Automating Repetitive Tasks: Save Time and Focus More on Writing

As a freelance writer, your main goal is to write—but how much of your day is actually spent writing? If you’re like most freelancers, a surprising chunk of your time is eaten up by repetitive, low-value tasks like file naming, email responses, tracking invoices, or posting content.

The solution? Automation.

In this article, you’ll learn how to identify and automate common tasks in your writing workflow so you can spend less time clicking and more time creating.

What Is Task Automation?

Automation is the process of using tools or systems to complete tasks without manual input. It can range from simple “if-this-then-that” workflows to full-fledged automation platforms.

The goal is to free up mental and time resources—especially for repetitive admin tasks that don’t require your creative brain.

Benefits of Automating as a Freelancer

• 🕒 Saves time on manual, repetitive actions
• ⚙️ Reduces errors in routine processes
• 🧠 Preserves mental energy for creative work
• 💼 Makes you look more professional with consistent communication
• 📈 Lets you scale your writing business more easily

Even small automations can make a big difference.

Repetitive Tasks Freelance Writers Should Automate

Let’s break down common areas of your workday that can be automated:

1. Client Onboarding

• Use tools like Typeform or Google Forms to collect client briefs, preferences, and guidelines.
• Create a welcome email template in Gmail or Outlook that auto-sends when a client signs up.

2. Email Responses

• Use Gmail Templates (Canned Responses) for:
  • Sending pitch emails
  • Answering FAQs
  • Confirming delivery or revisions
• Use filters and labels to sort client emails automatically.

3. Invoicing and Payment Tracking

• Use platforms like Bonsai, FreshBooks, or Wave to:
  • Auto-generate invoices
  • Send payment reminders
  • Track who has and hasn’t paid

You can also set recurring invoices for retainer clients.

4. File Naming and Storage

• Use automation tools like Zapier or Make (formerly Integromat) to:
  • Automatically name and save new documents in organized folders
  • Backup finished articles to Google Drive or Dropbox

Example:

“When I mark a Trello card as ‘Delivered,’ automatically copy the attached file to a ‘Completed Work’ folder in Drive.”

5. Content Publishing

If you manage a client’s blog or your own:

• Use WordPress plugins or tools like Buffer/Later to schedule content automatically.
• Auto-post links to social media platforms when new content is published.

6. Deadline Reminders

• Use Google Calendar or ClickUp with reminders set for 1–2 days before each delivery.
• Add automation to send you a Slack or email reminder when a task is due soon.

7. Time Tracking

• Use tools like Toggl Track or Clockify to automatically start timers when you open certain apps or projects.
• Get weekly reports on your time use to spot where automation can help even more.

Best Automation Tools for Freelancers

Here are some tools that can level up your freelance writing systems:

Tool	What It Does
Zapier	Connects apps like Gmail, Trello, Google Drive
IFTTT	Simple triggers for automating social and content tasks
Calendly	Auto-schedules meetings without back-and-forth
Notion	Use templates and linked databases to streamline workflow
Grammarly + Google Docs	Automated editing suggestions as you write
Trello Automations (Butler)	Move cards, assign due dates, and auto-label tasks
Google Calendar	Automated reminders and event notifications

How to Identify Tasks to Automate

Not sure where to start? Ask yourself:

• Do I repeat this task more than once a week?
• Does it follow a predictable pattern or process?
• Is it boring, time-consuming, or mentally draining?

If the answer is yes, it’s a candidate for automation.

Tip: Keep a log for 3 days. Write down everything you do in a day. Then highlight what you could delegate, automate, or eliminate.

A Simple Automation You Can Set Up Today

Scenario: You deliver articles via Google Docs and want to track delivery and payment.

Automation Workflow:

1. Create a new Trello board with columns: “To Do”, “Writing”, “Delivered”, “Paid”
2. Use Zapier:
   • Trigger: Trello card moved to “Delivered”
   • Action: Send an email to the client with the Google Doc link + attach invoice
   • Optional: Move card to “Paid” once payment is confirmed in Stripe or PayPal

Boom. One click = client notified + invoice sent + project tracked.

Final Thoughts: Let Tech Work for You

Freelance writers shouldn’t be bogged down by admin work. By automating repetitive tasks, you reclaim time, focus more on your craft, and build a scalable business.

Start small—automate one or two pain points this week. Once you see the results, you’ll never go back.

Your creativity is your most valuable asset. Don’t waste it on things a robot can do.