The Best Productivity Apps for Entrepreneurs and Freelancers
Entrepreneurs and freelancers are often juggling multiple tasks, deadlines, and responsibilities, making productivity a critical component of their success. Whether it’s managing projects, organizing schedules, or staying on top of finances, the right tools can make all the difference. Here’s a curated list of the best productivity apps tailored to the needs of entrepreneurs and freelancers.
The article highlights several productivity applications, detailing their key features and benefits:
Trello is a versatile, user-friendly project management tool that uses boards, lists, and cards to organize tasks. Its visual approach makes it easy to track progress and collaborate with team members.
Key Features:
Best For: Entrepreneurs managing small teams or freelancers juggling multiple clients.
| Pros | Cons |
|---|---|
| Simple and intuitive interface | Limited advanced features for large projects |
| Flexible organization with boards and cards | No built-in time tracking |
| Strong integrations with third-party apps | Can become cluttered with many boards and cards |
| Ideal for visual task management | Scaling for complex workflows requires plugins |
| Free plan with robust features | Limited reporting and analytics capabilities |
| Competitors | Key Features |
|---|---|
| Asana | Robust project management and team collaboration. |
| Monday.com | Highly visual project tracking with automation. |
| Jira | Advanced tools for agile software development. |
| ClickUp | Comprehensive task and project management with customization. |
| Basecamp | Simplified project organization and team communication. |
Top 5 Reviews From Google Play
“Trello has revolutionized the way our team collaborates. The visual boards and seamless integration with other tools make project management a breeze.”
“An intuitive app that keeps my tasks organized. The drag-and-drop feature is particularly helpful for quickly updating project statuses.”
“I’ve been using Trello for years, and it keeps getting better. The ability to customize boards to fit our workflow is invaluable.”
“Trello’s user-friendly interface makes it easy to manage multiple projects simultaneously. Highly recommend for teams of all sizes.”
“The integration with Google Drive and Slack has streamlined our communication and file sharing. Trello is a must-have for project management.”
Asana offers powerful features for task management and team collaboration, making it a great choice for entrepreneurs leading projects of varying complexity.
Key Features:
Best For: Entrepreneurs who need to streamline team workflows.
| Pros | Cons |
|---|---|
| Comprehensive project and task management | Steeper learning curve for new users |
| Timeline view simplifies tracking | Limited customization on the free plan |
| Strong team collaboration features | Overwhelming for small, simple projects |
| Automations reduce repetitive tasks | Premium pricing can be high for small teams |
| Robust reporting and analytics | Task dependencies are limited on the free tier |
| Competitors | Key Features |
|---|---|
| Trello | Visual task boards for organization and collaboration. |
| Monday.com | Customizable workflows for various industries. |
| Smartsheet | Spreadsheet-like project management and tracking. |
| Wrike | Team collaboration with real-time project updates. |
| ClickUp | All-in-one platform for tasks, goals, and documents. |
“Asana has transformed our team’s productivity. The task assignment and tracking features ensure everyone knows their responsibilities.”
“The timeline view in Asana provides a clear picture of project progress. It’s an essential tool for meeting deadlines.”
“Asana’s automation for repetitive tasks has saved us countless hours. It’s a game-changer for efficiency.”
“The ability to customize project views and fields in Asana allows us to tailor it to our specific needs. Highly versatile.”
“Asana’s mobile app keeps me connected to my team’s work, even on the go. It’s reliable and easy to use.”
Notion combines note-taking, databases, and task management into a single platform, ideal for freelancers and entrepreneurs who want everything in one place.
Key Features:
Best For: Freelancers who need an all-in-one tool to organize their work.
| Pros | Cons |
|---|---|
| Fully customizable dashboards | Initial setup can be time-consuming |
| Combines note-taking, databases, and tasks | Can feel overwhelming with too many options |
| Excellent for personal and team workflows | Mobile app functionality is limited compared to desktop |
| Rich library of templates for all uses | Performance can lag with large databases |
| Free plan includes most essential features | No built-in Gantt charts or advanced PM tools |
| Competitors | Key Features |
|---|---|
| Coda | Document-based collaboration with app-like functionality. |
| Airtable | Database-driven task and workflow management. |
| Evernote | Comprehensive note-taking and organization features. |
| ClickUp | Combines project management and document organization. |
| Obsidian | Knowledge management with a focus on markdown notes. |
“Notion is the ultimate all-in-one workspace. From note-taking to project management, it handles everything seamlessly.”
“The AI features in Notion have enhanced our content creation process. It’s like having an assistant at your fingertips.”
“Notion’s ability to sync across devices ensures I have access to my work anytime, anywhere. It’s indispensable.”
“The customizable templates in Notion have streamlined our workflow. It’s flexible and adapts to our needs.”
“Notion’s integration with other tools has centralized our work processes. It’s a powerhouse for productivity.”
Communication is key, and Slack provides a centralized hub for messaging, file sharing, and collaboration, all while reducing reliance on email.
Key Features:
Best For: Entrepreneurs working with remote teams or freelancers coordinating with multiple clients.
| Pros | Cons |
|---|---|
| Centralized, organized communication | Can lead to notification overload |
| Strong app integrations for workflows | Limited search history on the free plan |
| Real-time updates and messaging | Pricing increases with larger teams |
| Channel-based organization for clarity | Lacks robust task management features |
| Excellent for remote teams | No offline work functionality |
| Competitors | Key Features |
|---|---|
| Microsoft Teams | Integrated with Office 365 and video conferencing. |
| Zoom Team Chat | Instant messaging with Zoom’s video calling features. |
| Discord | Text and voice chat with community-focused features. |
| Google Chat | Seamless integration with Google Workspace tools. |
| Mattermost | Open-source alternative for secure team messaging. |
“Slack has become the backbone of our team’s communication. The organized channels keep discussions focused and efficient.”
“The file-sharing capabilities in Slack make collaboration effortless. It’s an essential tool for remote teams.”
“Slack’s integration with our other apps has streamlined our workflow. Notifications and updates are all in one place.”
“The search function in Slack is incredibly powerful. Finding past conversations and files is quick and easy.”
“Slack’s mobile app ensures I stay connected with my team, no matter where I am. It’s reliable and user-friendly.”
Todoist is a straightforward app for creating and managing to-do lists, perfect for staying on top of daily responsibilities.
Key Features:
Best For: Entrepreneurs and freelancers seeking a minimalist productivity tool.
| Pros | Cons |
|---|---|
| Simple and clean interface | Limited features for managing large projects |
| Supports natural language input for tasks | Advanced features require a premium plan |
| Excellent productivity tracking | Collaboration features are basic |
| Works well for individual and small teams | No native time tracking or reporting features |
| Affordable premium plan | Limited customization for task organization |
| Competitors | Key Features |
|---|---|
| Microsoft To Do | Simple task organization and Outlook integration. |
| TickTick | Task management with Pomodoro timer and calendar view. |
| Google Tasks | Lightweight task tracker integrated with Gmail and Calendar. |
| Any.do | Task, calendar, and reminder integration in one app. |
| Habitica | Gamified task tracking for habit-building. |
“Todoist has simplified my task management. The intuitive interface and recurring due dates keep me on track.”
“The ability to categorize tasks by project and priority in Todoist helps me stay organized and focused.”
“Todoist’s integration with my calendar ensures I never miss a deadline. It’s a vital part of my daily routine.”
“The collaboration features in Todoist have improved our team’s productivity. Assigning tasks and tracking progress is seamless.”
“Todoist’s reminders and notifications keep me accountable. It’s an indispensable tool for personal and professional use.”
Evernote is an excellent tool for organizing ideas, documents, and research materials, ensuring you never lose track of important information.
Key Features:
Best For: Entrepreneurs brainstorming business ideas or freelancers managing research-heavy projects.
| Pros | Cons |
|---|---|
| Excellent for organizing notes and ideas | Free version has significant limitations |
| Advanced search capabilities | Premium pricing can be steep for some users |
| Syncs across devices seamlessly | Limited collaboration features |
| Strong web clipping tool | User interface feels outdated compared to competitors |
| Good for both personal and professional use | Performance issues with large notebooks |
| Competitors | Key Features |
|---|---|
| OneNote | Freeform note organization and Office 365 integration. |
| Google Keep | Lightweight note-taking with reminders. |
| Bear | Markdown-based note-taking for Apple devices. |
| Notion | Multi-purpose tool for notes, tasks, and databases. |
| Simplenote | Minimalist, distraction-free note-taking. |
“Evernote is my go-to app for capturing ideas on the fly. The ability to organize notes into notebooks keeps everything tidy.”
“The search functionality in Evernote is top-notch. I can find any note, even from years ago, in seconds.”
“Evernote’s integration with Google Calendar helps me link notes to events, keeping my schedule and information in sync.”
“The web clipping feature in Evernote is invaluable for research. Saving articles and highlighting key points is effortless.”
“Evernote’s cross-device synchronization ensures my notes are always accessible, whether I’m on my phone or computer.”
Freelancers and entrepreneurs often need to keep a close eye on finances, and QuickBooks Self-Employed simplifies this process by providing tools for expense tracking and invoicing.
Key Features:
Best For: Freelancers managing their own bookkeeping.
| Pros | Cons |
|---|---|
| Excellent for expense and income tracking | Limited to solo freelancers; not ideal for teams |
| Simplifies tax calculations | Advanced features require higher-tier plans |
| Integrates with bank accounts seamlessly | Can be overwhelming for non-finance users |
| Easy-to-use invoicing system | Limited project-specific expense tracking |
| Mileage tracking for tax deductions | Customer support could be improved |
| Competitors | Key Features |
|---|---|
| FreshBooks | Easy-to-use accounting and invoicing software. |
| Wave | Free accounting with invoicing and receipt scanning. |
| Xero | Cloud-based accounting for small businesses. |
| Zoho Books | Comprehensive financial management for freelancers. |
| Kashoo | Simplified accounting with bank integration. |
“QuickBooks has streamlined my invoicing process. Creating and sending invoices to clients is quick and professional.”
“The expense tracking feature in QuickBooks helps me categorize and monitor my spending, making tax time less stressful.”
“QuickBooks’ mileage tracking is a lifesaver for logging business trips. It accurately records distances for deductions.”
“The dashboard in QuickBooks provides a clear overview of my financial health. It’s essential for budgeting and planning.”
“QuickBooks’ integration with my bank accounts ensures all transactions are recorded automatically, saving me time.”
RescueTime helps users understand how they spend their time and identify areas for improvement, promoting better focus and efficiency.
Key Features:
Best For: Entrepreneurs and freelancers looking to optimize their time.
| Pros | Cons |
|---|---|
| Automatically tracks time usage | Limited ability to categorize unusual activities |
| Insightful productivity reports | Free plan lacks detailed features |
| Helps identify and eliminate distractions | No real-time collaboration features |
| Focus mode for deep work | Reports require manual adjustments for accuracy |
| Easy-to-use interface | No integration with task management tools |
| Competitors | Key Features |
|---|---|
| Toggl Track | Time tracking with detailed reporting. |
| Clockify | Free time tracker with team features. |
| Time Doctor | Productivity monitoring with screenshot capture. |
| Hubstaff | Time tracking with employee monitoring tools. |
| Focus@Will | Music-based productivity tool for focus enhancement. |
“RescueTime has given me insights into my work habits, helping me identify and eliminate distractions.”
“The detailed reports from RescueTime show me where my time goes, allowing me to make informed productivity improvements.”
“RescueTime’s focus sessions help me concentrate on important tasks by blocking distracting websites.”
“The goal-setting feature in RescueTime motivates me to achieve a balanced work-life schedule.”
“RescueTime’s real-time alerts notify me when I’m spending too much time on unproductive activities, keeping me accountable.”
For client meetings, team check-ins, or virtual networking, Zoom is a reliable tool that supports high-quality video calls and webinars.
Key Features:
Best For: Entrepreneurs hosting team meetings or freelancers meeting with clients.
| Pros | Cons |
|---|---|
| High-quality video and audio conferencing | Free plan limits meeting duration to 40 minutes |
| Easy screen sharing and recording options | Can consume significant bandwidth |
| Breakout rooms for small group discussions | Privacy concerns raised in the past |
| Reliable for large-scale webinars | Can be expensive for large teams |
| Integrates with calendars and CRMs | Interface can be complex for new users |
| Competitors | Key Features |
|---|---|
| Microsoft Teams | Video calls with built-in Office 365 collaboration. |
| Google Meet | Simple video conferencing with Google Workspace integration. |
| Webex by Cisco | Secure meetings with enterprise-grade features. |
| GoToMeeting | Robust online meeting and webinar platform. |
| BlueJeans | Video conferencing with Dolby audio quality. |
“Zoom has revolutionized our team’s communication. The video and audio quality are exceptional, and the interface is user-friendly. Highly recommend for remote teams!”
★★★★☆
“Great app for virtual meetings. Occasionally, there’s a lag, but overall, it has made remote work much more manageable.”
★★★★★
“The screen sharing feature is a game-changer for collaborative projects. Zoom has become an essential tool in our daily operations.”
★★★★☆
“User-friendly and reliable. The only downside is the 40-minute limit on free group meetings, but the paid plans are worth the investment.”
★★★★★
“Excellent platform for hosting webinars and large meetings. The breakout rooms feature is particularly useful for group discussions.
Canva is a powerful design tool that allows users to create professional-quality graphics, even without prior design experience.
Key Features:
Best For: Entrepreneurs and freelancers creating visual content for marketing.
| Pros | Cons |
|---|---|
| User-friendly design interface | Limited graphic customization compared to pro tools |
| Extensive library of templates and assets | Premium assets require a paid subscription |
| Team collaboration on designs | Advanced editing capabilities are limited |
| Brand Kit for consistent branding | Large projects can cause performance issues |
| Social media scheduling built-in | Requires internet connection to use |
| Competitors | Key Features |
|---|---|
| Adobe Express | Simplified design tool with Adobe’s quality. |
| Visme | Presentation and infographic creation with templates. |
| Piktochart | Focused on infographics and reports. |
| Crello (now VistaCreate) | Online design tool similar to Canva. |
| Figma | Collaborative design for UI and graphic work. |
Canva: Design, Photo & Video holds a 4.8-star rating with over 19.1 million reviews on Google Play.
When selecting productivity apps, consider the following:
By incorporating the right productivity apps into your workflow, you can streamline your tasks, improve collaboration, and focus on what matters most—growing your business lients.
| App | Primary Purpose | Key Features | Best For | Pricing |
|---|---|---|---|---|
| Trello | Project Management | Visual boards, lists, and cards; integrations with tools like Slack and Google Drive | Small team management or multi-client juggling | Free, Premium from $5/month |
| Asana | Team Collaboration | Task tracking, timelines, automation, and team workflows | Streamlining team workflows | Free, Premium from $10.99/month |
| Notion | All-in-One Workspace | Custom dashboards, note-taking, database creation, and integrations | Comprehensive organization in one tool | Free, Premium from $8/month |
| Slack | Communication Hub | Organized channels, file sharing, searchable history | Remote teams and multi-client coordination | Free, Premium from $7.25/user/month |
| Todoist | Task Management | To-do lists, priority levels, natural language processing | Simple, minimalist task tracking | Free, Premium from $4/month |
| Evernote | Note-Taking and Organization | Save text, images, web pages; advanced search and handwriting recognition | Idea organization and research-heavy projects | Free, Premium from $7.99/month |
| QuickBooks Self-Employed | Financial Management | Expense tracking, invoicing, tax deductions | Managing bookkeeping for freelancers | Starts at $15/month |
| RescueTime | Time Management | Automatic tracking, productivity reports, focus sessions | Optimizing time and reducing distractions | Free, Premium from $12/month |
| Zoom | Video Conferencing | HD calls, screen sharing, recording, and breakout rooms | Hosting virtual meetings and webinars | Free, Premium from $14.99/month |
| Canva | Graphic Design | Templates, drag-and-drop editor, team collaboration | Non-designers creating professional visuals | Free, Premium from $12.99/month |
| App | Free Plan | Paid Plans | Key Differences in Paid Plans |
|---|---|---|---|
| Trello | Yes | Standard: $5/user/month Premium: $10/user/month Enterprise: $17.50/user/month | Advanced views (timeline, calendar), unlimited automation, and admin controls. |
| Asana | Yes | Premium: $10.99/user/month Business: $24.99/user/month | Custom fields, reporting, workflow automation, and advanced integrations. |
| Notion | Yes | Personal Pro: $8/user/month Team: $15/user/month | Unlimited file uploads, collaborative teamspaces, and advanced permissions. |
| Slack | Yes | Pro: $7.25/user/month Business+: $12.50/user/month | Unlimited integrations, larger storage, and better admin and compliance tools. |
| Todoist | Yes | Pro: $4/user/month Business: $6/user/month | Task reminders, productivity trends, and team sharing with collaboration features. |
| Evernote | Yes | Personal: $7.99/month Professional: $9.99/month Teams: $14.99/user/month | Larger uploads, advanced search, offline notebooks, and shared workspaces. |
| QuickBooks Self-Employed | No | Self-Employed: $15/month Self-Employed Tax Bundle: $25/month Self-Employed Live Tax Bundle: $35/month | Expense tracking, invoicing, tax filing, and real-time financial insights. |
| RescueTime | Yes | Premium: $12/month or $78/year | Detailed reports, focus sessions, and custom alerts. |
| Zoom | Yes (40-min meeting limit) | Pro: $14.99/user/month Business: $19.99/user/month Enterprise: Custom pricing | Longer meeting durations, cloud storage, and advanced admin controls. |
| Canva | Yes | Pro: $12.99/month Enterprise: $30/user/month | Premium templates, brand kits, team collaboration tools, and content scheduling. |
High Customization Needs: Canva, Notion, and QuickBooks charge higher rates for access to their advanced features and premium integrations.
Free Plans: Most apps offer free plans with limited features, ideal for individual users or small teams.
Affordable Paid Plans: Apps like Todoist and RescueTime offer budget-friendly paid options for freelancers and small businesses.
Business & Enterprise Plans: Trello, Slack, Asana, and Zoom cater to larger organizations with higher pricing tiers for advanced collaboration and management tools.
Providing detailed revenue growth charts for each company over the past five years requires access to specific financial data, which may not be publicly available for all the listed companies. However, I can offer a general overview of the growth and development of each company based on available information.
1. Trello (Atlassian Corporation Plc):
Trello, launched in 2011, was acquired by Atlassian in 2017. Since the acquisition, Trello has experienced significant user growth, with Atlassian reporting over 50 million users by 2019. While Atlassian’s overall revenue has grown consistently, specific revenue figures for Trello alone are not publicly disclosed.
2. Asana, Inc.:
Asana went public in September 2020. According to their financial reports, Asana’s revenue has shown strong growth year-over-year. For instance, in the fiscal year ending January 2021, Asana reported revenue of approximately $227 million, representing a significant increase from the previous year. The company has continued to report substantial revenue growth in subsequent quarters.
3. Notion Labs Inc.:
Notion, founded in 2013, has gained popularity rapidly, especially since 2018. In 2020, Notion was valued at $2 billion after a funding round. By 2021, its valuation doubled to $10 billion following another funding round. Specific revenue figures are not publicly available, but the increasing valuations indicate significant growth.
4. Slack Technologies (Salesforce):
Slack, launched in 2013, went public in 2019. In December 2020, Salesforce announced its acquisition of Slack for $27.7 billion, completing the deal in July 2021. Before the acquisition, Slack reported revenues of $630 million for the fiscal year 2020, a 57% increase from the previous year.
5. Todoist (Doist):
Todoist, developed by Doist, is a privately held company, and specific financial details are not publicly disclosed. However, Todoist has reported a user base exceeding 25 million, indicating substantial growth and adoption over the years.
6. Evernote Corporation:
Evernote, founded in 2004, has undergone various restructuring efforts in recent years. While specific revenue figures are not publicly available, the company has reported having over 225 million users worldwide. In November 2022, Evernote was acquired by Bending Spoons, an Italian mobile app developer, signaling a new phase for the company.
7. QuickBooks Self-Employed (Intuit Inc.):
Intuit, the parent company of QuickBooks, has shown consistent revenue growth over the past five years. For example, in the fiscal year 2021, Intuit reported revenue of $9.6 billion, up from $7.7 billion in fiscal 2020. While specific figures for QuickBooks Self-Employed are not isolated, the Small Business & Self-Employed segment contributed significantly to Intuit’s overall revenue.
8. RescueTime:
RescueTime is a privately held company, and specific financial data is not publicly available. The company has been operating since 2008 and has maintained a steady user base, offering productivity tracking tools to individuals and businesses.
9. Zoom Video Communications, Inc.:
Zoom has experienced exponential growth, especially during the COVID-19 pandemic. In the fiscal year ending January 2021, Zoom reported revenue of $2.65 billion, a 326% increase from the previous year. The company continued to see revenue growth in the subsequent fiscal year, though at a more moderated pace.
10. Canva Pty Ltd:
Canva, founded in 2012, has shown remarkable growth, reaching a valuation of $40 billion by September 2021 after a funding round. The company reported having over 60 million monthly active users in 2021. Specific revenue figures are not publicly disclosed, but the high valuation reflects significant business growth.
Note: The above information is based on publicly available data as of December 2024. For the most accurate and up-to-date financial information, please refer to the respective companies’ official financial reports or press releases.
Incorporating these productivity apps into daily routines can significantly streamline tasks, improve collaboration, and enhance overall efficiency for entrepreneurs and freelancers. By selecting tools that align with specific needs and workflows, professionals can better manage their responsibilities and focus on business growth.
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