Starting a virtual assistant (VA) business can feel like stepping into a whole new world. If you’ve never run a business before, you’re probably wondering: What tools do I even need? It’s easy to get lost in the sea of options, trying to figure out what’s worth your time, money, and energy.
Let me tell you a secret: you don’t need a million tools to get started. In fact, some of the best tools are simple, beginner-friendly, and won’t break the bank. The trick is choosing the ones that make your work easier and help you deliver top-notch client results.
After nearly a decade of supporting executives and (5 years supporting) entrepreneurs, I’ve learned which tools are beneficial—and which are just shiny distractions. In this guide, I’ll walk you through 18 essential tools for VAs, broken down by the type of work you might be doing. And if you’re a podcast manager, stick around for a bonus section at the end!
Business Operations: 5 Tools to Keep Your Business Running Smoothly
Think of these tools as the backbone of your VA business. They’ll help you stay organized, get paid, and keep everything running like clockwork.
- Clockify If you’re charging clients by the hour, you’ll need a way to track your time. Clockify is a free, beginner-friendly tool that helps you log hours for each client or project. Plus, it’s easy to generate reports when clients want to see how much time you spend on their tasks.
- PayPal When it comes to getting paid, you need a reliable and straightforward solution. PayPal is a great place to start because it’s trusted worldwide. You can send professional invoices and accept payments in multiple currencies, which is perfect if you’re working with international clients.
- Asana: I’ve been using Asana for over five years! Whether tracking client projects, managing your to-do list, or planning long-term goals, Asana makes it easy to stay on top of everything.
- Google Workspace: From Gmail to Google Drive, this suite of tools is a must for any VA. You can create a professional email address (no more @gmail.com!), share files with clients, and collaborate on documents in real time. It’s simple, powerful, and budget-friendly.
- Zoom: Communication is key in any VA business. Zoom makes it easy to meet with clients face-to-face, even if they’re halfway around the world. Pro tip: Practice using Zoom’s features, like screen sharing, so you’re ready to impress during your first client call.
Admin Tasks: 5 Tools to Help You Stay Efficient
If admin work is your specialty, these tools will help you work smarter—not harder.
- Canva: Need to create professional-looking documents, presentations, or even social media graphics? Canva is my go-to for all things design. It’s beginner-friendly, and the free version has everything you need to get started.
- Calendly: Scheduling meetings can turn into a back-and-forth email marathon. Calendly simplifies this process by letting clients book directly into your calendar based on your availability. It’s a huge time-saver!
- 1Password: Let’s talk security. As a VA, you’ll often need access to your clients’ accounts. With 1Password, you can safely store and share login credentials without compromising security. Unlike some competitors, it’s trusted by businesses worldwide and has never had a security breach.
- Dubsado: If you want to impress your clients with a seamless onboarding process, Dubsado is worth the investment. It handles contracts, invoicing, and client workflows all in one place, so you’ll look like a pro from day one.
- Slack: Communication is critical when working with clients or teams, and Slack makes it easy to stay connected. Use it to send quick updates, ask questions, or share files—all without clogging up your email inbox.
Bookkeeping: 5 Tools to Keep Finances Organized
If you’re managing finances for yourself or your clients, these tools will make bookkeeping less intimidating (and maybe even fun!)
- QuickBooks Online: QuickBooks is a favorite among small businesses, and for good reason. It tracks expenses, manages invoices, and generates financial reports. If bookkeeping is part of your services, learning QuickBooks will make you an in-demand VA.
2. Wave: Not ready to invest in QuickBooks? Wave is a free alternative that’s perfect for new VAs. You can create invoices, track income and expenses, and even manage payroll if needed.
3. Expensify: Keeping track of receipts and reimbursable expenses can be a headache. Expensify makes it easy to snap photos of receipts and categorize expenses for both you and your clients.
4. Xero: Xero is another powerful bookkeeping tool that’s user-friendly and ideal for beginners. It’s great for managing client invoices, reconciling accounts, and staying on top of financial tasks.
5. Zoho Books: Zoho Books is a fantastic option if you’re working with budget-conscious clients. It’s affordable, intuitive, and packed with features to simplify bookkeeping.
Social Media Management: 5 Tools to Level Up Your Content Game
Social media management is a popular niche for VAs, and these tools will help you deliver high-quality results for your clients.
Photoshop: If you’re ready to dive into advanced editing, Photoshop is a powerful tool for creating stunning visuals. It has a steeper learning curve than Canva (which is why I don’t use it,) but the results are worth it for high-end clients or complex projects.
Later: Planning out social media content can feel overwhelming, but Later makes it simple. You can schedule posts, preview how they’ll look on Instagram, and even optimize posting times for better engagement.
Canva Pro: Canva Pro is a must-have if you’re creating social media graphics. The Pro version gives you access to premium templates, a brand kit, and resizing tools to make your life easier.
Splice: Video content is king, period. Splice helps you stay ahead of the game. This app is perfect for editing short-form videos for Instagram Reels, TikTok, or YouTube. It’s easy to use and produces polished, professional-looking results. Currently, I pay $10/year for it!
Hashtagify: Want your clients’ posts to get more eyes on them? Hashtagify helps you research trending hashtags and analyze their performance so you can create strategies that work.
Bonus: 3 Tools for Podcast Managers
Podcast management is a growing niche for VAs. If this is your specialty of interest, these tools are a great starting point for you as you launch.
- Audacity Audacity is a free and beginner-friendly audio editing tool. You can use it to clean up audio, remove background noise, and polish episodes before publishing.
- Descript Descript makes podcast editing so much easier. It transcribes audio, lets you edit it like a text document, and even includes advanced features like AI voice editing.
- Buzzsprout: When it’s time to publish, Buzzsprout takes care of hosting and distribution. It’s user-friendly and integrates with major platforms like Spotify and Apple Podcasts, making it a favorite among podcast managers.
Starting your VA business doesn’t have to be complicated, and choosing the right tools is a big step in the right direction. Remember: You don’t need to invest in every tool right away. Focus on the essentials for your niche, and add more as you grow.
The most important thing is to take action. With the right tools, a clear plan, and a commitment to learning, you’ll be well on your way to building a thriving VA business.
P.S. Ready to skip the guesswork? Check out my Virtual Assistant Launch Bundle for everything you need to start your business with confidence!