Stop Drowning in To-Dos: The Freelance Myth That’s Keeping You Stuck

Written By Vicki Wallis

Picture this. It’s Monday morning.

You sit down at your desk with coffee in hand, ready to dig into client work…and instead you’re knee-deep in:

  • Sending out invoices.

  • Replying to five different client emails - all asking for “just a small tweak.” 😩

  • Posting something (anything!) on Instagram so your feed doesn’t look abandoned.

  • Hunting through your Notes app to find that draft you swear you wrote last week.

By the time you finish, it’s nearly lunchtime. You haven’t touched the actual project you meant to start. And your to-do list? It looks exactly the same. Maybe worse 😨

Sound familiar?

This is the hamster wheel so many freelancers get stuck on. And here’s the myth that keeps it turning:

👉 “Systems and automations are only for big businesses.”

Let’s bust that right now.

Pssst - want to save yourself a huge amount of time? Grab my time saving AI tools for Freelance Designers here >>>

Creative flatlay of jewelry, watch, and perfume styled on magazine pages, symbolizing the aesthetic focus and detailed workflow of freelance designers.
Freelance designer working at a bright studio desk covered with sketches, fabric samples, and art prints, representing creative focus and productivity with systems in place.

Why This Myth Is Holding You Back

Most freelancers think “systems” and picture corporations with glossy software and teams of assistants. They tell themselves: I’m just one person, I don’t need that.

But here’s the truth: you need systems more than anyone.

Because when you’re a freelancer, you are the team. The marketing team. The finance team. The operations manager. The customer service rep. The list goes on.

Without systems, everything sits on your shoulders - every task, every reminder, every late-night scramble. And that’s exactly why burnout creeps in.

 

From Drowning in Admin to 80 Hours of Freedom

Back in 2019/20, I was running my freelance design business and thought I was doing “okay.” Clients were happy, projects were rolling in…but behind the scenes? I was exhausted.

Admin ate my days. Invoicing, scheduling, sending follow-up emails, onboarding new clients. I’d sit at my laptop until late at night, chipping away at tasks that weren’t creative, weren’t exciting, and definitely weren’t why I started freelancing.

I started to believe that was just the deal: freelancing meant long lists, long hours, and no real break.

Then I hit a wall. I remember looking at my calendar one Friday and realising I had spent more time that week on boring admin than actually working on client projects (read: tasks that didn't pay anything 😩).

Something had to change.

That’s when I decided to take systems seriously.

I mapped out processes, automated repeat steps, and introduced simple workflows that worked for me. Nothing complicated. No corporate jargon. Just practical tools that shaved minutes and hours off the tasks I hated most.

I started with one simple process to streamline my invoicing and accounting, here’s what happened:

✨ My admin time dropped by 60%.

✨ Giving me a huge 2hrs back per week

✨ I got paid faster because my invoicing was automated!

That ONE simple system saved me around 2hrs a week - 2hrs that could be spent on client work, on new projects, or on, let’s be honest, life outside my laptop.

That was the moment I realised: systems aren’t for big businesses. They’re for freelancers who want freedom.

And it was EXCITING. Because if one small system gave me 2hrs a week back, imagine what could happen if I rolled out more. So I did!

And the impact has been huge.

Table showing freelancer’s weekly time spent on admin tasks before using systems and automations — long hours, repetitive work, and overwhelm.

Before; spending 131 hours a year on admin;

Table showing freelancer’s time tracking after introducing systems and AI tools — 60% less admin, 80 hours saved annually, more focus on client work.

After: Spending 51hrs a year on admin

Imagine What Those Hours Could Mean for You

What would you do with 2hrs a week back?

🤩 Take on a dream project without stressing about time?

🤩 Batch a month of content and still have afternoons free?

🤩 Actually switch off in the evenings without that guilty “should be working” feeling?

🤩 Or, wild idea: take a holiday without sneaking in laptop hours at 11pm?

This is the real impact of systems. It’s not about being “more professional” or “more corporate.” It’s about giving yourself space to breathe.

 

And AI Has Made It Even Better 😍

When I made those first systems, it was before AI.

Now? The possibilities for freelancers are even bigger.

AI isn’t just another buzzword. For freelancers, it’s like having a virtual assistant on tap. It helps you:

  • Write an impactful blog post designed to attract clients and get it posted in under 30mins.

  • Repurpose that blog into a social media post in seconds

  • Reply to awkward client questions in minutes without spending hours procrastinating

  • And SO much more.

That’s why I built custom AI tools for freelancers and include them as standard inside the Freelance Freedom Autumn Lab. They’re designed to do the heavy lifting for specifically for you, fellow freelancer. There's no tech overwhelm, no complicated setup, just ready-to-use shortcuts that I've programmed with my priorietary frameworks so the content is designed to help you reach your freelance goals and still sound like you, not an awkward robot.

They're not another tool to figure out and "play with", they're tools that actually give you time back.

Find out more about my AI tools for Freelancers here >>>

And if you're wondering, yes I did write this using the tool + entering a bit of info about myself and my thoughts on this topic!

Group of freelancers collaborating at a laptop in a bright coworking space, representing community, productivity, and balance in freelance business systems.
Flatlay of luxury jewelry, flowers, and lifestyle magazine on silk fabric, symbolizing the creative detail and aesthetic workflow of freelance designers.

The Cost of Staying Stuck

If you keep buying into the systems myth and believe they're not for you, here’s what often happens:

  • You stay buried under admin.

  • You spend your best energy on repetitive tasks instead of creative work.

  • You burn out before you can grow.

And that “freedom” you started freelancing for? It never really arrives.

But when you flip the script?

You run your business instead of your business running you. You reclaim time, energy, and focus. You finally have space to grow - or rest - without guilt.

 

Ready to Finally Find Freedom?

If you're nodding along yes, then the Freelance Freedom Autumn Lab was created just for you. Inside, you’ll get:

  • My custom AI tools designed for freelancers.

  • Practical marketing + systems training made specifically for freelance designers.

  • Ongoing support from me so you don’t just learn you implement and most importantly, see the results.

👉 Doors are open until 11th November 2025. Join us here >>>

If you’re ready to stop drowning in to-dos and finally create a freelance business that feels balanced, focused, and free - this is your next step.

Because freedom doesn’t come from doing everything yourself. It comes from building the systems that let you focus on the work that matters most.

Thanks for reading!

Vicki

Freelance coach Vicki sitting with her black and white spaniel, representing personal freedom and time back from using systems and automations.

Vicki Wallis

Founder, Freelancing Simplified

🔥 Est: 2021

👗 Freelance designer since 2016

🌎 Travel obsessed

🐾 Dog Mum to Max

💜 On a mission to help overwhelmed freelancers find freedom

Vicki Wallis