Build Your Writing Business Tools with AI: Pitches, Deadlines and Invoices

Mythex lets a freelance writer build a portfolio site organised by specialty, a pitch tracker that remembers which editor saw which idea, a content calendar retainer clients can open, and invoices that work out per-word fees and kill fees. Describe how you work, check the live preview and publish with a real database behind it.

Where a writer's admin leaks time and money

A working writer may have twelve pieces in flight for seven clients, each at a different stage, plus a dozen pitches waiting on editors who rarely reply the first time. Rates differ by client: per word, per piece, per day, monthly retainer. Deadlines bunch up at month end and before launches. When all of that lives in a notes app, pitches get sent twice to the same outlet, follow-ups never happen, a cancelled commission goes without the kill fee, and invoices go out late because nobody noticed the piece was published. The fix is a status, a deadline and a payment date on every piece.

• Pitches logged by editor, outlet, date and follow-up
• Each piece with a status from briefed to published
• Rates per client: per word, per piece or retainer
• Kill fees agreed in writing before work starts
• Shared calendars that show when the client is the delay
• Samples grouped by niche, not by date

What you can build for freelance writers

A pitch tracker that remembers every editor

Log each pitch with the outlet, editor, angle, date sent and a follow-up date ten days later. When an idea is turned down, the tracker shows which outlets have not seen it. Clients sit in the same app with their agreed rate and payment terms.

Build a CRM for a freelance writer. Track pitches with outlet, editor, headline idea, date sent, status and a follow-up date; show which outlets have already seen each idea. Track clients with rate type (per word, per piece, retainer), rate and payment terms.

A content calendar retainer clients can see

Each client logs in to their pieces: briefed, drafting, in review, approved, published. Briefs and drafts sit with each piece, and items waiting on the client are marked as such, so a late approval is visible without an awkward email.

Make a client portal for my freelance writing. Each client sees their pieces with title, word count, deadline and status from briefed to published, the brief and draft links, and which items are waiting on their feedback. Add a monthly content calendar view for retainer clients.

A portfolio that leads with your niche

Samples are grouped by type and industry, such as fintech features, SaaS website copy and health explainers. The home page names the niche in the first line, a note gives typical turnaround, and the enquiry form asks for topic, length, deadline and budget.

Build a portfolio website for a freelance writer specialising in fintech and B2B software. Group samples by long-form features, website copy and case studies, add an about page, a turnaround and availability note, and an enquiry form asking topic, word count, deadline and budget.

Invoices that do the per-word maths

Enter the word count and rate and the line totals itself. Kill fees, travel expenses for reporting and monthly retainers each have their own line type, and overdue invoices show up before you have to remember them.

Build invoicing for a freelance writer: lines with word count times rate, flat per-piece fees, monthly retainer invoices, kill fees as a percentage of the agreed fee, and expenses. Show unpaid invoices by days overdue.

Quotes with feedback deadlines built in

One line per piece with word count, research needed and due date, plus revision rounds included, the client's feedback window and whether the work is bylined or ghostwritten. The client accepts online.

Make a quote builder for a freelance writer with one line per piece (title, word count, research level, deadline, price), revision rounds included, a five-working-day feedback window, byline or ghostwritten, and an online accept button.

One link for clients and one for sources

Discovery calls for new clients and short interview slots for experts you are quoting are separate booking types with their own lengths, and the days before big deadlines are blocked.

Create a booking page with 20-minute discovery calls on Tuesdays and Thursdays and 30-minute source interview slots any weekday, shown in the visitor's time zone, with the last three days of each month blocked.

From a notes app to a pipeline

Copy your open pitches and current pieces into the app first; old work can wait. Give each a status and a date. Within a week the 'follow up today' and 'due this week' lists replace the scrolling you used to do, and the first time a commissioned piece is cancelled, the kill fee agreed in the quote is there to invoice.

What the numbers will tell you

Log edit rounds per piece. A dashboard that compares effective rates per client often shows that the client paying the highest per-word rate is also the one asking for four rewrites, while a lower-rate client with clean briefs pays better per hour.

• Pitch acceptance by outlet
• Effective rate per client
• Income by month

Questions

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