disputed invoices (31%)
• Technical issues (23%)
• Paying late on purpose (1%)

Unsurprisingly, the businesses surveyed didn’t admit to factors such as poor payment habits or cash flow issues being the reason for outstanding invoices – but it’s likely these are also factors in play.

Reducing instances of late payments is one of the key benefits of setting client payment terms. We’ll explore the methods of implementing payment terms and possible late penalties in this blog post.
 

What are payment terms?

Payment terms cover the agreed arrangement between you and a client regarding when and how they will pay you for your services.

The most common ways payment terms are set up between a freelancer and their client are:

• Upfront: You are paid the full amount before the project begins
• Deposit: The client pays a deposit before the work starts and the rest after the job is done
• Fixed price/project rate: You and the client agree on a set budget for the work
• Daily or hourly: You are paid based on the hours or days you work, calculated using your daily or hourly rate of pay
• Milestone payments: You are paid at various phases of the project’s completion
• Retainer: The client pays you a fixed fee at regular intervals, usually monthly

When should I set the payment due date?

It’s completely up to you – GOV.UK’s research found that the two most common payment terms among micro-businesses were 30 days (54%) and 7 days (22%) after invoicing.

These are typically calendar days, not working days, but you can confirm and outline this for your clients on your invoice and freelancer contract. You might be happy to exclude Bank Holidays from the terms, for example.
 

What payment methods should I allow?

How you’d like your clients to pay is your choice. If you only want to offer one way to pay, that’s your call to make.

Giving your client’s options when it comes to payment methods can be an effective way to speed up the process though and reduce the risk of your payment being delayed.

Popular payment methods include:

• Bank transfer
• PayPal (or other peer-to-peer payment networks)
• Directly through built-in payment systems on freelancer marketplaces (e.g. Upwork and Fiverr)
• Cheque

Can freelancers set client payment terms?

Yes, freelancers are allowed to set their own payment terms. This means they can tell clients when and how they prefer to be paid. This includes pre-project deposits and full payment on completion.

Not only are freelancers allowed to set payment terms, but it’s also a recommended practice to support good admin and bookkeeping habits as well as healthy cash flow.
 

Can I charge late fees if a client doesn’t pay me?

Yes – under late payment rules and regulations, you are allowed to charge penalties for missed payment deadlines as a fixed sum, plus statutory interest of 8% and the Bank of England base rate. Late payment rates are currently set at:

• £40 – debts of £999.99 or less
• £70 – debts of £1,000 – £9,999.99
• £100 – debts of £10,000 or more

Note: you’re only allowed to charge the business once for each late payment. You can’t stack penalties. Check out the government’s free calculator for penalties and statutory interest on unpaid invoices.
 

What’s classed as a ‘late’ payment?

If you have a date specified on your payment agreement, anything after this is classed as late. If you haven’t though, don’t worry.

The payment will then be classed as late 30 days after your customer gets the invoice, or after you’ve provided the service (or delivered the goods if this came later).
 

Deciding what payment terms to set

You’re in control when it comes to deciding what payment due dates to set and which payment methods to offer. These might even vary depending on the client or project. When making these decisions, it’s important to consider:

• Your cash flow – For example, if your cash flow isn’t in the healthiest position, you might want to opt for the shorter 7-day payment turnaround, so you aren’t waiting as long for your funds.
• A client’s payment habits – If one of your clients is notoriously bad at paying their invoices on time, shorter payment terms can be an effective way of encouraging faster payment. It also means you can implement late payment repercussions sooner if necessary.

To build strong client relationships, we’d recommend agreeing on payment terms with your client together.

You can, of course, stand your ground if you’re not happy but treating these terms as a two-way street is a great way to show you are considering your clients’ needs as well as your own.
 

How to communicate payment terms to clients

You can simply add your payment terms to your freelancer contract at the bottom of your invoice document, including details about late payment penalties. However, for better client relationship management, follow these steps:

• 1. Agree on payment terms and methods with your client before sending over your contract and get it in writing (e.g. email or Slack message).
• 2. Add the agreed payment terms to your contract, which both you and your client should sign.
• 3. Add your payment terms to the bottom of your invoice document as a reminder. This will help the finance team or whoever is releasing payment to know when to schedule it.

 
Head over to our information hub for more guides, news and advice on navigating life as a professional freelancer, from finance to tech and more.

The post Can Freelancers Set Payment Terms? appeared first on Freelancer News.

The first thing you need to do if you want to protect your IP, is get to grips with what Intellectual Property is. When you know what you’re dealing with, you’re in a better position to make the right moves for your business.

What is Intellectual Property?

Intellectual Property is something that has been created in the human mind, for example an invention you’ve come up with or a story you’ve written.

When something qualifies as IP, it means it has been protected by law against unauthorised use by anybody other than the person who owns it.

If the person who owns the IP wants to make money by allowing other people to use it, this legal protection makes commercialising it a whole lot easier and far more secure.

What counts as Intellectual Property as a Freelancer?

Based on popular freelance services, these are the kinds of things freelancers can register as their Intellectual Property.

• Designs (e.g. logos, graphics, symbols, prints and websites)
• Photography
• Video content
• Artwork
• Written content like blog posts, guides and video scripts
• Code for things like games, apps and software
• Processes (e.g. templates and workflows)
• Inventions, machines, mechanisms, hardware
• Names (e.g. product names and brand names)

Different types of Intellectual Property

There are different types of IP that something can be registered as and protected under. The main ones being:

• Patent
• Copyright
• Trademark

You can get some types of protection automatically, but others you’ll need to apply for.

Patent

Patents are designed to protect IP related to inventions. In the UK, a patent allows you to take legal action against anyone that uses your invention without permission.

If you’re a freelance developer, for example, and you’ve created new photo editing software, you can patent this process and/or technology so only you can use it.

Copyright

Copyright is specifically targeted at protecting IP related to literature, art, music and dramatic work. So, things like books, songs, films, paintings, textiles and sculptures can be copyrighted, for example.

Copyrighting is also often used to protect software IP, including things like databases, programmes and technical drawings.

Let’s say you’re a freelance interior designer, and you generate a 3D render of a design scheme you have created. You’ll be able to register this as IP and protect it by copyright.

This stops anybody else using your 3D drawings, or the 3D files, technical drawings and models used to create them.

Trademark

Trademarks are used to protect things like business names, product names, logos, sounds, designs and symbols that distinguish one brand from another. This type of IP protection actually dates back centuries to when artisans would put their “mark” on their products to distinguish them from others.

One of the most common ways a freelancer might use a trademark is to protect their brand identity (name, logo, colours, design, etc.) from being used by any other business.

What other types of Intellectual Property are there?

There are other types of Intellectual Property you may not have come across yet. We haven’t detailed them above but they’re still just as important, so we’ll give a brief overview below.

Trade secret

This type of IP protection covers confidential company information relating to something that competitors don’t have, such as formulas or specific processes. McDonald’s Big Mac sauce, the formula of WD-40 and KFC’s recipes are all examples of trade secrets registered as IP.

Industrial design

This type of IP protects a visual design element of something, such as its shape, colour or pattern. The Volkswagen Beetle, the iPhone and the Coca-Cola bottle are all examples of industrial designs covered by IP rights.

Geographical indication

This type of IP protects something from a specific place and which has some form of distinguishable factors related to that location. Champagne from France, Darjeeling tea from India, Swiss watches and Scotch whisky are all examples of GIs protected by IP rights.

Who owns Intellectual Property?

In short, you own intellectual property if you’ve created or invented something, and it meets the necessary requirements for copyright, a patent or design. You can also buy intellectual property rights and sell or transfer your own if you wish.

Unfortunately, if you’re employed, your employer owns the IP of anything you’ve created or invented within their business.

As a freelancer, you own the rights to your own creations, for example things like your logo etc. But, if you’re asked to create or invent something for a client, it’s important to put a contract in place to understand who has the legal rights.

How can I transfer intellectual property rights?

If you want to transfer intellectual property rights, it must be done through a legal process, but which one depends on the circumstances.

The most common ways IP is transferred are:

Purchase

If a business is sold or liquidated, ownership of IP is often reassigned as part of this process. IP can also be sold to a new owner even if the whole business isn’t being sold.

Licensing

Licensing enables the original owner to permit others to use their IP within agreed legal terms. It means they retain ownership but can still commercialise all or part of the creation or invention they own.

Licensing can be exclusive, whereby only specific people are allowed to use the IP, or it can be non-exclusive so the IP is available publicly.

Assignment

This is where all or some IP is reassigned from the original owner to a new one through a legal written document. It’s a permanent change and normally needs to be made official by registering the new ownership with the specific IP authority (e.g. copyright, trademark, etc.).

Mergers and acquisitions

If two companies merge or one acquires the other, ownership of IP will typically be transferred in this process unless otherwise stated in a written agreement.

Inheritance

If the person who owns the IP dies, they may leave it as part of their estate to a beneficiary. In this scenario, the transfer of IP ownership happens through inheritance.

Top IP protection tips

Before you go, here are three top tips to keep your Intellectual Property safe and sound:

• Use watermarks on your work – If you’re sharing things like photos, videos or design previews, add a branded watermark on top so nobody can use the original versions.
• Always use written contracts – As we covered earlier, contracts are super important when dealing with IP protection, so make sure you’re using them. Make sure you’re both in agreement about who owns what in advance and have it documented in writing.
• Consult an IP expert – There are dedicated legal professionals who specialise in Intellectual Property, so speaking to one of those will help ensure everything is watertight.

Looking for more freelancing advice? Head to our hub, where we’ve got a whole host of resources waiting for you.

The post How Do I Protect My Intellectual Property as a Freelancer? appeared first on Freelancer News.

We explore what OnlyFans is, why it qualifies as a legal job, and what your tax liabilities are whether it’s your full-time job or a self-employed side hustle.

What is OnlyFans?

OnlyFans is an app created in 2016 which has since grown into a large online community of content creators and subscribers, with more than 120 million registered users worldwide. OnlyFans creators share their content with subscribing members for a monthly subscription fee.

Content covers a range of topics such as fitness and music, although the platform is probably best known to cater for adult tastes.

Whilst most platforms have strict rules which censor or disallow content of a sexual or pornographic nature, OnlyFans doesn’t, enabling creators to share or sell this type of material more freely.

Does OnlyFans qualify as a legal job?

Yes, OnlyFans is classed as a legal job and does qualify as a valid way to generate income. There are many individuals who have turned to OnlyFans as their primary source of income, while others use it as a side hustle to earn extra money.

Like most online creator sites, running an OnlyFans account can involve:

• Dedicating substantial time and effort to creating content – such as producing, shooting, and editing, which are all skill sets in their own right
• Engaging and interacting with subscribers
• Developing a marketing strategy, such as creating and managing content on additional platforms like Twitter, TikTok, or Instagram
• General account management and maintenance

Creators who use the platform are generating income just like any other business or online content creator, and so the rules about recording and reporting income will still apply.

Do creators pay tax on OnlyFans earnings?

Yes, the money which OnlyFans creators can earn from paid subscriptions or selling content is taxable just like any other income can be, regardless of its source.

This is because any money generated through OnlyFans contributes to your total personal income during the tax year, and this is subject to Income Tax and National Insurance.

As a creator you’ll pay tax based on the total amount you earn in the year, with your self-employed income being added to any other earnings you might have.

This means that if you have a full-time job and run an OnlyFans in your spare time, the money you make from self-employment will be added to the money you’ve already paid tax on through your employer in order to work out which tax rate will apply to your OnlyFans earnings.

• Personal Allowance: You won’t pay any income tax on earnings between £0 – £12,570.
• Basic rate: 20% on income between £12,570 and £50,270
• Higher rate: 40% on earnings between £50,271 and £125,140
• Additional rate: 45% on earnings over £125,140

The good news is that OnlyFans still counts as ‘miscellaneous’ income, so the trading allowance will apply. If the total amount you receive from self-employment is less than £1,000 in a tax year, you won’t need to tell HMRC or pay tax on it. Once you cross the threshold, you’ll need to register as self-employed.

Can I claim any allowances or tax relief?

As with any other type of self-employment earnings, you can claim tax relief for allowable expenses that are directly related to the running of the business. This might include a portion of your utility bills and internet usage if you’re working from home.

Can I have an OnlyFans side hustle if I am employed?

Technically, yes – somebody who is employed could also be self-employed and run an OnlyFans account as a side hustle. However, there are some important things to consider and establish first.

It’s often worth looking at your employment contract to check if there are any guidelines around what you can and cannot do in terms of additional employment or secondary earnings.

Broaching the topic of OnlyFans with your employer might not be something you’re willing to consider, but you may be able to take advice elsewhere if you’re unsure.

Even if secondary earning is permitted within your contract, the nature of your OnlyFans account might cause a separate issue. For instance, someone who works with children or vulnerable people may be required to disclose this.

Some employment contracts now include a reference to online behaviour or expectations around employee conduct, so take some time to consider what this might mean for you.

 
Looking for more advice on all things finance and accounting? Head to our information hub where we’ve got a whole host of handy guides and resources for you to explore.

The post Do OnlyFans Creators Need to Pay Tax? appeared first on Freelancer News.

For some freelancers, creating contracts of work can be one of those things you keep high on your priority list and share with every client you have. After all, a well-drafted freelance contract can often support smooth working relationships, align expectations and protect your business in case any issues arise.

We share our tips and tricks on what a freelance contract is, what it should contain and why it’s so important, including agreeing on deadlines, payment dates and legal terms and conditions.

What is a freelance contract?

You’ll normally draw up a freelance contract when you start working with a new client. It’s a legally binding document that details the terms and conditions of the project or the working arrangement.

In a similar way to an employment contract, a freelance contract outlines important information and agreements made with a client so that everybody involved is, quite literally, on the same page.

Your freelancing contract might not need to look like a long and wordy document, and could instead be something as straightforward as an email agreement which outlines what work will be undertaken, timeframes, and costs.

Both the freelancer and the client should digest and sign the contract before working together on a new project or if there are any changes to an existing setup. Each party should have a copy of the contract stored somewhere securely for the duration of the project and after.

Why are contracts important for freelancers?

Although freelance contracts are legally binding, they aren’t legally obligated. In other words, you won’t get in trouble with anybody if you work without contracts in place, providing everything runs smoothly. But if any problems arise with a project or a client, you might regret not covering yourself with a contract.

The benefits of a carefully crafted freelance contract include:

• Providing clarity for both parties on what is expected in terms of things like scope of work and deadlines
• Providing legal protection for both parties in case of any problems
• Helping to ensure you get paid on time and in full, by setting out expectations
• Protecting your Intellectual Property (IP) so your work can’t be used unlawfully or without payment
• Creating and maintaining a professional impression
• Supporting the tricky process of cutting ties with a client if this situation should arise

What should be included in a freelance contract?

Hopefully the benefits of freelance contracts are now clear. The next thing to clarify is what you need to include in a freelance contract to really reap the rewards of having one. The document needs all of the key elements in order for it to be a valuable and functional tool.

Below are the key points a freelance contract should include, whether you’re creating one from scratch or looking to update your existing document.

Personal details

Before you get stuck into laying out all the other information in your contract, start by providing the following information about you, such as:

• Full name
• Business name and address
• Website, if applicable
• Email address
• Contact details

Scope of the project

The first clause you should create in the main part of your contract is the scope of the project and the agreed deliverables. In other words – what are you doing for the client? Don’t be afraid to get specific here – the more detail you go into, the less chance there is of misunderstandings between you and your client.

If possible, itemise the parts of the project you plan to undertake and deliver and give a rough time estimate for each. Not only will this help manage expectations, but the client will also appreciate being able to see where and how their budget is being spent.

Rates and payment terms

The rates and payment sections are arguably the most important part of a freelance contract because it outlines how, when and how much the client has agreed to pay you for your services.

This section of the contract should include details about:

• The agreed rates you are charging by day, hour, flat fee, etc.
• Your preferred payment method and payment details
• Payment terms (typically 30 days), which should match your invoice document, and the details of any late payment fees you might charge
• Whether or not you plan to take a portion of the fee upfront or in installments
• Whether or not the agreed cost includes amends or changes. If not, include information about the additional charges for this.

Agreed deadlines, milestones and timeline

Prior to signing the contract, you will already have had a conversation with the client about the desired timeline and your availability. So, when writing the contract, include what you agreed in a clause about deadlines and planned milestones. You should also provide a date for when work officially commences.

It’s worth adding a line about flexibility around delivery deadlines in this clause. You never know what the future holds, and you may need a certain amount of slack. Committing to a specific date, unless the client really needs you to, too far in advance can cause problems further down the line.

Cancellation terms

In some rare cases, a client may decide to cancel the project before the full scope of work is complete. A cancellation terms clause in your contract will ensure you’re still paid and not left out of pocket.

The cancellation form should clearly state what your ‘kill fee’ is, which is the amount the client will have to pay on top of what they owe so far for cancelling the project midway.

In this section, you should also include details about what will happen if you need to cancel the project or if you can’t complete it due to unforeseen circumstances.

Information regarding your IP

If you have any details about your Intellectual Property (IP) terms, you should share these in your contract. It will help make sure your work is being used how you want it to be and will also prevent clients from being able to use your work without paying for it first.

Normally, the freelancer retains the rights to work until the client’s bill has been settled. After that, you won’t be able to use or resell the same work to any other client. It would be worth noting this so the client knows you have considered ownership.

Dated signatures from all parties

To seal the deal, both you, your client(s) and anybody else involved should print and sign the document, e-sign in, or send email confirmation. You will need this for the contract to be officially legally binding.

Staying IR35 compliant

When creating your contract, you should make clear that you’re working in a freelance capacity. This needs to be obvious so you don’t look like you’re an employee in disguise, which would trigger the IR35 rules.

What is an employee in disguise?

An employee in disguise is a contractor (or freelancer) who has been hired on a self-employed basis, but the nature of the working arrangement is more like permanent employment. This is what IR35 rules and regulations are designed to clamp down on.

Disguised employment occurs because employers hire contractors and brief them to work like permanent employees but pay them invoices rather than through payroll. This means the employer gets to avoid paying National Insurance and other contributions and employee benefits.

Non-compliance can sometimes be the result of an honest lack of awareness, but failing to comply with IR35 rules runs the risk of hefty financial penalties so it’s important to ensure you’re ticking all the right boxes.

What to include in your freelance contract

If your relationship with a client is authentically in a freelance capacity and you are operating as an autonomous self-employed contractor, you are what’s referred to as being ‘outside IR35’.

Demonstrate your ‘outside IR35’ status on your contract by detailing your freelance working processes and working arrangements with your client. This will show HMRC that you are indeed a freelancer and not an employee – or a disguised employee.

Head over to our freelancer information hub for more guides, news and advice.

The post A Guide to Writing Up Contracts as a Freelancer appeared first on Freelancer News.

So, as a freelancer, your time is your most valuable asset and it’s important to make every minute count. That doesn’t mean you have to work flat out – don’t forget rest and downtime are critical to productivity and wellbeing too. It just means you need to take measures to optimise your time, including scheduling time-effective meetings that add real value.

As a freelancer, setting up meetings can be a bit of a faff, never mind figuring out agendas beforehand. But don’t worry because we’ve got some tips on ways you can schedule more time-effective meetings so they won’t clog up your whole week.

Why are time-effective meetings so important?

Good time management isn’t just an arbitrary addition to a soft skillset. Timekeeping and organisation are essential, especially for freelancers who are juggling so many roles. You’re the business owner, marketer, project manager, and the client relationship manager – just to name a few.

Here’s why time-effective meetings are so crucial:

• You will appear more polished and professional when you can manage time more effectively
• Less time is wasted, which is important when your time can be converted into profit
• You feel more organised and less hassled – and therefore less stressed!
• It becomes easier to give your clients equal treatment, so you don’t end up servicing some more than others
• You can avoid spreading yourself too thin and burning out

Time is precious, so it’s important you use it wisely. Think you could be making better use of your allocated meeting time? Keep reading…

Make the most of your meetings

So, let’s dive into our advice on how to optimise your meetings so you can get the most value out of them and reduce the risk of wasting time.

Avoid meetings that could be an email instead

You’ve seen the memes and the satirical posts – absolutely nobody wants to sit through a meeting that could have easily been an email, Slack message or phone call instead. Consider if the meeting you’re setting up is really necessary before clicking send on the calendar invite.

For example, if you want to ask your client about some overdue invoices, send them an email instead. That way, you also have an audit trail of the conversation.

Another example is if your client just wants an update on where a project is up to. They may even ask for these on a regular basis. Instead, you could agree to send a weekly project status report via email or another collaboration tool to remove the need for a meeting.

Just try to balance this with good client relationship management. If having a meeting will keep your client sweet, it may be worth the time investment. It’s your call.

Give meetings a time limit

According to Harvard Business Review, 30-minute meeting slots are the most effective and help people avoid waffling and get to the point quicker.

So, unless there’s a reason to extend or the nature of the meeting calls for a longer session, try sticking to 30 minutes or less. With a concise time limit, attendees are more likely to get down to business efficiently.

In order to do this, make sure you’re actually scheduling meetings in a digital calendar and sending invites. Don’t just agree on a time via email and set up an impromptu link. Send an invite with clear timings so expectations are managed from the beginning. Some great meeting scheduling tools to check out are:

• Google Calendar
• Calendly
• Flowance

Setting a time will also encourage clients to be prompt. Time is money as a freelancer, and you don’t want your billable minutes to be wasted waiting around for tardy meeting attendees.

Create and share an agenda before the meeting

Fail to plan and you’re planning to fail, as the saying goes. Putting an agenda together before the meeting will help keep the topics relevant and the time efficiently managed. Going into a meeting without any kind of plan of action is a recipe for going off-topic and running over.

Compile a short list of bullet points to summarise what will be covered during the meeting and share this ahead of time. That way, the people you’re meeting with have the chance to add their own agenda points and you can adjust the timing in advance rather than having to run over on the spot.

Having a shared agenda also means all attendees can come to the meeting prepared with talking points and any materials that need to be shared. Without preparation, heaps of time can be wasted while people collect their thoughts and search for materials in real-time.

Pick your timing

The majority (87%) of Brother UK’s respondents said they are at their best before midday, with 9am-11am proving to be the most productive period.

Figure out when you’re most on the ball and set as many meetings during that timeframe as possible. Leaving an important client meeting until 4pm on Friday when everybody is tired from the week and winding down for the weekend is not the best idea, if it can be avoided.

Another approach you could try is having one or two days per week dedicated to meetings only. That way, you can condense your meeting days and leave the remainder of the week open for full focus and uninterrupted concentration.

Looking for more freelancing advice? Head to our hub, where we’ve got a whole host of resources ready for you.

The post Scheduling Time-Effective Meetings as a Freelancer appeared first on Freelancer News.

However, lots of freelancers – your competitors included – are using outreach strategies to engage and win new clients and keep their calendars full of projects. Plus, while cold methods still have their place, the world has evolved and outreach has become far more diverse and versatile.

So, fear not, we’re here to steer you in the right direction, help you nail your outreach strategy and save you money on rejection therapy bills.

What is an outreach strategy?

Essentially, an outreach strategy is a dedicated plan of action designed to find, engage and hopefully onboard new customers. It’s all about devising a way to reach new prospects and generate leads so you can, in an ideal world, nurture them into becoming a client of yours.

How you approach and build your outreach plan will depend on things like:

• How much time you have to dedicate to it
• The type of industry you’re in
• Your budget
• The capacity you have to take on new clients
• Where your target audience is in terms of the platforms and communication methods they use

There’s no one-size-fits-all template and of course, big companies have dedicated sales or marketing teams to take on the task. However, the principles of outreach strategy remain the same for a freelancer flying solo.

What different methods of outreach can you use?

Below are some tried-and-tested outreach methods you could try out. It’s worth exploring which one is worth the investment in terms of time, effort, and money. For example, if your customers don’t really use a certain social media platform, skip that one!

Email outreach

Email is a great platform for connecting with prospects, whether it’s part of an email marketing flow to your current customers or a cold email campaign to people who aren’t your customers (yet).

When sending your emails, be as personal as you possibly can and tailor your communications as much as you have time for. Recipients are far more likely to take notice if they feel like they’re receiving a message written just for them as opposed to a blanket email, especially in the subject line.

Pro tip: Check out Mailshake and Woodpecker, which are both brilliant tools to help automate your email outreach to make your strategy more streamlined, efficient and trackable.

Social media outreach

Social media is an effective way to engage in digital outreach. Platforms like Instagram, Twitter, LinkedIn, Facebook and TikTok are great places to engage with prospects directly with targeted ads, organic content and even cold communications (direct messages).

Expert tip: Before you press go on any LinkedIn outreach, give your own freelancer LinkedIn profile a refresh. First impressions are powerful and you want to make sure that you’re having the right impact on anybody who clicks on your page.

Blog outreach

Blog outreach is in the same family as content marketing and involves reaching out to other business owners with a blog, website owners and/or influencers for mutual gain.

For example, you could swap guest posts on each other’s blogs or give each other backlinks to expand your reach and drive more traffic to your site. Aim to get your content on websites with high domain authority to put you in Google’s good books and help you climb the search results pages.

Top tip: Check out Pitchbox, a great tool for supporting your outreach efforts, especially if you’re looking into link-building or working with influencers.

Cold outreach

Yes, the dreaded cold outreach methods do still have a time and place in modern-day growth marketing – sometimes. If you feel up to the challenge, cold calls, emails, social media messages and even visits to customers you’d like to work with could be fruitful.

Done right, good old-fashioned cold outreach could set you apart from your competitors who shy away from it. Plus, you never know, customers might even enjoy the more direct approach and remember you for it.

Customer outreach

This involves connecting with your existing customer base in strategic ways to:

• Prevent them from churning
• Increase the chances of word-of-mouth recommendations
• Boost loyalty to your business. This could be a giveaway or a special promotion, for instance.

Outreach is also a great way to upsell to existing customers, i.e., get them to spend more money on your products/services.

Don’t forget, you don’t just have to pour all of your efforts into one outreach tactic. In fact, the strongest outreach strategies combine the potential of multiple methods.

Tips for creating a strong outreach strategy

Ready and raring to outreach? Before you get started on your strategy, here are a few pointers to set you up for success.

Set clear goals

Whatever outreach methods you choose, you’re going to need to know if it works. That way, you know which avenues to continue down and which ones aren’t delivering the ROI you really want. The way to do this is by setting yourself clear goals – preferably measurable objectives that you can track.

Great examples of goals or objectives to set for your outreach plan include:

• Lead generation: More interest in what you have to offer
• Boost brand awareness: Make more people aware of your product/service
• Increase sales: More billable work
• Expand reach: Such as tapping into new demographics or locations

Meet your customers where they are

It’s a simple tip, but only deploy your outreach tactics where you know there is potential. It’s a waste of resources if you outreach in places where your customers won’t be found.

Do some research to figure out where your customers are hanging out online and what types of offline communication they’re most responsive to, as well.

It’s also worth building some target audience personas and researching their preferred communication methods. Create a profile of your ideal customer(s), research them extensively and then let that guide your choice of outreach methods.

Always stay on brand

Keep your outreach communications in line with your brand in terms of tone, visual identity and values. If you’re going to pique the interest of a lead and spark trust in your business, they’ll want to see that your brand is strong and consistent.

Customers (new and existing) feel far more at ease with a brand they recognise as familiar wherever they see you, whether that’s on their social media platforms or in their email inbox.

Plus, a solid brand identity will boost brand retention and support your own personal brand as a freelancer.

Have a strong CTA

Make sure you have a strong call-to-action (CTA), i.e. make sure the person reading or listening to the outreach communications knows exactly what you want them to do next.

Whether it’s signing up to your newsletter (to get them on your email list), getting in touch for a free consultation or following your business on social media, the best way to get the outcome you want is to guide clearly.

You can get creative with this too and lead with the benefit to them and not just the hard-sell instruction. For example, you could use ‘Unlock the latest insights’ as your newsletter signup CTA instead of the bog standard ‘Sign up’ copy.

 
Head over to our freelancer information hub for more guides, tips, and advice.

The post What Should My Outreach Strategy Be Like as a Freelancer? appeared first on Freelancer News.

The standard VAT rate is 20% and this applies to most qualifying goods and services, although some things like sanitary products, financial services and children’s clothing have reduced (5%) or no (0%) VAT applied.

The end customer is the one that ultimately pays VAT but as you know, even as a business owner, sometimes you’re also the customer.

How does VAT work for freelancers?

Here are some key things to know about VAT as a freelancer:

• VAT works the same for freelancers as it does for any other type of contractor or business owner. Registration is only mandatory once your VAT taxable turnover reaches a certain threshold.
• You only need to charge VAT as a freelancer if you are VAT-registered
• Once you are registered for VAT, you will need to start adding VAT to your client’s invoices and submit VAT Returns to HMRC

Do all freelancers have to register for VAT?

No, not all freelancers will need to register for VAT. As with all types of business owners, you only need to register for VAT once your VAT taxable turnover (the total amount of sales you make of anything that isn’t exempt from VAT) exceeds the legal threshold.

The VAT threshold is currently set at £90,000. So, if your VAT taxable turnover is over this amount, you will need to register for VAT by law. The registration deadline is within 30 days from the end of the month in which you exceeded the threshold.

As long as your taxable turnover is under this threshold, you won’t need to worry about registering for VAT or charging your clients VAT. However, some people choose to register for VAT voluntarily.

Voluntary VAT registration

Unless you only sell goods or services that are VAT-exempt or zero-rated, you can voluntarily register for VAT, even if your taxable turnover is nowhere near the £90,000 threshold yet.

The benefits of registering for VAT voluntarily include:

• Making savings as you can reclaim VAT on business-related purchases. In some cases these can also be backdated for up to four years prior to your VAT registration date.
• Making your business appear more established and therefore more credible in your clients’ eyes.
• Making some types of EU invoicing easier.
• Eliminating the need for you to do it at a later date when your business will be bigger and you’ll be busier.
• Mitigating the risk of exceeding the legal VAT registration threshold without realising.

If you fail to register for VAT once it becomes mandatory, you risk being slapped with a financial penalty of between 5-15% of what you owe on top of the outstanding tax. If you think you’re going to pass this point within the next 30 days, it’s time to get VAT-registered, pronto!

Just be aware that:

• You’ll have more admin to do as you’ll need to account for VAT on your invoices and in your bookkeeping, and submit VAT Returns to HMRC.
• VAT registration can affect your pricing structure. Because it’s an added charge, you might decide to pass this on to your customers (so the amount they pay is higher), pay it yourself (which will eat into your profits), or a combination of both.

It’s important to note that if you aren’t registered for VAT, you aren’t allowed to charge or claim back any VAT.

Once you’re registered, whether it’s voluntarily or mandatory, you will need to start charging VAT on your goods and services.

The different VAT schemes

If and when you do register for VAT as a freelancer, you’ll need to understand the various schemes so you can choose how to charge, claim and report VAT in a way that suits you. These include:

• Standard VAT accounting scheme
• VAT Flat Rate Scheme
• VAT Cash Accounting Scheme
• VAT Annual Accounting Scheme
• VAT retail schemes
• VAT margin schemes

Let’s explore four of the most common schemes to help give you an idea of how each one works.

Standard VAT

The Standard VAT scheme is a great option if your cash flow is healthy and you have regular clients who are reliable payers.

Using this scheme, you charge VAT to your customers (output tax) and reclaim VAT on your purchases (input tax). You then pay HMRC the difference between these two amounts as part of your VAT Return, even if your customers haven’t paid you yet.

Flat Rate VAT

As the name suggests, this scheme is where you pay a flat rate of VAT to HMRC as a percentage of your turnover, as opposed to calculating the difference between output tax and input tax like you do with the Standard VAT scheme.

Once the flat rate is paid, you get to keep the difference between what you charge your clients in VAT and what you pay HMRC. For some business owners, this scheme is preferable because it’s quicker and easier than calculating specific amounts.

However, with the Flat Rate scheme, you aren’t allowed to reclaim VAT on your purchases. This scheme is good if you want something predictable and standardised or if you don’t typically pay much (or any) VAT on the things your business buys.

VAT Cash Accounting

Cash Accounting might make the most sense for you if your freelance clients aren’t regular or if your clients are notoriously bad at paying their invoices on time.

With this scheme, you account for the VAT on sales and purchases when the payment happens, rather than using the date of the invoice. This means you don’t need to pay the VAT you collect from a customer until they actually pay it, but likewise cannot claim the VAT you owe to a supplier until you pay them.

VAT Annual Accounting

VAT Annual Accounting is where you make advance payments towards your next VAT bill during the year, either on a monthly or quarterly basis, and then submit an annual return. You can request a refund from HMRC if the advance payments result in an overpayment.

The key thing to consider about the Annual Accounting VAT scheme is that you can only reclaim VAT on an annual basis. So, although it is one of the simpler methods, reclaiming on a yearly basis might not work for you (or your cash flow).

How do I add VAT to my freelance costs?

To charge your freelance clients VAT, you’ll need to figure out which VAT rates apply to your goods or services. Once you know this, you can then add this to your original costs on your invoices.

For example, if you charge a freelance client a £500 day rate and want to add VAT at the standard 20% rate, you’ll invoice them £600 in total. This is the £500 day rate plus 20% VAT (£100).

On your invoices, you should detail:

• The original cost (the price excluding VAT)
• The VAT rate (% amount) being applied
• The total (original cost plus VAT)
• Your VAT number

When discussing your prices with clients or displaying them on your website, make sure to communicate clearly that you charge VAT on top of your standard costs.

Remember to keep excellent records of all your financial transactions, and to record your VAT dealings in detail!

Looking for more expert business support? Head over to our info hub for more news and helpful resources.

The post Do Freelancers Need to Charge VAT? appeared first on Freelancer News.

If you’re in employment and on maternity leave, you will likely be receiving Statutory Maternity Pay (SMP) if you are a qualifying employee.

To qualify, you must:

• Have been working for your employer for at least 26 weeks by the 15th week prior to your baby’s due date
• Earn a minimum of £123 per week (pre-tax)
• Have given notice to your employer at least 28 days before stopping work
• Have provided proof of the pregnancy (typically this is a MATB1 form you can get from a doctor or midwife)

How much is Statutory Maternity Pay?

SMP is given at 90% of your average weekly earnings (pre-tax) for the first 6 weeks of maternity leave and £172.48 per week for the remaining 33 weeks (or still at 90% of your average weekly earnings if it’s less than £172.48).

For some new parents, freelancing while on maternity leave is a way to earn more money to top up SMP payments. Especially given that employees can take up to 52 weeks of maternity leave but SMP will only be paid for the first 39 weeks.

Self-employment allows for more financial freedom and flexibility if you do want to take the full maternity leave period of 52 weeks but can’t afford the additional 13 weeks with no SMP.
 

Can I freelance while on maternity if I’m employed?

If you’re on maternity leave from your job and considering freelancing at the same time, there are some important things to know.

• The first key thing to be aware of is compulsory maternity leave.

This legally prohibits anyone from doing any kind of work for two weeks after they give birth. You’ll probably want to spend those two weeks cuddling and adjusting anyway but this legal requirement is worth noting.

After that two-week compulsory maternity leave period, you can start freelancing if you like. You should consult your employment contract first to make sure your employer doesn’t prohibit freelancing while working for them (and then decide what you want to do with that knowledge).

Even when you’re on maternity leave, you’re still legally bound by all the rules and regulations in your employment contract, so you will need to continue complying with them.
 

Will freelancing affect maternity benefits?

If there’s no clause in your employment contract and you’re permitted to freelance while on maternity leave from your job, your Statutory Maternity Pay shouldn’t be affected.

In this case, self-employment won’t stand in the way of your SMP and you will still receive these payments along with any earnings you make through freelance work.

For the sake of clarity, it’s important to note that if you carry out any work for your employer while you’re on official maternity leave, this will stop your Statutory Maternity Pay. This includes working for your employer on a ‘freelance’ basis for the period of time you’re on maternity leave.

Some new parents think this is a crafty loophole to earn more without having to find or service new clients but this is extremely risky. If you were to be found out, you could lose your maternity benefits, have to pay extra tax to HMRC, and end up out of pocket.
 

Maternity Allowance and KIT days

Unlike employed people, self-employed freelancers are not entitled to the regular SMP but they can apply for a Maternity Allowance (MA) instead although you can’t have both at the same time.

Even if you start freelancing while on maternity leave, if you’re already getting Statutory Maternity Pay through your employer, you can’t also have the Maternity Allowance.

With the Maternity Allowance, it’s also important to be aware of ‘Keeping in Touch’ (KIT) days. These days allow you to work for a maximum period of 10 days within the time you’re receiving MA and no more. If you work beyond the 10-day threshold, you will lose your entitlement to MA.
 

Do I have to pay tax on my freelance earnings?

When you’re juggling a new baby and freelance work, you’re certainly going to have a lot on your plate. It’s essential that you still make time to track your income and register for Self Assessment once you go over the tax-free trading allowance.

The trading allowance is the amount of income you can make in a tax year from casual and/or miscellaneous means before starting to pay tax on those earnings. The current threshold is set at a maximum of £1,000 per tax year, and doesn’t apply to the wages you get from your employer.

So, if you make more than £1,000 through your freelance work in a tax year, you’ll need to submit a Self Assessment tax return and pay tax on the earnings over the trading allowance threshold.

You will still be taxed as normal for your employment earnings through your employer’s payroll system. Registering for Self Assessment just means you can pay tax on the extra you make through self-employment.

And no, your employer won’t know unless you tell them, or unless you ask HMRC to collect any tax you owe through your tax code.
 

Track earnings and expenses with good bookkeeping software

The best way to keep track of your freelance earnings and expenses is by using bookkeeping software. This means you can access your accounts from anywhere with an internet connection and track things like spending and invoices on the go.

If you do start earning more than the trading allowance, bookkeeping software makes it far simpler to figure out how much of your income will then be taxable.

If you hire an accountant to do your Self Assessment tax return for you, bookkeeping software also makes providing them with all the information they need much easier.

Plus, with good bookkeeping practices, an accountant will also be able to help you freelance as tax-efficiently as possible and claim as much tax relief as you can.
 
Find even more advice and guidance for freelancers in our info hub!

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