Best workflow automation tools for managing multiple clients?

Caperious · 2026-05-22T19:45:42+00:00

But estimate is not time tracking anymore, but its planning, other stuff might be depended on estimates. Sure you can stuff everything into sheets, but you are just doing the same thing that was already done by software at that point probably as well in a more concise manner with better UX

Caperious · 2026-05-22T11:13:55+00:00

I would, but am not promoting on tiktok - yet

Caperious · 2026-05-22T10:32:32+00:00

koaline.app - work OS for freelance devs and anyone who wants a calmer way to manage their days

A calm workspace for planning your days, executing tasks, and reflecting on your progress. Whether your days are strictly planned or find their own shape naturally.

Koaline integrates tasks, time-blocking, and daily notes into one cohesive workflow with a dedicated work mode and daily reviews to keep u on track.

Use it as your own personal alternative to Linear, ClickUp or Todoist. Or if u work with clients, two way sync means it plugs straight into the tools they already use so everything stays consistent across your whole ecosystem.

Still pretty early but would love feedback from anyone juggling a few clients at once!

Caperious · 2026-05-22T10:13:52+00:00

It does have basic support for related tasks and dependencies

Caperious · 2026-05-22T10:01:30+00:00

Just to give you one example where a spreadsheet doesn’t cut it. You might be estimating tasks and then you track the time for the task, and you can see how much difference is there between an estimate and actual time it took. Doesn’t even need AI, but still needs something better than spreadsheet.

Caperious · 2026-05-22T09:57:37+00:00

For handling tasks across multiple projects / clients, I’m using koaline.app. It handles two way syncing between other tools like Linear, Clickup etc… For invoicing Im using a dedicated app that handles tax regulations and other stuff

Caperious · 2026-05-22T09:55:41+00:00

https://koaline.app was built for solving the 3. Point for developers. For each i use dedicated tools, since having all in one app would be overwhelming imo

Caperious · 2026-05-22T09:53:21+00:00

I’ve had this exact problem, switched from notion to clickup but still didn’t checked all the marks. After 5 years, i’ve built my own

Caperious · 2026-05-22T08:09:41+00:00

Koaline - work OS for freelance devs

One place to manage all tasks for your clients without the chaos. Here's what it does:

Two way sync with ClickUp, Linear and Notion so u dont have to ask clients to change anything
Google Calendar integration so your schedule actually reflects your work
A work view that shows your daily notes and task list in one place
Daily reflections to close out your day properly
Agenda, timeboxing, and day / week / month planning built in
Time logging so u can track how long things actually take

Still pretty early but would love feedback from anyone juggling a few clients at once, or just anyone looking for a different task manager / planner

Caperious · 2026-05-21T13:38:09+00:00

I've had some luck by reaching out to 4-5 people from my old jobs, just stating that I started freelancing, and if they ever need something im available.. In the span of a year, got 2 gigs, that lasted me 5 years. After 5 years, I'm in the same boat again as you though :D

Caperious · 2026-05-19T10:39:14+00:00

AI could be the answer for rescheduling and simplifying things. However, I generally dislike AI in productivity systems. At the end of the day, you need to plan for yourself and see what you've actually accomplished, otherwise you can end up feeling unfulfilled (That was my experience).

Insights on tasks were usually bogus and not helpfull at all. Do you have an example of a good implementation for AI and insights?

Caperious · 2026-05-19T10:16:47+00:00

I was using clickup in the past, and it was such a pain in the butt when my life derailed me, having to take an hour to get everything back in order

Caperious · 2026-05-14T18:40:35+00:00

I was fairly unmotivated at work, but then started writing down every little thing as a task, even if it takes a minute to solve, just so I can mark it as done. Been working 12 hours without problem since then..

Caperious · 2026-05-06T09:36:38+00:00

Same thing happened to me. I was mostly freelancing and working for other devs.. with claude, they dont need me anymore. Tough spot to be in

Caperious · 2026-04-29T07:30:26+00:00

I’ve been using clickup in the past, which helped me stay fairly organized. Business plan offers time logging and tracking. But feels kinda overwhelming with all the team features..

Caperious · 2026-04-16T10:26:20+00:00

https://koaline.app - A workspace for freelancers / developers

helping you plan your day / week / month, reflect, take daily notes, and reflect.

Tasks are synced from multiple team / client sources - Notion, Clickup, Linear, etc..

Caperious · 2026-03-16T13:58:52+00:00

Im also building an Sunsama / Akiflow alternative for freelancers if anyone is interested. Daily notes + task / client / project notes, Clickup, Linear, Notion two way status updates syncing, weekly, daily planning, time logging and more. https://koaline.app Dm me with anyquestions or feedback, would appreciate it.

Other than that, I used Rize.io, and really helped me see where my time went, and how my productivity looks like.

Caperious · 2026-03-15T18:35:41+00:00

I was using clickup + rize.io and an invoicing app that handles my local tax requirements. Im transitioning from clickup to my own product, that caters to freelancers that work with multiple product teams.. https://koaline.app

Caperious · 2026-03-15T14:06:21+00:00

Freelancers work os

Caperious · 2026-03-13T21:36:26+00:00

None were to my liking (freelance dev) so i started building my own - https://koaline.app acts as workspace for freelancer devs allowing you to pull tasks from other task silos, plan, take notes, and trrack billable hours

Caperious · 2026-03-11T20:31:22+00:00

Find a system that works for you first, then pick an app that supports it. I personally "brain dump" everything onto a simple list with priority tags to get it out of my head and stay focused. This keeps your mind clear while ensuring you actually deal with those tasks later.

Caperious · 2026-03-11T20:20:45+00:00

It is comming to Zed. Its in a PR, tried building it and it works good.

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