Recommended Tools & Software

Tools Quick Menu

Productivity, Sales & Admin

Communication, Productivity & General Tools

Telegram

Telegram

Our #1 instant messaging communication tool, this is how we get in touch with our internal team, and all of our VAs. Type, send voice notes, images, video and more. You can also make free voice and video calls. Fast, easy and free.
Read More
Zoom

Zoom

Probably the most popular tool today for video calls, presentations, and team meetings for the virtual workforce. We have 3 premium accounts, and we love it! Our team, VAs, and clients all use it.
Read More
Grammarly

Grammarly

Avoid simple grammar and spelling issues with this amazing Chrome extension. Let’s you easily correct mistakes while writing emails, Google docs, and more. Our entire VL team uses it, and most of our VAs too.
Read More
RescueTime

RescueTime

Stop getting distracted from browsing online. This app lets you block specific sites during work hours, so you can focus on increasing productivity. A great tool to “rescue your time”. Our founder has used this for quite some time.
Read More

VoIP Phone Systems (Web-based)

Google Voice

Google Voice

The easiest way to get a free US-based phone number, to make/receive calls. Sign-up in the US, then share the login with your virtual assistant (VA), so they can easily take care of your incoming and outgoing office calls.
Read More
RingCentral

RingCentral

RingCentral is one of the most popular VoIP systems used by many of our clients. It offers a variety of features, competitive pricing, mobile apps, and many integrations. The setup and interface may take longer to learn/setup compare to Google Voice or DialPad.
Read More
Nextiva

Nextiva

A popular VoIP system among small businesses, offering many of the most popular features and affordable prices. A great alternative to RingCentral with fewer integrations.
Read More
DialPad

DialPad

Probably the most popular tool today for video calls, presentations, and team meetings for the virtual workforce. We have 3 premium accounts, and we love it! Our team, VAs, and clients all use it.
Read More

Documents & Notes

Dropbox

Dropbox

A personal favorite, Dropbox is our preferred cloud storage platform. Let us share documents with staff, clients or VAs with a single sharing link, automate our recruitment process via Zapier, and more.
Read More
Mega

Mega

Want more than Dropbox’s 2GB of free space, then check out MEGA, a tool that provides you with 50GB of free space, and works very similarly to Dropbox. Including file sync on your computer, links to share documents, and more.
Read More
Google Drive

Google Drive

The most popular way to create, share, and store documents is using Google’s Suite of free docs, spreadsheets, and presentations. Most of our team’s standard operating procedures (SOPs), VAs application, and internal documents are stored here.
Read More
Proposify

Proposify

Send web-based proposals, with easy-to-sign digital signatures, and save hundreds of hours creating agreements, quotes or proposals. Since our team switched to using this, we dramatically increased our productivity. Automates with Zapier too!
Read More
DocSketch

DocSketch

Have anyone easily sign documents online. It’s super easy to use, with unlimited docs signatures, and quick to setup docs. Free to start, plus super affordable paid versions (vs DocuSign, HelloSign, etc).
Read More
SignRequest

SignRequest

Want more than Dropbox’s 2GB of free space, then check out MEGA, a tool that provides you with 50GB of free space, and works very similarly to Dropbox. Including file sync on your computer, links to share documents, and more.
Read More
FreshProposals

FreshProposals

A new option for creating proposals, agreements and sign documents online. It’s similar to Proposify, and an app our team is currently testing out.
Read More

Time Tracking

Toggl

Toggl

A free, feature-rich time tracking tool that many of our virtual assistants (VAs) use to track their work hours with our clients. Easy to sign up, track time and create reports.
Read More
Clockify

Clockify

Another one of our popular free time tracking tools. It’s preferred by many of our VAs for its ease of use, colorful interface, 40+ integrations and great reporting.
Read More
HubStaff

HubStaff

A professional-level time tracking tool, with lots of advanced features, settings, integrations, users management and more. Looking for a pro paid version? This is our pick.
Read More
Time Doctor

Time Doctor

Time doctor is a well-established player in the time-tracking space, with a lot of features and functionality for small to medium businesses. No free version, starts at $10/user/month.
Read More

Project Management

Infinity

Infinity

Our team’s choice for the BEST and most modern project management tool we’ve used so far (It’s our 5th one, and probably not ever leaving it). Infinity is a “work management” tool with amazing flexibility to manage any project. It’s sort of a combination of Trello, Asana, AirTable, Monday.com and more. Highly recommended!
Read More
TeamWork

TeamWork

Our team used Teamwork for a few years prior to switching to Infinity. We loved it, and believe it’s one of the best project management tools available. Easy to use, professional features, integrations, mobile apps, and more. Part of a suite of other apps.
Read More
ActiveCollab

ActiveCollab

ActiveCollab is a great project management tool, which we used prior to TeamWork, and we very much enjoyed it. It was a great upgrade from Trello’s free plan, and the perfect tool for a few years while managing under 20 projects at a time.
Read More
Trello

Trello

Trello was the first project management tool our team used. Its user interface design makes it easy to use, view, and understand, yet it lacked some pro features we began to need. However, we highly recommend Trello for starters!
Read More
Clio

Clio

The cloud-based legal practice management software that makes running your firm, organizing cases, and collaborating with clients from one place possible.
Read More

Scheduling & Appointments

Book Like a Boss

Book Like a Boss

If you’re ready to save hundreds of hours in booking calls and appointments, BLAB should be your tool of choice. Our entire team uses it, to save us time in setting up calls and interviews with clients and VAs. It’s easy to setup, use, and customize.
Read More
Calendly

Calendly

Calendly was probably the pioneer in this category, making it easy for everyone to setup appointments with easy by just sharing a link with anyone looking to book an event, call or appointment. Similar to BLAB, but simpler. Start for free!
Read More
Acuity

Acuity

Acuity is probably one of the top-tier scheduling systems for users looking for the most advanced features to book appointments. It’s popular with established businesses, but it’s naturally higher priced than competitors. Worth every penny though!
Read More

CRMs

Solve360

Solve360

Solve360 was our previous CRM, which worked as a hybrid CRM + project management system. It’s easy to use, has great tech support, and lots of features to make it easy for any team to fully manage clients and projects in a single platform.
Read More
HubSpot CRM

HubSpot CRM

HubSpot markets itself to small businesses, but it’s really not for tiny companies or entrepreneurs (Based on it’s $800/mo pricing for the bundled CRM + Marketing suite). Yet, they offer their awesome CRM for free, so it’s worth a look.
Read More
Insightly

Insightly

Best for a simple, easy to use CRM solution, plus free for 2 users. If you’re just starting out, this is probably your best choice. It was the first CRM out team used 🙂
Read More

Forms & Quizzes

JotForm

JotForm

After our CRM tool, this is our second most important tool. We use it to collect VAs application info, client requirements, reviews, and lots more. It integrates with Zapier to automatically save collected data into our CRM. By far, one of our top favorite tools!
Read More
TypeForm

TypeForm

A popular online forms tool to collect data from users one question at a time, although our team doesn’t use it (we support JotForm all the way…), we do love the interface and ease of use to gather people’s info quickly. A great tool to check out.
Read More
Interact

Interact

Interact lets our team create fun quizzes that provide our users with personalized results based on their answers. It’s a great way to collect leads. It’s easy to setup, customize, and then integrate with multiple systems.
Read More
Response Suite

Response Suite

This app is similar to Interact, but with more advanced features and customizations. Not recommended for a beginner, but great for those who want full control of their quizzes and online surveys.
Read More

Business Automation

Zapier

Zapier

Our founder calls Zapier his “Magic wand”, as Zapier lets our team automate 50+ processes to help our team do more with their time while letting technology do the rest. Our business would NOT be where it is today without it. Absolute must use tool!
Read More
PieSync

PieSync

We love Zapier, yet, it doesn’t offer true 2-way syncs between web-based apps,yet PieSync comes to the rescue by offering exactly that. Easy to use, and very reliable. Totally worth using if you’re looking for syncing data in real-time.
Read More
IFTTT

IFTTT

We think of IFTTT (If This Then That), as Zapier’s younger sibling, which offers less robust automation, yet it’s still a very powerful tool to connect apps, save time, make the digital things you love more powerful.
Read More
TexAu

TexAu

Similar to IFTTT, TexAu lets users setup pre-existing recipes to interconnect apps, and automate various web-based processes to save time and money.
Read More

Accounting & Bookkeeping

Quickbooks Online

Quickbooks Online

As the most popular tool for small business accounting, Quickbooks online is used by most of our clients as well as our company. Starts at a reasonably low rate, and can grow as you grow. Also offers payroll services, payment processing, and more.
Read More
WaveApps

WaveApps

WaveApps offers a free, fully-featured web-based accounting system, and only charges for optional add-on services. This app is great for any business just starting out, and can be used for virtual assistants, freelancers and many others.
Read More
Marketing

Email Marketing & Automation

Automizy

Automizy

This is our company’s email marketing tool of choice. It’s super easy to setup and use, has many features, and it’s reasonably priced. We switched from using ActiveCampaign to this. The only part that’s lacking is a strong built-in CRM.
Read More
ActiveCampaign

ActiveCampaign

ActiveCampigns offers a hybrid between a CRM system and an email marketing automation tool. It starts at just $9/mo, but can quickly increase based on the number of contacts in your database. A great option to get started with marketing automation.
Read More
MailChimp

MailChimp

Probably the most recognized email marketing tool out there. Start for free, and stay free forever when your list is under 2,000 contacts. The best choice for simple email campaigns, and linear drip emails without advanced marketing funnels or automation.
Read More
Platformly

Platformly

A new player in the space of offering a CRM + Email marketing automation + SMS/text messaging automation. It’s a tool that’s constantly being updated and offers great value for the level of features it offers and the price point it starts at.
Read More
LemList

LemList

This is our company’s tool of choice for most of our cold-email outreach campaigns, which has provided us with the best open rates and replies. It’s SUPER well designed, has a great support team, and is very easy to use, review results and much more
Read More
MailShake

MailShake

MailShake is very similar to LemList, but offers some different features at a more expensive starting price. MailShake, like Lemlist, is one of the innovators for cold-email outreach campaigns that allows you to send emails directly from G-mail/Gsuite.
Read More
Snov.io

Snov.io

Snov is a hybrid email marketing tool that combines a beautiful visual interface to create complex email funnels, like Automizy and ActiveCampaign, but specifically designed for cold-email outreach to send emails from G-mail/Gsuite and SMPT accounts.
Read More

Analytics & SEO

Google Analytics

Google Analytics

The best free website analytics tool provided by Google. It gives you the free tools you need to analyze data for your business in one place.
Read More
AccuRanker

AccuRanker

This is our favorite tool for tracking search engine keyword rankings, which lets our team constantly monitor if our website rankings are increasing/decreasing in order to measure the success of our content marketing and SEO efforts.
Read More
SE Ranking

SE Ranking

This is very similar to AccuRanker, and is also used by our team to monitor the keywords that Virtual Latinos is interested in ranking high on Google, it offers automated reporting, keyword trends, historical comparison and much more.
Read More
Capturly

Capturly

Full-scale analytics to view, understand and optimize your website’s user experience. View video recordings of how your users browse and click through your site, explore heatmaps of your webpages and more.
Read More

Graphic Design, Stock Images & More

Canva

Canva

Easily design graphics online, without any previous graphic design experience
Read More
Fotor

Fotor

Alternative to Canva that also include online photo editing tools
Read More
DepositPhotos

DepositPhotos

Download high quality, high-resolution stock photos at very affordable prices
Read More
123rf.com

123rf.com

Popular stock photography resource, with super low prices. Great for any business.
Read More
FlatIcon

FlatIcon

Find, customize, and download flat-style icons to use for your branding
Read More
FreePik

FreePik

A great resource to find free stock photos, illustrations, vectors and more
Read More

Video & Animation

Tyle

Tyle

Photo slideshow video maker to quickly and easily create the most suitable video content for social media.
Read More
Wave.Video

Wave.Video

Multi-purpose video tool, including online video editing, hosting and more.
Read More
30-second Explainer Videos

30-second Explainer Videos

Let video animation experts craft, design and animate the perfect explainer video to promote your business. They did our Virtual Latinos 1 min video: https://bit.ly/VLintrovideo1min
Read More

Web Design & E-Commerce

Intercom Live Chat

Intercom Live Chat

Our live chat software of choice for many years, Intercom is the gold standard for live chat + tech support. It offers a suite of amazing tools, features, and the best for SaaS companies. As we’re not one of them, their new pricing structure was too high for us, so we replaced it and are now using HubSpot’s free live chat.
Read More
HubSpot Live Chat

HubSpot Live Chat

This is a free live chat that’s built into the free HubSpot CRM. It’s super easy to use, comes with important basic features, the ability to customize colors, schedule, users and more!
Read More

Personizely

Personizely

Want to show pop-ups, yet have full design customization flexibility, make it easy to install them, launch them, and track the results, then Personizely is the tool for you. There are many tools like it, but we like this one and use it for our pop-ups and lead magnets.

Read More
Influence

Influence

If others trust you, it’s likely new people will trust you too. Thus, trust brings new customers, which brings new trust. Influence shows your users pop-ups showing the new users who signed up to your company’s platform, or purchased from you, which helps increase confidence in the fact that your company has real users already buying from you!
Read More
Gumlet

Gumlet

Real-time image optimization for your website images, to help your website load faster and improve it’s SEO rankings. Gumlet delivers image with right size and quality to your users. Fast and easy to install and use. Gumlet powers our VL website images!
Read More

Hosting & Domains

A2Hosting

A2Hosting

Our choice for hosting our website with both shared hosting and VPS
Read More
DigitalOcean

DigitalOcean

A great hosting alternative to creating more customized hosting services
Read More
InMotion Hosting

InMotion Hosting

Another popular hosting service, with highly-rated technical support team
Read More
NameCheap

NameCheap

Our choice to purchase all of our domain names, including VirtualLatinos.com
Read More