Virtual Assistant Tools

Top recommendations for Upward VAs. 

Apps and platforms and software, oh, my! Navigating a packed marketplace searching for only the best and essential tools to use for your virtual assistant business can be a challenge. These are my top recommendations to help you conquer the overwhelm and take you straight to the good stuff. 

Keep in mind that I may receive commissions when you click my links and make purchases. However, this does not impact my recommendations. I try my best to keep things fair and balanced, in order to help you make the best choice for you.

- Kristen, Upward VA

The Essentials

Starting on a budget? Then these budget-friendly non-negotiables are for you.

File Management

You'd be hard-pressed to find a virtual assistant anywhere with no way to store and share files with clients. Google Drive and Dropbox Basic are your best friends here and they're free (you can upgrade later if needed). 

Task Management

Task management isn't an area you want to skimp on. Trello is an easy to use, client-friendly tool you'll fall in love with for keeping track of tasks –– and nearly everything else. Start for free and upgrade if desired.

Design Everything

Design needs abound both for you and your clients. You'll be surprised how much freedom you have to create beautiful social media, website graphics, business cards, documents and more with Canva.  


Easily schedule video meetings with your client with a free Zoom account and send screen-share videos with the amazing, and free, Loom.

I strongly recommend you share passwords via  LastPass. 

Time Tracking

Log your billable and non-billable hours so you can invoice accurately and see how productive you've been. Toggl is completely free and feature rich. Upgrade option included. 


VA  work isn't terribly complicated money-wise, but you do need a way to track payments and expenses and send invoices. Your easiest free option is Paypal. See below for some even better paid options. 

Creating Contracts

Your most affordable and low-risk option for closing the deal is to customize your own contract using a free plan or a free trial from an all-in-one solution for freelancers such as And Co. or Hello Bonsai

Website Creation

Your most flexible and affordable option is to buy a domain and create a hosted Wordpress website. You can do this all through Bluehost and I share how here.

Investment Worthy

Willing to invest just a little more for more features that take your business to the next level while saving you time? These are for you.

Bundled Solutions

My top recommendation for an all-in-one solution is a paid subscription to Hello Bonsai which gives you everything you need for proposals, contracts, time tracking, expense tracking reporting. It's feature rich and easy to navigate.

Second runner up for all the above is a paid subscription to And Co. Both have free trials so you can choose what suits you best. 

Managing Projects

Should you need more than Trello to manage projects, take a look at Basecamp or Asana.

And don't be surprised if your clients already know, use and love Asana. It's a popular one for entrepreneurs and small business owners. 

Many project management systems can be connected to Slack for upgraded communication features. 

Marketing Tools

Want to spread the word about your virtual assistant business through social media, blogging and email marketing?

Then I recommend a paid Buffer plan for social media management. Mailchimp is a great free option for email marketing, but a paid subscription to ConvertKit is worthwhile for capturing leads with multiple lead magnets. 

How to Start Your Own Virtual Assistant Business

Learn the essentials of starting your own virtual assistant business with the Upward VA Roadmap, an online course for upward-minded virtual assistants.


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