What is a freelancer management system?

A guide to Freelancer Management Systems

Freelancers are a great way to acquire skills for a specific project and present a business with a very cost-effective option for resourcing projects.

But as the number of freelancers you engage increases, so does your need for a robust and flexible system for managing them.

In this guide:

Summary: What is a freelancer management system?

A freelancer management system is a central platform that enables an organisation to search and share a directory of available freelancers. Reporting and management information should allow hiring managers to control costs. An FMS should also facilitate project hiring, management and invoice payment.

Take a tour of a freelancer management system.

What does a Freelancer Management System (FMS) do?

There are a number of reasons why a business would want to use a dedicated FMS to manage their freelance and contingent workforce.

Manage their freelance budget effectively

Without a central FMS, it is possible for a freelancer to enter an organisation anywhere. Freelancers can be hired through official HR channels just as easily as being hired directly by a line manager with a credit card.

poorly management freelancer onboarding leads to chaos

Having various routes into an organisation, and inconsistent methods of payment, it's possible for an organisation to quickly lose sight of its freelance spend.

An FMS creates a 'central point of truth' for freelancer engagement and therefore all spend and budgets. This is by far the most common reason an organisation chooses to implement an FMS.

With an FMS in place, better freelance resourcing decisions can be made because there is accurate management information available.

Ensure freelancers are onboarded correctly and consistently

Having standard, consistent, onboarding processes is crucial for an organisation. Every new employee should receive necessary H&S training, agree to security and non-disclosure protocols, and any other compliance step that ensures both employee and the organisation are safe and secure.

Without an FMS, a freelancer could create a risk. Because it's very easy for a line manager to engage a freelancer directly, it's possible for a freelancer to slip through an organisation's onboarding process. This creates potential security or IP risks. For example, without a system to provide checks and balances, a freelancer can easily be added to an email distribution list and not removed once their project ends.

An FMS will provide a consistent, correct onboarding process for every freelancer engaged by an organisation. For example:

Simplify paying freelancer invoices

Whilst every business has a method for an invoice, working with a large number of freelancers creates a scenario where there could be a large number of new invoices with very different terms, amounts and potentially currencies.

The volume of invoices can create uneconomic workload for finance teams. Especially if each freelancer needs to be created in an invoicing system as a 'new supplier' and go through new supplier checks or compliance.

An FMS provides an organisation a much simpler way to process the payment of freelancer invoices.

FMS features

Freelancer management systems, designed for larger organisations, typically come with the following features:

Searchable Directory with rich freelancer profiles

As a hiring manager in a large organisation that possibly engages thousands of freelancers, it is crucial to be able to search for a freelancer that meets your requirements.


Every organisation's onboarding process is slightly different. Your FMS should be able to provide an onboarding process that meets your requirements.

Project Hiring

It is important to note that whilst an FMS should provide basic project management functionality, it is not a replacement for a dedicated project management tool like, for example, Jira.

However, to be able to provide meaningful freelancer ratings and accurate management information, an FMS should be able to 'hang everything' off a project.

Messaging and file-sharing

Messaging and file-sharing once a freelancer has been hired is a given. But as a hiring manager in a large organisation, being able to message and exchange files with a freelancer before you hire them for a project is a time-efficient way to conduct preliminary interviewing or screening.

Ratings and reviews

Being able to see how your peers rate a freelancer helps de-risk making your first hire.

Talent Pools

Talent pools allow you to group and share similar freelancers. For example, you could create a talent pool for 'approved Java developers in London'. Being able to call upon a small cohort of pre-qualified freelancers for regular, repeat projects is a huge time-saver.

Invoice Payment

As mentioned, paying lots of new or one-off invoices can place an uneconomical burden on an organisation's finance team. An FMS can provide a simple, time-saving method of paying your freelancers.

Management Reporting

Spend vs Budget financial reporting is probably the most sought-after. But an FMS can provide a variety of detailed management reports, including:

3rd Party Integrations

As a large organisation, it's very likely you'll be running other enterprise software for example, CRM or ERP software. An FMS should have the capability to integrate with 3rd party applications, for example to share spend or budget data.

Benefits of using an FMS

There are a number of benefits of using an FMS instead of hacking something into a spreadsheet.

Better visibility

The first benefit is visibility. Visibility is much more than 'producing reports'. Visibility means no part of your freelancer engagement is unknown.

For example, you'll be able to see:

Better decision making

Improved visibility ultimately leads to improved decisions making. Being able to see patterns of spend and utilisation means a hiring manager will be able to make better decisions on how they resource their projects.

Tighter processes

The problem with most DIY or 'improvised' spreadsheet efforts to manage a freelance workforce is the systems lack process controls. A spreadsheet is designed to organise text and numbers and to run formulas and functions. It is not designed to manage, on-board or communicate with a team of hundreds of freelancers.

An FMS, with controls and features, designed specifically for working with freelance teams enables you to implement and manage much tighter control over your freelancer processes.


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Related resources

Why an FMS is not a marketplace

This guide looks at the main differences between freelancer management systems (FMS) and freelance marketplaces.

How to prepare for changes in freelancer employment rights

Learn how proposed changes to freelancer employment rights could affect your business.

A Complete Guide to Working with Freelancers

A guide to compliment your freelancer management system - to make it even simpler to hire, brief and work with freelancers.