The Tools I Use to Run My Ghostwriting Business Like a Pro
Running a ghostwriting business is no small feat. Between managing client relationships, organizing multiple projects, meeting deadlines, and maintaining a healthy work-life balance, it’s a lot to juggle. Fortunately, the right tools can make all the difference. Over the years, I’ve honed a set of resources that streamline my workflow, keep me productive, and allow me to focus on what I love most: writing.
In this blog, I’ll share the tools I rely on daily to operate my ghostwriting business like a pro, with actionable insights on how they can help you too.
1. Project Management: Trello
Why I Use It:
Trello is my go-to project management tool. It helps me keep track of every client project, from initial onboarding to final delivery. I use Trello boards to organize tasks, deadlines, and notes for each project, so nothing falls through the cracks.
How I Use It:
- Client Workflows:Each client has a dedicated board with columns for tasks like “Research,” “Drafting,” “Revisions,” and “Completed.”
- - Checklists:I break down large projects (like books) into smaller, manageable tasks, using checklists for each chapter or section.
- - Deadlines and Reminders:I set due dates for tasks to ensure I’m always ahead of schedule.
Trello’s visual layout keeps me organized and reduces the overwhelm of managing multiple projects simultaneously.
2. Writing and Editing: Google Docs
Why I Use It:
Google Docs is perfect for collaborating with clients and keeping drafts easily accessible. It’s cloud-based, so I can work from anywhere, and the real-time editing features are a lifesaver when clients want to make changes.
How I Use It:
- Collaboration:Clients can leave comments or suggest edits directly in the document, making feedback seamless.
- - Version Control:I keep track of all changes without worrying about losing earlier drafts.
- - Templates:I use templates for common tasks like book outlines, blog posts, and project proposals to save time.
The simplicity and functionality of Google Docs make it an essential tool for my ghostwriting business.
#3. Client Onboarding: HoneyBook
Why I Use It:
HoneyBook simplifies client management and makes onboarding a breeze. From contracts to invoices, this tool has everything I need to create a professional client experience.
How I Use It:
- Automated Workflows: I create templates for proposals, contracts, and invoices, saving time on administrative tasks.
- - Client Communication:All client emails and updates are centralized, so I never lose track of conversations.
- - Payment Tracking: HoneyBook lets me send invoices and accept payments securely, keeping my cash flow organized.
Using HoneyBook ensures my clients feel supported and that every project starts on the right foot.
4. Time Management: Toggl Track
Why I Use It:
As a ghostwriter, it’s important to know how much time I’m spending on each project. Toggl Track helps me monitor my work hours, which is essential for managing productivity and profitability.
How I Use It:
- Tracking Hours:I track the time I spend on tasks like research, writing, and revisions to ensure I’m staying efficient.
- - Analyzing Data:Toggl provides reports that help me identify where I’m spending too much time and how to optimize my workflow.
- - Billing Transparency: For clients who are billed hourly, Toggl ensures I can provide accurate records of my work.
This tool keeps me accountable and ensures I’m valuing my time appropriately.
5. Creativity and Design: Canva
Why I Use It:
While ghostwriting is primarily about the written word, I often create visuals for marketing purposes or supplementary materials for clients. Canva is my go-to tool for graphic design.
How I Use It:
- Social Media Graphics: I design eye-catching visuals to promote my ghostwriting services on platforms like Instagram and LinkedIn.
- - Client Deliverables: I create branded PDFs for book proposals, outlines, or writing guides to enhance the professional presentation of my work.
- - Membership Resources: For my membership program, I use Canva to design worksheets, templates, and promotional materials.
Canva’s user-friendly interface makes it easy to create professional-quality designs, even if you’re not a graphic designer.
6. Transcription: Otter.ai
Why I Use It:
Client interviews and brainstorming sessions are a big part of my ghostwriting process. Otter.ai transcribes these conversations, saving me hours of manual note-taking.
How I Use It:
- Interview Transcriptions:After a client call, I upload the recording to Otter for a detailed, searchable transcript.
- - Organizing Ideas:I use transcriptions to pull out key quotes, stories, or ideas that will shape the narrative.
- - Streamlining Revisions:If a client shares new input during a meeting, Otter ensures I have an accurate record to incorporate into the project.
Otter.ai allows me to focus on listening during client meetings, knowing I’ll have a written record to reference later.
7. Accounting and Finances: QuickBooks
Why I Use It:
Managing finances can be overwhelming, but QuickBooks makes it simple. It helps me track income, expenses, and taxes, ensuring my business stays financially healthy.
How I Use It:
- Expense Tracking: I categorize business expenses to see where my money is going and identify potential savings.
- - Invoice Management:QuickBooks integrates with HoneyBook, so all my invoices are synced in one place.
- - Tax Preparation:I generate reports that simplify tax filing and help me plan for quarterly tax payments.
This tool ensures I stay on top of my financials and avoid the stress of last-minute accounting.
8. Video Calls and Meetings: Zoom
Why I Use It:
Building relationships with clients is crucial in ghostwriting, and Zoom makes virtual communication easy and personal. It’s my go-to for consultations, interviews, and project updates.
How I Use It:
- Client Consultations:I use Zoom for initial consultations to get to know potential clients and discuss their goals.
- - Workshops and Webinars:I host virtual events to connect with aspiring authors or teach writing techniques.
- - Collaborative Calls:Screen sharing allows me to review drafts with clients in real time.
Zoom fosters connection and collaboration, even when working remotely.
9. Website Hosting: Wix
Why I Use It:
My website is the hub of my ghostwriting business. Wix provides an easy-to-use platform to showcase my portfolio, services, and testimonials.
How I Use It:
- Professional Portfolio: I highlight past projects, client success stories, and writing samples to attract new clients.
- - Lead Generation:I use Wix’s forms and integrations to capture leads directly from my site.
- - SEO Optimization:Wix’s built-in SEO tools help my site rank higher, driving organic traffic to my business.
A professional website is a non-negotiable for ghostwriters, and Wix makes it simple to maintain.
10. Content Development: ChatGPT
Why I Use It:
ChatGPT has become an indispensable part of my writing process. While it doesn’t replace creativity, it enhances it by providing fresh ideas and saving time.
How I Use It:
- Outlining:I use ChatGPT to brainstorm outlines and organize content ideas.
- - Editing:The AI assists with refining drafts and ensuring grammatical accuracy.
- - Content Ideation:When I’m stuck, ChatGPT helps generate creative angles or approaches.
With tools like ChatGPT, I can focus on the human element of ghostwriting while automating repetitive tasks.
Final Thoughts.
Running a ghostwriting business like a pro requires more than just writing talent — it takes organization, efficiency, and the right tools. These resources have been game-changers in helping me deliver exceptional work, maintain client relationships, and scale my business.
Whether you’re a seasoned ghostwriter or just starting out, integrating these tools into your workflow can help you save time, stay organized, and grow your business. At the end of the day, the goal is to spend less time on admin and more time doing what you love: writing stories that matter.
