The Top 50 Virtual Assistant Tools Mega List!

Are you looking for the top virtual
assistant tools to run your business? In this video I’m going to share with
you over 50 virtual assistant tools that you can start using right
away and here’s the best part. Most of them are totally free
if you haven’t met me yet. My name is Abbey Ashley.
I’m the founder of The Virtual Savvy. I’ve helped literally
thousands of students get
started with their own virtual assistant business and I’m so excited to
share with you some of my best tips and tools in this video. If you’re looking for the best advice
for starting and growing your own virtual assistant business make sure that you
subscribe to my channel and click the bell to be notified every time
I go live with a new video. Let’s jump in. I’ve got over 50 tools that you will
want to use in your virtual assistant business so we better get started.
Number one is wave apps. I totally love wave apps. It’s completely free and it’s a
way for you to invoice your client. You can even set up a
reoccurring invoices, an awesome tool if you’re just getting
started and wanting to get paid from that first client. Number two, an
alternative would be paypal invoice. Some people love to invoice via paypal
because their clients can simply pay with a paypal account, so if that’s
an option you want to go with, that would be my second choice
for invoicing as a new VA. Number three and four are also invoicing
softwares and you tell that I want you to be able to get paid.
The first one is freshbooks. Freshbooks was the very first invoicing
software that I ever used as a virtual assistant and I loved it. I was able to keep track of my time and
invoice right inside of the freshbooks software, so check it out.
They have a free trial. I’ll link to it below this
video. Number four, Dubsado. Now Dubsado is a little newer
on the scene than freshbooks, but virtual assistants are
going crazy over it. In fact, I pulled my community of over 30,000
virtual assistants and Dubsato was the number one tool that my
virtual assistants love. It’s not really a way to
invoice and to track time, but it’s also a workflow management
system and again comes with a free trial. So make sure you check it out and see if
it’s a tool that you would like to use. Number five is toggle. Now I absolutely love
Toggl because it’s free. Who doesn’t love free,
right? Free tools like Toggl enable you to
start running your business right away without any kind of initial
extra investment in your
business so you can keep track of the time that you
are working with our clients. It’s really easy to categorize the time
and then to send even a time sheet to your clients to show them,
hey, here’s the work that I’ve been doing and
then you can go ahead and invoice with a free software like wave. So I think
that toggl and wave pair really, really nicely together when
you’re first starting out. Alright – For number six and number
seven I have two of my favorite free and easy tools for designing graphics. Now you don’t have to be a
graphic designer to start
your own business. In fact, you don’t have to have a graphic
design bone in your body, but I would suggest checking out the
two free tools that I’m gonna list right here for design. One would be pic
monkey and the other would be Canva. Canva is my personal favorite, but definitely try out both of them
and see which ones that you like best. This will enable you to make
your own social media graphics. If you need a header for your
Facebook page, you could do that. You can create ebooks,
anything that you can think to design, you can do inside of Canva. They even just added printing abilities
so you can print business cards straight from Canva.
I totally recommend checking it out. They do have a paid option as well, but you can get started just
with the free option. Tools 8, 9 and 10 are all about stock photos.
Now. I love using stock photos. You can use them on your website, you
can use them in your social media posts. There’s a lot that you
can do with stock photos. We’ve used some inside of these videos. You will notice and there’s a lot of
really great tools that you can use to download free stock photos. I’m going to list three of my
favorite here. They are Pixabay, I will link to it below,
Unsplash and Pexels. All three of these are really,
really great tools. I would recommend checking
out all three of them. Again, you can download these stock photos for
free and since they’re all different on these three different sites, have a wide variety with just maybe
one keyword that you’re typing in, so check out all three of these if
you want access to more stock photos. I do have a blog on the virtual savvy, all about 50 places where you can
download free stock photography. I will link to that below this video.
All right, let’s talk about project management. I know that you are getting projects
from your clients and you’re having to figure out your workflows. How am I actually going to accomplish
these tasks with my clients? How am I going to collaborate with them?
Well, I’ve got some really great tools in
the way of workflows and collaboration, so let’s start with Trello. I absolutely love Trello. My team uses Trello for
practically everything. It’s a place where we house our SOP’s
is our standard operating procedures. It’s where we put our goals for the
year and our goals for the week. It’s where we delegate tasks,
we use Trello nonstop. The capabilities are endless and if
you want a full tutorial on how to use Trello, you can go to We do have an entire course in our
tech training library all about Trello. Don’t miss it. Number 12 and 13 on my list of 50
tools would be Asana and Teamwork. Now these are a little bit older. They’ve been around for a really long
time so you’re going to find that that these are really,
really robust features. They are made for project management,
so definitely go and check them out. You may have clients that already use
these systems because like I said, they’ve been around for a long
time and so I would check them out. See if the way that Asana and Teamwork, if that works with the way that
your brain processes things, you definitely want to check them
out in the way of project management. Now there is another new kid on the block
and that is ClickUp and I am noticing that my community is crazy
about ClickUp right now. I’ve been told that ClickUp is kind of
like if Asana and Trello got together and had a baby. So if you like a little
bit of both of these systems, checkout, click up. I think that
you will really enjoy it. Alright, ready for more tools. Fifteen, sixteen, and seventeen coming at you are
all about client communication. Again, this is how you can communicate back and
forth with your clients or maybe inside of your team. Now the one that I love the most is slack. My team uses slack for
communicating with one another. You can have various spreads. So we have a celebrate thread every
single time something great happens in the business.
We talk about it on our celebrate thread. I can also just message my team members
directly or into message my entire team all at once. So having a slack channel for one
or all of your clients is a really, really great way to communicate
back and forth quickly and easily. Next is Voxer. Okay. So have
you ever had somebody say, oh I’ll “vox” you?
The first time somebody said this to me, I literally had no idea what it meant. So I had to Google it and find out that
Voxer was this app that you could talk to one another,
kind of like a walkie talkie. So I really liked Voxer because it
integrates well on my computer and on my phone, and I just want to send a
quick voice message to somebody. Voxer is one of the best ways to do that. I know that a lot of virtual assistants
will use Voxer to communicate with their clients, especially when their clients
have ideas or need to brain dump, right? Their clients will say, Hey, here’s, here’s a couple ideas I just thought of
about some new blog posts and then that way you can take that voice message and
import it into whatever your project management system is. The next tool is loom and let me
tell you about my love for loom. Seriously in this probably changed the
way that my business works and it’s a totally free tool. Now loom enables you to screenshare
in a video so I can basically share my computer screen,
maybe an email, maybe a project that I’m going through
and what’s really nice is you had the option of even having your camera in
the corner so you can see me talking, but still also see my
screen and what’s going on. Now I use Loom for almost
everything. Seriously. I love it. I will use it to talk back and forth
about the type of project so I can show my client what is actually going on.
I will also answer emails this way. It’s really awesome when somebody sends
you a written email and they get a video back. They just think it’s the coolest
thing with nobody really knows that. It took me way less time to send a video
than it would have been to write a two page email. So I love using loom to answer emails. It’s also really great if you need to
film SOP’s those standard operating procedures or tutorial videos and uh,
you’ll notice that I do this a lot. I will shoot a tutorial video. Here’s how you do something and that
will most likely be in a loom video so check out loom at will
totally change your business. Number 18 and 19 are all about storage. Now you’ve probably heard of Dropbox and
it does make my list as one of the best tools for virtual assistants. It’s a way for you to store documents.
It’s cloud storage. It’s a way that you can send documents, even really large files back
and forth with your clients. One of the advantages to Dropbox
is that so many people use it. So you’ll find that it’s really,
really easy to share and collaborate. Now one of the downfalls of Dropbox
is that it can start to add up. It can be a little pricey, especially
if you’re always dumping really, really large files into it,
which is why I love sake. A lot of people don’t know about Sync, but it is something that I am obsessed
with is basically just like Dropbox except it is much less expensive so
you can still share documents back and forth. You can still have it in your computer
where you can just drag and drop the files in.
Uh, however you can also save money with Sync. They also have a referral link, which you will find my referral
link below this video. Um, but every time somebody signs up with
your referral link, you get more storage. So I just really love that about Sync.
Admittedly, I also love that every time my team
tells me something is “in Sync”, It brings me back to my
nineties glory days N*SYNC Baby Number 21 and 22 are all about scheduling
so somebody wants to schedule a meeting with you and you are going
back and forth, back and forth. Can you meet at this time? What about
this day? No, that doesn’t work for me. These two tools all totally
save you in that regard. They are Calendly and Acuity scheduling.
They’re both really, really great tools. You can go and see which one that
you prefer but go and check them out. It’s really easy for somebody to pick
a time and a day to meet with you. You can ask them a few questions so you
know how to respond and you can even set up auto emails to go out to remind that
participant about their meeting really awesome for booking discovery calls
with potential clients. Number 23, 24 and 25 are all about
getting your documents signed. What documents would you need signed?
Your contract! Please,
please, please do not start working with a
client unless you have a good contract in place. Yes, we do have a virtual assistant
contract on The Virtual Savvy website. I will link to it below, but let’s talk about getting
those contracts signed. Now there are three tools that I recommend
for getting your contracts signed. They are, hello sign,
docusign and ever signed. All three of these will
operate mostly the same way. You will Upload a pdf of your document
at your contracts in this instant and then you will mark the places where a
signature is needed. You can sign it, you can send it to your clients
so that they can sign it as well. And they have to check a little box and
saying that that digital signature does actually count as their signature and
that these tools do all the work for you. Now we all love free,
right? And so the way that most of these tools
make money is that you will get so many signatures or so many documents for free
and then beyond that it will start to charge. So what I will do is I will have a few
contracts signed through hello side and then once I reached my free limit, I will have a few sign through
docusign and a few through Emerson. I know it’s kind of skirting the system, but whenever you are just getting started
as a VA, you need the free tools, right? So go ahead and do this and then maybe
later whenever you have a really good rhythm going,
you’re making some money, you can choose which one you like
the best to invest in. All right, I know this is a super long video, so if you are still here it means that
you are crazy interested in these tools and I’m really excited about that. So let me know in the comments
below which tool you like the best. Is the one that you’ve already
tried that you’re obsessed with, or is there one that you’re excited to
try that maybe you’ve never heard of? Let me know in the comments below.
All right, I’m going to talk about some of
my favorite scheduling tools. Now when you’re posting to social media
on your behalf or on your client’s behalf,
it’s a really, really good idea to batch those posts. What does that mean? That means that you are going to go ahead
and maybe schedule out the posts for the entire week for the entire month.
Yes, you can preschedule most of the posts
that need to go out on various social media platforms, so these are some of my
favorite tools to go about doing that. The first is Hootsuite.
Hootsuite has been around forever. I really love Hootsuite. You can manage
multiple accounts inside of Hootsuite, so if you’re managing social media
posting for a lot of different clients, this might be a good option for you. The next two are
Smarterque and Meet Edgar. These both work very similarly.
Now, how these work as opposed to
scheduling every single post, you can still schedule a post and say, I want this specific post
to go out on Wednesday. But what also happens is that you
can create a library of posts. So you can say every Tuesday I want
an inspirational quote to go out on my Facebook page. And then what you can do is you can
have an entire folder of inspirational quotes and Smarterque and Meet Edgar will
automatically pull one of those quotes and put it in on a Tuesday. So it
basically recycles all of your content. So it does take some time
to build up those libraries, but then basically it’s just automatic
what gets posted on each day. So it’s really worth looking into to
save you some time in the long run as number 29 I do want to also mention
Facebook’s native scheduler. Now we’re all looking for free tools,
right? And just because somebody has asked you
to schedule social media posts doesn’t mean that you have to necessarily
go out and invest in software. You can just use the free scheduling
tool right there on your Facebook page or in a Facebook group. You can schedule out
a post to go out anytime in the future. And so I would recommend doing this.
Facebook, actually really loves whenever you
use their own native scheduler. It’s been rumored that you will get more
views and get more engagement if you use it.
All I know is that it is free. And so that’s something that we like. So go ahead and check out the Facebook
native scheduler for scheduling your own social media posts or social media
post support for your clients. Number 30 and number 31
are all about Instagram. You can also schedule social media
posts to go out on Instagram. And the two that I prefer
would be Later and Planoly. These are both really great tools for
scheduling out your or your clients Instagram posts.
So make sure to check them out. Number 32 remove that BG. Now this is a really new one
that I’ve heard about and uh, I really want to share with
you because it’s kind of cool. Now we all want nice professional
head shots, right? But again, it can cost money to get those. Now what this remove tool enables you
to do is take one of your own photos, whether it’s done with a professional
camera or even with your iPhone, whatever you took the picture on, you to take that picture and then you
can actually remove the background. So what all that is left
is that image of you. You can put this on
different social media posts, you can put it on your Facebook
backgrounds. It’s a really, really great tool and I really recommend
it if you haven’t taken the time or have the finances to get
professional headshots yet. Number 33 and 34 pdf
escape and I love pdf. Now both of these tools are ones that
you can use to manipulate pdfs and what does that mean? That means that if you
have a block of space inside of a pdf, you can actually make it to where the
user or yourself later can fill out and type inside of that pdf.
You can add check marks, you can add radio dials, you can go and you can customize
this pdf with both of these tools. I recommend both of them.
They’re really, really awesome. Number 35 this is a newer tool that I’ve
found out about and I fully recommend it is Azlo. Now Azlo is banking and it’s banking
just for small business owners. For entrepreneurs, there’s a been a little bit of a difficult
time for small business owners to find free or inexpensive banking options.
Um, definitely check with your local
bank if you already have a bank, check and make sure what
they’re making options are, but Azlo is a really great option as well. It’s totally online and it’s
made just for entrepreneurs. So go and check it out. Number 36 and 37 document
storage and document sharing. I really love Google docs and Evernote
for this type of work Google Docs is definitely my favorite.
I can create a document, I can share it with someone that we can
literally be typing on the document at the exact same time. It’s really awesome
check it out if you haven’t already. I mean,
we probably all Google people already, but I have to include it as some of my
favorite tools for virtual assistants. Alright! The next tool
is Skitch. I love Skitch. Skitch is a way that you can take
snapshots of your entire screen or just a small part of your screen and you can
even do things like create boxes around it. You can blur things out using sketch.
It’s really great for testimonials. If you want to blur out the
person’s picture or their last name, or maybe you had a client conversation
that you want blur out certain parts about a of that conversation out when
asking for advice and a Facebook group. I’ve seen this happen before and so
that is one of the things that Skitch is really, really great for, so check it
out. Number 39 is a chrome extension, so you will have to have
chrome in order to use it, but it’s called full page screen capture.
I really love this. Whenever you’re trying to maybe take
a picture of a website if your website designer yourself, or maybe you’re getting
inspiration for different websites. Instead of having just to screenshot
one little part at a time, you can take a screenshot
of the entire page. I’ve even taken screenshots
of sales pages that are so, so long, but it does this in
one nice screenshot. I really, really love this Extension. number 40 and 41 are all about forms.
Now, if you have a questionnaire that you
want to send out to your email list or to your clients, I would recommend
both typeform and Google forms. These are both really great tools
in order to capture information, create surveys, so I would recommend
both of them and check them out. Alright, we’re in the final stretch.
You’re still watching, which means that you want access
to the rest of these tools. Are you liking these tools? Let me know in the comments below if you
are enjoying this video and make sure that you like it. If you want to
see in more information like this, let’s talk about email now.
I am a huge fan of starting an email list. As soon as you start your business. Even if you have one email subscriber
and that one’s email subscriber is your mom, go ahead and start an email list and
slowly start to build it as you build your business. Some of the best tools
for doing this are MailerLite, MailChimp and ConvertKit.
There are my three favorite tools. Mailerlite and mailchimp
are awesome because they are
three to get started with. It’s what I recommend at the
very beginning that you can use. You can have one to 2000 free email
subscribers on each of these individual platforms and so I
recommend checking them out, getting your first email
subscribers through those
two systems and then once you have reached a thousand that means,
you are really, really ready to get into
list building hardcore. That is when I recommend ConvertKit. I’ve been a convert kit user for years
and it has really helped me keep list growth as a priority, so make sure you check out convert kit
if you’re really ready to get serious about email list growth. Number 45 is lead pages. Lead pages enables you to create different
landing pages for collecting those emails, subscribers, um, you can make them
beautiful. It’s a drag and drop system. It’s really,
really user friendly. So if you want to create even one simple
page for your website or if you’re wanting to start collecting email
subscribers, Leadpages is a really, really awesome tool to
help you to do that. Number 46 is Score. Okay.
I am obsessed with score. I think it’s so, so cool. If
you live inside of the US, did you know that you have
access to free business advice? Score is local, meaning that they know about your
specific state and county requirements. They won’t know all the INS and outs
about growing a virtual assistant business and that’s why you’re here
with me. However, if you
want to know about the state, county and city requirements
that you need to adhere to, to have a business where you live, definitely Google score or find out where
the closest score office is to you and have a discussion with somebody
to see what those regulations are. Number 47 and 48 are all about
finding clients. If you want to know, hey, where are these potential clients hanging
out two of the best places to go are this is where you can
find local networking groups. I’m talking entrepreneurial groups,
business meetups that you can go, you can meet potential clients,
you’ll have to show up in person, but I recommend doing this.
It’s a really, really great way to get known
inside of your local community. If you want to stick to online,
you can also check out upwork. I’m a huge fan of upwork now. It can get a bad rap sometimes because
there are people that will do work for $1 or $2 an hour,
but that doesn’t have to be you. There’s a specific way that you can
search for jobs that are really for people looking for experts, which those are the
ones that you want to be looking for, so check out upwork. There are tons of jobs plus in every
single day for virtual assistants. We’ve made it to number 49 and it is zoom. I am obsessed with zoom. Zoom is how we handle all of our
meetings inside of the virtual savvy. So anytime I want to meet
with a potential partner, anytime that you may want to meet with
a potential client or a current client, anytime that you have team meetings,
this is what’s really, really great about zoom is that you
can talk with video to those clients. You can share your screen, you can have a chat in the corner
if you need to send them links. Zoom is awesome. Check it out. I
saved the best for last, right? If you are really serious about
starting a virtual assistant business, the virtual savvy has so many
resources to help you get started. We’ve got blog posts, we’ve got a Facebook group with over
30,000 virtual assistants that job opportunities are posted
in every single day. So make sure you click the link below
to join that Facebook community. Check out our website and hey, if you enjoyed these tools and
you would like a list of this, plus some extra bonus was that I didn’t
include in this video my complete list of all the tools you need to
get started in your business. Go to
Now, if you liked this video, make sure
that you subscribe to my channel. There will be a lot more
videos just like this. They won’t all be as lengthy and however
they will be just as good as so make sure that you subscribe to my channel. Click the bell to be notified
when I release a new video.
I’ll see you next time.

23 thoughts on “The Top 50 Virtual Assistant Tools Mega List!

  1. Wow, before I listened to what you're saying, I've noticed…. the camera!!! oh my god, the picture, you…. soo sharp, like 4K sharp! Well done, and wow what progress! I'm loving it!

  2. Thank you so much for this video. I use a lot of these, but it is always nice to have a reminder about others that are available.

  3. Wow, so much information! I'm just wanting to get started as a va so I will be watching again to take notes. Thanks!

  4. You are just the best Abbey, I was asking myself these question three days ago. I hope there will be videos tutorials !hahaha

  5. I started out with the free Toggl but decided to upgrade because … math. LOL Saved me the headache of figuring out the billing.

  6. This list si absolutely amazing! I am familiar with and use/have used so many of these tools, but I always love to learn more. Helps too when a client mentions that they use one or more of these that I don't know about!

  7. I’m downloading all the cool ones that I thought would be helpful.

  8. Thank you, Abbey! I discovered your channel last year and am loving these current videos as I research and move toward starting a VA business. You have been a great resource as well as an inspiration!

  9. What a blessing! Thank you so very much for sharing so many resources with us. It's appreciated! And I'm loving the FB group!

  10. Does your course go through the legal aspect of the business? I was going to get started on upwork but it asked for ssn or tax ID and I started looking into llc's and got overwhelmed.

  11. 'Looking to hire/or, even partner w/someone w/Executive Assistant qualifications, YT pulled content from ur channel. This was such great resourcing u've put out there.

    Whoever I do hire/partner with, I'll require to be equipped w/ur course, too. Ur precedence, of talent (here seen) is phenomenal, Abby!

  12. Thank you so much for posting this Abbey! What an amazing list of free tools to use. I learned about so many new ones.

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