As a freelance video creator, your time is your most valuable asset. Between writing scripts, editing footage, dealing with clients, and delivering final products, it’s easy to get overwhelmed—especially when you’re doing it all solo.
I’ve been in this game long enough to realize that the key to surviving (and thriving) as a freelancer isn’t just talent. It’s workflow. And more specifically, it’s automation.
This article isn’t a list of trendy tools for the sake of SEO. These are the actual tools I use every week to automate repetitive tasks, scale my projects, and still meet client deadlines—even when new requests come flying in.
If you’re a video freelancer or just diving into content creation, I’ve made the mistakes so you don’t have to. Here’s my personal automation toolkit.
1. InVideo – For Fast, Template-Driven Video Creation
Let’s kick things off with a tool that lowkey does a lot of the heavy lifting for me: InVideo.
I don’t always have time to start from scratch—especially for YouTube intros, client reels, or Instagram ads. With InVideo, I can:
- Choose from 5,000+ pre-made templates (huge time saver)
- Use AI to convert scripts into ready-made videos
- Access a massive media library for B-roll and music
- Automate captioning and resizing for multiple platforms
It’s drag-and-drop simple but still customizable enough for professional results. Sometimes I even use it for first drafts before doing a deeper edit in Premiere or Final Cut.
✍️ Pro Tip: Clients love fast turnarounds. InVideo lets me deliver previews within hours, and I still have time for revisions without stress.
2. Notion – My Freelance Command Center
Notion is the brain of my freelance business.
I’ve built my entire project management system on Notion:
- Client request tracker
- Video content calendar
- Scripting templates
- Revision logs
- Automation checklists
And here’s where automation comes in: Notion integrates with tools like Zapier or Make (formerly Integromat), so I set up automations like:
- New client form submissions → auto-added to project board
- Due dates that trigger Slack reminders
- Completed projects → auto-move to archive
One dashboard rules them all.
3. Zapier – The Silent Operator
Think of Zapier as the glue that connects all your favorite tools.
I use Zapier to automate boring tasks like:
- Auto-saving YouTube comments into Google Sheets
- Auto-creating Trello cards from form submissions
- Sending thank-you emails after a client signs a contract
- Creating Google Drive folders for new clients
Each automation (called a “Zap”) eliminates manual clicks and frees up mental bandwidth for creative work.
4. Descript – For Lightning-Fast Editing and Transcription
I used to spend hours manually transcribing interviews, client testimonials, or podcasts. Not anymore.
Descript allows me to:
- Automatically transcribe audio and video in minutes
- Edit video by editing the transcript (game-changer)
- Remove filler words (“uh,” “um,” etc.) with one click
- Create social media audiograms with zero effort
It’s ideal for content repurposing. I record a long-form video, transcribe it in Descript, cut it into short clips, and publish across platforms. All within an hour.
5. Google Drive + Templates = Organized Efficiency
Every client gets their own folder on Google Drive, auto-generated by Zapier when I fill out a client intake form.
Inside that folder, I’ve set up templates for:
- Proposals
- Storyboards
- Video briefs
- Revision checklists
- Export folders for deliverables
No more copy-pasting or renaming documents each time. It’s a simple automation, but it saves me hours every month.
6. Frame.io – For Client Reviews and Feedback
Sending videos over email? Waiting for timestamps in WhatsApp messages?
Forget all that.
With Frame.io, I send clients a private link where they can:
- Watch the video
- Leave frame-specific comments
- Suggest edits directly on the video
- Download the latest version
This tightens the feedback loop and helps me avoid confusing revision requests. I also get email notifications when a client adds a comment—so I don’t have to keep checking.
7. ChatGPT – My Creative Assistant
When I’m facing creator’s block or need a spark of inspiration, I open up ChatGPT.
Here’s how I use it:
- Brainstorming video title ideas
- Generating content outlines
- Writing first-draft scripts
- Creating hook lines and YouTube descriptions
- Improving captions or call-to-action text
It’s like having a co-writer who’s ready 24/7. While I always rewrite and add my personal touch, ChatGPT helps me skip the dreaded blank page phase.
8. Trello – Visual Project Tracking
Although I love Notion for most things, I still use Trello for specific video projects because of its super visual layout.
My typical Trello board has columns like:
- Script Writing
- Voiceover
- Editing
- Client Review
- Ready for Delivery
With automations powered by Butler (Trello’s built-in automation tool), I can:
- Auto-assign tasks when cards move to new columns
- Set reminders for deadlines
- Move cards to “Complete” when all checkboxes are done
9. Calendly – For Booking Calls Without the Email Ping-Pong
Back-and-forth emails to schedule a 15-minute call? No thanks.
I use Calendly to set my availability, and clients can book slots that work for them. It syncs with my Google Calendar, sends reminders, and even integrates with Zoom.
Automation here = no missed meetings, no time wasted.
10. Canva – Quick Graphics Without the Hassle
Even though I work with video, I still need to create thumbnails, channel banners, and social media posts.
Canva makes it fast. I’ve saved my brand kits, client templates, and visual assets—all of which I reuse for:
- YouTube thumbnails
- Reels covers
- Client pitch decks
- Animated graphics for videos
Pair it with Canva’s Magic Resize feature and you’ve automated one of the most annoying tasks: resizing assets for every platform.
11. Loom – For Quick Client Updates
Instead of writing long messages to explain what’s changed in a video draft, I record a quick Loom video.
Clients love it because:
- It’s visual
- They can reply in-line with questions
- It feels personal
Bonus: It’s faster for me, and I can reuse Loom videos for onboarding other clients or answering common questions.
Final Thoughts: Automation is About Working Smarter, Not Replacing the Craft
Look, no tool can replace good storytelling or creative intuition. But when your systems are messy and you’re buried in admin tasks, creativity suffers.
The real flex isn’t just having skills—it’s creating space for those skills to shine.
These tools, especially InVideo, have helped me scale my freelance video business without losing my sanity. And while each has its strengths, it’s how you combine them that truly changes the game.
Start small. Automate one part of your workflow this week—maybe your client intake or your scriptwriting process. Then build from there.
More flow. Less chaos. That’s the goal.
PS: If you’re looking for a powerful, easy-to-use video editing tool with built-in templates, AI features, and automation—check out InVideo. It’s my secret weapon for fast-turnaround projects and scaling my freelance hustle.
Let the tools do the grunt work so you can stay focused on the craft.