Recommended Tools for Virtual Assistants

Harvest

In our opinion, the best time tracking tool on the market. Jo has used Harvest in her VA agency for over 10 years and no other time tracking tool on the market has come close to getting her to switch.

With this tool, you can effortlessly manage your client service plan and project budgets, create timesheets, generate estimates, and create invoices seamlessly.

1Password 

Keep your clients' passwords, logins and credit card details safe and secure with this online password tool.

Use the vaults within 1Password to file the passwords for each client and share out with your assigned team members. Give your clients the knowledge that their data is safe with you.

Zoom

Video calling software with new features being added regularly. Hold your discovery calls on a platform that your potential clients are familiar with.

Canva

Amazingly simple free graphic design online tool.

Access templates, images, icons and layouts to make stunning graphics for your brand and clients.

Microsoft 365 

Get a pro email with your domain and access the latest Word, PowerPoint, Excel – crucial for virtual assistants.

You can create, edit documents, manage data, and craft presentations with ease, keeping you on top of your virtual assistant tasks.

Google Workspace

Set up a professional email with your own domain, and access tools for seamless collaboration.

With Google Workspace, you can easily collaborate by creating, sharing, and editing documents, spreadsheets, and presentations, ensuring efficient teamwork with clients and team members.

HoneyBook

This tool simplifies client interactions like nothing else.

You can create interactive experiences that make it a breeze for your clients to choose services, eSign contracts, and even handle payments—all in one smooth process.

It will save you so much time and make your client management a whole lot easier.

ClickUp

Get work done more efficiently!

With ClickUp, you can easily create tasks, assign them to team members, and track your progress.

Monday.com

Enhance work efficiency for optimal productivity.

Use Monday.com to set deadlines, allocate tasks, manage resources, and keep a close eye on your progress and performance metrics.

Dubsado

Dubsado simplifies repetitive tasks and complex workflows through automation.

You can create customised workflows that automatically trigger actions, such as sending follow-up emails, assigning tasks to team members, or generating contracts and invoices.

Hnry

With Hnry, your taxes are calculated and paid automatically.

Whenever you get paid, Hnry instantly calculates and pays your income tax, GST, and ACC, which means you're always up to date on your tax obligations.

Perfect for sole trader virtual assistants.

Xero

Use this online accounting software for your business that connects you to your bank, accountant, bookkeeper, and other business apps.

This helps you keep track of  unpaid and overdue invoices, bank account balances, profit and loss, cash flow and bills to pay – plus reconcile bank accounts and convert quotes to invoices.

Perfect for virtual assistants set up as a company.

Wise

Low fee payment gateway for your overseas clients to pay your invoices in your local currency.

Signing up via this affiliate link gets you a fee-free transfer. Sign up here!

Airtable

A versatile organisational tool designed to help virtual assistants streamline tasks and collaborate effectively.

It's a combination of a spreadsheet and a database, allowing you to store and organise various types of data, from text notes to attachments like photos and links.

It's a  powerful tool for team collaboration with changes instantly synced across devices real time.

We use it to plan complex projects and for surveys using the forms feature.

Trello

Trello is a great tool for managing projects, lists and ideas alongside your clients and team members.

It's simple to use and ideal for working with clients who are not so tech savvy.

Dropbox

Dropbox brings together all your files—whether they're traditional, in the cloud, or web shortcuts—in one super-convenient place.

You can store and share files, collaborate on projects, and bring your best ideas to life—whether you're working alone or with team members and clients.

Mailchimp

This tool will help you create effective email campaigns to send to your list plus create landing pages for your lead magnets.

Teamwork

Utilise Teamwork to streamline your task management.

With Teamwork, virtual assistants can efficiently organise tasks, communicate with clients and team members, track project progress, and ensure timely delivery of high-quality work. Plus save time with templated task lists!

Better Proposals

Better Proposals is an online proposal tool that allows you to create stunning proposals fast and get clients to sign online.

Plus level up your proposal writing with Better Proposals' AI assistant.


Use this link to get 1 month free

Email Signature Rescue

This tool makes crafting personalised email signatures a breeze with clickable links on your icons and web address.

You can easily upload your images, logos, and banners and fine-tune them with cropping and resizing tools.

Plus, it lets you customise fonts, font sizes, and templates, all with this cool real-time preview feature in the online editor.

Say goodbye to ugly, boring and non-clickable email signatures!

Coloors.co

A super fun and handy tool that helps you choose your branding colours.

You can upload your mood board and let it choose a colour palatte for you or search through the stunning colour palette examples.

Zapier

Zapier automate repetitive tasks, streamline workflows, and enhance efficiency.

By seamlessly integrating you favourite apps and creating automated workflows, Zapier empowers you to automate manual tasks for you and your clients. With new features including Canvas, Interfaces, Tables and Chatbots all AI enabled, the options for this tool are growing quickly!

Munch AI

Munch AI, a leading content repurposing tool in the video editing category, is designed to create, repurpose, and analyse content across multiple platforms.

It’s a content creation platform designed to assist marketers, content creators, and businesses in repurposing and distributing digital content effectively. 

HeyGen

Effortlessly produce studio-quality videos with AI-generated avatars and voices.

Use the tool to create a digital twin of yourself or your clients to create countless videos of 'you' fast. It has a rich set of features, including video translation capabilities and high quality lip syncing.

Sora

Imagine typing a description of a scene or a story and then seeing it unfold before your eyes as a video. 

Sora is an AI model that can create realistic and imaginative scenes from text instructions.

Gamma

Gamma is a new platform that empowers users to effortlessly create polished documents, presentations, and webpages in seconds using AI.

It makes creating engaging content easy without needing lots of formatting or design. This helps virtual assistants quickly make and refine presentations, documents, or webpages in under a minute.