How to Hire a Freelancer? | 2025 Guide

The way companies hire in 2025 looks very different from just a few years ago.

Traditional full-time roles are no longer the default. Project-based hiring has become the norm, especially for fast-moving businesses.

The freelance workforce has also expanded.

Studies estimate that 35% of the global workforce may now be independent contractors, with even higher numbers in digital-first industries like tech, design, and marketing.

Startups and smaller companies are driving much of this shift, as they increasingly turn to freelancers.

As the gig economy grows, your company has to adapt the way you manage hiring accordingly.

Freelancer vs. Firm

When deciding between hiring a freelancer or a firm, it’s worth thinking about more than just the price.

• Freelancers are great for focused, individual work – fast to onboard, flexible, and often more cost-effective. But they work solo. If they’re sick, busy, or unavailable, your project pauses. You’re relying on one person to carry the weight.
• Firms, on the other hand, give you access to a team. If one person drops out, someone else steps in. There’s usually more structure, a point of contact, and a bigger focus on protecting their reputation – because their business depends on it.

Still not sure how to choose the right partner?

Click here to read about: candidate selection >>

Determined to outsource the tasks?

Start by getting clear on where you need help.

List out the projects your internal team can’t take on – either due to limited time or missing skills. This could be anything from designing a logo, writing a press release, or producing an explainer video.

Next, set a realistic budget.

Use salary benchmarks and browse freelance jobs. This helps you avoid underpricing – and wasting time with mismatched candidates.

Finally, tie it back to your business goals. Ask yourself:

• Why are you hiring for this role?
• What outcome do you expect?

When you’re clear on the “why,” it’s much easier to choose the right freelance hire for the job.

Here is a short breakdown of the pros and cons of hiring a freelancer:

It depends on the skill, scope, and location. Go into your best talent, their previous clients and quality work. Don't hurry the process – it's crucial to have the best freelance hire.

Here is a short breakdown of average freelancer rates in 2025:

Getting your freelance job in front of the right candidates starts with smart distribution – not just blasting it everywhere.

Use a mix of professional freelancers platforms, general job boards, and your own company website to increase visibility. Make sure to label the role clearly using terms like *freelance*, *contract*, or *temporary* in the job title and description.

This helps set the right expectations from the start and filters out the wrong fits early.

Try reaching out to peers, former colleagues, and industry Slack or Discord groups.

Often, the best freelancers come through referrals. Also, post your openings on social media, especially LinkedIn – it’s still one of the best places to get traction among professional audiences.

What is the best platform to hire freelancers?

When it comes to platforms, choose based on what you're hiring for.

If you’re open to global talent, post on remote-specific job boards like:

• Hubstaff Talent (which is free),
• Working Nomads,
• NoDesk,
• We Work Remotely,
• FlexJobs.

These platforms attract freelancers used to async work, often across time zones. To find freelancers, you can also try Facebook groups. But be careful when looking at those, and make a double check of their quality of work.

Finally, if you’re hiring for a niche skill–development, UX, or copywriting, look for industry-specific job boards.

These attract candidates who understand your space and can often hit the ground running faster than general applicants. The more targeted your distribution, the better your candidate pool will be.

Feel free to check our comparison: Fiverr vs Upwork >>

Once applications start coming in, the next step is to separate good fits from wasted time.

Start with a simple review – scan resumes, portfolios, personal websites, and any recommendations they’ve included. You're looking for relevant experience, consistent quality, and a clear track record.

Be mindful of red flags.

If a candidate shares only outdated references or selectively polished samples, it could mean they haven’t worked recently or are avoiding feedback from past clients. A balanced view is better than a perfect-looking one.

Next, schedule short interviews – phone or video.

These don’t need to be long, but they should help you assess both technical ability and communication style.

Ask direct questions:

• How do they handle revisions?
• What’s their preferred way of working with clients?
• Are they clear on availability, rate, and project timelines?

Lastly, check their comfort with basic collaborative tools.

If they already know Slack, Trello, Notion, or Google Docs, onboarding will be quicker and smoother.

A thoughtful review process leads to better hires. Don’t rush it.

The goal is to find someone who doesn’t just do the work, but does it well – with as little hand-holding as possible.

If you are interested in more details, click here to read our article on: 8 common mistakes to avoid when hiring a freelancer >>

Good freelancers don’t need micromanaging – but they do need structure.

Managing the relationship well from day one saves time, avoids friction, and sets the tone for long-term collaboration. But where to start?

Create Statement of Work (SOW).

Such documents should outline pay, schedule, scope, and project length. It doesn’t need to be complicated – just something both sides can refer to when questions come up.

Communicate.

Something’s done well?

Say so.

Clear, specific feedback (not just "looks good") helps reinforce quality and shows that you're paying attention.

Stay responsive.

Be available for questions, check in regularly, and expect updates – without hovering.

Some freelancers prefer working independently, others appreciate more structure. Ask what works best early on and adjust your approach.

Pay on time.

It’s a small thing that builds trust quickly. When freelancers know they’ll be paid promptly, they often go the extra mile.

Keep them close.

Building relationships with reliable freelancers makes future work smoother, faster, and more aligned with your company’s goals. Treat them like an extension of your team, not just a short-term fix.

If you are interested in details, click here to read our article on Freelancers Management >>

Hiring a freelancer can move your business forward – but only if you avoid the common traps that slow teams down.

One of the biggest issues?

A mismatch between what’s asked and what’s realistic. If your timeline or budget is tight, be upfront. Don’t expect full-time results from part-time hours.

Remember, unclear communication always slows everything down, especially across time zones.

Worried about the quality?

Small, testable assignments early on are so useful – they show how well someone can listen and execute.

Finally, don’t fall into the budget trap.

The cheapest option isn’t always the worst – but the most expensive isn’t always the best either. Focus on fit, clarity, and reliability. And keep in mind: platforms like Upwork charge a 20% fee on the first $500.

Make sure your account for that in your pricing expectations.

Click here to read more on Common Mistakes and Pitfalls to Avoid >

Freelancers are ideal when you’re moving fast and need flexibility. They fill gaps, bring in sharp skills, and help you ship quickly. But as your scope grows, managing multiple freelancers can become a drain.

That’s when a firm starts to make sense. A good one scales with you – adds structure, keeps timelines on track, and doesn’t slow you down.

If you're ready to structure your freelance hiring process or need help turning plans into action, we’re here to help.

Click here to schedule a call with us >>