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      Freelancer? Small business?
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      Tools to run your business, invoice clients & get paid.

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      Automatically import bank, credit card and PayPal transactions.

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7 Habits to Schedule into Your Freelance Schedule

  • February 20, 2018

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A happy and healthy freelancer is usually a productive freelancer. A big part of being productive as a freelance professional is making sure you look after the health of your mind and body. When you feel good physically and mentally, then your levels of focus and productivity naturally improve.

Most freelancers work from home or in an office. Long hours of sitting hunched in front of a computer can negatively affect your mindset and bodily wellbeing. By incorporating certain healthy habits into your freelance routines, you can help yourself avoid common workday problems like lethargy and muscle pain. In so doing, you also feel more energized and ready to face your workload.

We’ve collected together some of our favorite ways to feel physically healthier and mentally reinvigorated during a typical busy day. They’re perfect for freelancers and solopreneurs but are also fantastic habits to get into for all hardworking professionals.

 

1 Get physical

Regular exercise brings numerous benefits to our bodies, including our minds. The increased heart rate brought about by physical activity pumps more oxygen to the brain. Certain hormones are also released which contribute to the growth of new connections between brain cells. Overall, regular exercise improves memory, helps concentration, and reduces stress.

To do: Schedule 45 minutes each day – or every other day – to walk, run, cycle or swim before sitting down to work. What the activity is, doesn’t really matter, as long as you feel out of breath and your muscles are tired.

2 Develop a nutrition plan

The food we consume can have a big impact on our focus and energy levels. Too much processed sugar can cause blood sugar spikes and crashes which destroy concentration. Eating a heavy meal at lunchtime can cause lethargy in the afternoon. Too little protein or vitamins can also negatively affect our levels of focus.

To do: Research and develop a healthy eating plan. Schedule what you need to eat every work day and when. Buy the healthy ingredients at the start of each week and create meals which are nutritious and beneficial to mental focus, emotional balance, and physical health.

3 Take regular short breaks

Our brains can’t focus on one task for hours on end. Sometimes we get into what is known as a flow of concentration – “the zone” – where we are completely absorbed in what we are doing but even this doesn’t last that long. In order to make the most of these flows of ultra-concentration, we need to take regular breaks to refresh and refocus our minds.

To do: Set a timer and every 45 to 60 minutes take a 10 or 15-minute break. During these breaks focus on something completely different to the previous work task. If you’re working at a computer, then try to take a rest from looking at any screens. Maybe do some simple exercises, take a little walk, or make a cup of coffee.

4 Regulate social media usage

Social media is ubiquitous and it’s hard to avoid especially when you’re a freelancer or solopreneur. Social media platforms can be a great marketing and learning tool but when you get addicted to checking the latest updates and messages, this can interfere with your focus, productivity, and energy levels.

To do: Set predetermined times when you will check and update your social media platforms. Perhaps just twice a day and for less than 15 minutes each session. You can schedule status updates in advance using specialist tools.

5 Avoid slouching at the computer

Sitting slouching at your desk, day after day, can cause a number of health issues. Most notably are problems associated with poor posture and lack of movement. Pelvic tilt issues can arise from too much sitting, which is where your butt begins to stick out abnormally and as a result, cause back pain and other musculoskeletal disorders.

To do: As mentioned before, take regular breaks from your desk. During these breaks stand up, move around, and do some stretching exercises. Also consider the benefits of using a standing desk for part of your day. When you do sit, keep the back straight and avoid slumping. This helps your focus and energy levels as well.

6 Set a strict ‘stop work’ time

A fast way to reach burnout is by working all hours of the day. At the beginning of your freelance career you might need to work more hours than you would prefer but once established, working long hours can be extremely counterproductive. It can also be damaging to mental and physical health, as well as your relationships.

To do: Choose a set hour each day when you finish work and close the door to your home office. This will help you to define the boundaries of your workday which can increase your focus and productivity. Set hours also help you differentiate between work life and home life, which is especially beneficial if you work from home.

7 Find ways to work less and earn more

When you see a whole mountain of work in front of you – a lot of which is mundane and repetitive – it’s all too easy to feel utterly despondent. That’s why it’s important, as soon as possible, to find ways to streamline your workflow. There are many ways to automate and delegate tasks such as social media updates and bookkeeping. There are also numerous app integrations which can help with your project management and invoicing.

To do: At least once a week, incorporate a new time/project management technique which allows you to work that tiny bit faster and, as a result, earn more money, while perhaps working a little less.

Be a healthy and happy freelancer

For freelance professionals, healthy and energizing habits are more than just taking a little exercise and eating well. They also involve making leaps forward in your career development and time management. When you see a higher income and you spend less time working on agonizingly boring tasks, then you’re naturally going to wake up with a spring in your step, ready to start work.

Make it a habit to always be searching for ways to streamline your work processes. This will allow you to take extra time for yourself to exercise, enjoy nature, prepare delicious healthy meals, spend time with loved ones, and ultimately, to relax and reenergize.

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  • Recurring Expenses
  • Bank Transactions

Only add those modules to the navigation that you’re using, to increase efficiency and streamline your account navigation!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Create Taxes per Invoice Total or per Invoice Line-Item

Forever Free

Powerful tax settings.

  • Create up to 3 separate tax rates per invoice total.
  • Create up to 3 separate tax rates per individual invoice line-item!

You may have line-items (services or products) that are tax exempt, others that require taxation. You can create multiple tax situations per client or invoice! 

Invoice Ninja also supports creating inclusive & exclusive taxes per client as needed

  • Exclusive taxation: $100 + 10% = $110
  • Inclusive taxation: $100 + 10% = $100 ($90.91 + tax $9.09)

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Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

​Enable/Disable Recurring When Cloning

Forever Free

Save time by cloning invoices within a client, or clone an existing invoice to a new client! You may wish to clone a invoice from one client to another and set up the new invoice as recurring with auto-billing, or vice versa! 

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

 

Create a Free Account!

Setup Automatic Credit Card Gateway Fees

Forever Free

You may wish to pass along your credit processing fee to your clients if they pay by credit card, or simply to encourage your clients to pay by ACH bank transfer! Set up automatic fees at your discretion or enable the fee to auto-match your gateway fee!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Bulk Emailing Invoices & Quotations

Forever Free

If you wish to semi-automate emailing out invoices & quotes to your clients, utilize the bulk send feature! Simply select all the invoices & quotes and click “Send” and your account will automatically que them up to go out! 

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

​Multiple Currencies & Languages

Forever Free

Invoice Ninja supports dozens of languages & currencies!

You can set different languages & currencies per client! Is your account in English, but it would be nice if your French speaking clients saw their client portal in French or Spanish speaking clients seeing payment instructions in Spanish? We have you covered!

Languages and currencies can be set per individual client!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Importing Expenses & Vendors

Forever Free

Keep all records up to date & run accurate reports by importing Expenses. Expense importing can be done manually anytime, or you can automate it with our new banking Yodleee integration!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Item & Product Library System

Forever Free

Why waste time typing? Create product & services in your Product Library! When creating invoices simple click from the line-item selector to quickly populate invoices and email them out!

Your product library also works (optionally) together with the Inventory feature! You can define the # of inventory stock available and when creating invoices the product library will reduce inventory levels and notify when you’re running low!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Alerts When Client Views & Pays Invoices

Forever Free

Want to know when your client clicks to view their invoice?

Set up notifications when clients view quotes, invoices, make payments, and also if a clients payment fails. 

If you have additional account users, you can also be notified when your User are creating and sending out quotes & invoices! 

Many notification options to keep you informed of all actions taking place within your account!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Projects, Tasks & Track Time

Forever Free

Task time-tracking allows you to accurately record every second spent on each individual task and quickly transfer timed data to the relevant invoice.

  • Create Project, Tasks, and Track Billable-Work
  • Convert Timed-Tasks to Invoices with 1-Click
  • Easily Categorize to Search Tasks & Projects

When you’re done with a task or series of tasks within a project, simply click and send your work-time to an invoice with 1-click!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Accept Deposits & Partial Payments

Forever Free

Do you require a deposit or down-payment from clients to commence your work?

Set partial payments/deposits with unique due dates for partial payments/deposits! After your client pays the partial payment the invoice will automatically update itself with the balance due and set the new final invoice due date.

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

 

Create a Free Account!

Approved Quotes Auto-Convert to Payable Invoices

Forever Free

Automate your workflow! When you email out quotations to your clients, they can “Click to Approve” the quotation which then converts the quote into a payable invoice!

Invoices can then be paid online with 1-click, and your account documents all steps!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Client-Side Portal & Invoices/Payments History

Forever Free

Every action your clients take is recorded and viewed into their client-side portal. 

Invoices, quotes, payments and more are tracked.

Uploaded documents, payment methods, client-profile – everything is accessible and recorded to ensure a smooth experience for you & your clients!

Your clients also have dynamic functionality to run their balance statements with custom date & data parameters!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Recurring Invoicing & Auto-Billing Clients

Forever Free

If you have clients that need to be billed again & again on a fixed schedule (weekly, monthly, etc…), Invoice Ninja offers auto-billing via the world’s favorite payment gateways:

  • Stripe
  • WePay
  • Braintree
  • Authorize.net​​
  • Mollie
  • GoCardless
  • Square
  • Eway Rapid
  • PayFast
  • Checkout.com
  • Paytrace
  • Forte

Auto-billing (AKA “token billing”) is a feature that enables the payments system to capture your clients’ credit card details and store them for billing at a future date. Token billing enables auto-billing, which means future invoices can be issued automatically. Invoice Ninja integrates seamlessly so you can enjoy all the advantages of token billing via your Invoice Ninja account.

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Track Inventory Levels

Forever Free

The inventory management feature works together with your “product library”!

Set inventory stock within your product library with threshold notifications. When you create invoices and populate invoice line-items, the inventory stock levels will reduce automatically! When your stock runs low the system will email you a notification reminder to stock up!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Invoice Template Designs

Forever Free

Beautiful well formatted invoices are critical to show clients that you mean business!

Invoice Ninja offers 11 invoice template designs. Free users have 4 free invoice templates, Pro & Enterprise user have all 11 invoice template designs.

Each invoice template can be customized with your company logo, colors scheme to match your brand, and detailed formatting customizations are also offered!

Give your clients a truly branded experience with your company by customizing your invoice templates to match your company branding! 

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Online Payment Gateways

Forever Free

Integrating your Invoice Ninja account with a payment gateway allows clients to pay their invoices with 1-click! 

The payment gateway processes the transaction in the background while your client never leave their Invoice Ninja client-side portal. Seamless! 

Integrate your invoices with: 

  • Stripe Payments
  • WePay Payments
  • PayPal Payments
  • Checkout.com Payments
  • Braintree Payments
  • PayFast Invoice Payments
  • Authorize.net Payments
  • Square Payments
  • Mollie Invoice Payments
  • Many more!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Upload your Company Logo

Forever Free

Providing your clients a branded experience is critical for professionalism and building trust. Upload your company logo to your preferred invoice template design.

All accounts, Free & Pro/Enterprise, are able to upload logos an customize their invoice colors to match their logo & company brand theme.

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Create & Email Invoices & Quotes in Real-Time

Forever Free

Real-time PDF preview creation shows your invoice review as you build it in real-time. Utilize the product library to quickly populate invoices with 1-click, view the invoice .PDF preview to ensure everything looks awesome, and send it out!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!

Dynamic Dashboard Data

Forever Free

View revenue, invoices sent, recent activity data. Track upcoming invoices, invoices past due, and more!

​

Free Invoicing Software for Small Business.
Focus on doing what you love.​ We’ll help with the invoicing​:)

Create a Free Account!