Top 50 Virtual Assistant Tools
Are you looking for the top virtual assistant tools to run your business?
In this post, I’m sharing over 50 virtual assistant tools that you can start using in your business right away.
The best part? Most of them are totally free!
If you haven’t met me yet, my name is Abbey Ashley, and I’m the founder of The Virtual Savvy. I’ve helped thousands of students get started with their very own Virtual Assistant business, and I’m so excited to share with you the best tools for your business.
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Alright — I’ve got over 50 tools that you will want to use in your virtual assistant business, so let’s get started. 🙂
1. WAVE APPS
I totally love Wave Apps. It’s completely free and it’s a great way for you to invoice your client. You can even set up a recurring invoices, which is an awesome tool if you’re just getting started and want to get paid from your first client.
Some people love to invoice via PayPal because their clients can simply pay with a PayPal account. If that sounds appealing to you, PayPal Invoicing would be my second choice for sending invoices as a new Virtual Assistant.
Freshbooks was the very first invoicing software that I ever used as a virtual assistant and I loved it. I was able to keep track of my time and invoice right inside of the Freshbooks software, so check it out. They also have a free trial HERE.
Dubsado is a little newer on the scene than Freshbooks, but Virtual Assistants are going CRAZY over it. In fact, I polled my community of over 30,000 virtual assistants and Dubsado was the number one tool that my Virtual Assistants love! It’s not only a way to invoice and to track time, but it’s also a workflow management system, and again, comes with a free trial. Be sure to at least check out the free trial and see if it’s a tool that you would like to use in your business.
I absolutely love Toggl because it’s free. Who doesn’t love free, right? Free tools like Toggl enable you to start running your business right away without any kind of initial extra investment in your business so you can keep track of the time that you are working with clients.
It’s really easy to categorize the time and then to even send a time sheet to your clients to show them, hey, here’s the work that I’ve been doing and then you can go ahead and invoice with a free software like wave. So I think that Toggl and wave pair really, really nicely together when you’re first starting out.
Read more about why I love Toggl here.
You don’t have to be a graphic designer with a degree to start your own business. In fact, you don’t have to have a graphic design bone in your body, but I would suggest checking out both PicMonkey and Canva for design.
Canva is my personal favorite tool for graphic design, but definitely try out both tools and see which one you like best. Canva will enable you to make your own social media graphics. If you need a header for your Facebook page, you can do that. You can create ebook covers, too. Anything you can think to design, you can do inside of Canva. They even just added printing abilities so you can print business cards straight from Canva. I totally recommend checking it out. They do have a paid option as well, but you can get started with just the free option.
I love using stock photos. You can use them on your website and in your social media posts. There’s a lot that you can do with stock photos. We’ve even used some inside of my YouTube videos. You will notice (as you’re researching) there’s a lot of really great tools you can use to download free stock photos.
Three of my favorite sites are Pixabay, Unsplash, and Pexels.
All three of these are really great tools. I would recommend checking out all three of them. Again, you can download these stock photos for free. Since each site has different photos, you may find a wide variety across all three with just one keyword you’re searching for, so check out more than one site if you want access to more stock photos for your keyword.
Want more free stock photo resources?
Here’s a list of 50+ sites I love for free stock photos!
I know that as you’re getting projects from your clients, you need to figure out your workflows.
You may be thinking, “How am I actually going to accomplish these tasks with my clients? How am I going to collaborate with them?”
Well, I’ve got some really great tools up my sleeve in the way of workflows and collaboration. 🙂
I absolutely love Trello. My team uses Trello for practically everything. It’s a place where we house our SOP’s (our standard operating procedures). It’s where we put our goals for the year and our goals for the week. It’s where we delegate tasks. We use Trello non-stop. The capabilities are endless. If you want a full tutorial on how to use Trello, you can go to thesavvyvault.com.
We have an entire course in our tech training library all about Trello. Don’t miss it.
Asana and Teamwork have both been around a little bit longer for project management, so you’re going to find that these have more robust features than other tools out there. They are made for project management, so definitely go and check them out.
You may have clients that already use these systems because, like I said, they’ve been around for a long time. See if Asana and Teamwork work with the way that your brain processes things. You will definitely want to check them out for project management.
Right now, there is another new kid on the block, and that is ClickUp. I am noticing that my community is crazy about ClickUp right now.
I’ve been told that ClickUp is kind of like if Asana and Trello got together and had a baby. So if you like a little bit of both of these systems, checkout Clickup. I think you might really enjoy it.
These tools are all about how you can communicate back and forth externally with your clients or internally with your team.
The communication tool I love the most is Slack.
My team uses Slack for communicating with one another. You can have various threads. For example, we have a “celebrate” thread every single time something great happens in the business.
I can also message my team members directly OR message my entire team all at once. So having a Slack channel for one or all of your clients is a really, really great way to communicate back and forth quickly and easily.
Have you ever had somebody say, I’ll “vox” you?
The first time somebody said this to me, I literally had no idea what it meant. So I had to Google it and find out that Voxer was this app that you could talk to one another, kind of like a walkie talkie. So I really liked Voxer because it integrates well on my computer and on my phone. If I just want to send a quick voice message to somebody, Voxer is one of the best ways to do that.
I know that a lot of Virtual Assistants will use Voxer to communicate with their clients, especially when their clients have ideas or need to brain dump. Their client might say, “Hey, here’s a couple ideas I just thought of for some new blog posts.” Then, you can take that voice message and import it into whatever your project management system is.
Let me tell you about my love for Loom. Seriously, this changed the way that my business works and it’s a totally free tool.
Loom enables you to screenshare in a video so I can basically share my computer screen (maybe an email, maybe a project that I’m going through), and what’s really nice is you have the option of even having your camera in the corner so you can see me talking, but still also see my screen and what’s going on.
Now I use Loom for almost everything. Seriously. I love it.
I will use it to talk back and forth about a project so I can show my client what is actually going on. I will also answer emails this way. It’s really awesome when somebody sends you a written email and they get a video back.
They just think it’s the coolest thing when nobody really does that. It took me way less time to send a video than it would have been to write a two page email.
So I love using Loom to answer emails.
It’s also really great if you need to film SOP’s (those standard operating procedures) or tutorial videos, and you’ll notice that I do this a lot. I will shoot a tutorial video, “Here’s how you do something,” and that will most likely be in a Loom video.
Check out Loom, as it will totally change your business!
Now you’ve probably heard of Dropbox, and it does make my list as one of the best tools for Virtual Assistants.
It’s a way for you to store documents. It’s cloud storage. It’s a way that you can send documents, even really large files, back and forth with your clients.
One of the advantages to Dropbox is that so many people use it. So you’ll find that it’s really easy to share and collaborate. One of the downfalls of Dropbox is that it can start to add up. It can be a little pricey, especially if you’re always dumping really, really large files into it, which is why I love Sync.
A lot of people don’t know about Sync, but it is something that I am obsessed with.
It’s basically just like Dropbox, except it is much less expensive.
You can still share documents back and forth. You can still have it hosted on your computer where you can drag and drop the files in. However, you can also save money with Sync. They also have a referral link (here’s mine). Every time somebody signs up with your referral link, you get more storage.
So I just really love that about Sync. Admittedly, I also love that every time my team tells me something is “in Sync,” It brings me back to my 90s glory days (N*SYNC Baby!).
Say somebody wants to schedule a meeting with you, and the two of you are going back and forth, back and forth through email. Can you meet at this time? What about this day? No, that doesn’t work for me. Headache!
These two tools will totally save you time and headaches in regard to scheduling.
These are both really great tools. You can check them both out and see which one you might prefer. Both tools make it really easy for somebody to pick a time and a day to meet with you. You can ask them a few questions when booking so you know how to respond to their meeting request, and you can even set up automatic emails to go out to remind that participant about their meeting. These are really awesome options for booking discovery calls with potential clients.
These next tools are all about getting your documents signed. What documents would you need signed? Your contract!
Please, please, please do not start working with a client unless you have a good contract in place. (Yes, we do have a virtual assistant contract on The Virtual Savvy website!)
Let’s talk about getting those contracts signed.
These are three tools that I recommend for getting your contracts signed (Hellosign, Docusign, Eversign).
All three of these tools operate mostly the same way. You upload a PDF of your document (your contracts in this instance) and then you mark the places where a signature is needed. You can sign it, and then you can send it to your clients so they can sign it, as well. They have to check a little box saying that their digital signature does actually count as their real signature. These tools do all the legal legwork for you.
Now we all love free, right? The way that most of these tools make money is that you get x number of signatures or x number of documents for free, and then any signatures or documents beyond the free limit will start to charge.
Something I have done in the past is have a few contracts signed through Hellosign, and then once I reached my free limit, I have a few signed through Docusign and a few through Eversign. I know it’s kind of skirting the system, but whenever you are just getting started as a VA, you need ALL the free tools, right?
Go ahead and do this to start, and then maybe later when you have a really good rhythm going and you’re making some money, you can choose which tool you like the best to invest in.
Social Media Scheduling
Now when you’re posting to social media on your behalf or on your client’s behalf, it’s a really good idea to batch those posts.
What does that mean?
That means you are going to schedule out social media posts for the entire week or the entire month. Yes, you CAN pre-schedule most of the posts that need to go out on various social media platforms, so here are some of my favorite tools to use for scheduling.
Hootsuite has been around forever. I really love Hootsuite.
You can manage multiple accounts inside of Hootsuite, so if you’re managing social media posting for a lot of different clients, this might be a good option for you.
Smarterqueue and MeetEdgar both work very similarly. With these tools, you can still schedule a post and say, I want this specific post to go out on Wednesday. But my favorite feature with these tools is that you can create a library of posts. So you can say, every Tuesday I want an inspirational quote to go out on my Facebook page. Basically, you have an entire folder of inspirational quotes, and Smarterqueue and MeetEdgar will automatically pull one of those quotes and put it in on a Tuesday. It basically recycles all of your content. It does take some time to build up these libraries, but then basically what gets posted on each day becomes automatic.
Both of these tools are really worth looking into to save you some time in the long run.
I can’t not talk about Facebook’s native scheduler in this section. Now we’re all looking for free tools, right?
Just because somebody has asked you to schedule social media posts doesn’t mean that you have to necessarily go out and invest in software. You can just use the free scheduling tool right there on your Facebook page or in a Facebook group.
You can schedule out a post to go out anytime in the future. And I would definitely recommend doing this.
It’s been said Facebook really loves whenever you use their own native scheduler. It’s rumored that you will get more views and more engagement if you use it. I’m not a Facebook expert; all I know is that it is free, and that’s something we like. 🙂
Be sure to check out the Facebook native scheduler for scheduling your own social media posts or social media post support for your clients.
You can also schedule social media posts to go out on Instagram.
The two tools that I prefer for Instagram scheduling are Later and Planoly. These are both really great tools for scheduling out your or your client’s Instagram posts. Be sure to check them out.
This is a really new one that I’ve heard about and I want to share with you because it’s kind of cool.
We all want nice professional head shots, right?
But again, it can cost money to get those. This tool enables you to take one of your own photos, whether it’s done with a professional camera or even with your iPhone (whatever you took the picture on), and it automatically removes the background for you in five seconds.
When you’re done, all that is left is an image of you (or a client). You can put this on different social media posts or you can put it on your Facebook backgrounds. It’s a really, really great tool and I really recommend it if you haven’t taken the time or the finances to get professional headshots yet.
33. PDF ESCAPE
34. I LOVE PDF
Both of these tools are ones that you can use to manipulate PDFs. That means if you have a block of space inside of a PDF, you can actually make it to where the user (or yourself, later) can fill out and type inside of that PDF. You can add check marks, radio dials, and many more. You can customize a PDF with both of these tools. I recommend both of them. They’re really awesome!
Azlo is a newer tool that I’ve found out about and I fully recommend it. Azlo is online banking just for small business owners. For entrepreneurs and small business owners, we’ve had a little bit of a difficult time finding free or inexpensive banking options.
Definitely check with your local bank if you already have a bank to see what their banking options are, but Azlo is a really great option as well. It’s totally online and it’s made just for entrepreneurs. Go and check it out!
Document Storage and Sharing
36. GOOGLE DOCS
I really love both Google Docs and Evernote for storing and sharing documents. Google Docs is definitely my favorite. I can create a document, share it with someone, and we can literally be typing on the document and making visible changes at the exact same time.
It’s really awesome — check it out if you haven’t already. I mean, we are probably all Google people already, but I have to include it as one of my favorite tools for virtual assistants. 🙂
I love Skitch. Skitch is a way that you can take snapshots of your entire screen or just a small part of your screen, and you can mark up the screenshot (like create boxes around certain elements). You can blur things out using Skitch, too.
It’s really great for testimonials. If you want to blur out the person’s picture or their last name, or maybe you had a client conversation that you want to blur out certain parts of that conversation out when asking for advice and a Facebook group.
The blur feature is one of the things that Skitch is really, really great at, so check it out for editing your screenshots.
Full Page Screen Capture is a chrome extension, so you will have to have the Chrome browser installed in order to use it, but I really love this tool.
Maybe you’re trying to take a picture of a website (you might be a website designer yourself, or maybe you’re getting inspiration from different websites). Instead of having just to screenshot one little part at a time, you can take a screenshot of the entire page. I’ve even taken screenshots of sales pages that are so, so long, but it captures it perfectly in one nice screenshot. I really, really love this extension.
41. GOOGLE FORMS
If you have a questionnaire that you want to send out to your email list or to your clients, I would recommend using either Typeform and Google Forms. These are both really great tools to use in order to capture information or to create surveys, so check them both out.
Email Service Providers
I am a huge fan of starting an email list as soon as you start your business, even if you only have one email subscriber and that one email subscriber is your mom. Start an email list and slowly start to build it as you build your business.
Some of the best email service providers are MailerLite, MailChimp and ConvertKit. These are my three favorite tools.
MailerLite and MailChimp are awesome because they are easy to get started with. It’s what I recommend you use at the very beginning. You can have 1,000 – 2,000 free email subscribers with MailerLite and MailChimp, and so I recommend checking them out as you’re getting your first email subscribers.
Once you have reached 1,000 subscribers, that means you are really ready to get into list building hardcore. That is when I recommend switching to ConvertKit. I’ve been a ConvertKit user for years and it has really helped me keep list growth a priority. Be sure to check out ConvertKit if you’re really ready to get serious about email list growth.
Read more about ConvertKit vs. MailChimp vs. MailerLite here.
Leadpages enables you to create different landing pages for collecting those emails subscribers, and you can make them beautiful.
It’s a drag and drop system. It’s really user friendly. If you want to create even one simple page for your website or if you want to start collecting email subscribers, Leadpages is a really awesome tool to help you to do that.
Local Business Advice
I am obsessed with SCORE. I think it’s so cool. If you live inside of the U.S., did you know that you have access to free business advice? SCORE is local, meaning that they know the laws and best business practices for your specific state and county requirements.
They won’t know all the ins and outs about growing a virtual assistant business (so that’s why you’re here with me). 🙂
However, if you want to know about the state, county, and city requirements that you need to adhere to in order to have a business where you live, definitely google SCORE or find out where the closest SCORE office is to you. Then, you can have a discussion with a mentor to see what the applicable regulations are.
If you want to know where some potential clients are hanging out, one of the best places to go is meetup.com. This is where you can find local networking groups.
These are entrepreneurial groups and business meetups you can go to so you can meet potential clients. You’ll have to show up in person, but I highly recommend doing this. It’s a really great way to get known inside of your local community.
If you want to stick to online networking, you can check out Upwork.
I wasn’t always, but I’m a huge fan of Upwork now. It can get a bad rap sometimes because there are people that will do work for $1 or $2 an hour, but that doesn’t have to be you.
There’s a specific way you can search for jobs that are really for people looking for experts (which are the ones you want to be looking for). Check out Upwork — there are tons of jobs posted every single day for Virtual Assistants.
I am obsessed with zoom. Zoom is how we handle all of our meetings inside of The Virtual Savvy.
Anytime I want to meet with a potential partner, anytime that you may want to meet with a potential client or a current client, anytime that you have team meetings, Zoom is the way to go. Zoom lets you talk on video with those clients. You can share your screen, and you can have a chat in the corner if you need to send links. Zoom is awesome.
Virtual Assistant Resources
I saved the best for last, right? 😉
If you are REALLY serious about starting a Virtual Assistant business, The Virtual Savvy has so many resources to help you get started. We’ve got blog posts. We’ve got a Facebook group with over 30,000 virtual assistants where you can ask questions and where job opportunities are posted every single day.
Click this link to join our Facebook community.
Also, if you enjoyed these tools and you would like this list (plus some extra bonuses that I didn’t include in this post!), my complete list of all the tools you need to get started in your business is at thevirtualsavvy.com/resources.
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