“Tools I Tried (And Dumped) + My 2025 Setup”

From overhyped apps to tools I actually stuck with—and why less is more when tech meets real life

When Tools Start to Take Over Your Time

There’s this funny thing that happens when you go freelance:
You become obsessed with tools.

Suddenly, you’re downloading ten project management apps.
Trying six different invoicing platforms.
Reading Medium articles titled “Top 52 Must-Have Tools for Remote Success in 2024.”

You think:

“If I just find the right system, everything will flow!”

But here’s what really happened (for me, at least):

  • I spent more time setting up than doing actual work
  • I jumped from Notion to Trello to Asana to ClickUp and back again
  • I forgot my own passwords
  • I ended up copying tasks into my paper planner anyway 🙃

Eventually, I realized this:

Tools aren’t the solution. You are.
Tools should support your brain—not replace it.

So in this post, I want to share:

  • The tools I thought I’d love… and ditched
  • The ones I’ve kept for over a year (a miracle!)
  • My simple 2025 digital setup as a freelance mom
  • Plus: a few guiding principles I now use when choosing apps or systems

This isn’t about finding the best tools.
It’s about finding what works for your real life—which, if you’re like me, includes snack crumbs, toddler interruptions, and not enough sleep.

🧃What “Digital Bento” Means to Me (Now)

You might remember in Part 1, I introduced the idea of a Digital Bento—a compact, well-balanced toolkit of apps and systems that nourish your freelance life without overwhelming it.

At the time, I imagined it like packing a lunchbox:

  • Not too much
  • Everything has a purpose
  • Easy to carry and open
  • Adapted to my appetite (and bandwidth) that day

In 2025, that idea feels even more relevant.

There’s so much noise—so many AI tools, automation platforms, time trackers, integrations.
But the truth is, I don’t want to automate my humanity.

I want tools that help me:

  • Show up for clients with clarity
  • Communicate with kindness
  • Manage my work with less brain clutter
  • Protect my time so I can log off and be present at home

That’s the goal. And it’s taken trial (and lots of error) to get here.

🧪 The Tool Phase I Call “App FOMO”

Around late 2023, I hit what I call “app FOMO.”
Everywhere I looked, people were raving about the Next Big Tool:

“Are you on Notion AI?”
“You’re still using Google Docs?”
“You really need Zapier + Airtable + Tana + Slack + Motion +…”

I felt behind.
I thought, maybe I’m not efficient enough.
Maybe my clients expect something fancier.

So I said yes to every free trial I could find.

📱 ClickUp: Sleek but overwhelming
📊 Airtable: Gorgeous but… for what, exactly?
📋 Asana: Corporate vibes, didn’t spark joy
🧠 Obsidian: Too complex for me
🧞‍♂️ Zapier: Powerful but I needed an IT degree
🤖 ChatGPT (hi!): Helpful when used with limits

What happened? I built five half-finished systems and forgot where I put my to-dos.

And then one night—after reinstalling Notion again—I wrote a sticky note:

“A tool that isn’t used is just clutter with branding.”

It was time to simplify.

“Tools I Tried and Dumped — and Why They Didn’t Fit My Real Day”

A freelancing mom’s honest review of apps that looked shiny, but didn’t stick

Let’s get real: Not every tool fits your life—even if it’s “industry standard.”
I tried plenty of apps that people swore by, only to realize…

They didn’t match the way I think, work, or mom.

So here’s a no-fluff breakdown of what I tested, what didn’t work, and why.

1. 🧱 ClickUp

What it promises: The “all-in-one workspace” for tasks, docs, goals, and teams.

What I hoped: A more structured version of Notion, with clear task timelines and automations.

What happened:
I spent 3 hours setting up a dashboard. Then forgot to open it.

Why I dumped it:

  • Too many layers: list > task > subtask > view > dashboard… 😵
  • Notifications overwhelmed me
  • It felt like I worked for ClickUp—not the other way around

Verdict: Better for tech teams or project-heavy workflows. Not for a solo mom juggling 90-minute work sprints.

2. 📋 Asana

What it promises: Project and task manager with team-friendly features.

What I hoped: Clean structure and Google Calendar integration.

What happened:
I created 5 projects, color-coded everything, then realized I was spending more time managing tasks about work than doing the actual work.

Why I dumped it:

  • Felt like a corporate tool transplanted into my home office
  • Didn’t match the flexible flow of “nap-time hustle”
  • Too visual-heavy for how I think (I prefer bullet lists)

Verdict: Great if you manage other people. Not great if you manage snack breaks, chores, and client work all in one hour.

3. 🧠 Obsidian

What it promises: Markdown-based personal knowledge management (PKM) tool for “building a second brain.”

What I hoped: A private, fast note system with no internet dependency.

What happened:
I spent 2 weeks learning how to link notes, create graphs, and organize everything… and then used it twice.

Why I dumped it:

  • Too much of a learning curve
  • Didn’t integrate with anything else I was using
  • No mobile-friendly experience for “on the go” note dumps

Verdict: Powerful for researchers or developers. But for me? It was like trying to drive a spaceship when I just needed a bike.

4. 💾 Airtable

What it promises: A spreadsheet-database hybrid for organizing anything.

What I hoped: A clean way to track blog content, invoices, and client data.

What happened:
I got lost in templates. I kept making beautiful tables… that I didn’t use.

Why I dumped it:

  • Too abstract: I didn’t know what it wanted to be
  • Required too much setup
  • Couldn’t beat the simplicity of… a regular spreadsheet

Verdict: Gorgeous tool—but if you don’t need a database, don’t force it.

5. 🤖 Zapier

What it promises: Automate anything. Connect apps like Gmail, Notion, Trello, Slack, etc.

What I hoped: Streamline admin work—automatic backups, email triggers, client workflows.

What happened:
I connected Notion to Google Sheets. It worked!
Then I spent hours debugging why it broke.

Why I dumped it:

  • Steep setup cost (in time and patience)
  • When it broke, I didn’t know how to fix it
  • Made me feel like my freelance life was too complicated

Verdict: Amazing if your work is process-heavy. For me? One good manual system > five broken zaps.

🥶 Honorable Mentions: Tools I Almost Loved, But Let Go

ToolWhy I liked itWhy I left it
TrelloVisual boards were fun at firstI forgot to update them
SlackGreat for teamsOverkill for 1:1 client work
TanaTag-based data notesStill too beta + niche
MilanoteMoodboardingNot useful for text-heavy work

🧩 The Hidden Problem: When Tools Don’t Match Your Real Day

Here’s what I realized:

Most of these tools were built for:

  • Tech startups
  • Full-time teams
  • People with 2 monitors and a standing desk

But my day looks like:

  • 10 min to prep client email before preschool pickup
  • 30 min edit session between dishes and dinner
  • “Can you play with me?” — every 45 minutes

I needed tools that:

✅ Load fast on my phone
✅ Don’t punish me for skipping a day
✅ Are friendly with Google Docs, because that’s where most client work lives

So after much trial and error, I asked a new question:

What’s the minimum effective setup I need to work clearly, calmly, and consistently?

That led me to what I now call…

🧃 “The Bento Filter”: How I Choose Tools in 2025

Before I adopt any new app now, I ask:

  1. Would I use this at least 3x/week?
    If not, it doesn’t stay.
  2. Does it save me time or mental load?
    If it adds complexity, it’s out.
  3. Does it help me focus—or distract me?
    I don’t need fireworks. I need quiet clarity.
  4. Can I explain how it works… to my 7-year-old?
    (Okay, not literally—but it should be that intuitive.)
  5. If this tool disappeared tomorrow, could I still function?
    No tool should become a crutch.

This filter has saved me from chasing shiny objects.
And it’s helped me create a system that actually fits my brain—and my life.

“The Tools I Kept and Why — My 2025 Setup That Finally Stuck”

Real tools for real life: practical, affordable, and mom-brain friendly

After all the experimenting, app-hopping, and shiny-object chasing, I finally did something radical:

I stopped trying to build the perfect system.

Instead, I asked:

“What are the fewest tools I can use to feel calm, focused, and consistent?”

Here’s what I landed on—and still use every week in 2025.

🧠 1. Notion (but stripped way down)

I kept trying to make Notion my “everything hub.” Spoiler: That didn’t work.

But when I went minimalist? Magic.

Now I use it for:

  • Weekly work dashboard (3-column layout: “This Week / In Progress / Done”)
  • Blog post planning (one simple table with status, title, link, date)
  • Client info (one page per client with notes + links)
  • Swipe file of content ideas, quotes, templates

Why it works now:

  • It’s no longer everything—just what I check daily
  • I don’t over-customize; I use the same 2–3 templates only
  • Clean, light, and zero clutter

✅ Best for: centralizing ideas and planning
❌ Not great for: writing (I draft in Google Docs instead)

🗓️ 2. Google Calendar

Forget fancy schedulers. This is my HQ.

I use it for:

  • Blocking 1–2 hour “focus slots” (especially when childcare is available)
  • Color-coded categories: blue = client work, pink = house stuff, green = “me time”
  • Shared calendar with my husband so we don’t double-book chaos

Bonus tip: I use repeating reminders for:

  • Invoicing days
  • Social post planning
  • Monthly self-check-in (more on that later)

✅ Best for: visual time planning, coordination
❌ Not great for: task management (combine with Notion or sticky notes)

✍️ 3. Google Docs + Grammarly + DeepL

These three tools = my writing toolkit. And I haven’t felt the need to upgrade.

How I use them together:

  • Docs for drafting, commenting, sharing with clients
  • Grammarly for quick grammar and tone checks (especially on client emails)
  • DeepL for fast, context-aware Japanese–English translations

They’re fast, cloud-based, and easy to share. Plus: most clients already live in Google.

✅ Best for: writing, editing, translations
❌ Not great for: long-term content management (hence Notion)

💬 4. Gmail Templates + LINE Biz

Email is still king. But that doesn’t mean I need to write everything from scratch.

I use Gmail templates for:

  • Client onboarding
  • Invoice follow-ups
  • “Nice to meet you” replies
  • Soft boundaries (ex: “I’m offline on weekends, but I’ll reply Monday”)

LINE Biz:
For Japan-based clients who prefer quick, mobile-first communication. It’s also great for checking in without sounding too formal.

✅ Best for: fast, semi-professional replies
❌ Not ideal for managing threads (I archive frequently to stay sane)

⏱️ 5. TimeCrowd

There are many time trackers, but TimeCrowd hit the sweet spot for me.

Why I stuck with it:

  • Japanese UI (great for local clients and bilingual records)
  • Works in browser—no downloads or bloat
  • Color-coded tasks keep me aware of where time really goes

I track:

  • Paid client work
  • Admin hours
  • Content creation
  • Learning / skill development

This helped me realize: I was doing way more “invisible work” than I thought.

✅ Best for: building self-awareness
❌ Not great for detailed billing (see next tool)

💸 6. Misoca (ミソカ)

For invoicing, I don’t want anything fancy—I want simple, compliant, and bilingual.

Why I love Misoca:

  • Auto-generates invoices in Japanese
  • Easy client list tracking
  • Links directly with my email
  • Works even for small-volume freelancers like me

✅ Best for: Japanese tax-compliant invoicing
❌ Not useful for overseas clients (I use PDF templates instead)

🖼️ 7. Canva + Google Sites

For portfolios and light design, these tools do everything I need.

I use Canva for:

  • Blog cover images
  • Instagram posts
  • Quick thumbnails and PDF freebies
  • Branding kits for consistency

Google Sites:

  • One-page portfolio
  • Links to work samples, testimonials, “about me”
  • No hosting required, and updates take 5 minutes

✅ Best for: lightweight visibility
❌ Not ideal for selling products (that’s another blog)

🎧 Bonus: YouTube Kids Timer Mode + White Noise App

Freelance + parenting = creative survival.

I use YouTube’s “learning playlist” + screen time controls during:

  • Zoom calls
  • Editing sessions
  • “Please just let me send this invoice” moments

White noise helps my youngest nap better = more work time for me. 🙏

✅ Best for: carved-out quiet time
❌ Not a long-term solution—but sometimes necessary

☑️ My 2025 Setup at a Glance

PurposeToolFrequency
Task ManagementNotionDaily
SchedulingGoogle CalendarDaily
WritingGoogle Docs + GrammarlyDaily
TranslationDeepLWeekly
CommunicationGmail Templates / LINE BizDaily
Time TrackingTimeCrowdWeekly
InvoicingMisocaMonthly
Portfolio/DesignCanva + Google SitesMonthly
Kid Focus ToolsYouTube Kids, White NoiseAs needed

“What I Learned from Tool Overload — and How to Choose Less, Better”

A freelancing mom’s quiet rebellion: tech that respects real life

I used to think the right tool would fix everything.

Like if I just found the perfect app, I’d magically feel focused, organized, and on top of things.
But the truth?

No tool can give you what you don’t already own: your priorities, your energy, your time.

Here’s what I learned from testing (and ditching) more than 20 apps:

🔁 1. Simplicity isn’t lazy—it’s powerful.

I used to feel guilty for using Google Docs instead of some flashy writing tool with AI summaries and smart folders.

Now I think:

“If it works and I don’t hate using it… it’s perfect.”

Every tool you don’t use is a tool you have to manage.
And that creates mental debt—even if the app is free.

🧩 2. It’s not about the feature list—it’s about fit.

An app can be amazing on paper… and still be wrong for you.

Why?
Because tools are designed for certain workflows—and if your life doesn’t match that flow, you’ll constantly feel off.

I don’t need sprint planning, Gantt charts, or 5-tab dashboards.

I need:

  • One clear place to plan my week
  • A fast way to invoice
  • A writing space that doesn’t distract me

That’s it.

🪷 3. Tech should disappear into your day—not dominate it.

I’ve had workdays where I spent more time inside my “productivity stack” than doing the actual work.

Now, I want my tools to feel like the background music to my workflow—not the main act.

If I can’t open it in 2 clicks and find what I need, it’s probably too much.

🧭 4. “Enough” is different for everyone.

I used to think minimalism meant using the absolute least number of tools.

But I’ve found a better rule:

Use the right amount of tools for your brain to feel clear.

For me, that’s around 6–7 core tools.
For you, it might be 3. Or 15. That’s okay.

The goal isn’t to simplify everything.
It’s to remove what doesn’t serve you anymore.

💬 5. Give yourself permission to change your stack.

You are not married to any app.

If something stops serving you, it’s okay to say goodbye—even if you paid for the premium version, even if you loved it last year.

This year, I stopped using:

  • Obsidian
  • Trello
  • Airtable
  • Fancy to-do apps

And I feel lighter.

Every season of your freelance life might need different tools.
That doesn’t make you flaky. It makes you adaptive.

🌿 My new motto: “Simple tools, strong habits.”

At the end of the day, the tools are just that—tools.

They won’t write your emails.
They won’t protect your focus.
They won’t stop your kid from asking for another snack during a client call. 😅

But what they can do is support your systems.
Your choices.
Your boundaries.

That’s why I call my current tech setup a “Digital Bento.”
It’s small.
It’s portable.
It’s enough.
And it’s mine.

📝 Final Thought for You (Especially If You’re Just Starting)

If you’re new to freelancing or working from home and feeling overwhelmed by all the apps and tools out there…

You don’t need to figure it all out right away.
You don’t need the perfect system.

You just need one or two tools that help you do the next thing.
The next blog post.
The next client reply.
The next invoice.

And then you build from there.

One digital bento box at a time.

✅ Summary: How to Choose Your Bento Tools

Question to AskWhy It Matters
Do I use this 3x/week?Consistency = usefulness
Does it reduce stress or add it?Simplicity wins
Can I explain it easily?Good tools feel intuitive
Is it helping me or just popular?Trends ≠ fit
Can I leave it and still function?Tools should empower, not enslave

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