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The Top Essential Software Tools For Virtual Assistants – VA Tools For You

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Tools For Virtual Assistants

There are many tools for virtual assistants that you can use. You must do a variety of activities as a virtual assistant, some of which can be time-consuming or even impossible without the proper equipment. However, you may manage practically any task that your client demands of you thanks to virtual assistant software.

Many virtual assistant programs are cost-free, however, some tools are not. Although certain apps might be out of your price range, in many circumstances it’s worth the expenditure. Knowing the best virtual assistant software is valuable, so that you may suggest it to your clients.

Communication Software For Virtual Assistants


Slack Communication - Tools for Virtual Assistants

Slack is a team communication tool used by more than 750,000 businesses. Slack channels are essentially group conversations that revolve around a set topic. You can include your assistant in the conversations they need to follow without cluttering their inbox with irrelevant chatter. Adding your virtual assistant to the company Slack gives your team a way to contact them directly. If you’re out of the office and someone needs a document or information, they can easily reach your VA for help

Slack is available for $50 per month​​. Slack has a number of features that make it a great choice for virtual assistants:

  • Channels: Group conversations that revolve around a set topic
  • Direct messaging: A way to contact your VA directly
  • Integrations: Connect Slack with the tools you and your team use every day
Microsoft Teams - Tools for Virtual Assistants

Microsoft Teams

Microsoft Teams is a communication software for businesses that enable remote teams to have audio and video calls, chat, and schedule meetings. It has a unique feature called WhoBot that makes it stand out in the market. Microsoft Teams is already part of the ecosystem of products that you use, so it might be the right choice for you.

Google Meet

Google Meet is a video conferencing tool that is part of Google Workspace. You can share your screen and files or links, and record or not while you’re connected. One of Google Meet’s unique features is the option of adding real-time, software-generated captions to video calls.

Project Management Tools For Virtual Assistants

Asana For Project Management

Asana is a tool that helps virtual assistants to manage their projects. Asana has a Workflow Builder that helps virtual assistants set up workflows and collaborate with team members. It allows virtual project managers to view projects and tasks in different ways, including lists, boards, and timelines. Virtual project managers can create custom forms, templates, and rules to automate routine tasks. Asana allows virtual assistants to mark tasks for approval before they are completed. Teams assigned different permissions in Asana can be beneficial for team productivity.

Asana is a popular tool for project management because it offers a range of features that make it a great choice for project managers. For example, Asana is available in two different plans – Business and Premium – which makes it suitable for businesses of all sizes. Additionally, Asana is free to use for up to 5 users, making it an affordable option for small businesses or teams just starting out with the tool. Finally, Asana is available on both PC and Mac platforms, so it can be used by virtually anyone regardless of their computer system.

Password Management For Virtual Assistants

As a virtual assistant, it’s important to have a secure and reliable password management system in place. There are a few different options available, but the three best tools are 1Password, Bitwarden, and Dashlane.


1Password is a great option because it offers a free plan that allows you to share passwords one-to-one. If you’re working with a team of users, you’ll need to upgrade to the paid premium plan in order to share passwords. 1Password also has some extra features that can be useful, such as informing you when a password is weak or has been compromised. Additionally, 1Password can function as an authentication app and connect to the business world.


Bitwarden is another great option for password management. It’s open-source and secure, and it’s free without any limits. Bitwarden also has some features that make it ideal for virtual assistants, such as the ability to generate strong passwords and store them securely.


Dashlane is another famous password manager option for virtual assistants that efficiently connects the gap to the business world. Dashlane offers features like two-factor authentication and encrypted storage of passwords so you can be sure your information is safe.

Scheduling And Appointments Software For Virtual Assistants

There are many software options available to help manage your personal and professional time. Here are some of the best scheduling and appointments software for virtual assistants:

Google Calendar

Google calendar

Google Calendar is a free online calendar that can be accessed from anywhere. It offers features such as event reminders, sharing, and more.


iCalendar is a free online calendar that can be used on Macs, PCs, and mobile devices. It offers features such as event sharing, reminders, and more.

Outlook Calendar

Outlook Calendar is a paid online calendar that can be accessed from anywhere. It offers features such as event sharing, reminders, and more.

Sunrise Calendar

Sunrise Calendar is a free online calendar that can be used on iPhones and Android devices. It offers features such as event sharing, reminders, and more.


Calendly is an online appointment scheduling tool that helps take the work out of connecting with others. It automatically detects the recipient’s time zone and displays your availability in their time zone. Once you’ve fixed your events and meetings on Calendly, it’s now all up to your virtual assistant to handle them.

Social Media Management Software For Virtual Assistants

Hootsuite a social media tools for virtual assistants


Hootsuite is an all-in-one platform that can help manage your social media accounts, run social media ads, and measure the social return on investment. The Bulk Scheduling feature is great for getting your posts out there in a timely manner, and the Hootsuite inbox allows you to see and respond to messages from followers across Twitter, LinkedIn, and Facebook from a single location. Advanced team collaboration features make it useful for coordinating content marketing efforts among team members.

Buffer For Social Media Management

Buffer is a streamlined and intuitive social media management platform that helps businesses drive meaningful results and engagement on social media. Buffer has a suite of products for engagement, publishing, team collaboration, and analytics. “Publish” allows you to schedule content on Twitter, Facebook, Instagram, Pinterest, and LinkedIn all from one place. “Analyze” provides in-depth insights into your social media performance. Buffer is widely accepted as the best social media management tool for its clean and intuitive tool interface and customer support.


Another great tool for social media marketing is ContentStudio, which automates many of the tasks involved in scheduling and publishing content.


DrumUp is another intelligent virtual assistant tool that can be used for social media marketing and news tracking.

Post Planner

Post Planner is an excellent content discovery, planning, and scheduling tool that can help you get the most out of your social media campaigns.


Planoly is a virtual assistant software that helps you schedule Instagram posts and stories. It has a free plan for up to 30 Instagram posts a month. Planoly also offers paid plans starting at $9/month.

Video Conferencing Software For Virtual Assistants

There are many video conferencing software options available, so it’s important to consider which one will fit best into your current tech ecosystem. When selecting a video conferencing tool for use with a virtual assistant, keep in mind the following factors:

Ease of use: The software should be easy for both you and your virtual assistant to use.

Compatibility: Make sure the software is compatible with the devices and operating systems you and your virtual assistant are using.

Functionality: Choose a tool that offers the features and functions you need, such as file sharing, screen sharing, and recording capabilities.

Pricing: Compare pricing plans to find one that fits your budget.

Here are some video conferencing tools:


If you’re looking for a great way to improve your communication, Zoom is a great option. Zoom has a free version that allows you to host meetings with up to 100 people for 40 minutes at a time. Zoom also has a mobile app that’s great for when you need to have your meetings on the go. And because Zoom has tools like the share-your-screen function, whiteboards, and built-in recorders, it’s almost like you’re in the room with everyone!


Loom is a powerful communication tool that can help improve productivity in your business. With Loom, you can easily share your computer screen with others. You also have the option of adding your camera to the corner of the screen so that you can see and talk to the person you’re communicating with. This makes it easy to discuss projects or answer emails without having to type back and forth.

Time doctor tool

Time Tracking Tools For Virtual Assistants

Time Doctor

Time Doctor is a powerful time-tracking tool that helps virtual assistants manage priority tasks and improve productivity. Time Doctor is priced less, interactive, and popular in terms of the number of people who use them.

Time Doctor is a time-tracking tool that helps you to record your work hours and keep track of your progress. Time Doctor provides reports that help you to analyze your data and improve your productivity. It is available on both desktop and mobile platforms.

Time Doctor allows you to set goals and track your progress towards them. It offers a free trial period that allows users to try the software before purchasing it.


Hubstaff is a time-tracking tool that allows users to track their work hours and earn money. Hubstaff offers a free trial for its time-tracking tools. Hubstaff has two plans – a starter plan and a pro plan. The pro plan costs $10 per user/month and includes 2 users.

Hubstaff is a popular tool for time tracking and productivity. You can use Hubstaff for project management, such as storing files, keeping track of deadlines, and talking about tasks. If you want to use additional features like integrations and unlimited screenshots, you will need to pay at least $14 per month. The payroll feature starts at $20 per month.

Financial Tools For Virtual Assistants


FreshBooks is a great budgeting and forecasting tool that can help save time and money. It offers time tracking, invoices, and expense tracking features that make it easy to keep track of all your financial transactions. Plus, its intuitive interface makes it easy to use, so you can get the most out of your bookkeeping costs.


Wave is a free invoicing and accounting software that offers three primary services: professional invoicing, basic bookkeeping, and a receipts database. Wave is easy to use and has a feature that would enable you to see the big picture of how your transactions are doing.

If all you need is an invoicing tool and a payment method, then you’re better off using Payoneer.

What Are Some Useful Virtual Assistant Management Software?

Virtual Assistant Management Software (VAM) are software programs that allow businesses to manage their virtual assistant (VA) workforce more effectively. This includes everything from tracking hours worked, billing, and invoicing, to task management and communication.

Some Virtual Assistant Management software helps businesses manage their virtual assistant team. The software can include features to help schedule and track work, manage payments, keep track of hours worked, budget for expenses, and more.

Some Virtual Assistant Management software allows you to manage your VA team from one central location. The software can help you track hours worked, expenses incurred, and client feedback. Additionally, the software can automate tasks such as invoicing and billing.

Google Drive

Google Drive is a cloud-based file-sharing and document management service. It enables users to store files in the cloud, and access them from any device with an internet connection. Files can be shared with other Google Drive users, or with anyone who has access to a Google account.

Google Drive offers 15GB of free storage space. You can upgrade to Google Drive Plus for 50GB of free storage space and the ability to share files with up to five people. If you want more storage, you can purchase additional storage through the Google Store for $2 per month, $10 per year, or $100 per year. You can also use it to store files offline and access them when you have no internet connection.

Google Drive includes all of these excellent document management tools: Docs for word processing, Sheets for spreadsheets, Slides for presentations, Forms for questionnaires and feedback, etc. You can access Google Drive on all major platforms via desktop, mobile, and tablet devices.

Dropbox tools for virtual assistant


Dropbox is a file-sharing and document-management software used by virtual assistants. It offers users a simple way to store files online and share them with others. It is available on computers, phones, and tablets.

Dropbox offers users up to 2GB of free storage space. You can integrate Dropbox with third-party applications such as G-Suite, Slack, Trello, Asana, Zoom, and Office 365.


Droplr is a file-sharing and document-management software for virtual assistants. It is a web-based application that lets users upload, share, and collaborate on files with other Droplr users. Droplr also offers a “dropbox” for users to store files and access them from any device.


Huddle is a document management and file-sharing software for virtual assistants. It is designed to increase efficiency and communication within teams. It provides a secure platform for sharing files and documents with team members.

Graphic Design Tools For Virtual Assistants

Canva tool for design


Canva is an easy-to-use graphic design platform that would let anyone, even those without design know-how, create stunning social media graphics, posters, presentations, and even documents.

Canva has thousands of templates that you can readily use. Canva is free to use with no watermarks. There are also premium plans available for those who want more features or design customization options.

Canva is a great graphic design tool that allows you to resize your image at will. Canva is ideal for using a similar design across channels and fitting the size into the recommended proportions.

Image Tools For Virtual Assistants

Pixabay image tool


You can find and download high-quality photos without having to pay a dime on Pixabay. The site is also user-friendly, with a simple search function that makes it easy to find the perfect photo for your needs.

Pixabay is a great resource for finding free stock photos. You can browse through thousands of images, all of which are available for download. And because the site is free, you don’t have to worry about paying any fees or royalties.

When using Pixabay, it’s important to make sure you only use images in a way that is covered by the license. For example, some images may only be used for personal or non-commercial purposes. Others may be used commercially, but only if you give credit to the photographer. Be sure to read the license carefully before downloading any image from Pixabay.

ColorJoy Stock

ColorJoy Stock offers a wide variety of customization options to help businesses create their own unique stock images. The company also provides customers with high-quality custom stock photos that can be used on social media platforms such as Facebook, Twitter, and Instagram.

Document-Signing Tools


DocuSign is an electronic signature application that allows users to sign documents online. It is a convenient and secure way to sign documents and offers a free trial so that users can get familiar with its features. DocuSign is an industry-verified and trusted eSignature app that can securely store documents online for you to access whenever needed.

Best Virtual Assistant Software And Tools For Productivity


ClickUp is a virtual assistant software and tool for productivity. It has a wide array of features that makes it capable of replacing other productivity tools. ClickUp allows you to create tasks, set goals, and import data with powerful integrations. With the Docs feature, you can create wikis, guides, and process documentation to share with everyone on your team. You can also design anything from simple banners to complex code blocks with the Docs feature of ClickUp.


Dubsado is a workflow management system that can help virtual assistants with their productivity. Dubsado has great resources on its blog, including a free course, to help users learn how to use its features. Dubsado can help manage tasks, projects, and communications between team members.

Virtual Assistant Tools For Email Marketing


Interact is a tool that makes it easy to grow your email list. It makes it easy to build quizzes for lead generation. Quizzes created using Interact are effective in targeting email marketing funnels better.

ActiveCampaign automation tool


ActiveCampaign is a powerful email marketing platform that can be used to create sophisticated email marketing campaigns. ActiveCampaign integrates well with the Entrepreneur Templates membership platform, making it a great choice for those who want to maximize the potential of their email marketing.


ConvertKit is a great option for email marketing that is less expensive than ActiveCampaign. ConvertKit is a great option for email marketing that targets integrated audiences well. ConvertKit uses funnels, automation, segmenting, and tagging to target subscribers with specific content in their emails. ConvertKit has a range of features that make it an ideal email marketing tool.

What Are The Other Top Tools For Virtual Assistants?

Bookkeeping Tools


QuickBooks is a software solution that is widely accepted as the top accounting software solution for small businesses. QuickBooks can automate tasks, making accounting less time-consuming and less hazardous for small business owners. QuickBooks can email invoices to customers through the system, track them, and accept online payments and electronic signatures. QuickBooks also integrates with more than hundreds of third-party applications, including e-commerce websites. QuickBooks automatically backups up your data so that you don’t have to worry about whether your books are safe and up to date.


What is Xero for Bookkeeping? Xero is a cloud-based bookkeeping software that helps small businesses to manage and report their finances in a simple, efficient way. It offers a range of features, such as invoicing, tracking expenses, creating budgets, and more. It is compatible with a range of devices, such as laptops, tablets, and smartphones.


Grammarly is a free online tool that can help you with spelling and grammar. It can also help you to communicate better and write perfect emails.

Box For Online File Management

The box is a cloud-based file management system that can help virtual assistants keep track of their files and data. With Box, you can easily transfer files from your PC to the cloud, and control who can view, edit, upload, and share them. This makes it a great option for secure file sharing with teammates or clients.

Trainual For Process Documentation

Trainual is a software that helps businesses with process documentation and employee training. It can be used to create an interactive training program for new employees, including virtual assistants. Trainual also allows virtual assistants to train themselves as well as new hires.

Do You Think The Apps For Virtual Assistants Are Useful?

How can these apps help virtual assistants in making their work easier and faster?

These apps allow virtual assistants to have a wide range of tasks done. Virtual assistant tools and apps are useful in a variety of ways. They can be helpful in performing tasks that would be difficult or time-consuming to do manually. Additionally, virtual assistant tools and apps can save time by automating tasks. It can help you organize different to-do lists and files. So, these apps are really useful for a VA’s everyday tasks and can help the business boom rapidly.

Why Do Virtual Assistants Need These Tools?

1. Save you time and mental space

If you’re like most people, you probably have a lot on your plate. You may be juggling work, family, and other commitments. This can leave little time for managing tasks and projects.

Virtual assistants can help take some of the load off by handling tasks and projects for you. But what if you don’t have the time or energy to manage a virtual assistant? This is where tools for managing virtual assistants come in handy.

Tools for managing virtual assistants can help you save time and be more productive by:

  • Allowing you to quickly delegate tasks and projects
  • Helping you keep track of deadlines
  • Giving you an overview of what’s being worked on

With the right tools in place, managing a virtual assistant can be a breeze. So if you’re looking to save time and be more productive, consider investing in some tools for managing your virtual assistant.

2. Help your VA work quicker with better results

If you’re looking to get the most out of your virtual assistant, it’s important to have the right tools in place to help them work efficiently and produce accurate results. Delegating administrative and repetitive tasks can free up your time so you can focus on more important things, and using tools specifically designed for managing virtual assistants can help streamline the process.

The Best VA Tools For You

If you are a VA and you are still having doubts about what tools to use for your daily work, you may try those apps above if they work better for you. And if you are having a hard time looking for clients online where you can sell your service and skills, you may reach out to StaffingSolutions.io. They will help you with contacting and keeping in touch with amazing employers that you might work with in the future. Be one of these amazing VAs under StaffingSolutions.io. Call Us Right Away!

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