As a freelancer, you’re probably all too familiar with the daily hustle — juggling multiple clients, managing projects, and trying to stay organized without the support of a traditional team. It’s a lot to handle, right? That’s where Taskade comes in.
Imagine having a tool that helps you keep all your projects on track, communicates with clients seamlessly, and even automates those repetitive tasks that eat up your time. Taskade is designed to do just that — make your freelancing life more manageable.
Here's everything you need to know to get started. 👇
Why Taskade Is Perfect for Your Freelancing Business
Custom AI Agents: Tailor AI agents to your specific needs — train agents on your own knowledge and connect them to the tools you're already using. Agents will help you generate reports, summarize client feedback, or automate routine tasks.
AI Teams: Taskade’s AI Teams feature lets you create teams of custom AI agents that work alongside you. It's like like having an extra team member who’s always ready to help you plan, manage, and execute projects.
Automation Flows: Taskade’s powerful automation feature frees you from repetitive tasks, like sending project updates or setting reminders for invoice payments.
Real-time collaboration: Work seamlessly with clients, contractors, or other freelancers, no matter where you are. Taskade keeps everyone in sync with instant updates, shared tasks, and integrated chat & video conferencing.
Cross-platform access: Whether you’re at home, in a café, or traveling, Taskade works across web, desktop, and mobile so you stay productive wherever you go.
Setting Up Your Freelance Workspace in Taskade
Your freelance workspace is the hub where you manage all your projects, clients, and tasks. Here's how to set it up:
Step 1: Create a Shared Workspace
In your dashboard, click the plus icon on the left.
Enter the name of your workspace.
(optional) Choose a workspace logo.
💡 Note: Sharing a workspace doesn't automatically grant members access to all folders inside it. You need to do this manually (see the next step).
Use folders to keep different aspects of your freelance work organized.
Here are a couple of organizational strategies:
Step: 2 Add Folders
You can use folders to categorize different aspects of your team's workflow.
In a workspace, click ➕ New folder in the left navigation pane.
Enter the name for your folder and choose a color palette.
Choose a logo from one of the available emojis or upload your own.
Scenario 1: Client-Centric Organization
If you manage multiple clients, organize the projects into separate folders:
🗂️ Folder Name | 🔤 Description |
Client A | Store all tasks, timelines, files, and updates specific to Client A. |
Client B | Everything related to Client B, including milestones, deliverables, and notes. |
Client C | Manage communication, feedback, and tasks for Client C in one centralized place. |
Marketing & Assets | Centralized folder for all your marketing materials and reusable assets. |
Finance & Admin | Keep track of invoices, contracts, and other administrative documents. |
Scenario 2: Service-Centric Organization
If you offer multiple services, organize your workspace by service type:
🗂️ Folder Name | 🔤 Description |
Web Development | Store tasks, documents, and progress updates related to web development projects. |
Content Creation | Organize content drafts, social media strategies, and creative ideas. |
Consultation | Keep logs of client consultations, proposals, and follow-up actions. |
Operations & Admin | Centralized folder for invoices, contracts, and finance-related tasks. |
Client Support | Manage client queries, support tickets, and responses in a dedicated space. |
Automate Your Remote Team's Workflow
The Automation feature will help keep your team aligned and productive with less manual work, no matter where your team is located.
Go to the Automations tab in your workspace or folder.
Click the Add automation button.
Click Start from scratch or choose a template.
Click ➕ Add Trigger, select one of the triggers, and configure it.
Click ➕ Add Action, select one of the actions, and configure it.
Add as many additional steps as needed and click Save changes (top-right).
Here are a few automation workflows you can start with:
Automation Flow 1: Gathering and Acting on Client Feedback
Purpose: Simplify the process of collecting client feedback.
⏩ Steps | 🔤 Detail |
Trigger | New Submission (Typeform) |
Action 1 | Generate with AI: Use Taskade AI to generate a summary of the submission and create a list of follow-up actions. |
Action 2 | Add Task: Add the list of AI-generated actions to the "Client Feedback" project. |
Action 4 | Generate with AI: Generate a response to the Typeform submission. |
Action 5 | Send email (Gmail): Automatically send an AI-generated email to the client. |
Automation Flow 2: Client Onboarding
Purpose: Automate the client onboarding process to ensure a smooth introduction.
⏩ Steps | 🔤 Detail |
Step 1 | Event Scheduled: Begins automation when a new client meeting is scheduled in Calendly. |
Step 2 | Create Project: Sets up a new client onboarding project |
Step 3 | Add Task: Adds tasks for initial client meetings and documentation |
Step 4 | Send Emai: Sends a welcome email to the new client (requires approval). |
Automation Flow 3: YouTube Video Scripting and Research
Purpose: Automate the process of generating scripts for YouTube videos.
⏩ Steps | 🔤 Detail |
Step 1 | New Row: Triggers when a new row is added to a Google Sheets document with a blog video idea. |
Step 2 | Create Project From Template: Use a video scripting template. |
Step 3 | Run Agent Command: Uses a custom AI agent command to research the topic. |
Step 3 | Add Task: Add the results of the research to the previously created project. |
Build Your Own Squad of AI Assistants
Running a freelancing business means wearing multiple hats. You’re not just a specialist in your field but also a project manager, marketer, accountant, and sometimes even a customer service rep. That’s where Taskade’s AI Teams come in handy.
Go to the Agents tab at the top of your workspace/folder.
Click ➕ Create agent.
Click Generate in the Generate Agent tile.
Use the first prompt below to describe the agent and press Enter.
Repeat the steps to create more agents.
Research Assistant
"Create a 'Research Assistant' agent that helps with gathering background information, summarizing articles, and compiling research data."
Content Writer
"Create a 'Content Writer' agent that helps with drafting blog posts, editing articles, and generating social media content."
Client Communicator
"Create a 'Client Communicator' agent that helps with managing client communications, scheduling meetings, and sending project updates."
Go to the AI Teams at the top of your workspace or folder.
Click the ➕ Create Team button.
Choose a name for your team and select the agents you’d like to include.
You need at least 2 agents to get started
Go to the AI Teams tab.
Select your AI team from the list.
Start a new chat with the AI team.
Select the AI agents by clicking their names above the prompt field.
Ask a question or define a task.
Press Enter or click ➣ submit your prompt to the selected agents.
😊 Helpful Links
Download our apps: taskade.com/downloads
Leave feedback: taskade.com/feedback
Changelog: taskade.com/blog/updates
Watch tutorials: youtube.com/taskade
Contact us: taskade.com/contact