The 13 Software Tools Every Virtual Assistant Should Know

Virtual assistants carry out a wide range of tasks, and some of them can be very time-consuming if not carried out using the right tools. Familiarity with these tools is essential if you are to be in a position to efficiently carry out all tasks that your client requests of you.

A majority of the virtual assistant software tools are free, while others will need you to pay a certain amount – which is worth the price. This is why you need to be aware of the best tools to use so that you are in a position to recommend them to your clients. 

Time-tracking Tools

Most of the time – especially if you are just starting out – clients will want to pay you by the hour. This is why you need to clearly demonstrate how long a given task has taken you to accomplish. Time-tracking tools will come in handy in such situations.


This time tracking software is highly recommended for VAs that are looking to track specific tasks. Your client gets a clear breakdown of how you have spent your time on a given project and gives you an opportunity to identify inefficiencies and make changes so that you can be more productive. 


  • Very effective in project management as one can track exactly how much time is spent on a given project.
  • Has a very simple and intuitive user interface and one does not need extensive training in order to understand how it works. 
  • Easy to set up compared to other time tracking apps.
  • Your clients can get daily, weekly, or monthly reports on how the hours they’ve booked are spent.
  • Come with a free version that offers an extensive range of services that will allow you to export project-specific reports.


  • Does not have a wide range of extensive features outside time tracking. For example, it does not include invoicing and scheduling, a feature that many virtual assistants regularly need.
  • The price point of the paid version is a bit higher than the majority of other time tracking software. 

2. Time Doctor

Time Doctor is a top choice for virtual assistants that are looking for time tracking and payroll in one. This software tool shows your clients how long you’ve spent on a given task, plus the websites you’ve used. The best part? It integrates with other tools you could be using, such as Trello, Basecamp, and Asana.


  • Offers accurate time tracking that combines with payroll to ensure you receive the exact payment for the amount of time worked. 


  • One cannot set time limits for given projects. 

3. Hubstaff

This is one of the popular software tools that shows how much time you work and your productivity level. It can also be used for project management, file storage, tracking deadlines, and communicating about tasks. Just like Time Doctor, Hubstaff can be used for making payments for the time tracked.


  • Can be used to track time offline, so even if your internet connection drops, you are still good.


  • The free version is quite limited, as you would need additional features such as unlimited screenshots and integrations. This will cost you at least $14/month and the payroll feature starters at $20/month.

Financial Tools

As a virtual assistant, you will need to manage your payments, taxes, and expenses. What’s more, being conversant with financial tools opens up an opportunity for you to offer bookkeeping and invoiced services to your clients.

4. FreshBooks

This is a tool that allows you to manage all the financial aspects of your business. Freshbooks is designed for small business owners and freelancers and can be used to send out recurring invoices and integrated with other software to receive payments. One gets notified when a client opens their invoice, and everything can be tracked on their mobile phone app.


  • It has a time tracking feature, which is sufficient for every VA needs.


  • One must be prepared to incur at least $15/month.

Scheduling Tools

Any virtual assistant needs a decent scheduling tool. If you are working on several clients, a scheduling tool will help you plan and manage your time efficiently. If your responsibilities include calendar management, then a scheduling tool is a must-have.

5. Google Calendar

Google calendar allows its users to build and share their schedules with various people. You can have different calendars color-coded so that you can share them with the appropriate people. Google calendar allows you to integrate your calendar with what others have built.


Calendars not in use can be hidden from your view. This allows you to concentrate on a given calendar at a given time without getting confused.


One can only access the calendars if they are connected to the internet.

6. Calendly

This is one of the best tools for scheduling appointments around your commitments. When setting up your available hours, the other person is only given access to the time slots that are most convenient to both of you. I show my students how to set up Calendly accounts and integrate them with their websites in my comprehensive course, The Virtual Assistant Roadmap.


  • Can be synced to your Google calendar so that you are able to check your availability automatically.
  • Sends email reminders before appointments.


  • The free version only allows one meeting type. 

Social Media Tools

It is common to find virtual assistants managing social media accounts for their clients. A social media software is needed to schedule out content way in advance and select the specific times you’d like for it to go live.

Before you go, if you are looking for a detailed course on how to get started with your virtual assistance business, check out The Virtual Assistance Roadmap course by clicking HERE.

7. Hootsuite

This software allows you to schedule content for clients’ various social media accounts. The tool also allows you to track engagement levels with followers. What’s more, the Hootsuite Academy offers training that helps you improve your skills and gives a certificate of completion which you can use to land additional clients.


  • One can monitor several social media accounts within the same place as opposed to checking individual profiles separately.


  • For $19/month, you only get 10 social profiles. Up to 20 profiles attract a fee of $99/month.

8. Buffer

Buffer is quite similar to Hootsuite but could be a better option if you are only looking to schedule content and nothing else. For only $15/month for the pro version, this is significantly cheaper than the Hootsuite paid plan.


  • You receive a notification for failed posts that were previously scheduled. 


  • The pro plan only allows 100 scheduled posts per month. To get the number to 2000, you’ll need to part with $65/month.

File Sharing

Sending files to your clients or having them send files to you via email is one of the most convenient things I have come across. There are quite a number of both free and paid file-sharing tools, but just a few stand out as the best.

9. Google Drive

A personal Google account comes with 15GB of free online storage. In addition to that, you can use Google Sheets, Slides, and Docs to prepare spreadsheets, presentations, and processor files. For more storage features, you’d need to pay $6 per month for G Suite, which comes with double the amount of storage, a business email, and additional apps. 


  • One can access their files from any device and share them with anyone that has a Google account. 


  • Unlike some file storage apps, you will need internet connection to access your files.

10. Dropbox

This is a popular alternative to Google Drive. The free version comes with 2GB of space, while the paid plan has at least 2TB of storage and other extra features such as file recovery.


  • The paid option gives content and accident protection


  • Over time, you will quickly run out of the 2Gb of storage, making it necessary to upgrade to the paid option whose monthly subscription starts at $9.99.

Graphic Design Tools

If you are looking to expand the range of services you offer, you will definitely need a simple graphic design tool. Even if you are not looking to expand but have your social media pages for your business, beautiful graphics are a must-have.

11. Canva

This is one of my favorite tools. Not only is it easy to use, but also has thousands of templates to choose from. Just like more advanced options such as Photoshop, Canva can help you create presentations, social media posts, reports, invoices, and so much more!


The free plan comes with over 8,000 templates to choose from, along with a wide selection of graphics and photos. What’s more, one can get additional photos and graphics for only $1 EACH.


Certain types of graphics can only be accessed on the paid plan. These include logos, transparent images, custom templates, and GIFs.

12. Pixabay

Stock photos are a simple way to take your graphics to the next level. One can also use them when creating image-based social media graphics and blog posts. Pixabay has over 1.8 million images and videos to choose from for free!


  • The wide variety of images to choose from will definitely have you spoilt for choice.


  • One has to be sure they are only using the images in a way that’s covered by the license.

Document Signing Tools

Before getting started with any new client, I recommend that students of my Virtual Assistance Roadmap course sign a contract. This is to protect themselves and legally bind their clients should anything come up. This is why a document signing tool is needed! 

13. DocuSign

DocuSign allows you to upload your PDF document and mark where your client’s electronic signature should go. Everything signed is legally binding, and the software safely stores your documents in the cloud, making them accessible at any time and from any device.


The free version has an unlimited number of document uploads.


Additional features such as templates, e-signatures, and integrations with other apps attract a fee of $10/month. 

The list of tools shared in this blog post should help you stand out from other candidates when you are looking for clients. Not only will they allow you to take on more tasks, but will also help you streamline your processes and come across as someone who takes their work very seriously. 

Before you go, if you are looking for a detailed course on how to get started with your virtual assistance business, check out The Virtual Assistance Roadmap course by clicking HERE.

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