Jan 24, 2025 5 min read

10 Ways Freelance Writers Can Use AI to Save Time in Their Business

Running a freelance business often feels like juggling while riding a unicycle. Between client work, admin tasks, and trying to maintain some semblance of balance in our lives, we're all looking for ways to work smarter, not harder. That's where AI comes in—as your personal business assistant.

I've spent the last few months experimenting with AI tools, and I've discovered some game-changing ways to streamline the business side of freelancing. Here are ten practical applications that go beyond the obvious "use AI for writing" advice you've probably heard a thousand times.

1. Automate Client Onboarding

Streamline your client onboarding process with AI by generating professional and personalized welcome emails, contracts, or FAQs. Remember the last time you spent hours crafting the perfect welcome email? AI can help create personalized onboarding sequences that make your clients feel valued while saving you precious time.

Example: I use ChatGPT to help me come up with welcome email nurture sequences for my quizzes.

Prompt Idea:"Create a professional welcome email template for new clients that outlines next steps, payment terms, and what they can expect during the project."

2. Simplify Project Management

Use AI to create task lists, deadlines, or workflows for complex writing projects. AI can also help you prioritize your to-do list. Instead of getting lost in project details, let AI break down complex projects into manageable chunks. For instance, when tackling a 3,000-word blog post, AI can help you create a realistic two-week timeline with specific milestones. Combine this with tools like Trello, and you've got a powerhouse project management system that actually works.

Example: Using Trello to automate tasks and task reminders for newsletters

Prompt Idea:"Help me break down a 3,000-word blog post project into smaller tasks with deadlines for a two-week timeline and explain how to automate the steps in Trello [or whatever project management software you use]."

3. Speed Up Research

AI tools can summarize long articles, gather key points from sources, or provide quick overviews of unfamiliar topics.

Here's a success story for you: one freelancer I know saved over 25 hours (her estimate based on previous projects) by using AI to summarize research materials and identify key trends for a report she was writing. Instead of drowning in browser tabs, you can get concise summaries and relevant insights in minutes. Just confirm they are accurate.

Example: I ask ChatGPT questions all the time about a number of topics. Treasa recently asked ChatGPT to help her write some custom code to transfer hundreds of hours of Zoom recording to her external hard drive. Thirty minutes of back and forth later and she'd saved thousands of dollars in storage fees and time.

Prompt Idea:"Summarize the main points of this article [insert link or content], focusing on trends related to [specific topic]."

4. Generate Quick Client Proposals

Writing proposals used to be my least favorite task until I discovered how AI could help. It's not about generating generic templates—it's about creating customized proposals that speak directly to your client's needs. AI can outline your services, timelines, and deliverables based on client needs.

Example: I’ve tested out using ChatGPT to come up with draft contracts and was impressed with what it came up with. I have literally read 100’s of contracts over the years in my role as CIO and for my own business, so I do have a good understanding of what’s needed in a contract. I know that a contract isn't a proposal, but the concept is the same. ChatGPT can spit out both contracts and proposals if you give it the details it needs.

Prompt Idea:"Write a proposal for a client interested in hiring me for weekly blog posts on sustainability trends, including pricing and deliverables."

AI can generate engaging captions that actually sound like you and hashtags for promoting your freelance services on platforms like LinkedIn or Instagram. It can also can help you brainstorm content ideas. The key is to use AI as a starting point, then add your personal touch.

Example: I used ChatGPT to help me come up with better ways of searching LinkedIn and Twitter/X for new calls for pitches and freelance writing jobs. And I use it to help me come up with social media summaries to use in LinkedIn and Pinterest.

Prompt Idea:"Generate five Instagram captions for promoting my freelance writing services, focusing on benefits like saving clients time and improving content quality."

6. Automate Follow-Ups

Following up with clients and prospects consistently can make or break your business. While AI is newer to this space, early adopters are using it to craft personalized follow-up sequences that keep their pipeline full without sounding robotic.

Example: This is a new service that ChatGPT has just started offering. I have yet to try it out, but it’s on the to-do list for next month.

Prompt Idea:"Write a follow-up email to a client I pitched last week about writing content for their website."

7. Track and Organize Expenses

Use AI to simplify expense tracking by categorizing transactions, summarizing monthly spending, or even suggesting budgeting tips. That means you can stop dreading tax season!

Example: Don’t have one specifically about expenses … but I HAVE used ChatGPT to create tracking spreadsheets for my podcast publishing process and pitching process for sponsors.

Prompt Idea:"Help me categorize these expenses [list expenses] into business-related categories for tax purposes."

8. Brainstorm New Service Offerings

Expand your business by asking AI for ideas on additional services you can offer, like editing or content strategy. Sometimes, all you need is a fresh perspective to spot opportunities right in front of you.

Example: One of my colleagues taught one of his clients how to ask ChatGPT for new services or products for her existing clients. She loved the idea ChatGPT gave her, sent out an email pre-selling the new offering and got a new client - all within the space of one day.

Prompt Idea:"What additional services could a freelance writer offer to clients to increase revenue and add value?"

9. Craft Personalized Pitches

AI can tailor your pitch emails based on the recipient’s industry, previous work, or specific needs. While AI shouldn't write your entire pitch, it can help you tailor your approach based on each prospect's industry and needs. The key is using AI to research and personalize while maintaining your authentic voice.

Example: This one's on my to-do list as well. I'm starting to reach out to sponsors more and more and I'll be getting ChatGPT to help me do this.

Prompt Idea:"Write a personalized pitch email for a potential client in the travel industry, highlighting my expertise in writing destination guides."

10. Improve Time Management

Time management can make or break a freelance business. Use AI as your virtual assistant to plan your day, schedule writing blocks, and suggest ways to optimize your routine. AI can help you create realistic schedules that account for both client work and business development.

Example: I’ve played around with getting ChatGPT to help me create an affiliate marketing promotional schedule. The prompt I'm using needs more work, but once I’ve mastered how to use the API that OpenAI offers, it’s going to be a game changer. I've seen how other people are doing similar things and they are brilliant.

Prompt Idea:"Create a daily schedule for a freelance writer balancing two blog post deadlines, research, and client calls."

Conclusion

AI isn't here to replace your expertise or creativity. Instead, think of it as your business operations partner, handling the repetitive tasks that eat into your productive hours. The freelancers who are thriving with AI aren't using it to automate everything. They're using it strategically to enhance their existing processes.

Start small by picking one or two areas where you spend too much time on administrative tasks. Experiment with AI solutions for those specific challenges, and build from there. The goal isn't to AI-ify your entire business, but to free up more time for the work that truly requires your human touch.

Remember, the most successful freelancers aren't just great at their craft—they're great at running a business. AI is simply another tool in your arsenal to help you do both better.

Make sure you try out these prompts today and see how much time you can save!