Must Have Software For Virtual Assistants

When considering becoming a virtual assistant one thing that comes to mind is “will I need to learn new software?”. The answer is yes and no. The good news is you can start your virtual assistant business right now and not have to learn a ton of new software.

Below is my short-list of must-have online tools to make the most of your working relationship with your clients.


GSuite is by far one of my favorite online tools and is the most important online set of tools for any virtual assistant. For those of you who don’t know, GSuite is a web-based office suite (like Microsoft Suite just in the cloud). All you need to get started with GSuite is a Gmail account. I use Google Docs for document creation, spreadsheets, internet forms and presentations (like PowerPoint). You won’t ever have to “save” another document/spreadsheet/presentation for your client, simply send an email saying “changes have been made!”.


Whenever I have a conference call or video call with a prospect or client, I use Zoom. Zoom is free for calls up to 40 minutes in length. After 40 minutes, you’ll be cut of mid-sentence or you can upgrade to their paid account to get unlimited time.  Zoom is an excellent free service for video conference, webinars, or online training (ability to share your screen).


Asana is a project management system that keeps me organized so I know what projects are happening and what tasks I need to complete each week. It has a beautiful interface and allows me to delegate tasks and assign a due date easily. I get email reminders when tasks are due or completed. Without Asana my business would be a hot mess. I can add my clients to my projects as well as team members.

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The first thing you need when you build your virtual assistant business is a CRM (customer relationship management) system to help you keep track of prospects and clients. With Dubsado I can see every detail about every conversation with a prospect and client. I can time my work, send invoices and build out automations so that I can spend less time emailing prospects and clients and more time on billable tasks!


With Canva anyone can be a designer. Want to design a business card for free? Canva can do that. Want to create a beautiful banner for your Facebook business page? Yep, Canva can help with that. Design anything for free and make people think you hired a designer.

Acuity Scheduling

A long time ago if I wanted to schedule a call with a prospect we would go back and forth to find the perfect time. With Acuity, I just send them a link to my schedule, they pick the time that works for them based on my availability, confirm their appointment, and Acuity sends them a calendar invite with all the links and information they need to show up to our call ready to hit the ground running. Acuity also adds the appointment to my calendar automatically so I don’t need to do a thing except show up for the call!

Creative Market

Whenever I need a ready-made logo or some awesome fonts or stock photos for client work, I turn to Creative Market. It’s like the most beautiful virtual marketplace for all things creative. Beware, it’s addictive!

I’d LOVE to know what online tools you use for your VA business! How does this particular software save you time and increase your earning potential?

I can’t wait to hear from you.



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5 thoughts on “Must Have Software For Virtual Assistants”

  1. Thank you for this post. This is what I need right now since I’m just starting my business.

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