Freelancers: These CRMs Make Getting Paid Easier Than Ever

Syed Hassan Zaman

Ahh, freelancing—the sweet, sweet life where you’re the boss, you set your own hours (goodbye, 7:30 a.m. commutes!), and you keep all the profits. That is, until you’re sitting at your kitchen table, refreshing your bank balance, quietly weeping into your third cup of coffee because your client is now three weeks late paying you. Ouch.

The freelance lifestyle comes with plenty of perks: flexible schedules, hand-picking your clients, deciding your own rates, wearing pajama bottoms to high-stakes Zoom calls. But it also brings a frustrating truth: you, and only you, are responsible for ensuring you get paid on time.

The good news? There’s a solution that can turn your invoicing nightmares into a smooth, near-effortless process. Introducing: Customer Relationship Management (CRM) tools. While CRMs might sound like something only big-shot corporations use, they can actually transform your tiny-but-mighty solo business. From drafting invoices automatically to tracking your finances with minimal spreadsheet torture, a CRM is basically your best friend when it comes to getting paid.

So let’s talk about why freelancers struggle to collect their hard-earned money, the CRM platforms that make it easier, and how you can choose the right tool for your business. Buckle up—this might just change your life (or at least your cash flow).

Getting Paid: Common Payment Problems For Freelancers 

Being a freelancer means doing the fun stuff (hello, creative projects that speak to your soul) and juggling things like accounting, client wrangling, and “Is that the right color-coded row for invoicing?” Let’s dive into the top struggles many freelancers face when it comes to money matters.

Payment Tracking

According to research, about 47% of freelancers spend 10%–20% of their valuable work time on unproductive tasks. Translation: an alarming chunk of your day might be eaten up by mountains of spreadsheets and “Wait, did I send that invoice?” moments.

Manually tracking payments is not only time-consuming, but it also leaves a lot of room for errors (like sending the same invoice twice, or forgetting to log a payment altogether). It’s basically the opposite of “working smarter, not harder.”

Using automated invoicing tools baked into a CRM can spare you from these spreadsheet sagas and let you refocus on, you know, actual paying client work.

For many freelancers, the most fascinating aspect of working solo is to focus on the unique projects that match their interests and skills. However, It can be incredibly challenging as you have to handle all aspects of your “ little business”, including client communication, taxes and invoices.

Late or missed payments are a common and frustrating problem for freelancers. Let's discuss some of the most common payment processing problems and why you need better freelance friendly payment solutions.  

Source: Freelancer Camp 

Late or Unpaid Invoices

If there’s one thing that can make a freelancer want to crawl under their desk in despair, it’s chasing down overdue invoices. The latest stats say 29% of invoices get paid after their due date. Why? Sometimes clients’ internal processes move at the speed of a snail on a Sunday stroll. Other times, the invoice vanishes into an inbox black hole.

No matter the reason, late payments can really cramp your style. Need to invest in a new laptop or finally pay off those credit cards? Good luck when your cash flow is stuck in client limbo.

Many seasoned freelancers rely on payment-tracking software to speed things up—automatic reminders, built-in “Pay Now” buttons, and the whole works. Because the only thing worse than reminding a client to pay you is… well, reminding them a second time.

Source: Hello Bonsai

Payment Disputes

Raise your hand if you’ve ever had a client dispute a project scope—after you’ve already delivered the final files—and then hold your payment hostage. Yup, we’ve all been there.

While no software can 100% eliminate client drama (if only!), using a CRM with project-tracking features can help. Keep every detail documented—contracts, deliverables, the number of times you told them about the extra revision fee—so when disputes arise, you’re armed with actual evidence.

Also, never underestimate the power of honest communication and a polite-but-firm tone. Your best friend here might be a CRM that logs every email exchange and milestone in one cozy place, so you can say, “Um, actually, we agreed to this in writing. See attached.”

Source: Marketingprofs

Invoicing Errors

Messy or unclear invoices can cause confusion, payment delays, and sometimes even extended rounds of back-and-forth emails. (Spoiler: No one wants that.)

To nip invoicing headaches in the bud, keep things crisp and clear. Outline your services, add itemized costs, due dates, and big bold totals. Making your invoice as straightforward as a comic book is a surefire way to get paid faster.

Source: Ink Bot Design

And yes, there are more headaches where these came from: international payment hurdles, fraud risks, platform-hopping… The list goes on. This is why we love CRMs that bring everything under one digital roof and help you get paid before your ramen supply runs out.

Using CRMS for Streamlined Payment Processes 

Gone are the days when CRMs were just glorified contact databases used by sleazy sales teams. Modern CRMs for freelancers are like magical unicorns that handle all your behind-the-scenes tasks: contact management, project tracking, invoicing, and even the occasional polite follow-up email nudge.

How CRMs Help Freelancers with Payment and Invoice Management

Sure, CRMs often focus on client relationships, but they also excel at saving your sanity when it comes to dollars and cents. Features like invoice generation, payment tracking, and automated reminders are baked right in, letting you wave goodbye to juggling a dozen separate tools.

Invoice Creation

Instead of crafting new invoices from scratch (or scouring your desktop for the perfect invoice template), you can generate a spiffy, professional invoice in seconds. Your client details, project specs, and pricing are all neatly stored in your CRM, so you’re not playing “copy-paste detective” every time.

Source: Canva

Accurate Expense Tracking

No more shoeboxes full of receipts or frantic hunts through your email for that one digital invoice from last month. A CRM can track your expenses automatically and show you exactly where your money is going.

You’ll even have a handy record when tax season arrives—so you can cry about taxes get them done more quickly and without rummaging through random Post-it notes. According to recent data, 40% of freelancers already use dedicated invoicing tools, and for good reason: They simplify your life and help you spot cost-saving opportunities.

Fast Payment Processing

CRMs that connect directly with payment gateways (like PayPal or Stripe) make it painless for clients to hand over your hard-earned cash. There’s no need for them to open another link or get lost in a separate portal. Bonus: Automatic reminders go out if they somehow “forget.”

Imagine never again having to send the awkward “Hey, so… about that invoice…” email. Yes, please.

Data and Insights

We’d be remiss not to mention how insightful a good CRM can be for your bottom line. Tools like Brightenly store everything in one place—every invoice, every payment, and that random note about how your client always asks for a discount on Monday mornings.

With all that data, you can whip up reports to see which projects are the most profitable, whether you should raise your rates, or if you’re better off investing in an at-home cappuccino machine (spoiler: probably yes).

Best Freelance CRMs For Payment Management  

With numerous CRM options available,  it's important to select a solution that effectively addresses your invoicing and quoting needs. Let's explore the  top CRM tools with invoicing features specifically designed for freelancers. 

Brightenly 

Brightenly tops the list of payment tracking CRMs for small businesses. It is a popular CRM choice for small businesses struggling with the chaos of spreadsheets and late invoices. Brightenly centralizes all your financial communication and management in one place, eliminating the need to juggle multiple tools.  

Payments and Invoicing Related Features of Brightenly 

Let's look at some key features and benefits of Brightenly: 

• Built-in Invoicing: It has a powerful built-in invoicing system. With just a few clicks, you can create professional invoices directly within the platform.  

• Accurate Billing Details: Add all the essential details to your invoices including project description, pricing, currency, preferred payment methods, and due dates, all within the CRM interface.

•  Payment Tracking: Brightenly simplifies payment tracking and provides real-time updates on invoice status. You can easily see which invoices have been paid, which are overdue, and which are still pending. This eliminates the need for constant manual follow-ups and saves you valuable time.

• Seamless Communication: Stay connected with your clients directly within the CRM with live chat and email integration features. 

Pricing 

$19 (per month), $200 (Annually)  

HubSpot

HubSpot is a well-known name in the digital business world, offering a suite of tools for marketing, sales, and customer service. Their free CRM is particularly popular, catering to businesses of all sizes, from solopreneurs to large enterprises. This user-friendly platform not only helps you to manage contacts but also provide comprehensive solutions for a better customer experience.  

Payments and Invoicing Related Features of HubSpot’s CRM

• Easily create professional quotes with the built-in quotation builder and make sure your proposals are clear and concise. 

• Customize line items to provide a transparent breakdown of services and associated costs, enhancing client understanding and trust.

• Digital signature option facilitates seamless deal closure by allowing clients to sign proposals online. 

• You can integrate different payment solutions to receive payment directly from invoices in a simplified manner. 

Pricing

Free of cost 

Jetpack

Developed by the team behind WordPress, Jetpack CRM is a unique solution specifically designed for WordPress users. It centralizes  contact management, sales funnels, and provide valuable tools for business growth, all within a single, user-friendly dashboard.

Payments and Invoicing Related Features of Jetpack 

• Professional and visually appealing invoices that reflect your brand identity. 

• Sales teams are instantly notified when a quote is accepted, enabling a smooth and efficient transition to the next stage of the sales process.

• Integrate with popular payment gateways to accept payments from clients.

• Reduce the risk of errors by utilizing automated calculations for accurate and efficient invoice generation.

Pricing

Free: $ 0 / month 

Freelancer: $ 11/ per month

Entrepreneur: $ 17/ per month 

Apptivo 

Apptivo is a unified business platform designed to cater to the diverse needs of businesses across various industries. It offers a suite of integrated apps that cover a wide range of CRM tasks, from lead management and sales tracking to customer service and support. This all-in-one approach simplifies business operations and helps entrepreneurs achieve greater productivity. 

Payments and Invoicing Related Features of Apptivo

• Clients can conveniently complete payments directly through the invoice, facilitating quicker transactions and improving cash flow.

• Set automated reminders for pending payments to minimize the risk of late or missed payments. 

• Gain valuable insights from detailed invoice and sales reports to make  data-driven decisions and optimize your business strategies. 

Pricing

Lite: $ 20 / month 

Premium: $ 30 / month 

UImitate: $ 50/ month 

Enterprise: Upon Request  

Freshsales 

Developed by Freshworks,  Freshsales is a powerful CRM designed to manage multiple facets of the sales process within a single platform. It provides a comprehensive view of your customers including their behavior, preferences, and past interactions.  

Payments and Invoicing Related Features of Freshsales 

• Easy invoice tracking for small businesses that maintain a healthy cash flow.  

• Add products or services to quotes and invoices using the integrated product catalog, and reduce manual data entry.

• The real-time data and analytics features enable businesses to track payments and identify any potential delays. 

Pricing

Growth: $ 9/ month

Pro: $ 39 / month

Enterprise: $ 59 / month 

Features To Consider Before Choosing a CRM for Payment Processing 

When selecting a CRM for payment processing, it's crucial to consider specific features that will help you manage your workflow in the long run: 

Ease of Use

Freelancers are busy professionals who do not have time to waste learning complex softwares. Look for platforms that allow you to create and send invoices quickly and easily. Ideally, the system should be intuitive with features like drag-and-drop functionality and pre-designed templates, that makes the payment process easy. 

Automation

The core purpose of a payment-friendly CRM is to automate processes and save you time. Choose CRM platforms with recurring payment features and best invoicing options. This should include  automated payment reminders, and notifications when an invoice is viewed or paid. This automation minimizes manual intervention and allows you to focus on improving your business. 

Time Tracking 

Freelancers often bill by the hour or per project. A good CRM should have built-in time tracking and expense tracking features. This is to ensure that every minute spent on a project and every expense incurred is calculated accurately when invoicing clients. 

Simplify Getting Paid With Brightenly 

Invoice management doesn’t have to be a nightmare. There are plenty of invoice management tools that show how freelancers can automate payments with CRMs. These softwares ensure timely payments, maintain professionalism, and save valuable time.

Brightenly takes invoice management to the next level. It offers a unified platform that simplifies global payments for both you and your clients.

Ready to transform your freelancing business? Sign up for Brightenly and let us manage everything from contact to payment management.