Kim Ellis looks at the free open-source tools many freelancers rely on to keep costs down and explores the tipping point where “making do” starts costing more time, energy and polish than it’s worth.
One of the biggest money pits for a freelancer is subscriptions…or rather the amount of subscriptions you need in order for your business to actually function. And then you have the specialist subscriptions which a client says you need to complete your project with them.
So for us, embracing open-source tools can probably save you a small fortune and allow you to customise your workflow to match your business. But every so often, you hit a fork in the road: keep stretching your free software to its limit…or invest in something new.
Why open-source tools work for freelancers
Cost-effective
Open-source software is usually free to use – so no monthly bills to worry about while you’re building up your client roster.
Customisable
If you know your way around config files, you can tweak tools exactly how you like them. Whether it’s OBS layouts or project management set-ups, it’s yours to mould.
Community support
Many tools have vibrant communities where users swap tips, help each other troubleshoot, and co-create enhancements.
Free tools that deliver (and when they start to strain)
- Recording and streaming – OBS Studio
OBS is used for recording video including webinars or software demonstrations. It’s reliable and free, with endless customisation – but it does have a bit of a learning curve. Which I found out when I used it to deliver a webinar.
I wanted to switch between my presentation, a screen share, and a split screen. Now I’m fairly savvy with tech and after attending Mark Berthelemy’s session on OBS I was confident. What I didn’t count on was the screen share video being a tad blurry for the participants. Switch to plan B and deliver the session the old way.
It hasn’t put me off using it, but like I said there is a learning curve and you practice practice practice before using it for or with a client.
When to upgrade:
If you need built-in cloud recording, guest management (without having to install plug ins or needing something like Teams or Zoom), something with less of a learning curve, platforms like Riverside or StreamYard may be worth a look.
Something to consider:
If you’re thinking of running some LinkedIn Live’s – it doesn’t (currently) let you bring guests in natively, so if you need remote speakers you’ll want to pull them in through Zoom/Teams/Google Meet etc into OBS first, or use StreamYard/Riverside as your front end for guest management and then stream out to LinkedIn.
- Project and client management – Trello (free version)
Trello is brilliantly simple and visual – a kanban board with lists and cards that help you organise projects and tasks at a glance. I’ve used it to manage client projects, content calendars, even delegate tasks to VAs. It’s quick to set up, and the drag-and-drop style feels satisfying — until you realise you’ve got 14 separate boards and you can’t remember what’s due when.
The free version also means no timelines, no dashboards, and no real way to track workload across multiple projects. That’s fine when you’re just juggling a couple of clients… less fine when your pipeline starts bursting at the seams and people expect things to be delivered yesterday.
When to upgrade?
If you need visibility across all your projects and tasks, want a proper dashboard view to spot bottlenecks, or need to assign multiple team members (without bodging it with labels), a step-up to something like Monday.com is worth exploring. You’ll get timeline/Gantt views, workload planning, automations, and a more scalable structure as your business grows.
Something to consider:
When you’re paying for something which is supposed to make you more productive, try and get something with a free trial so you can play around with it. If it’s doing your head in within a week it’s probably not the tool for you. You can use comparison sites like AlternativeTo to see what else is out there.
- Scheduling client calls – Calendly (free version)
Calendly is probably where most of us start – it strips out the faff of back-and-forth emails and automatically syncs with your calendar so clients can book straight in. I began on the free version, which was fine when I only needed one meeting type – everyone got an hour.
But as soon as I wanted to offer different options, 30 minutes, 90 minutes, a chargeable deep dive – I had to upgrade to the paid plan. That’s over £100 a year just to be able to have multiple meeting types. Great functionality, but another subscription fee that quickly adds up.
When to upgrade?
If you find yourself needing more than one meeting link, want to embed booking pages on your website, or add paid sessions or reminders without constantly hacking together workarounds – it’s probably time to look at alternatives.
Something to consider:
TidyCal (available via AppSumo) gives you all the core functionality; unlimited meeting types, integration with your calendars, custom questions, paid booking options… for a fraction of the price. I’ll be switching across when my Calendly subscription comes up for renewal, because instead of £100+ every year, TidyCal is a one-off AppSumo lifetime deal… about a quarter of the price.
Another one to consider is cal.com, I haven’t used this one myself but I’ve heard good things – you can have multiple calendars and connect it to Stripe too for your paid meetings.
- Image editing – GIMP
If you need Photoshop-style editing but don’t fancy the Adobe subscription, GIMP has your back. I use it when I need to do specific edits like fitting screenshots into angled mock-ups. It’s open-source, powerful, and surprisingly flexible once you know where everything lives.
When to upgrade?
If you’re doing heavy brand design, need layered files that are fully compatible with client workflows (especially with designers who use .PSD files), or want smoother, faster editing tools with automated features – Photoshop or Affinity might be the way to go.
Something to consider:
Consider if you need the proper fancy tool, or if there is an alternative out there. For instance, I don’t need Photoshop for what I do…it would be overkill. I can do everything I need with Canva Pro – yes it’s an annual subscription but it’s absolutely perfect for my needs.
Knowing when you’ve outgrown a free tool
Let’s think about that moment when a tool starts holding you back:
- You’re constantly fighting the interface. When routine tasks take longer than they should, like uploading content, setting up webinars or tracking progress – it’s time to look for more intuitive or integrated options.
- Maintenance fatigue sets in. Open-source projects are awesome, but if updates, plugins or hosting become a drain, or break in the middle of a client deadline, that’s a sign to switch to paid, supported platforms.
- Scaling pinches your workflow. Maybe you’re managing multiple clients, collaborating with teams, or delivering cohorts. When your tool can’t keep up without manual workaround after workaround… it’s waaaay past time for an upgrade.
- Your brand demands polish. A few of us thrive in minimalism; many clients want seamless sign-ups, slick UI, built-in onboarding, and smooth interactions. Free tools can feel a bit rough around the edges.
- Support becomes crucial. Got a deadline, and your open-source tool throws a wobbly? When your to-do list prioritises “can call tech support to fix it”, paid tools with service teams become worth their weight in tea.
Let’s talk AppSumo – it’s a treasure trove for freelancers
So when you’re feeling like you need a new tool, before you dive straight into another monthly or annual subscription, check out AppSumo. It’s jam-packed with software tools offering seriously discounted lifetime plans – everything from project management and video tools to email and CRM systems.
Rather than paying £20 a month forever, you often pay a one-off fee and you’re done. No ongoing subscription, no long commitment – which is exactly what you need when you’re freelance and every single penny counts.
Upgrade when it’s right for you and your business
Free open-source software can take you a long way on your freelance journey – saving money, giving freedom, and letting your unique approach shine. But you’ll know when it’s time to move on: when you crave better UX, support, scalability, or just less tinkering so you can focus on designing, delivering and developing your business.
And consider using AppSumo – because at least you’ll know then if it’s proper bobbins and you hate it, it hasn’t cost you the earth.
