There are so many options for choosing the right virtual assistant software, tools, apps, and resources to use in your virtual assistant business. As a tech lover, I’ve tried a lot of them, and have rounded up my absolute favorites to help you build and grow your service-based business.
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Virtual Assistant Software and Tools for Productivity
Using the right tools to organize your business and keep yourself productive is essential as your business grows and you are working with multiple clients. Anything that can help you automate and take tasks off your plate is a win-win!
Here are the virtual assistant tools I use for productivity in my business:
Even before I had a team, I LOVED using ClickUp and I use it for literally everything. It is my to-do list, my marketing plan, my client work, my meetings and includes my entire workload. If it’s not in ClickUp, it likely won’t get done.
When it comes to project management systems, I’m a big believer in choosing the one that works best for you. They aren’t one size fits all, but for me, ClickUp has been by far the best one I’ve used and actually utilized effectively for my business.
Here are some awesome tips for using ClickUp:
- Download and use the Chrome extension for easily adding a task quickly
- Connect it to your Google Calendar so any new events can automatically be assigned to you as a task (thanks, Zapier, for being able to do this!)
Slack is a really great communication tool for using with your team or your clients. Emails can become overwhelming, but Slack makes it easier to build separate channels for different team members or one for each client.
I’m a fan of Voxer for client support, too, especially as an introvert. You can use it in place of Zoom for client calls, or just use it as a text/audio method for clients to reach out to you – instead of Slack.
I even offer Voxer Coaching Packages now for clients!
4. Google Drive
Google Drive (and G-Suite) is a great way to store all of your business and client files in one handy place. I love that Google Drive is accessible from any of my devices and I can organize my entire system. Productivity for the win!
Zapier is the ultimate tool for automation. Using Zapier, you can make almost any systems you use work together and connect with each other automatically. I have automated zaps set up for all of my member management for my two memberships.
A member’s payment failed? Thanks to Zapier, they are automatically added to a spreadsheet for tracking, added to an automation to receive a ‘payment failed’ email in ConvertKit, and my team is notified in Slack. All without having to do anything.
That’s how Zapier works and the beauty of it.
Dubsado is the perfect virtual assistant tool for client management, including proposals, contracts, and invoices. But, one other feature that I truly love with Dubsado is the ability to incorporate your calendar and lead forms into it. Then, you can automate workflows!
Here is an example workflow I had set up for Pinterest management clients:
- Potential client filled out lead form from Dubsado on my website
- After we agree on services and proposal, I add them in Dubsado to my workflow for the Pinterest management package they chose
- The workflow:
- Automatically sends a welcome email with the next steps (agreement, initial invoice, welcome packet)
- Automatically creates and sends the agreement
- Once the agreement is signed, Dubsado will automatically create and send the initial invoice
- A task is then created in Dubsado to remind me to create a recurring invoice (since it can’t be done through workflows)
I also have a separate workflow and form for my VIP Creativity Day service, which includes:
- The client fills out the embedded VIP day application form on my website
- After working out the package, confirming my availability, and making sure we are the right fit to work together, I add the VIP workflow to their project in Dubsado, which will then:
- Automatically creates and sends the agreement
- Once the agreement is signed, Dubsado will automatically create and send the invoice
- Once the invoice is paid, they will receive a Dubsado calendar link in an email for them to book their VIP day
- With Zapier, a meeting booked in Dubsado automatically creates a meeting in Zoom
- My google calendar is connected in Dubsado, so it automatically gets added to my calendar and then added to ClickUp
- The day before their VIP day, they are sent a reminder email with the automatically created Zoom meeting link
All of those steps are done AUTOMATICALLY through Dubsado workflows.
Other alternatives: HoneyBook
Zoom is definitely my go-to for recording. I also use it for recording guest interviews for my podcast because you can record each person speaking into separate audio files — podcast editing is made easier with this feature.
Loom is a great screen recording tool for sharing quick videos, how-to’s, or tutorials for clients or for your team. Download the chrome browser extension to make it even easier to use.
There is now a 5-minute video limit on Loom recordings unless you pay for a plan.
Other Productivity Tools for Virtual Assistants:
Another awesome tool for making the most of your time is the chrome extension, RescueTime. This tool tracks what you are doing online and it can be a real eye-opener. If you are one of those people who are busy all day, but at the end of the day, can’t remember where your time actually went — RescueTime can help you figure out where your time is being spent.
Virtual Assistant Software and Tools for Digital Products
Want to add digital products into your revenue streams as a virtual assistant or service provider? These are my favorite tools, as well as a few alternatives that you can use to create, design, sell, and deliver digital products.
I use ThriveCart for most of my checkouts and programs for digital products. I love it because it is a one-time fee, no monthly subscription, and it has a huge amount of tools and features included.
A few of the best features:
- Easily add order bumps to your check out carts
- Built-in affiliate program
- Easily connects to your email marketing platform for delivery emails of digital products or for access emails
- Recurring payments, split payments, and it integrates with PayPal or Stripe
- Beautiful check out pages that are completely customizable
I started using Podia as well for hosting my courses and programs. It’s much easier to use than other programs out there for course creation and is fairly lower priced.
Need to host videos somewhere else? Vimeo is the best for video hosting. I use Vimeo to store my monthly coaching call video recordings that I can then embed directly into my membership site (which is on WordPress). I’ve also used it for hosting all of my virtual summit presentation videos, too.
I use AccessAlly as my powerful WordPress plug-in that creates and manages my two membership sites: Entrepreneur Templates and the Introvertpreneur Club. It seamlessly integrates with your email marketing platform so that only members can access specific pages.
I also used AccessAlly for hosting my virtual summit on WordPress, as well.
A really great option for hosting live or evergreen webinars. Demio has so many features and it’s super easy to use, even for those less tech-savvy! You can use their built-in pages, or just embed the sign-up form on your own website or landing page.
Virtual Assistant Tools for Email Marketing
Quizzes are a great way to grow your email list and there is no tool that makes it easier than Interact. They make it super easy to build a quiz for lead generation and really utilize people’s answers to target your email marketing funnels even better.
ActiveCampaign is a more expensive email marketing platform, but that’s because it is such a powerful tool. If you want to make the most of your email funnels, automations, segments, etc., ActiveCampaign might be a great investment for you.
A little less expensive vs ActiveCampaign, but still a really great option is ConvertKit. I use ConvertKit for my email lists for Introvertpreneur and The Tara Reid, which works well since both audiences are fairly integrated. We also use a lot of funnels, automations, segmenting and tagging, to target our subscribers with more specific content in our emails.
Virtual Assistant Software and Tools for Social Media
A social media scheduler is essential for planning your social media content! My personal favorite that I use is Planoly for Instagram. I love the interface, the auto-posting capabilities, and the ability to save hashtags. You can also easily auto-post hashtags as the first comment to keep your caption a little clearer.
For Facebook, I use their own scheduler to schedule posts for my pages.
18. ColorJoy Stock
ColorJoy Stock is my favorite go-to stock photography subscription site for female entrepreneurs. Their photo collection has so much variety and is so inclusive. Diversity is important to me, and this is the stock subscription I’ve found with the most inclusion.
19. Entrepreneur Templates
I can’t make this list without including my own resource for virtual assistants and service providers. Entrepreneur Templates is a Canva templates membership for creative entrepreneurs. Our library includes 1,300+ templates and they can ALL be used for client work, too.
Virtual Assistant Training and Courses
20. Start, Thrive, Scale
My signature program is called Start, Thrive, Scale and it is 3 courses in 1. Focused on helping service providers and virtual assistants throughout their entire journey. Whether you are starting your business, thriving in business, or wanting to scale your business – this program has what you need.
With almost 100 lessons, a private community, support, and coaching, this is definitely the best virtual assistant training course out there. I might be a little biased, though!
We open enrollment twice per year, in May and October. You can sign up for the waitlist right here!
21. Client Finder Framework
How do I find clients? The number one question I’m always asked, so I created a self-study program that walks you through every client-finding method so you can start signing on more clients.
22. Become a Pinterest VA Today!
If you are thinking about diving into Pinterest Management as a service or the main focus of your business, I recommend the Become a Pinterest VA Today! program. This course will give you everything you need to know to build a successful Pinterest management business.
Other Virtual Assistant Resources
23. Canva Pro
Obviously, I love Canva. I love it so much I created a Canva templates membership, after all, and I can’t recommend Canva Pro enough. The free version of Canva is great but the pro version offers so many extra goodies and features. You’ll have access to many more fonts, graphics, elements, photos, and features. It’s well worth the small monthly investment.
If you plan on adding blogging to your content marketing strategy, Grammarly is an awesome tool for that. The Pro version offers extra features and insights and can really help you take your writing to the next level.
All of these virtual assistant tools and resources will help you work smarter, not harder, and grow your business even further. Do you have any other tools that you love using in your virtual assistant business?