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Recommended Virtual Assistant Tools & Software

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Communication, Productivity & General Tools

Effective communication, enhanced productivity, and the right general tools are pivotal for virtual assistants to excel in their roles. These Virtual Assistant Tools play a crucial role in bridging gaps, streamlining tasks, and ensuring seamless collaboration, making them indispensable in the modern remote work landscape.

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.
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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.
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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.
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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.
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VoIP Phone Systems (Web-based)

VoIP Phone Systems have revolutionized the way businesses communicate, offering flexibility, cost savings, and advanced features. In today’s digital era, having a reliable VoIP system is essential for seamless communication, especially for remote teams. It not only ensures clear voice quality but also integrates various communication tools, making it a cornerstone for modern business operations.

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.
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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.
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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.
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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.
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Documents & Notes

Documents & Notes are fundamental components in the daily tasks of virtual assistants. With the right virtual assistant tools, managing, sharing, and collaborating on documents becomes a seamless process. These tools ensure that notes are organized, accessible, and easily shared, enhancing productivity and ensuring that no detail is overlooked in the virtual workspace.

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.
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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.
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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.
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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!

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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).
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SignRequest

SignRequest

SignRequest allows you to sign, manage and store your documents and contracts straight from your Gmail or your other favorite G suite applications. Free. From wherever you are.

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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.
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Time Tracking

Time Tracking is a critical aspect of ensuring efficiency and accountability in virtual work environments. With specialized virtual assistant tools, tracking hours, tasks, and project progress becomes effortless and accurate. These virtual assistant time tracking tools not only help in monitoring productivity but also provide insights into work patterns, enabling better time management and optimized workflows.

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.
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Clockify