Best Tools and Software for Working with a Virtual Assistant

The right tools turn a good virtual assistant into a great one. Without them, even the most skilled VA will struggle with miscommunication, lost tasks, and inefficient workflows. With the right software stack in place, your VA can operate as if they are sitting in the office next to you, even if they are on the other side of the world.

This guide covers the essential categories of virtual assistant tools you need, specific product recommendations for each category, and how to set everything up so your VA can hit the ground running from day one.

Communication Tools

Clear, fast communication is the foundation of any successful VA relationship. You need both real-time messaging for quick questions and video calling for more complex discussions.

Slack

Slack is the gold standard for team messaging. Create dedicated channels for different projects or task categories. Use threads to keep conversations organized. Pin important messages like SOPs, login instructions, and recurring task checklists so your VA can find them instantly. The free plan works for most small teams, though the Pro plan ($7.25/user/month) adds message history and better integrations.

How to set it up for your VA: Create a dedicated channel (e.g., #va-tasks) for daily communication. Pin your most important documents and SOPs. Set expectations around response times: for example, respond to messages within 15 minutes during working hours. Use Slack's status feature so both you and your VA know when the other is available.

Zoom or Google Meet

Weekly video check-ins build rapport and prevent small misunderstandings from becoming big problems. Use Zoom or Google Meet for onboarding walkthroughs, weekly reviews, and any conversation that would take more than five back-and-forth messages. Record important calls so your VA can reference them later.

For tips on structuring these check-ins, see our guide on how to manage a virtual assistant.

Loom

Loom lets you record quick screen-share videos with voiceover. It is invaluable for explaining processes, walking through a new task, or giving feedback on work. Instead of writing a 500-word explanation, record a 3-minute Loom video. Your VA can watch it at their own pace and reference it anytime. The free plan includes 25 videos with 5-minute limits; the Business plan ($12.50/user/month) removes all limits.

Project Management Tools

Every task your VA works on should live in a project management tool. This creates accountability, visibility, and a clear record of what was done, when, and by whom.

Asana

Asana is excellent for managing ongoing VA workflows. Create projects for each major responsibility (e.g., "Social Media," "Email Management," "Research Tasks"). Within each project, create tasks with clear descriptions, due dates, and priority levels. Use Asana's recurring task feature for daily and weekly responsibilities. The free plan supports up to 10 users with unlimited tasks.

Recommended setup: Create a "VA Daily Tasks" project with recurring items. Create separate projects for one-off assignments. Use sections within projects to organize by status (To Do, In Progress, Done) or by week. Assign every task to your VA with a due date.

Trello

Trello's visual board-and-card system works well if you prefer a Kanban-style workflow. Each card represents a task, and cards move across columns as work progresses. Trello is simpler than Asana and may be easier for VAs who are new to project management tools. The free plan is generous and sufficient for most VA workflows.

Monday.com

Monday.com offers more structure and automation capabilities than Trello, with customizable views (table, Kanban, calendar, timeline) and built-in automation. If your VA handles complex workflows with dependencies and multiple stakeholders, Monday.com's added structure pays off. Plans start at $9/seat/month.

ClickUp

ClickUp combines project management, docs, goals, and time tracking in one platform. Its free plan is surprisingly robust, offering unlimited tasks, members, and most features. For businesses that want an all-in-one workspace, ClickUp reduces the number of tools your VA needs to learn.

CRM Tools

If your VA handles sales support, lead management, or customer communications, they will need access to your CRM. For more on delegating CRM tasks, see our article on CRM tasks to outsource to a virtual assistant.

HubSpot CRM

HubSpot's free CRM is an excellent starting point. Your VA can log calls, update contact records, manage pipeline stages, send tracked emails, and generate reports. The free tier supports up to 1,000,000 contacts with no time limit. Paid tiers add automation, sequences, and advanced reporting.

Salesforce

For larger teams or more complex sales processes, Salesforce is the industry standard. Your VA can manage data entry, update opportunity stages, run reports, and maintain data hygiene. Ensure your VA receives proper training on your specific Salesforce configuration, as implementations vary significantly between companies.

Pipedrive

Pipedrive is designed specifically for small sales teams. Its visual pipeline interface is intuitive, making it easy for a VA to update deal stages, log activities, and schedule follow-ups. Plans start at $14/user/month.

Time Tracking Tools

Time tracking provides visibility into how your VA spends their hours and helps identify opportunities to improve efficiency.

Toggl Track

Toggl is simple and non-intrusive. Your VA starts a timer when they begin a task and stops it when they finish. You get detailed reports showing time spent by project, client, or task category. The free plan supports up to 5 users with basic reporting. The Starter plan ($9/user/month) adds more detailed analytics.

Clockify

Clockify offers unlimited free time tracking for unlimited users, making it the most cost-effective option. It includes timesheets, reports, and project tracking. The free plan is genuinely full-featured, which makes it ideal for businesses just starting with a VA.

Time Doctor

Time Doctor goes beyond basic time tracking with optional screenshots, website and app usage monitoring, and distraction alerts. This level of monitoring is not necessary for most managed VA relationships (VantaStaff handles performance management for you), but some business owners prefer the added visibility. Plans start at $5.90/user/month.

File Sharing and Document Collaboration

Google Workspace

Google Workspace (Docs, Sheets, Slides, Drive) is the most popular choice for VA collaboration. Real-time co-editing, commenting, and version history make it easy to work on documents together. Share specific folders with your VA rather than giving access to your entire Drive. Business Starter plans begin at $7/user/month.

Pro tip: Create a shared "VA Resources" folder containing SOPs, templates, brand assets, login information (via a password manager, not plain text), and reference documents. This becomes your VA's self-service knowledge base.

Dropbox or OneDrive

If your team is already invested in Dropbox or Microsoft 365, use the file-sharing tools you already have. The key is giving your VA organized access to the files they need without exposing sensitive files they should not see. Use folder-level permissions to control access.

Notion

Notion combines documents, wikis, databases, and project management in one tool. Many businesses use Notion as their internal knowledge base and operations hub. Your VA can reference SOPs, update databases, manage tasks, and maintain documentation all in one place. The free plan supports one member; the Plus plan ($8/user/month) adds unlimited blocks and file uploads.

Password Management

Never share passwords via email, Slack, or text. Use a dedicated password manager to give your VA secure access to the accounts they need.

1Password or LastPass

Both tools let you share specific passwords or vaults with your VA without revealing the actual password text. When you revoke access, the VA can no longer see or use any shared credentials. 1Password Teams starts at $19.95/month for up to 10 users. LastPass Teams starts at $4/user/month.

Security best practices: Create a dedicated vault for VA-accessible accounts. Never share your personal vault. Enable two-factor authentication on all shared accounts. Review shared access quarterly and revoke anything no longer needed.

Scheduling Tools

Calendly

If your VA schedules meetings on your behalf, Calendly eliminates the back-and-forth of finding available times. Your VA shares your Calendly link with clients or prospects, and meetings book automatically based on your availability. The free plan supports one event type; the Standard plan ($10/user/month) adds multiple event types, reminders, and integrations.

Google Calendar

Share your Google Calendar with your VA so they can see your availability and schedule appointments directly. Use calendar color coding to distinguish between meeting types. Set up shared calendars for team-wide events and deadlines.

Building Your Stack: Recommendations by Budget

Starter Stack (Free or Near-Free)

For businesses on VantaStaff's Starter plan at $699/mo, keep your tool costs minimal:

• Communication: Slack (free) + Google Meet (free with Google account)
• Project Management: Trello (free) or Asana (free)
• File Sharing: Google Drive (15GB free)
• Time Tracking: Clockify (free)
• Password Manager: 1Password Teams ($19.95/mo)
• Scheduling: Calendly (free)

Total additional cost: Under $25/month.

Professional Stack

For businesses on VantaStaff's Professional plan at $899/mo with more complex workflows:

• Communication: Slack Pro ($7.25/user/mo) + Zoom Pro ($13.33/mo) + Loom Business ($12.50/user/mo)
• Project Management: Asana Premium ($10.99/user/mo) or Monday.com ($9/seat/mo)
• CRM: HubSpot CRM (free) or Pipedrive ($14/user/mo)
• File Sharing: Google Workspace Business Starter ($7/user/mo)
• Time Tracking: Toggl Starter ($9/user/mo)
• Password Manager: 1Password Teams ($19.95/mo)

Enterprise Stack

For businesses on VantaStaff's Enterprise plan at $1,699/mo with full-time VA support:

• All Professional stack tools, plus:
• Project Management: ClickUp Business ($12/user/mo) or Monday.com Pro ($16/seat/mo)
• CRM: Salesforce or HubSpot Sales Hub
• Knowledge Base: Notion Plus ($8/user/mo)
• Documentation: Loom Business for SOPs and training videos

Setting Up Your Tools for Day One

Before your VA starts, prepare the following:

1. Create accounts: Set up user accounts for your VA in every tool they will use. Use their work email, not a personal address.
2. Set permissions: Give access only to what they need. Admin access should be reserved for you.
3. Share passwords securely: Add all shared credentials to your password manager vault before day one.
4. Create a welcome document: A single doc with links to every tool, login instructions, your communication preferences, and first-week tasks.
5. Record onboarding videos: Use Loom to walk through each tool's setup and how you use it in your business.

For more on preparing for your VA, read our guide on how to train a virtual assistant. You can also learn about our onboarding process on our how it works page.

The Bottom Line

You do not need to spend thousands on software to work effectively with a virtual assistant. A focused stack of free or low-cost tools covering communication, project management, file sharing, and password management is all most businesses need. The key is setting up these tools thoughtfully before your VA starts, so they can be productive from day one.

Ready to get started? Explore our virtual assistant services, compare pricing plans, or contact us for a free consultation.