23 Virtual Assistant Software, Tools, Apps and Resources

As an introverted virtual assistant, your energy is one of your most important business assets. The right tools don’t just help you “do more” – they help you protect your time, set calm boundaries, and serve clients without being glued to calls or your inbox all day.

In this updated guide, you’ll find 23 tried-and-true virtual assistant software tools, apps, and resources to help you:

• Track your time and protect your focus
• Stay organized across multiple clients and projects
• Communicate clearly (without constant Zoom fatigue)
• Automate repetitive admin tasks
• Get paid smoothly and professionally

How to Choose the Right Tools for Your VA Business

Before you start signing up for every free trial, pause and ask:

• What services am I offering right now?
• How many clients am I actively managing?
• Where do I feel the most overwhelmed or disorganized?
• How much time do I actually want to spend in meetings or live chats?

Start with the tools that solve your biggest friction points first. You can always layer on more later.

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:

1. ClickUp

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 from your email (or anywhere else on the web, technically!)
• Connect it to your Google Calendar so any new events can automatically be assigned to you as a task

In my own business, ClickUp AI Super Agents also handle a lot of the repetitive admin and content work inside ClickUp. My agents easily save me at least 20 hours per week by helping with SEO optimization, task updates, and follow-ups – all without adding more meetings to my calendar.

Other alternatives: Asana, Trello, Monday

2. Slack

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.

Tip for introverts: Set expectations upfront about your response times to avoid feeling pressured to reply instantly.

3. Voxer

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!

Other alternatives: Dropbox, OneDrive, Box

5. Zapier

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.

6. Dubsado

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

7. Zoom

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.

8. Loom

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. Another alternative I’ve been using a lot lately is ScreenPal.

Other Productivity Tools for Virtual Assistants: 

If you are working hourly, time tracking software is a must. Toggl and Harvest are some good and easy-to-use options for tracking your time.

If you don’t want to use Dubsado for your calendar, other alternatives are Calendly or Acuity or my personal fave, TidyCal.

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.

AI & Content Support Tools

AI tools can help you draft content, brainstorm ideas, and speed up research – especially helpful when your brain feels tired.

9. ChatGPT

An AI assistant that can help you:

• Draft blog posts, emails, and social media content (which you then edit for voice)
• Brainstorm content ideas for clients
• Outline SOPs and client processes

Use it as a starting point, not a final draft. Always edit for your brand voice.

10. Google Gemini

Google’s AI assistant that integrates with Google Workspace.

• Summarize long documents or threads in Google Docs or Gmail
• Suggest email replies to speed up your inbox time
• Help with quick research tasks

Great for: introverts who want to save mental energy on “blank page” tasks.

You can also experiment with Claude, another AI assistant that’s especially strong at thoughtful long-form writing and brainstorming. Many introverted entrepreneurs like Claude’s calm, clear tone for content support.

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.

11. ThriveCart

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

12. Podia 

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.

Other alternatives: Kajabi, Kartra, New Zenler, LearnDash, Thinkific, Teachable

13. Vimeo

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 course site (which is on Teachery now). I’ve also used it for hosting all of my virtual summit presentation videos, too.

Other alternatives: Vidyard, YouTube (just make private videos as ‘unlisted’)

14. AccessAlly

I used to 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 previously used AccessAlly for hosting my virtual summit on WordPress, as well.

Other alternatives: MemberPress, Memberful

15. Demio

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.

Other alternatives: EasyWebinar, Zoom Webinar, GoToWebinar, WebinarJam

Virtual Assistant Tools for Email Marketing

16. Interact

Quizzes are a great way to grow your email list and there is no tool that makes it easier than Interact. Interact makes it super easy to build a quiz for lead generation and really utilize people’s answers to target your email marketing funnels even better.

Here is an example of my quiz that was created using Interact.

17. ActiveCampaign

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.

I used to use ActiveCampaign for my previous business email list because it was so integrated with the membership platform.

18. ConvertKit

A little less expensive vs ActiveCampaign, but still a really great option is ConvertKit. I used to 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.

Other email marketing alternatives: Drip, MailerLite, MailChimp, FloDesk

Virtual Assistant Software and Tools for Social Media

19. Planoly

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.

Other alternatives: Buffer, Hootsuite, Later

20. Styled Stock Society

Styled Stock Society 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.

Other alternatives: Pixi Stock

Other Virtual Assistant Resources

21. 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.

22. Grammarly

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.

23. Zapier

Think of Zapier as the glue that connects your favorite apps.

• Automate tasks like sending client intake forms to Google Drive
• Add new purchases from your checkout tool to your email list
• Post notifications in Slack when a new client signs a contract

You can start with pre-built “Zaps” and gradually build more complex automations as you get comfortable.

If you’re looking for a more budget-friendly automation platform, Pabbly Connect offers similar “connect your apps” workflows on a flat-fee lifetime plan. I also have a $9 training called ZapLESS that walks you through getting started with simple Pabbly Connect automations, even if you’re brand new to systems.

Final Thoughts: Start Small and Build Your Stack Over Time

You do not need all 23 tools to be a successful virtual assistant.

Pick 3–5 tools that will genuinely make your business feel lighter right now. For many introverted VAs, that might look like:

• One project management tool (like ClickUp)
• One primary communication tool (like Slack or Voxer)
• One client management/scheduling tool (like Dubsado or TidyCal)
• One time tracking tool (like Toggl Track)
• One AI assistant (like ChatGPT) to support content and ideas

As your business grows, you can layer in more advanced automation, CRM features, or team tools.

The goal isn’t to use more tools – it’s to choose the right ones that quietly support you, your clients, and your introverted energy while you build a sustainable, service-based business.