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Recommended Tools for Virtual Assistants


Sam Browne in a hat scrolling on a tablet

Streamline your virtual assistant business with the right online tools

Tools and apps are an essential part of a virtual assistant business and we know that it can feel daunting once you realise how many tools are on offer!

Which ones are right for a virtual assistant business?

What if I choose the wrong one?

Do I really need them all?

We want to take all the guesswork out of choosing the right tools for your VA business. Over the last decade we've tested out so many - so are amazing and some were a waste of time (and money).

Below you'll find the top tools that we recommend for virtual assistants depending on where you are in your VA journey. 

When deciding on the right tools for you, remember our Golden Rule - pay for and implement a tool only if it will save you more time or make you more money than it costs!

The Essentials For Every Virtual Assistant

Harvest Logo


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 logo


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 logo


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

Canva logo


Amazingly simple free graphic design online tool.

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

Microsoft 365 logo

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 logo

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.


All In One Tools For Virtual Assistants Ready To Scale

HoneyBook logo


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 logo


Get work done more efficiently!

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

View logo

Enhance work efficiency for optimal productivity.

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

Dubsado logo


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.


Website Platform For Virtual Assistants Ready To Get Found On Google

Rocketspark logo


Build your own websites effortlessly.

Create your own website using pre-designed templates to help you get started. Modern, easy to use and the Rocketspark support team is right here in New Zealand.

Use the code FOUNDRY1 when you go live to get your first month for just $1.

Sam Browne holding tablet showing a preview of the website template

VA Website Template

Looking for a way to DIY your website? You'll get a website template ready for you to update with your own content. Plus take the guesswork out of building your website with our bonus step-by-step tutorials.


Tools To Help Keep You Financially Compliant

Hnry Logo


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 logo


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 logo


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!


Tools To Streamline and Keep Track

Airtable logo


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 logo


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 logo


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 logo


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

Mailchimp logo


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!

Mailchimp logo

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


Tools When You're Ready to Level Up Your Brand

Email Signature Rescue Logo

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!

Coolors logo

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.


Tools For AI and Automation

Email Signature Rescue Logo


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!

Coolors logo

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 logo


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.

Copy ai logo


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.

Copy ai logo


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.


Many of these links are affiliate links, which means we may get a commission if you purchase. However, none of the fees of these resources have been increased to compensate us. In fact, many of the creators of these tools have given us special discounts that we get to extend to you! We only ever recommend tools that we trust and have used ourselves.