Running a freelance business isn’t cheap – especially when the cost of must-have software stacks up faster than you can say ‘direct debit’.

After 25 years of freelancing, I’ve learned that small changes can make a big difference. So I reviewed the tools I rely on every day, then saved a massive £782.94 with five quick and easy software swaps.

Here’s how I did it.

Switched from Zoom to Microsoft Teams

You can’t run a freelance business today without video software. For me, that had always meant Zoom. But with briefing calls regularly lasting longer than Zoom’s 40-minute limit, I’d been paying for the platform’s Pro Plan for years.

I’d had a few wobbly experiences with Microsoft Teams, so hadn’t considered switching – until I realised I was already paying for it through my Microsoft 365 subscription.

Much like anything, now that I’m used to Teams, I’m just as comfortable with it. (And I’m especially comfortable with the annual saving!)

Saving: £129 a year

Switched from Xero to FreeAgent

Switching to Xero after years of spreadsheets was painful.  I didn’t love the platform – I could never find what I needed – but I’d never thought about trying another provider because I assumed all cloud platforms were the same. Plus, I didn’t fancy another upheaval.

But when my accountant told me I could save £28 a month by opening a Mettle (NatWest) bank account and getting FreeAgent free, I decided to give it a shot.

And you know what? It was a breeze. Three months in, I feel more confident using FreeAgent than I ever did with Xero.

Saving: £336 a year

Switched from Calendly to TidyCal

Calendly changed my life. No more email ping-pong – clients could see my availability and book instantly. I even linked to Stripe so that I could collect payment for my paid copy coaching and book coaching calls.

But Calendly was costing me $144 a year. So when a fellow copywriter recommended TidyCal – which offers the same core features for a lifetime cost of just £19 – the switch was a no-brainer.

(Extra win: 10% off via AppSumo.)

Saving: £87.44 this year. £106.44 a year ongoing.

Switched from Otter to Fathom

I’m a prolific notetaker – and famously bad at reading my own handwriting! I’d been experimenting with Otter.ai to transcribe and record my video calls and somehow got sucked into a paid version of the app.

At $99 a year it wasn’t bad value… but Fathom does the same job free. It integrates neatly with Teams, Zoom and Google Meet, and its summaries – complete with action points – are bang on.

Happy Sarah, happy bottom line.

Saving: £74.14 a year

Downgraded my Adobe package

I was paying £26.06 a month for Adobe Creative Cloud. But now that The Little Book of Confusables 2 is published – and the 2025 edition of Survival Skills for Freelancers is live – I no longer need InDesign.

A quick call to Adobe and I’ve downgraded to Acrobat Pro only. Everything I need for a fraction of the cost.

Saving: £156.36 a year

The ta-da moment…

That’s a grand total of £782.94. Not bad for a few hours’ admin!

Take a look at your software subscriptions: a quick review could save you a small fortune! Got a better app swap? I’d love to hear it. Drop me a DM or tag me on LinkedIn.

(Just remember to cancel those direct debits! Paying twice for two apps that do the same thing.)

Want more practical freelance advice, based on 20 years of real-world experience? Check out Survival Skills for Freelancers.

The post I saved £782.94 a year in my freelance business with 5 simple software swaps. Here’s how I did it appeared first on Sarah Townsend Editorial.