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
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.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.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.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.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
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.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.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.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.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
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.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.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.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!
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).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.
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.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
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.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.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.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.Project Management
Project Management is the backbone of organized and successful task execution in any business setting. Leveraging virtual assistant tools tailored for project & time management ensures that tasks are prioritized, deadlines are met, and teams collaborate effectively. These tools provide a centralized platform to monitor progress, allocate resources, and streamline communication, ensuring projects stay on track and objectives are achieved efficiently.
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!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.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.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!Clio
The cloud-based legal practice management software that makes running your firm, organizing cases, and collaborating with clients from one place possible.Scheduling & Appointments
Scheduling & Appointments are integral to maintaining a smooth workflow and ensuring timely interactions. Utilizing virtual assistant tools designed for scheduling allows for effortless coordination of meetings, reminders, and deadlines. These tools eliminate double bookings, provide timely notifications, and ensure that both daily tasks and important appointments are seamlessly integrated into one’s calendar, promoting punctuality and efficient time management.
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.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!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!CRMs
CRMs (Customer Relationship Management systems) are pivotal in nurturing and maintaining strong customer relationships in today’s competitive business landscape. By leveraging virtual assistant tools optimized for CRMs, businesses can efficiently track customer interactions, sales pipelines, and feedback. These tools provide a consolidated view of customer data, ensuring that every touchpoint is personalized and informed, ultimately driving customer loyalty and enhancing business growth.
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.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.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 🙂Forms & Quizzes
Forms & Quizzes serve as essential tools for gathering information, gauging audience engagement, and conducting assessments. With the integration of virtual assistant tools tailored for creating and managing forms and quizzes, businesses can design interactive and user-friendly surveys with ease. These tools ensure accurate data collection, real-time feedback, and insightful analytics, enabling businesses to make informed decisions and enhance user engagement.
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!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.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.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.Business Automation
Business Automation is the key to optimizing operations, reducing manual tasks, and ensuring consistent results in today’s fast-paced business environment. By harnessing virtual assistant tools designed for business automation, companies can streamline processes, eliminate redundancies, and achieve higher efficiency levels. These tools empower businesses to automate repetitive tasks, ensuring accuracy and freeing up valuable time, allowing teams to focus on strategic initiatives and drive growth.
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!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.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.Accounting & Bookkeeping
Accounting & Bookkeeping are foundational pillars for maintaining a business’s financial health and ensuring transparency. With modern tools and software, these crucial tasks are simplified, offering automated solutions for invoicing, expense tracking, and financial reporting. Leveraging these tools ensures accuracy, compliance, and timely insights into a business’s financial status, enabling informed decision-making and fostering sustainable growth.
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.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.Email Marketing & Automation
Email Marketing & Automation are powerful strategies to nurture leads, engage customers, and drive conversions in the digital age. By utilizing cutting-edge tools tailored for email campaigns and automation, businesses can craft personalized messages, segment audiences, and schedule timely communications. These tools not only enhance open rates and click-throughs but also provide valuable analytics, ensuring that email marketing efforts are optimized for maximum ROI and fostering lasting customer relationships.
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.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.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.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.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 moreMailShake
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.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.Analytics & SEO
Analytics & SEO (Search Engine Optimization) are indispensable for understanding online performance and optimizing digital presence. By leveraging tools designed for analytics and SEO, businesses can gain insights into website traffic, user behavior, and search engine rankings. These tools provide actionable data, allowing companies to refine their strategies, enhance visibility on search engines, and ensure that their content resonates with the target audience, driving organic growth and boosting online credibility.
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.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.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.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.Graphic Design, Stock Images & More
Graphic Design, Stock Images & More play a pivotal role in enhancing a brand’s visual appeal and conveying messages effectively. With the right tools and platforms, businesses can create compelling visuals, source high-quality images, and ensure consistent branding across all mediums. These resources not only elevate marketing campaigns but also captivate audiences, making content more engaging and memorable. In today’s visually-driven digital landscape, having access to top-tier design tools and diverse image libraries is essential for standing out and making a lasting impression.
Video & Animation
Video & Animation have emerged as dominant mediums for storytelling, product showcasing, and audience engagement in the digital era. By utilizing specialized tools for video creation and animation, businesses can craft dynamic content that resonates with viewers, driving both retention and conversion. These tools enable the production of high-quality visuals, captivating animations, and immersive experiences, ensuring that brands can effectively communicate their message and stand out in a crowded digital landscape.
Tyle
Photo slideshow video maker to quickly and easily create the most suitable video content for social media.30-second Explainer Videos
Let video animation experts craft, design and animate the perfect explainer video to promote your business.Web Design & E-Commerce
Web Design & E-Commerce are critical facets of a brand’s online presence, directly influencing user experience and sales conversions. By leveraging virtual assistant tools tailored for web design and e-commerce, businesses can create intuitive, visually appealing, and user-friendly websites and online stores. These tools facilitate the seamless integration of product listings, payment gateways, and customer reviews, ensuring a smooth shopping experience for users.
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.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!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.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!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!Hosting & Domains
Hosting & Domains are the foundational elements of establishing a robust online presence. Reliable hosting ensures that websites remain accessible, load quickly, and offer a seamless user experience, while a memorable domain name reinforces brand identity and aids in online discoverability.