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What Software Do You Need to Run Your Copywriting Business?

By Nicki Krawczyk 10 Comments

What Software Do You Need to Run Your Copywriting Business?

I have a very firm rule when it comes to purchasing things for your business…

(And this probably traces back to when I started mine 15+ years ago and bought a phone I never used, a business line I never used, letterhead I never used, and a desk and chair that were so much less conducive to work than my sofa.)

My rule is this: You should only spend money on things for your business that will pay for themselves—and then some. 

Some things, like advertising for example, are easy to evaluate as to whether or not they’re paying for themselves. Some things, like a new desk chair, might be harder to evaluate immediately, but you might notice more focus and productivity over time.

But things like office décor? The super-high-end business cards? The swanky software that has you do what you were doing anyway, but makes you log in? 

Make no mistake about it: Those aren’t business expenses. Those are personal treats. 

And I get it! A great-looking home office and swanky collateral or software can help you feel more like a professional. But you know what is guaranteed to make you feel like a professional? Landing clients—and then landing some more.

So, bonus tip for this post: Don’t spend money on nonessentials (aka treats) until you’ve got plenty of extra money coming in. 

The truth is that there is almost NO software that’s necessary for running your copywriting business. (Note the “almost”—I’ll come back to that.)

You’ll use Word for sending your copy docs to your clients. (And, no, I don’t even recommend using Google Docs—here’s why.) You’ll also use it to send your invoices.

You’ll use Excel to track your income and invoices, and you’ll also use it to track your pitches and follow-ups. 

And that, my friends, is it. 

Now, if you find that you’re spending a lot of time going back and forth with clients and would-be clients about scheduling calls, then you can look into scheduling software like Acuity and Calendly. Both will cost you about $15 a month.

But, beyond that, you don’t need crazy software. You may want it — you may want invoice functionality, and client-logins, and project tracking (Ooo, just saying all of it makes it seem so appealing! Features galore!) and you can look into software like Dubsado and Honeybook. 

But unless you NEED them, or unless they enhance your productivity so much that they’re saving you at least a few hours per week (and don’t forget to subtract the time it takes to actually use them!), they’re not worth it. 

It’s really easy to find things to spend your money on when you’re starting or ramping up a business. And it’s easier still when they look great and they promise you enhanced productivity. But be careful — often the software that promises enhanced productivity just means you’re still doing the same tasks but in their swanky system. Time savings? Little to none.

Now, back to my “almost no software that’s necessary” point. Obviously, as I mentioned, you’ll need Word and Excel. You’ll also need software to build your professional website like Squarespace, Weebly, Verb, or Wix. (These pay for themselves pretty easily.)

But beyond that, there’s one piece of software you absolutely NEED to have: 

You need automated back-up software. You need to know that the files on your computer are being automatically backed up at regular intervals (ideally immediately, if not, once a day). 

Why? Because your income is based on your work—and if your computer goes down and your work disappears, you’re in big trouble.

I’ve been lucky enough that my computer has never died while I’m right in the middle of a project for a client…but I know plenty of people who haven’t been that lucky. 

And if they didn’t have back-up programs running, they had to start ALL over again—and still hit their client deadline.

You know your computer is going to die at some point. It’s just a fact of (technology) life. So don’t gamble with your copywriting work—or your income. Invest in automated back-up software to ensure that you’re protected.

Your turn! What other software, gadgets, or treats have you been tempted to buy? Did I miss anything that has made a difference for your business? Let me know in the comments below. 

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About Nicki Krawczyk

Nicki is a copywriter, copy coach and the founder of Filthy Rich Writer. She's been writing copy for more than 15 years.

Comments

  1. Jamie says

    September 16, 2019 at 2:26 pm

    I’m thinking about getting quickbooks or some other type of invoice/expense tracking software. I don’t trust myself to keep track of outstanding receivables!

    Reply
    • Nicki Krawczyk says

      September 16, 2019 at 7:51 pm

      Hi Jamie,

      That’s a good point – if you *know* yourself and you need that external prompt, that can be helpful. But, remember, fundamentally it’s the same thing: You still have to input the information yourself, whether it’s into Excel or into Quickbooks or one of those kinds of programs. 🙂

      Thanks for commenting!
      Nicki

      Reply
  2. Elizabeth says

    September 17, 2019 at 5:08 am

    This may be a ridiculous question, but is Word ABSOLUTELY necessary? I’m a Mac person , so I’m wondering if I can use my Pages app and convert to a docx document? Thanks so much for the info. You have proven to be so helpful!

    Reply
    • Nicki Krawczyk says

      September 17, 2019 at 6:55 am

      Hi Elizabeth,

      Well, no – it’s not absolutely necessary, as long as converting the files is going to be easy. Remember, most clients are going to be using Word and that means that you’ll be converting files to send to them, and you may have to convert files that come back from them. In terms of use of your time…there are a lot more high-impact (and income-generating) ways to spend it. This might be a situation where you’re evaluating paying $60 for Word (or whatever it is) versus spending 10 minutes to convert files every day, times 20 workdays a month, times 12 months…or spending 40 full hours of converting files per year. That’s an entire workweek.

      By the way, I’m a Mac user, too, and Word and Excel both work just fine on all of my laptops. 🙂

      Thanks for commenting!
      Nicki

      Reply
  3. Mike says

    September 19, 2019 at 3:45 pm

    Word is really good nowadays because it has auto save which is linked to your cloud software. No danger of lost work!

    Reply
    • Nicki Krawczyk says

      September 19, 2019 at 5:15 pm

      Hi Michael,

      Nice! I wasn’t aware it even had that feature. (I just use the iCloud on my Mac.) Thanks for sharing!

      Nicki

      Reply
      • Mike says

        September 20, 2019 at 5:03 pm

        It’s true peace of mind. We can now freely reverse over our laptops in the driveway, throw them in the swimming pool to see what happens or allow them to spontaneously combust. Expensive but such fun. 🙂

        Reply
        • Nicki Krawczyk says

          September 21, 2019 at 10:12 am

          Ha! To each our own. 😉

          Nicki

          Reply
  4. Sherry says

    February 29, 2020 at 2:40 pm

    It’s definitely all too easy to find things to spend $ on. While I purchased a used desk, was gifted a chair, and ordered the cheapest option for business cards (which rarely leave my home, tbh) I also signed up for a business license, a high end cell phone plan, a paid invoicing program, and a few other things that ultimately ate into my profits. Thanks for the post!

    Reply
    • Nicki Krawczyk says

      March 1, 2020 at 12:40 pm

      Hi Sherry,

      Agreed! For me, I think it feels like I’m making progress on things when I’m making purchases…but I’m really just getting in my own way. 😀

      Thanks for commenting!
      Nicki

      Reply

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