The follow-ups and complexities needed to finish varied tasks need dedication, focus, and tremendous patience. Virtual assistants must give their 100% every time to guarantee the best results for their clients.
Fortunately, help is always available to help VAs professionally handle their tasks while keeping high-quality work levels.
We refer to the best virtual assistant software tools accessible online. These tools can help virtual assistants finish their tasks in managing appointments, social media management, time tracking, communicating with clients, and more.
Professionals built these software tools to use with simplicity and ease. You can begin using some of them within minutes of onboarding and processing your preferences.
List of Software for Virtual Assistants
To make it easier to choose the best software tools, we have grouped them into various categories. While this is not a complete list of all the software tools accessible for virtual assistants, it strives to be the go-to list when you seek help handling your workload better.
As a VA, everything you do depends on how effectively and efficiently to handle your time. Multi-tasking may help you get the best output quickly, but it pays to keep a close eye on the clock, particularly if you bill your clients by the hour.
The best time tracking software for virtual assistants is those that are the easiest to use with minimum fuss.
- Quidlo Timesheets
Quidlo is another excellent time-tracking app that lets you manage, track, and improve your efficiency and productivity. You can easily track your time working on your client’s projects, view project milestones, and handle payments. The best part about this app is it also supports time editing and manual entries to guarantee accuracy.
This virtual assistants software tool can be deployed through the cloud or via a self-hosted server for enhanced security. On top of that, the vendors also offer support and training to help maximize the platform. Amazing, right?
- Time Doctor
Built for both VAs and clients, Time Doctor helps you analyze and record your work hours to get maximum output for them. This tool can make project-specific reports and share them with your clients.
Time Doctor can also be used on Android devices to monitor your work activities while on the move.
A free time tracking software, Clockify enables you to add unlimited users to monitor work hours across different projects. It has different time tracking options, and the easy-to-use interface makes it a must-use tool for virtual assistants.
This app also tracks billable hours, attendance, and productivity on one dashboard and time tracking sheet. You can set hourly rates and make invoices on the go as you work on numerous projects. How cool is that?
Tyme is a great time-tracking app virtual assistants can utilize to track their time and team members. It has a dashboard that offers an overview of your recorded times, deadlines, and budgets, so you know your productivity.
It also has a calendar integration, enabling you to see your recorded times as calendar entries that you can edit as necessary.
This virtual assistant software is the best time tracking app for virtual assistants for use Apple devices, as it only works on iWatches, iPads, iPhones, and macOS computers. You can also switch from one device to another, so you can monitor time whether you are in the field working remotely or in the comforts of your home.
Harvest is an excellent time tracking app that works on mobile and desktop devices, making it perfect for remote virtual assistants. You can use a reporting feature to evaluate timesheets and cost data to guarantee that your projects stay within budget and meet deadlines.
Furthermore, you can use the app’s detailed reports to evaluate which tasks or projects are driving up costs you can execute corrective action plans.
We believe that Harvest is the ideal time tracking app for VAs to guarantee all your projects get payment as it automates invoice management. It turns tracked expenses and time into invoices, ensuring you get paid for projects.
When we talk about communication, all lines must be open. Good communication is a critical factor in consistently offering quality work. Knowing your client’s expectations and the output needed is half the job done.
Here are the apps that will help you bond with your client and provide high performance.
Slack is one of the most popular instant messaging platforms for remote workers and freelancers. The platform has channels or conversational spaces to help you and your clients arrange your workspace and communicate effortlessly.
The app lets you share files, send messages, and have one-on-one conversations through channels. Also, you can send your messages immediately or schedule them later.
With Slack, you can incorporate numerous collaboration tools and third-party apps, such as Trello, Asana, and Microsoft Teams.
- Microsoft Teams
This software for virtual assistants is a powerful messaging app that could support small and big-scale global businesses. It is available in fifty-three languages and different markets, so you can use it to connect with your clients and other freelancers.
With Microsoft Teams, you can enjoy unlimited chat features that support video or text chats and channel conversations that your VA business needs. Also, the chat is user-friendly and simple, not to mention it can help both small and large teams connect.
Microsoft Teams also provides great meeting functionality, including virtual meetings, audio calls, and video calls. You can also schedule an unlimited number of meetings, perfect for even the most hectic times.
Chanty supports chat, video, and audio conversations, making it simple to keep connected with your clients. It also enables you to share your screens for more effective communication, perfect for remote workers.
This app lets you share your files, links, or files, keeping concentration focused and on-task. Remember that Chanty moves beyond a rigorous messaging app thanks to its light project management features.
The best part here is it integrates with platforms like Github, Dropbox, Trello, and Google Drive. You can easily turn conversations into tasks, helping keep you moving toward a goal.
Twist helps keep virtual assistants’ communication organized for utmost efficiency. It all begins with the platform’s channel. You can make design channels that concentrate on certain topics and make those channels private or public. You will know where to search for every conversation based on the topic.
This app has a messaging function that enables you to reach out to any of your teammates. That messaging is instant, keeping small conversations from clogging up bigger threads. Everything here stays organized, but communication remains to flow freely.
- Workplace by Meta
The workplace has excellent joint features to help you stay connected with an intuitive interface that would prompt you of social media giant Facebook. Workplace by Meta provides features such as Chats and Groups that let you communicate with your clients, engage in discussions, have brainstorming sessions, and share files.
The platform also has a News Feed section that highlights different posts and updates from the entire company.
This virtual assistant software provides a Core plan at $4 per user monthly with a free 30-say trial. You can also pay for add-ons with extra features such as better video streaming quality, enhanced support, and many more.
Face-to-face meetings aren’t possible for VAs to discuss work problems, but the next best thing you can do is to get on a video call with your client.
Provided the high internet connectivity accessible these days and advancement in video conferencing, it’s nearly as good as being there. Here are some of the best video conferencing tools that you can use.
- Google Meet
Google Meet is a 100% free and secure video conferencing platform that is part of the Google Workspace suite.
You can set up an instant meeting within a few minutes or even schedule calls for later. Also, you can send a Google Calendar to invite all participants to approve their presence and share the meeting’s agenda.
If you spend most of your time on the Google platform working on projects, using this convenient and robust video conferencing software makes sense to interact with your clients.
Hosting online video meetings is always a breeze with Zoom. This cloud-based video conferencing tool made the idea of holding video conferences and working from home famous enough for other tools to notice and get into the same space.
The free version of the app enables you to schedule and arrange video calls for about forty minutes. What’s more, you have the option to upgrade to a paid plan for extended video calls and other crucial features.
Virtual assistants can also share screens with clients to discuss projects or present their work.
Agora.io offers a top-notch service that can be used for good, enabling you to instantly share live video and audio. It will let you use it free for the first 10,000 minutes. Afterward, you can either pay as you go or talk with the team to set an appropriate price.
This software’s plan and pricing structure for virtual assistants are unique as they have not set a fixed price. It’s all upon you to choose what you like and pay only for that. How cool is that?
- Skype for Business
This list won’t be complete without mentioning Skype for Business, built for high-quality online meetings. Here, you can start a video call and share a link with anyone you wish for an instant video conference.
Skype for Business has some amazing features that enable you to conduct polls, use a whiteboard, bring in PowerPoint presentations for a better understanding, share your screen, and record the conference.
You can also have at least 250 users in a single conference and hold an unlimited number of meetings. Remember that Skype for Business can be accessed when you buy Office 265. Their plans range from $5 per month to $12.50 per month.
- Adobe Connect
Adobe Connect lets you host video and audio conferences directly from your browser. Within the conference, you can conduct polls, share your screen, add games and quizzes, share helpful documents, and have Q & sessions, among others.
You can also design your virtual meeting rooms as per your liking. For instance, you can set preferred colors, change the background, and pick layouts. In addition, you can set those as default and utilize them for all your future meetings.
Adobe Connect offers a free trial that you can use before you upgrade to their paid plan, starting from $50 per month up to $370 per month.
Finding the ideal bookkeeping software for virtual assistants is a crucial decision. If you are not paying attention to your finances, you will not be in the business for long. Without good accounting software, it will be difficult to watch your finances.
Here are some bookkeeping tools you need for your virtual assistant business endeavor.
Bonsai is an all-in-one business solution for virtual assistants. While this app does much more than accounting for VAs, its accounting features are remarkable. The app is designed especially for freelance VAs, which makes it a great accounting software.
The app lets you hand off your bookkeeping work to a professional by letting you give access to your accountant. With this software, you can do quite a bit yourself.
While Freshbooks has grown to service businesses of all sizes, the app has a long history of working with freelancers. The easy yet powerful features make it one of the best bookkeeping software for virtual assistants on the market today.
Also, if you ever need to refund a client or want to send them a discount, you know that can interrupt your financial records. Fortunately, Freshbooks offers a ‘Credits’ feature that lets you track client credits, overpayments, or pre-payments and apply their amounts to all future invoices.
Freely supports early-stage VAs to prepare for tax season in less time than ever. Freely has been built with tax time in mind compared to other accounting software. It’s perhaps the ideal option if you wish to concentrate on your passion and business growth without stressing about taxes.
One of the best bookkeeping software for VAs is the classic Quickbooks. Many Quickbooks alternatives have appeared over the years, but this accounting software holds its ground as one of the most suitable options for professionals and businesses of any size.
Harpoon has a unique approach to freelance bookkeeping. It tracks your work and creates a financial forecast to easily and quickly see how many you will produce over the next months.
Also, their reports focus on your financial goals and help you improve in the long run.
As a VA, it’s a good time to simplify your business workflows and make your work more efficient. Frequently, that suggests adding new software and apps. The downside is that adding more apps to your toolbox means you are keeping track of more passwords. Fortunately, there’s a password management app for that.
LastPass is perhaps the most recognized password management tool among working virtual assistants. They provide a free option that enables you to share your passwords one-to-one. Even if you collaborate with a team of users, you’ll wish to upgrade to their paid premium plan so you can share passwords.
On top of that, they have a Google Chrome extension so you can handle them easily. Click on the small extension, and it will pop up. You can go ahead and look for all the logins you have.
What sets this virtual assistant tool from the rest in this category is the number of extras it provides. 1Password is not the cheapest, but it will inform you when a password is weak or has been compromised.
Like other password management apps, it has an application that works everywhere, including Chrome OS, Linux, Windows, Android, macOS, and iOS. The best part is it has a command-line tool that will work anywhere.
Aside from being a password manager, 1Password can function as an authentication app such as Google Authenticator. It makes a secret key the encryption key it uses for further security. That means no one can decrypt your password without a key.
Bitwarden is open-source, secure, and free without limits. The tools are polished and user-friendly simultaneously, making it the best option for virtual assistants who do not need the added features of 1Password.
This software also has macOS, Linux, Windows, iOS, and Android apps and extensions for all major web browsers. Bitwarden has support for Touch ID and Windows Hello on its desktop apps for macOS and Windows, offering you the extra security of those biometric authentication systems.
Dashlane is another famous password manager option for virtual assistants that efficiently connects the gap to the business world. Like 1Password, this virtual assistant software provides a business and teams tier for $8 or $5 monthly per user.
Apart from a suite of administrative management tools and reporting features, this software supports the de-provisioning and provisioning of apps. Dashlane provides SAML-based single sign-in for users of their business tier, policy-based management, and directory integration.
NordPass was designed by the team who created NordVPN. That only means they have understanding and something of a well-known reputation when it comes to security and privacy.
But we’re not going to lie here. NordPass business could improve, especially reporting, MFA options, and directory integration. Not that this software does not provide options for every one of those categories. They do not provide enough flexibility or depth, unlike their competition.
Attending and scheduling meetings doesn’t need to be troublesome for VAs, thanks to the accessibility of online appointment schedulers.
The online schedulers are helpful if you wish to meet with your client on short notice. While Google Calendar is a great choice, other feature-rich scheduling tools are available for you.
Online call schedulers make planning meetings, or booking discovery cools a breeze. Calendly is one of the industry standards for making links that share your availability for calls. The platform is relatively reasonable and extremely simple to set up.
It also incorporates your calendar app to add bookings automatically.
Acuity has all the same features that Calendly provides. The only difference is that Acuity is owned and run by Squarespace. That means it incorporates with their website platform easily.
It’s recommended to use this tool if you are a Squarespace user. Overall, this software for virtual assistants is extremely simple to use, even if you are not on Squarespace.
- Google Calendar
Google Calendar is a popular tool as it’s automatically integrated with your Gmail address and is simple. If you have numerous accounts for personal and work usage, you can sync both of your calendars to get an overall picture of your day.
It also enables you to make and share your calendar with other users who can sync your calendar activities. You can use that feature to publish meetings or social events.
- HubSpot Meetings
HubSpot Meetings help VAs schedule their clients’ schedule meetings effortlessly without all the email back-and-forth. It incorporates Works with Google Calendar, HubSpot CRM, and Office 365 Calendar.
The latter integration, along with the broader HubSpot suite, is probably one of its major strengths, as you can combine the features of HubSpot CRM with tools such as Meetings and automated templates and sales sequences to save time on things that must be automated anyway.
This virtual assistant software is an online booking platform made for service industries. SimplyBook.me helps businesses simplify their booking and scheduling processes. It’s accessible 24/7 everywhere and is accessible using smartphones, tablets, and PCs.
Clients will receive a confirmation through SMS or email after confirming the booking. The best part is they can even cancel it wherever they wish to.
Staying organized at work is important to meet deadlines, be productive, and accomplish a healthy work-life balance. However, it is not always simple for most virtual assistants to build a routine.
Clients come and go, and workload differs, making for unpredictable workdays. However, scheduling tasks is still important. That’s where calendar apps come in.
If you’re a virtual assistant who makes your own schedule, a certain way to organize ideas, content, and weekly content is to download a great calendar app. Here are our recommended tools:
- Microsoft Outlook Calendar
This is a scheduling platform built with your Microsoft Suite and Outlook Email. Microsoft Outlook Calendar helps you make appointments, add content ideas, organize meetings, set reminders, and many more.
It has appealing features that improve organization and content scheduling, like meeting requests, file attachments, personalization, security, etc.
- Zoho Calendar
Zoho Calendar is an online-based calendar application that enables you to track, manage, and schedule your meetings, appointments, and other activities. It’s an excellent content management tool as well.
It can connect with other Zoho tools such as Zoho Campaigns, Zoho Projects, Zoho Mails, and Zoho CRM. This app lets you publish and share your activities with your editor or team members, set deadlines and monitor advances, set reminders, attach files, and more.
Doodle Calendar is another time management app helping VAs organize numerous projects and meetings. It’s simple to use and perfect for coordinating meetings. It allows you to invite and meet clients, schedule tasks and share them with other users, book meetings easily, set reminders, customize themes, etc.
The free account offers you the basic tools to organize your activities. It lets you make polls and link your personal calendar to the application for free.
Teamup Calendar helps virtual assistants schedule activities and communicate effectively. It works straight within the browser and has an Android and iOS app. This virtual assistant tool has the basic functionalities of all other calendars, such as scheduling your schedule, link sharing, work management, and others.
This software concentrates on a visual element and user experience. That is a major benefit if you make visual content when writing, and you can also download it for yourself. However, take note that its free version works for personal use only.
You can get the Plus plan for $8 per month if you need more features, such as a historical report or unlimited users.
- Any. do
Any. do is a software that lets virtual assistants organize goals and share their tasks in collaborative environments within one interface. It lets you create lists and organize tasks efficiently and in a versatile manner. You can attach all files, from PDFs and photos to audio and videos.
One of the best features of this software is its compatibility with third-party calendars like Outlook Calendar and Google Calendar. Further, using your calendar with project management tools like Trello or Asana is possible.
Any.do is available for Android and iOS with automatic data syncing. It helps you boost flexibility and productivity.
As a VA, you need a flawless system to share the designs and files you make with your client. That’s crucial if the file sizes are too large to be sent through email. Here are some of the best filesharing software for virtual assistants we can recommend.
- Google Drive
Google Drive is also part of Google’s G-Suite platform and is considered the fastest and most convenient way to collaborate with your co-workers and clients on spreadsheets and documents you make.
You can share and edit files with a single click because it’s fully integrated with Google Sheets, Slides, and Docs. With Google Drive, you can securely and quickly store your files, sync them with your computer and access them from any device.
Did you know that Dropbox is one of the pioneers in file storage and sharing? It was the default filesharing tool for everybody until Google Drive came along.
This virtual assistant software’s simple collaboration, sharing, and upload features have made it highly-sought amongst enterprises. While the free basic plan provides about 2GB of free storage, you can opt for a paid Standard Plan for $12.50 per month and get at least 5TB of storage space.
Also, you can integrate Dropbox along with third-party apps like Office 365, Zoom, Asana, Trello, and Slack.
Box boasts document management and unlimited storage features, perfect for virtual assistants and small and big businesses. Business professionals use this software when their VAs need to access only specific data. Its 256-bitt encryption allows the software to protect the user’s security and privacy.
VAs can also edit and organize files in real time with this tool to simplify document storage and sharing processes.
Google Drive is suitable for virtual assistants who are mainly editing and writing, but Droplr is a major asset for those who learn more complex and technical. Sharing source code and giving visual feedback is a snap with this software’s screencast option.
The best part is you can go beyond collaboration and utilize this app as a customer service interface with its annotated screenshot feature that lets customers send you a photo of their specific pain point with attached text.
Huddle is a good collaboration tool, offering a clean line of communication along with stress-free file uploads and downloads. Like most other filesharing software, it provides a free trial, so you can see if it is the best option for you.
Social Media Management
Efficient social media management is the key to your client’s growth. As a VA, social media management tools could help you save time while sharing your posts on numerous social media accounts and replying to messages and comments from your client’s social media followers.
These tools also assess the performance of individual hashtags and posts and plan and schedule social media posts well in advance.
There are numerous social media tools, but here are the best.
Hootsuite helps you automatically schedule your social media posts at the most suitable time and assess your top-performing content with personalized insights on why it is working. You can easily track all the brand mentions, trends, and hashtags through its customizable dashboards.
Also, this virtual assistant software helps you plan, schedule, and collaborate with your client’s team on content creation via a single dashboard. How cool is that? This software is helpful for VAs with its comprehensive resources library on various topics related to social media management.
Buffer is a popular tool for social media management. It’s a reasonable and intuitive platform to deal with all your social media profiles from a single location and share the content you make across them.
It helps VAs measure their client’s social media performance via its social media analytics tools. Also, the best-performing posts can act as a benchmark for future activities and posts.
Faster engagement, easy scheduling, and team collaboration tools make Buffer indispensable for most VAs. You can even utilize it to share content with your client.
- Post Planner
This software for virtual assistants is created to increase your content across different platforms. Post Planner is famous, with over 200,000 businesses, for scheduling posts, increasing engagement, and saving time.
It’s also one of the most competitive social media tools, with subscriptions starting from $3 per month. The software’s automatic scheduling feature delivers and schedules posts at the best time, so you don’t need to think about the ideal post times and spam your client’s followers.
The best part is you can automatically recycle the posts without extra effort.
This social media management app is the best used for Instagram and Pinterest. One of the best features of Tailwind is it will automatically design your image to look like a graphic designer made it.
You can add graphics, text, images, or more to make a branded post. Tailwind designs the image itself, so you don’t need to have fancy graphic design skills to make it unique.
Crowdfire is an excellent option for virtual assistants who simply wish to manage a handful of social media profiles. They offer a free plan you can use and upgrade later if you need to post more profiles. The app allows you to get recommended content based on the industries and categories you post.
If you make the content as a VA, you can also link your websites through the platform, so your content is automatically posted and shared across your profiles. That way, you don’t need to go in and manually make posts.
No one values the skills of being organized and project management more than a VA, thanks to the multi-tasking efforts they should put into handling their clients. Therefore, having the best project management software at your disposal makes your job much easier. Here are a few tools we highly suggest.
Designed to help teams work remotely, Basecamp enables companies to arrange everything in a single place, so there’s no going back and forth over small details or looking for important files.
With Basecamp, you can access this software for virtual assistants over the web and even on your iOS or Android devices and tablets, making it convenient to stay connected and on top of things all the time.
Asana is built to help you easily collaborate, get work done, and share ideas. This software is based on a drag-and-drop technology for ease of use.
Asana’s timeline feature is an excellent addition, helping you look at the bigger picture and see which tasks overlap and depend on others.
This tool also provides a secret project feature to share the information of a project with only selected users. That helps you keep project confidentiality. What makes Asana valuable to VAs is its free plans, where you can add at least fifteen team members for free.
Manage, collaborate on projects and boost your productivity levels with this vibrant project management tool that you can personalize based on your needs.
What works for Trello is its versatility in building and handling teams and the ease with which you can shift, rotate, and delegate tasks among team members. It also provides a third-party integration with apps such as Zapier, Dropbox, Slack, and more. It’s a personalized tool you can utilize to scale up from two to 2,000 team members anytime.
- Hubstaff Tasks
This software for virtual assistants is an intuitive online project management software that provides progress tracking and numerous task organizations. You can easily stay on top of your projects and collaborate with teams on a single platform.
You can also make task cards and arrange them in various columns based on the project states. This tool enables you to communicate with your clients through task comments.
Hubstaff Tasks also has a Sprints view that presents you with all the tasks assigned in a single location. That way, you can arrange tasks by the backlog, current sprint, or future sprint. It lets you make custom workflows that can automate moving tasks to various project stages and delegate them to team members.
Hive has established a user-friendly project management system that works excellently well—even in the free version. Considering this platform was made for users by users, it makes sense that the features and usability you’d like to see are available for your use.
The app’s free version gets the task done from a native chat to various project views and a useful note-taking section. Nonetheless, you can unlock niffy features if you pay for your subscription.
From analytics to timesheets and more, the paid version is a great option for VAs that need more features to simplify work.
From instant communication project management and collaboration, there’s a broad spectrum of online software to make your job as a virtual assistant easier and more efficient.
Such productivity tools will offer you a competitive edge and add weight to your professional experience and qualifications as a VA. We suggest trying out these tools first to be familiar with their benefits and features.