What Software Do You Need to Run Your Copywriting Business?

I have a very firm rule when it comes to purchasing software for copywriters (and things for your business in general) …

(And this probably traces back to when I started mine decades 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.

That’s the beauty of copywriting: there are very few costs to get up and running.

You don’t need expensive software with all the bells and whistles. 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!)

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. 

That said, there are, several free softwares you may be interested in—but absolutely don’t need.

Landing Clients—Not Home Decor—Will Make You Feel Professional

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. 

Must-Have Software for Copywriters

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 or Google Sheets to track your income and invoices, and you’ll also use it to track your pitches and follow-ups. 

And you’ll need a program to build your professional website like Squarespace, Weebly, Wix, or WordPress. (These pay for themselves pretty easily.)

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

Copywriters MUST Have a Cloud-Based Storage Solution

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—your entire livelihood—depends on your computer and having access to the files on it. 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.

Google Drive is a great, free option. If you already have a Gmail email, then you’re likely already familiar with the perks of Google Drive. You get 15 GB of storage for personal use. You can add Microsoft Word and Excel files into Google Drive. You can also use Google Docs and Sheets and download them as Microsoft Word and Excel files.

If you end up needing more storage, there are paid options with 2 TB (!!) of space.

And that, my friends, is all you need!

Optional Software for Copywriters

Of course, there are lots of free apps, sites, and software that allow you to keep track of your work, cut out distractions to stay focused, and help you get down to business. Here are just a few of our team’s favorites. Most have a free option that you can upgrade to the paid version with more bells and whistles—when and if you need or want to.

1. Todoist

Who doesn’t love checking things off a list? When Wunderlist shut down (*sniff) we were left searching for an alternative. Todoist delivers, letting you you create lists (To Do lists, shopping lists, etc.), sync them across all of your devices, and set up reminders and get alerts. It sounds simple, but that’s the beauty of it.

The free version of Todolist let’s you have five active projects, including five collaborators per project. Plus, you can have 5 MB of uploads, 3 filters, and 1-week activity history. Paid plans give you more projects, collaborators, space, and a few other bells and whistles that you may find useful as your business grows, but aren’t necessary when getting starting.

If you’re also a former Wunderlist user looking for your soulmate list software and want to explore all of your options, here’s a list the Chamber of Commerce put together.

2. Asana

Whenever you have more than one client, you’re asking for trouble if you’re trying to juggle multiple due dates and deliverables in your head. A project management tool of some kind is one of the most important pieces of software copywriters need. Our team started using Asana in 2020 and we are major fans for its easy of use and ability to track all our projects in one place.

The free version of Asana includes unlimited projects, tasks, activity log, storage, and comments. Plus, it integrates with 100+ apps, including GSuite and time tracking apps.

You can view your projects from three different views (list, board, and calendar), which sounds basic but comes in handy.

The calendar view, in particular, makes it really easy to see all your tasks due on a given day in advance. That comes in handy when a client is asking, “when can you do this?” Just look at your calendar to see what is realistic with all your other tasks! We’re also a fan of the board view to divvy up tasks into specific buckets. You could do “Morning, Afternoon” tasks, by energy level, or, like one of our team members does, by length the task will take:

3. Freedom

Whether you’re working in your company’s office or your home office, you’re susceptible to distractions on your computer. (Constantly refreshing Instagram, anyone?) Freedom lets you decide what your main distractions are and cuts you off from them for a designated period of time. It’s amazing how much you can get done in 25 focused minutes. This isn’t free, but there’s a plan (billed annually) that comes to under a few dollars a month.

They have built three free browser extensions, including “Pause,” which allows you to pause before visiting a distracting website. There’s also “Limit” that allows you to limit your time spent on distracting websites and “Insight,” which will help you actually see the amount of time you’re spending and where you’re spending it. If you’re ever feeling like “But … I worked 8 hours! What did I do?” You’ll want this to get a real, honest look at where your hours are going so you can make the necessary adjustments!

If you use Google Chrome as your web browser, there’s also the StayFree browser extension that’s worth trying (also free).

4. Spotify

5. Noisli

Another option we love is Noisli. Noisli lets you create a custom mix of background noise to listen to while you work. (My personal favorite is a mix of rain sounds, wind sounds, and coffee shop sounds.)

The free version allows you to have 16 sounds for 1.5 hours/day. There are paid versions that give you unlimited streaming.

5. Lumosity

When you’re writing all day, it’s nice to give your brain periodic breaks. While a walk around the block works wonders, it sometimes makes it challenging to come back to your desk and settle back into work. Or, heck, it may be raining outside! When that happens, hop over to Lumosity and use some of their brain-training games to get be back into the thinking groove.

They have a free membership, as well as paid membership options. Their word games are especially worth a try to get back into the copywriting groove. Try “Word Bubbles,” you’ll love it.

6. Calendly or Acuity

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. Calendly has a free version, and both have paid versions that cost around $15/month.

7. Dubsado or HoneyBook

When it comes to keeping track of all your clients, Comprehensive Copywriting Academy students have a template for doing it in an Excel or Google Sheet. It’s really all you need. Invoicing is super simple, too (and CCA students have a template for that).

That said, you can look into software like Dubsado, which has a free trial. (Trial is a bit of a misnomer since it never ends!) You can have up to three clients last time we checked.

HoneyBook is another option. If you want to try it out, you can get 50% off one year of HoneyBook using this link.

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.

Your turn! Are any of these apps in your digital toolkit? Is there any other software for copywriters that’s made a huge difference for your business? Let us know in the comments below!

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Last Updated on November 15, 2022