Running your own freelance business can be immensely rewarding, but also extremely busy. When you’re juggling multiple clients and projects, admin can easily fall by the wayside. However, staying on top of the paperwork is vital for a smooth-running and successful freelance business. Follow these essential admin tips to keep yourself organised and sane!
Get Your Finances in Order
As a freelancer, you need to be strict with tracking your finances. Get into the habit of recording all income and outgoings – keep digital records and file away any receipts and invoices. Using accounting software can make this process seamless. Programs like Xero allow you to connect bank accounts to automatically import and categorise transactions. Utilise a time sheet template to record billable hours to add to invoices.
Set aside time every week to review finances, chase any late payments, and forecast cash flow. Being aware of your financial position means you can spot potential issues early and make informed decisions.
Register as Self-Employed
If you’re working for yourself, legally you need to register as self-employed with HMRC. This ensures you pay the right tax and can claim allowances. To register, you need your National Insurance number, bank details and an estimation of your annual turnover.
Once you are registered, you’ll receive a Unique Taxpayer Reference and need to complete a Self-Assessment tax return each year. You’ll also need to make advance payments towards your tax bill – HMRC will calculate how much you need to pay. Staying on top of your tax obligations is vital as the penalties for late filing and payment can be steep.
Get Insured
Taking out the right insurance policies will protect you financially as a freelancer. Public liability insurance covers any damage or injuries caused due to your business, while professional indemnity insurance provides cover if you’re accused of negligence or giving poor advice.
It’s also wise to take out income protection and critical illness cover in case you become too unwell to work. And don’t forget small business insurance to cover any equipment. Shop around for quotes, as costs can vary significantly between providers.
Organise Your Workspace
To work efficiently, you need an organised, distraction-free workspace. Invest in quality storage solutions like file cabinets and shelves to keep everything tidy. Create a filing system so documents are easy to locate – this could be categorised by project, client, year, etc.
Make sure you have all essential office supplies stocked up, including pens, highlighters, notebooks and printer ink. A label maker can also be handy for clearly archiving files and folders. Keep your desk and surrounding area clutter-free for a calming working environment.
Get Digital
Paperwork can quickly spiral out of control when working for yourself. Where possible, try to go paperless by storing important documents online via cloud software like Dropbox or Google Drive. Invest in a scanner to digitise any hard copy paperwork you have.
Emails can also become overwhelming. Set up folder filters and rules in your email system to automatically organise incoming messages. And schedule time each week to unsubscribe from any unnecessary mailing lists.
Working digitally means documents are accessible anytime, anywhere and you’ll waste less time searching for important paperwork. Just ensure you have backups and security software in place.
Outsource Admin Tasks
Some admin tasks are essential, but others can eat into your productive working hours. Consider outsourcing these jobs where possible. A great option is hiring a virtual assistant to handle tasks like scheduling appointments, managing emails and bookkeeping.
This leaves you free to focus on income-generating work. You’ll likely still need to oversee your assistant, but they can take the admin burden off your shoulders. Just be sure to find someone meticulous and reliable.
Take Control of Your Schedule
Without office hours, your work and personal time can easily blur together when freelancing. This leads to you working longer hours and burning out. Avoid this by taking control of your schedule.
Block out defined working hours and break times. Use calendar apps to schedule everything from project deadlines to exercise classes. Having a routine keeps you disciplined. But also build in flexibility for the unpredictability of freelancing.
Limit distractions by silencing phone notifications and closing email during focused work. And don’t be afraid to say no to clients if you’re at capacity. Your schedule should work for you, not control you.
Stay Organised On-the-Go
When meeting clients or working remotely, you need to stay organised on-the-go. Cloud storage means you can access important documents from anywhere. Apps like Evernote or Google Keep enable you to capture notes, invoices, receipts and more while out and about.
Portable organisation devices like mini file boxes are great for keeping documents in order inside your bag or car. And don’t forget the importance of a sturdy, organised laptop case or backpack. The right mobile gear means you can work efficiently from anywhere.
Master the admin basics and you’ll free up time for the work you love.
