SCampillo
If you’re looking for the best virtual assistant software tools to help you grow your business while providing ease of use, I’ve got you covered!
Disclosure: Some of the links in this article may be affiliate links, which can provide compensation to me at no cost to you if you decide to make a purchase. These are products I’ve personally used and stand behind. You can read disclaimer here.
Virtual assistants have become increasingly popular in the business world over the years as a means of simplifying administrative tasks and reducing the workload of business owners and entrepreneurs worldwide. It allows for remote work anywhere as long as an internet connection is available.
Below are 40 of the best virtual assistant software and tools in 2023.
Let’s face it, building a business from scratch, whether you are a virtual assistant, freelancer, blogger, or solopreneur, is not easy. Not by a long shot! It requires hard work, determination, and perseverance in addition to a client base. But how do you build a client base when you are just starting out?
That’s a topic for another article but for the purpose of this article, one thing I’ve learned is that you need to invest in tools and resources to help you move the needle forward. That’s a given.
Otherwise, you’ll be spinning your wheels to burn out only to give up and throw in the towel.
There are a ton of tools, software, apps, and platforms to help give you a boost and generate business. You just have to find what works for you. Let’s look at 40 of my top picks to help get you moving in the right direction.
Upwork
While Upwork is not specifically designed for virtual assistants, it is a great platform for finding projects and building a client base in areas like writing, graphic design, tech, and web development.
The site helps freelancers as well as virtual assistants connect with prospects for potential projects without having to cold call or email. It’s a good resource for picking up leads and helping you grow your business.
Upwork offers both free and paid membership plans.
Who it’s good for:
- bloggers
- virtual assistants
- freelancers
- start-ups
Hubstaff Talent
Hubstaff Talent is a great platform for finding and hiring remote workers. It allows virtual assistants to browse and apply for job postings from clients across the globe. This gives VAs access to a diverse range of job opportunities, including short-term projects and ongoing work.
Hubstaff Talent is completely free for both clients and freelancers.
Who it’s good for:
- bloggers
- virtual assistants
- freelancers
- start-ups
Fiverr
Fiverr is an affordable online business marketplace that allows you to find and hire freelance virtual assistants or list your VA services as a seller on the platform.
It’s particularly a great option for businesses looking for affordable services including digital marketing, to help outsource various tasks in areas of your business you don’t have time to figure out or manage yourself.
Fiverr has been my go-to for years and has been a major time-saver for me. I can’t recommend it enough.
Free and paid plans are available.
Who it’s good for:
- virtual assistants
- freelancers
- start-ups
- bloggers
RankIQ
RankIQ is an AI SEO optimization set of tools made specifically for bloggers. This tool will tell you what keywords to use for your post and your title and what topics will rank quickly.
It also features a keyword library with low competition high traffic keywords for every niche.
If you work with clients that require optimization and keyword research for content creation, RankIQ is the software for you. It will make you shine in your client’s eyes when the results speak for themselves!
It’s not only the perfect done-for-you keyword research tool, but it will also save you hours of researching yourself that in the end may not even see the light of day on Google’s front page anyway.
RankIQ has been a game-changer for me and I highly recommend it. Plus, the customer support is on point.
Unfortunately, RankIQ does not have a free trial nor does it offer a free plan at this time but it is highly competitive in price and the only software that saves you hours of keyword research by having everything ready to go for you.
They do stand by their platform and offer a money-back guarantee if you’re not happy with the results.
Who it’s good for:
- bloggers
- virtual assistants
- freelancers
SurferSEO
If you create content for your clients, you can provide briefs with SurferSEO and use its set of optimization tools to help optimize your content to rank on Googe’s first page. It’s a great tool for updating old blog articles for SEO optimization and analyzing your website’s performance.
The platform features a keyword research tool, content audit tool, content editor, and SERP analysis tool. You’ll also receive weekly tasks to help optimize your content along with how-to-videos to take you step-by-step.
Additional features include a variety of reporting and tracking tools that allow you to monitor your website’s performance over time and identify areas for improvement.
Surfer offers a free trial with several different price plans that can be billed either monthly or yearly.
Who it’s good for:
- bloggers
- virtual assistants
- freelancers
Hootsuite
Hootsuite is among the most popular social media management tools that allows virtual assistants to manage multiple social media accounts and create content to increase their clients following. With Hootsuite, you can schedule and publish content in bulk to save you time as well as analyze social media performance.
Hootsuite offers a 30-day free trial with four pricing plans to choose from. Their Business and Enterprise plans include a demo option.
Who it’s good for:
- bloggers
- virtual assistants
- freelancers
- start-ups
AdCreative.ai
AdCreative.ai is among the best tools for creative digital marketing. The artificial intelligence platform generates high-quality, high-performing ad creatives in a matter of seconds to help save you time and easily create successful digital and social media marketing campaigns.
This AI tool is a major game changer! Especially if you are in no position to hire a marketing or sales team.
AdCreative.ai offers four different yearly or monthly pricing plans for startups, professionals, and agencies.
Get 2 months free with the yearly plan, plus 10 free credits and $500 free Google Ads credits when you sign up.
All plans offer a 7-day free trial you can cancel at any time.
Who it’s good for:
- virtual assistants
- freelancers
- start-ups
- marketing agencies
Jasper
Jasper.ai is an AI Copywriter that does just about anything you need to support your clients projects – From creating sales emails, blog posts, Facebook ads, video scripts, marketing copy, and more – Jasper features templates and various copywriting tools to help you generate the content you need.
I don’t recommend relying solely on Jasper to do all the writing for you but definitely use it to give you ideas and inspire your content creation.
Jasper is a useful tool to keep handy if creating content is a part of your VA workload.
There are three plans available and each include a free trial with monthly and yearly billing options.
Who it’s good for:
- virtual assistants
- freelancers
- start-ups
- marketing agencies
Trello
Trello is a visual project management tool that allows you to automate, plan, and manage various projects, tasks, and workflows in one platform.
Trello features integration with several different apps to make your life easier and provides a wide selection of templates to get you started or update current workflows.
There are four plans available including a free plan for individuals or teams. The Premium plan offers a free trial to explore premium features.
Who it’s good for:
- bloggers
- virtual assistants
- freelancers
- start-ups
Time Doctor
Time Doctor is a time-tracking and productivity software that helps virtual assistants and small businesses manage their time effectively. Some features include enabling users to track time spent on specific tasks and projects, set productivity goals, and receive reports and analytics on their time usage.
The 14-day free trial allows users to try out the full range of features for a limited time, after which a paid subscription is required to continue using the software.
Who it’s good for:
- bloggers
- virtual assistants
- freelancers
- start-ups
Aweber
Aweber is a comprehensive email marketing tool that allows you to create and automate email marketing campaigns, landing pages, and sign-up forms utilizing its easy drag-and-drop feature which allows you to design in minutes.
They are continuously adding new features to make lead generation and growing your email list and business much easier.
They also provide excellent customer service with 24/7 live chat support which is a major plus.
Aweber offers a free plan if you’re just starting out as well as three other plans to choose from that vary based on the number of subscribers.
Who it’s good for:
- bloggers
- virtual assistants
- consultants
- coaches
- small businesses
Flodesk
Flodesk is a fairly new email marketing platform that allows you to design unique and attractive emails, create high-converting checkout pages and forms, and amp up your business growth all on one platform.
The best thing about Flodesk is that you pay one monthly fee no matter how many subscribers you gain.
Sign up for a free 30-day trial with no credit card required or choose from three of their pricing plans with monthly and yearly options available.
Who it’s good for:
- bloggers
- virtual assistants
- freelancers
- consultants
- coaches
- small businesses
Systeme.io
Systeme.io is an all-in-one business management platform that offers a variety of tools, including email marketing, sales funnel creation, membership site design, and course creation.
It’s a one-stop-shop business tool that provides you with all you need to manage your client workload and essentially grow your business at the same time.
With Systeme.io, you can create and automate email campaigns, easily build and launch sales funnels with plenty of templates to choose from, manage and sell digital products, courses, and even create a blog.
It also includes features such as CRM, affiliate management, and integrations with popular tools such as Stripe, PayPal, and Zapier.
Systeme.io offers a free plan and three other pricing plans with monthly or yearly billing options.
Who it’s good for:
Canva
Canva is an online graphic design tool that allows you to create personal or professional graphics including logos, marketing and promotional brochures, posters, flyers, social media posts, infographics, presentations, printables for your Etsy store, and much more.
The platform also allows you to schedule content from their content calendar and print directly from the toolbar.
It also serves as a collaboration tool among team members and allows you to share templates with others.
It’s a great tool to help you grow your business and is perfect if you’re a solopreneur or an individual business doing things on your own. Canva makes life so much easier with tools that help save you time while making room for business growth.
Canva offers a free plan as well as paid plan options with monthly and yearly billing for your convenience.
Who it’s good for:
- bloggers
- virtual assistants
- freelancers
- start-ups
Evernote
Evernote is a comprehensive note-taking app and organization tool that allows you to capture and organize ideas, notes, and information in one place. It’s a great tool for project planning, and organizing your client projects.
Some features include a web clipper that allows you to save directly from your web browser, a calendar, a document scanner, and templates to help you create better notes.
Evernote offers a free plan and two other pricing plans to choose from including options for individuals and teams. All paid plans provide monthly and yearly billing options.
Who it’s good for:
- bloggers
- virtual assistants
- freelancers
- consultants
- coaches
Asana
Asana is a project management tool that allows you to manage your tasks, clients, and projects in one platform. Perfect if you’re a virtual assistant who manages complex projects, collaborations, and multiple clients and projects simultaneously.
Asana offers both free and paid plans allowing you to try them out for free. Annual and monthly billing options are available.
Who it’s good for:
- bloggers
- virtual assistants
- freelancers
- start-ups
Calendly
Calendly is a calendar management and scheduling tool that allows you to schedule meetings and appointments with clients and team members without the unnecessary back-and-forth emails that would take place otherwise in nailing down a time.
Users don’t have to have Calendly to use the software and will still be able to view available time slots while allowing them to select a meeting time.
Calendly offers both free and paid plans – billed monthly or annually.
Who it’s good for:
- virtual assistants
- freelancers
- start-ups
- coaches
Dropbox
Dropbox is an online storage platform that houses all your files on the cloud. You can store and share files with your clients and/or team members as well as collaborate with them on projects.
It’s a great way to share large files you would otherwise have a hard time sharing and is perfect for alleviating storage space on your computer.
Dropbox offers a free plan as well as three paid plans that can either be billed yearly or monthly. A 30-day free trial is also available.
Who it’s good for:
- virtual assistants
- freelancers
- start-ups
LastPass
LastPass is a password manager that allows you to securely store sensitive information and manage your passwords. Making it easy to manage multiple client accounts and passwords.
LastPass offers a 30-day free trial for personal use and a 14-day trial for business use.
Personal paid plans start at $3 per month with business plans starting at $4 per month.
Who it’s good for:
- bloggers
- virtual assistants
- start-ups
- small businesses
- individuals
Skype
Skype is a free communication tool that allows you to make voice and video calls with your clients and team members without commitment. Whether your client is local or overseas, Skype works wherever you are and can be used with mobile devices, computers, laptops, Xbox, and even, Alexa.
The platform features messaging, HD voice, and video calling making it convenient to connect with your client or team when needed from anywhere around the world.
Skype is 100% free to use worldwide.
Who it’s good for:
- virtual assistants
- freelancers
- start-ups
Hiver
Hiver is a customer service email management tool that enhances your Gmail experience and allows you to manage emails in an all-in-one platform while.
Hiver offers a 7-day free trial (no credit card required) with paid version plans billed monthly or yearly.
Who it’s good for:
- virtual assistants
- start-ups
- small businesses
Zoho CRM
Zoho CRM is a customer relationship management tool that allows you to manage your clients’ information, business processes, and boost sales from this all-inclusive platform.
It’s a great business optimization and lead management tool, that helps automate your workflow while helping you eliminate the need for manual data entry and other processes that slow down the progress of your business.
Zoho offers four monthly and yearly paid plans including a free trial with each. Pricing bundles are also available.
Who it’s good for:
- virtual assistants
- freelancers
- start-ups
- small businesses
Zoom
Zoom is a communication tool that allows you to connect with your clients via video, audio, phone, or chat.
It’s a great option for holding virtual meetings and conducting webinars, including features like team chat, whiteboard, and much more. All you need is an internet connection from a supported device.
A free version is available with four other plans that offer monthly and yearly paid options.
Who it’s good for:
- virtual assistants
- small businesses
- coaches
- consultants
Grammarly
Grammarly is an online writing assistant tool available in an app or Chrome extension designed to check your grammar, and spelling in real-time, as well as scan for plagiarism while offering suggestions to help improve your writing and eliminate errors.
This is especially a powerful tool for efficient content creation and blog posts.
A basic free plan is available as well as a premium plan for individuals and a business plan for teams. The business plan offers a 7-day free trial.
Who it’s good for:
- bloggers
- virtual assistants
- freelancers
- small businesses
Todo.vu
Todo.vu is a project management tool that allows you to manage your tasks, billing, and track time, and projects all in one platform.
They offer a free plan as well as a business plan with a 14-day free trial. Plus the opportunity to earn credits for actions taken that reduces your subscription cost.
Who it’s good for:
- virtual assistants
- freelancers
- consultants
- teams
RescueTime
RescueTime is a time-tracking and productivity tool that allows you to track how you spend your time and sends notifications for scheduled meetings or any other scheduled time you need reminders for.
It also tracks your focus which no other tool does. Perfect for analyzing and blocking distractions!
There are two plans available. Each offers a 2-week free trial.
Who it’s good for:
- virtual assistants
- freelancers
- consultants
- coaches
ClickUp
ClickUp is a one-stop shop project management and collaboration tool that allows you to manage simple tasks, clients, and projects in one platform.
With ClickUp you can also import your work from other tools such as Excel, Monday, Todoist, Trello, and other apps to help streamline your workflow.
The platform is built for small or large teams and has a visual calendar you can plug in your daily tasks for a clear picture of your day-to-day goals and projects.
ClickUp is free to join. In addition to their free plan, there are four paid yearly and monthly plans available with options to fit your business needs.
Who it’s good for:
- virtual assistants
- start-ups
- small businesses
Zapier
Zapier is a workflow automation tool that allows you to automate tasks by creating integrations between different apps and services like Gmail, Trello, Asana, Aweber, Slack, and much more.
It’s an easier way to link platforms without having to use code.
Zapier offers a free plan, which is perfect if you’re starting out. Yearly and monthly plan options are available as well.
Who it’s good for:
- bloggers
- virtual assistants
- freelancers
- start-ups
Clockify
Clockify is a time-tracking timesheet app that allows users to monitor and track their work hours among various projects to help boost productivity and streamline processes.
This is a great tool to help you stay on track even if you’re a solo virtual assistant. It comes in handy for tracking your own time and making efficient use of it while holding yourself accountable.
Clockify is completely free and provides access to unlimited users.
Who it’s good for:
- bloggers
- virtual assistants
- freelancers
- start-ups
- small businesses
Google Workspace (previously known as G Suite)
Google Workspace is a suite of cloud-based productivity software that provides tools for effective communication, team collaboration, and video conferencing, and helps facilitate different projects as well as provides cloud storage for storing and sharing files as needed.
The software also provides access to Google’s artificial intelligence and voice-activated system that uses voice commands and allows you to receive and make phone calls from any location and can also be set to different time zones.
Products included with Google Workspace:
- Gmail
- Google Calendar
- Google Drive
- Google Meet (previously known as Google Hangouts)
- Google Docs
- Google Sheets
- Google Slides
- Chat
It’s a great tool for collaborating with clients and colleagues, managing your schedule, and staying organized.
Google Workspace has four different price points that vary based on your business needs and requirements for success and start with a 14-day free trial period for up to ten users.
Who it’s good for:
- virtual assistants
- freelancers
- start-ups
- small and large businesses
QuickBooks
Quickbooks is a simple accounting software with a user-friendly interface that tracks your business revenue, and expenses, and helps to organize your financial statements by linking to your bank account. It eliminates the need for manual data entry.
Quickbooks is like your personal assistant which can also be accessed through the mobile app across most mobile devices.
Come tax season, you’ll have everything organized in one place and ready to file.
There are four different pricing plans available as well as options if you are self-employed. Plus, a free 30-day trial period.
Who it’s good for:
- virtual assistants
- freelancers
- start-ups
- small businesses
Freshbooks
Similar to Quickbooks, Freshbooks is an easy-to-use accounting and invoicing software that provides you with the right tools for invoicing, time tracking, financial reporting, and balance sheets to help you run your business more efficiently.
The best part is, come tax season, it is much less stressful.
Freshbooks offers a 30-day free trial with no credit card required. Cancel at any time. They also offer three different yearly and monthly affordable plan options with a fourth custom plan for more complex businesses.
Who it’s good for:
- virtual assistants
- freelancers
- start-ups
- small businesses
Todoist
Todoist is a task management tool and to-do list app that allows you to organize and manage your daily work tasks in a way that makes life so much easier. There’s a reason why this task manager is still in business 15 years later!
They also feature free templates to help you facilitate tasks, appointments, goals, and much more.
Todoist offers a free plan and two affordable pricing plans which can be billed annually or monthly.
Who it’s good for:
- bloggers
- virtual assistants
- freelancers
- small businesses
Buffer
Buffer is a social media management tool kit that allows you to manage your client’s social media and marketing accounts allowing you to schedule posts in advance. Buffer now features an AI assistant!
Buffer offers a free plan and three monthly and yearly plans with a free 14-day trial period that can be canceled at any time.
Who it’s good for:
- bloggers
- virtual assistants
- freelancers
- small businesses
HubSpot
HubSpot is a customer relationship management and lead generation marketing software that provides everything you need to deliver the best customer support experience in an all-in-one simple-to-use interface.
Hubspot offers pricing plans for individuals and small teams as well as businesses and enterprises with monthly and yearly plans available.
A Free Tools plan is also an option if you’re exploring and want to try it out first. Although some features may be limited in this plan.
Who it’s good for:
- virtual assistants
- freelancers
- start-ups
- small and large businesses
Loomly
Loomly is a social media management platform designed to help save you time by providing you with essential social media tools to help manage social media platforms like Facebook, Twitter, and Instagram among others.
Loomly also features a content library to manage your resources in one place, provides you with post ideas, optimization tips, post mockups, automated posting, and analytics to measure progress.
The platform offers five different pricing plans each with the option to try Loomly for free.
Who it’s good for:
- virtual assistants
- freelancers
- small businesses
Apple Mac Virtual Assistant Tools
Fantastical
Fantastical is an Apple calendar app that allows you to manage your schedule across mobile Apple devices from anywhere. It also offers natural language processing which makes it easy to create events, meetings, and reminders while on the go.
Alfred
Alfred is an Apple productivity app that observes and saves your Mac usage behaviors and prioritizes results while allowing you to perform various tasks using custom keyboard shortcuts to help save you time.
BusyCal
BusyCal is a powerful calendar app for Mac that offers flexibility, customization, and reliability. It includes integrations and time-saving features that are compatible with iCloud, Reminders, Google, Office 365, Exchange, and many others. It’s a great tool to have handy no matter where you go.
MindNode
MindNode is a mind-mapping tool for Mac that allows you to organize and visualize your thoughts and ideas in one spot. Features include drag and drop, multiple themes and templates, and integrations with Reminders and other apps like Evernote. You can also use MindNode to import or export your essential TaskPaper documents.
Conclusion
The 37 virtual assistant software and tools listed in this post are some of the best in the market. With the increasing demand for virtual assistants, it’s important to have a toolkit in place to keep up with the competition.
By investing in virtual assistant software and tools, you can streamline your work to help you work more efficiently and provide higher-quality services to your clients.
Furthermore, incorporating these tools into your workflow will help save you time, increase productivity, and take your virtual assistant business to the next level.)
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Sandra Campillo
Sandra Campillo is an eco, vegan lifestyle and travel blogger and entrepreneur. Join Sandra and her community of readers on SandraCampillo.com to learn how to live a healthier, more sustainable, and compassionate way of life while creating a passive income lifestyle.
