How do I manage freelancers working with my business?
Give freelancers a written brief, an agreed rate per task or month, deadlines in the same task system your team uses, access only to what they need, a quality check before work reaches the client, and pay them on time against a record. PalmGro Flow lets you add freelancers as members with limited access.
When freelancers make sense
- Work that comes in waves (shoots, festive campaigns).
- Specialist skills you do not need full time (motion graphics, development).
- Testing a role before hiring.
Rules that keep it smooth
- Written brief. Same detail as for your team: outcome, format, deadline, references.
- Fixed rate. Per deliverable or per month, agreed before work starts.
- Deadlines in the system. Freelancer tasks live on the same board, so you see everything in one place.
- Limited access. Only the files and tools for their tasks. Never share full client passwords. See storing client passwords.
- Quality check. A team member reviews before the client sees it.
- Agreement. A short contract or NDA covering confidentiality and ownership of work.
- Pay on time. Freelancers who are paid on time prioritise your work.
Tracking cost
Record freelancer payments against the client or project they worked on, so profit per client stays accurate. See profit per client.
TDS
Payments to freelancers above certain limits may require TDS. Ask your CA about the current rules.
How PalmGro Flow helps
In PalmGro Flow you can add freelancers as members with access only to the tabs and tasks they need. Their tasks sit on the same board with due dates, their work goes through the same approval flow, and payments can be recorded as expenses against clients.
Questions people ask
Should freelancers fill daily reports?
For ongoing monthly freelancers, a short report helps. For one-off tasks, task status is enough.
Who owns the work a freelancer creates?
Put it in writing. Usually the agency or client owns it after payment.
How do I find reliable freelancers?
Start with small paid test tasks and build a short list of people who deliver well.
PalmGro Flow brings your team, clients, tasks, attendance and money into one place, on phone and computer. Try it free, no card needed.Set it up for your team in minutes.