Most freelancer tools do one thing, so you end up with an invoicing app, a spreadsheet for expenses, a calendar somewhere else and a shoebox of receipts. FreelanceOS puts the whole job-to-job workflow in one place: the job goes in the calendar, becomes an invoice when it's done, and every expense along the way lands in the right tax box automatically.
One job, start to finish
Say a production company wants you for a three-day conference in May. They email to ask if you're free, so you forward it to your FreelanceOS address. A job appears as a potential, with the client, the dates and an estimate at the rate you last charged them. When they confirm, you forward that too and it moves to confirmed. If it clashes with another client's confirmed work, it goes in as a pencil and you get an email saying so.
A week out, the crew pack arrives. Forward it and your call times, hotel and who to ask for go into the job's summary, the H&S form becomes a to-do and the wristband QR code sits at the top of the job. Then the dates move by a day. Forward the update and the dates change, with a to-do on your dashboard listing what changed so you can check it. Anything you'd already changed yourself is left alone. The PO turns up on the last day, so the PO number goes in and its lines replace your estimate.
On site you photograph the parking receipt and add your mileage to the job, both marked billable. When it's done you create the invoice from the job, the costs are already on it, and you send it from the app. It shows as sent, the dashboard counts down to the due date and flags it if it goes overdue, and when the money lands you mark it paid.
New: forwarded emails
Forward a booking email and the job sets itself up
Bookings, pencils, POs, crew packs, hotel and travel details all turn up in different emails, often weeks apart. Forward them to your own FreelanceOS address and they end up on the right job. A new booking or pencil becomes a job with the client, dates and rate filled in. When the PO turns up at the last minute, it's matched to the right job, the PO number goes in and your estimate is replaced with the PO's lines.
Production schedule spreadsheets get read for you. It picks out your days, your calls and your hotel, and writes a short summary on the job so you're not scrolling through everyone else's rows. H&S forms and accreditation become to-dos, and it'll flag it if a flight lands after your call time. The email and its attachments are saved in the job's files.
QR codes for registration or badge pick-up are pulled out and put at the top of the job, so at the desk you're one tap away from showing them. Links to shared production sheets on Google Drive or Dropbox are kept on the job, and you can read them in again when the production team updates them.
It reads PDFs and Word documents, a PO that arrives before the dates are fixed still makes the job, and one email covering two jobs adds both. Anything you've changed yourself is never overwritten, and a to-do lists what was added so you can check it over. It's on for every account, and your address is on the Home screen ready to copy.
Invoicing
Invoice straight from the job
Turn a finished job into an invoice without retyping anything. Your clients, rates and job details are already there, so raising an invoice is a couple of taps rather than an evening at the end of the month. Quotes work the same way, and convert to invoices when the work is confirmed.
Send it from the app and it goes out by email under your name, with the PDF attached. If the client replies, it lands in your own inbox, and your answer goes back the same way, so it reaches theirs rather than their junk folder. The invoice shows when it was sent and who to, so you're never wondering whether it actually went.
Number your invoices your way: one running sequence, or each client with their own (CT001 for one, AB001 for another) if that's what their accounts team wants. Pick the terms each client usually gets, or one set for all of them, and every new job and quote starts with them filled in.
Quotes
Branded quotes and estimates
Send a professional estimate with your own terms and conditions before the job is confirmed. When the client says yes, turn it into a job in one tap, with nothing to type in again.
Getting paid
Overdue warnings and outstanding actions
Every invoice due shows a clear countdown to when payment's expected, and the moment one goes overdue your dashboard flags it with how many days it's been waiting. It also surfaces finished jobs you haven't invoiced yet and expenses you haven't billed on. It's a running list of money you're owed but would otherwise forget to chase.
Jobs & scheduling
Job tracking with a built-in calendar
Schedule jobs into the calendar, see your month at a glance, and keep every job's details, client and billing status in one record from booking to payment. Keep POs and paperwork in the job's files, the key details like times, addresses and contacts in your own summary, and add to-dos that show up on your dashboard when they're due. Ticked ones drop into an archive at the bottom of the job, so the list only shows what's left. Your jobs list splits into what's coming up, what's waiting to be paid and what's done. Voice fill lets you say the job details out loud and the form fills itself.
Calendar sync
Your jobs in Google Calendar, Apple Calendar or Outlook
Jobs you book in FreelanceOS appear in your Google Calendar automatically, and your personal Google events show alongside your jobs in the app. One calendar view, no double bookings, and no copying bookings between apps.
On an iPhone or a Mac? One tap adds your jobs to Apple Calendar, and the same link works in Outlook. It keeps itself up to date as jobs change. When someone asks which days you're free, Send availability turns your calendar into a picture you can drop straight into an email or a message.
Expenses
Expense capture with AI receipt scanning
Photograph any receipt from your phone and the merchant, amount, date and category are filled in for you. Got the receipt by email? Forward it to your FreelanceOS address and it's added for you, with the receipt saved alongside. Every expense is mapped to the correct self assessment category as it's captured, which is what makes tax time a download instead of a weekend.
Job costs
Expenses and mileage on the job
Add expenses and mileage straight onto a job in a couple of taps, and mark each one billable or not. Billable costs are recharged on the invoice automatically so nothing gets forgotten, and non-billable costs and your mileage count against the job, so you see what each job actually made you, not just what you charged.
New: documents
Your certificates, ready when a company asks
Keep your public liability insurance, IPAF, PASMA, CSCS, first aid certificate and CV in one place, each with its expiry date. You're reminded a month before anything runs out, a week before and on the day, so a lapsed card never costs you a booking.
When a crewing company asks for your paperwork, tick what they want and email it straight from FreelanceOS, or send a link to a page showing just those documents. You can see whether it's been opened and switch it off once they're sorted. Renew something and replace it, and any link you've already sent shows the new one.
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Subscriptions
Subscription tracker
Adobe, Microsoft 365, hosting, insurance, software you forgot you pay for: add your subscriptions once and see exactly what leaves your account every month. It's easy to stop noticing £10 here and £15 there, and every one of them is captured as a business expense.
Mileage
Mileage logging
Log business journeys as you go and your mileage claim builds itself through the year, calculated at HMRC's approved rates. It works out the distance between jobs for you, so there's no opening Google Maps, and chargeable mileage can go straight onto the invoice. If you drive between jobs, venues or client sites, it's one of the easiest deductions to under-claim when you're working it out at the end of the year.
New: working abroad
Your Schengen 90 days in 180, counted for you
On a UK passport you can only spend 90 days in any 180 inside the Schengen area, and the days you travel in and out count as well. Set the country on a job and FreelanceOS adds it up from your bookings. A card on your dashboard shows how many days you've used, how many are left and when the next one drops off.
Pencils show as what would happen if they're confirmed, and a forwarded booking that would take you over 90 is flagged on the job before you say yes. If a job moves between countries, London then Brussels or a tour through Norway and Sweden, you add the days that are somewhere else and only those count. Switch it on in Settings, under App & Mileage.
New: limited companies
Run a limited company? It works that way too
Set your business type to limited company and FreelanceOS changes to match. Put in your company number and it pulls your registered name, office, year end and filing dates from Companies House. The company line goes on your invoices and quotes, and your dashboard reminds you before your accounts or confirmation statement are due.
Reports follow your company year rather than the tax year, with your profit and a Corporation Tax estimate so you know what to put aside. The accountant pack downloads your profit and loss, invoices, expenses and mileage in one go. Mark anything you paid for on your own card as paid personally and it's added to what the company owes you, along with your mileage, until you mark it repaid. You can also keep a note of each client's IR35 status and when it was decided.
Working away from home? The job shows HMRC's subsistence rates for where you are, the overseas rates for 170 countries or the UK day rates, and adds the claim as an expense in one tap. It's all in the normal price.
Limited companies: what it doesn't do
It doesn't run payroll, pay dividends or file your accounts and Corporation Tax return. Those stay with your accountant, and the accountant pack is there to make that quicker. The Corporation Tax figure is an estimate for one company with a 12-month year.
Forecasting
Income forecasting
Because your booked jobs live in the app, FreelanceOS can show you the revenue already committed for the months ahead, not just what you've invoiced. Paid invoices show the date the money arrived, outstanding ones show their due date, and work you haven't invoiced yet is estimated from your payment terms, so you can see what's actually coming in next month. Confirmed work is the headline figure, with pencils and potentials shown on their own as what you'd earn if they come in. Feast-and-famine is the freelancer's curse, and seeing the famine coming two months early is how you fix it.
Dashboard
Business statistics at a glance
Income, expenses, profit, outstanding invoices and year-to-date totals on one dashboard. The numbers an accountant would tell you quarterly, visible every morning.
Job earnings ranks your work by what it earned, what it cost and what you kept, and by your day rate once costs are taken off. Look at it by job or by client and you'll see which three-day show really paid less than the one-day corporate, and which clients are worth saying yes to first.
Clients
Client overview
Every client in one place: their jobs, full invoice history, and what they've been invoiced, paid and still owe. Each client gets a payment score based on how quickly they actually pay, so you know who settles same-week and who needs the polite chaser before you take the next booking. Keep notes on each one, the rate you charge them, their terms, who to call, instead of in a dozen places outside the app. They show on that client's jobs too, so they're to hand when you're pricing one.
On your phone
Works on your phone, on site
FreelanceOS is built for the phone first. Log a job, scan a receipt, add mileage or check what's coming up from wherever you are, then pick it up on a laptop later. The job you're on today sits at the top of the Home screen, day two of three included, so it's one tap away on site. Add it to your home screen and it opens like any other app.
Tax & MTD
MTD-ready tax reports
Every expense category maps to the correct SA103 box, and your Making Tax Digital quarterly report is a one-click download ready for free bridging software. We've documented the whole process: see how to submit your quarterly update in under 10 minutes and our comparison of the best free MTD software.
MTD and VAT: what it does and doesn't do
FreelanceOS keeps full digital records of your income, expenses, mileage and VAT, which is the core legal requirement of Making Tax Digital. It works out VAT on invoices and expenses if you're VAT registered, produces SA103 summaries and quarterly breakdowns for the UK tax year, and exports them ready for HMRC bridging software or your accountant.
It doesn't send returns to HMRC itself. You'll use free bridging software or your accountant for the actual submission, and it doesn't replace your accountant, it just makes their job (or yours) a lot quicker. That's the same as most tools at this price. Fully MTD-recognised software like Xero, QuickBooks or FreeAgent costs two to three times as much.
Connections, exports and working offline
It connects to Google Calendar, so your jobs go into your calendar and your own events show in the app, and to Google Drive, so a shared production sheet can be read into a job with your own access. Limited companies can look up their details on Companies House. Payments for FreelanceOS itself go through Stripe.
Everything comes back out when you need it. Invoices and quotes are PDFs. Income, expenses, mileage and a full summary download as CSV files that open in Excel or Google Sheets, along with the SA103 Making Tax Digital export and a zip of your receipts. Limited companies also get the accountant pack.
If you lose signal on site, the app still opens and shows your jobs as they were when it last loaded. Adding or changing anything needs a connection.
Questions people ask
What happens when a booking changes, or the same email gets forwarded twice?
An email about a job you already have updates that job rather than making a new one. It's matched on the PO number, or the same client with overlapping dates. If the dates move, the job's dates change and a to-do on your dashboard lists what changed so you can check it. Anything you've edited yourself is left as you had it, with the difference noted. A cancellation never changes the job on its own: the email is saved on the job and you decide what to do. If it can't tell which job an email belongs to, it emails you to ask rather than guessing.
Can I tell a pencil from a confirmed booking?
Yes. Every job is potential, pencilled or confirmed. An availability check comes in as potential, a hold as pencilled and a booking as confirmed. The dashboard forecast leads with your confirmed work and lists pencils and potentials separately, as what you'd earn if they come in.
How do part payments and invoice mistakes work?
You can record part payments against an invoice, each on the date it arrived, and the balance and status update as you go. If an invoice needs changing after it's gone out, you can amend it or reissue it as a new version, and the old one is kept and marked as replaced. There aren't separate credit notes yet.
Does editing an event in Google Calendar change the job?
No. The sync goes one way. Jobs go into your Google Calendar and are kept up to date when you change them in FreelanceOS, and your own Google events show in the app so you can spot clashes. Moving or deleting the event in Google doesn't change the job, so make changes on the job itself.
What does profit mean on a job?
What you charged for the job, less the expenses and mileage recorded against it. Running costs like insurance, software or your phone aren't split across jobs. They're in your overall figures in Reports instead.
Can I get all my data out?
Yes. As well as the PDF and CSV exports above, Settings has Export All Data, which downloads every job, client, invoice, expense and mileage record in one file you can keep or take somewhere else.
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Built by a freelancer
FreelanceOS is built by David, a working freelancer in the UK events industry, after 20 years of doing this the hard way. If you work job to job, it was built for exactly how you work.