How to Set Up Your Freelance Writing Business Systems

Publication Date

April 17, 2023

Summary

we’ll lightning-round through the must-haves so you’re ready to hit the ground running before that first big client lands in your inbox.

Business Bank Account

You must keep your business and personal money separate. A dedicated business bank account makes taxes easier and protects you if you ever get audited.

I personally use Relay — they’re not sponsoring this, I just genuinely like them. Relay includes free invoicing, multiple checking accounts, bookkeeping, and automations.

Don’t like online banks? Use your local credit union or any trusted bank you prefer.

EIN

An Employer Identification Number (EIN) is basically a Social Security Number for your business — and it’s free through the IRS. It adds a layer of protection against identity theft and makes future tax filings easier.

If you ever form an LLC, hire employees (W-2, not 1099), or open a solo 401(k), you’ll need an EIN anyway — so get it now and save yourself the hassle later.

Contracts

Full disclaimer: I’m not a lawyer. Nothing here is legal advice — it’s simply what I do in my own freelance writing business. If you need legal help, talk to an attorney licensed in your state.

Solid contracts protect you and your clients. You don’t have to write them from scratch — here are some great resources:

Paid Contract Templates:

Free Contract Templates:

Bonsai (also does bookkeeping!)
RocketLawyer (free + paid)
Pandadoc
Honeybook (subscription required)
Dubsado (subscription required)

Invoicing & Payment Processing

No invoices = no money.

You can invoice directly through your business bank (Relay does this), or use tools like QuickBooks, FreshBooks, Wave, or Bonsai. If you prefer an all-in-one CRM, look at Dubsado, Harlow, or Honeybook.

How to get paid:

Stripe: Accepts 25+ payment types. Takes ~3.5% in fees.
ACH Transfer: Free — direct bank-to-bank.

Bookkeeping

You’re self-employed now — so no one’s tracking your income and expenses except you. Stay ahead of taxes and budgeting with good bookkeeping habits.

Relay has built-in expense tracking. Or use software like QuickBooks or FreshBooks. I personally use QuickBooks for both business and personal budgeting.

Taxes

If you’re just starting, you’ll likely file taxes as a sole proprietor — meaning you’re responsible for all your taxes. That includes self-employment tax (15.3%) plus federal and state income taxes.

Every time you get paid, set aside 20–30% of that payment. Will you need all of it? Maybe not — but you’ll never regret having a buffer.

Want to dig deeper into taxes, LLCs, or quarterly payments? We cover it all inside Camp Moxie and Pop Club’s The Whole Six Pack. (Psst: Pop Club reopens in March, Camp Moxie launches in April — stay tuned!)

Proposals & Pricing Guides

Once someone’s interested, send a pricing guide to see if you’re in their budget. If their project doesn’t fit your packages, customize a proposal from your pricing guide template.

Website (Optional)

Hot take: You do not need a website to start freelancing.

I booked clients for years without one. Only one client ever came from my website directly — and they found me on LinkedIn first.

Yes, a good site can help — but when you’re starting out, focus on relationships and outreach instead. If you’re not ready for a full site, make a free, searchable portfolio on Medium, Notion, or Contently.

You can always build a site later — clients now > fancy website later.

Create Your Systems

Here’s how my system looks in practice:

Pandadoc: e-sign contracts and NDAs
Google Docs: draft contract content
Relay: invoicing & payments
QuickBooks: bookkeeping
Calendly: scheduling calls
Cloud HQ: make Gmail prettier
Google Forms: client questionnaires
Asana/Notion: project tracking
Stripe: credit card processing
Canva: proposals & pricing guides

Try This:

This week, run through this list and set up your essentials:

Business Bank Account
EIN
Bookkeeping system
Contract templates
Pricing guide
Client management workflow

FAQ’s About Business Systems for New Freelancers

Q: Do I really need a separate bank account?

A: Yes. It keeps your finances clean, makes taxes way easier, and protects you if you ever get audited.

Q: Should I get an LLC right away?

A: Most freelancers start as sole proprietors — and that’s fine for year one. If you want extra liability protection, talk to a local accountant or lawyer about an LLC.

Q: Do I need to hire an accountant?

A: Not required — but worth it if taxes stress you out. Even using TurboTax + a real person can save you time and headaches.

Q: Can I really freelance without a website?

A: Yep — many successful freelancers get their first clients through relationships and referrals, not Google. If you’re booked out, then build the fancy site.

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