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21 Software Tools for Virtual Assistants to Work Fast AF

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Want to get the biggest bang for your buck from your virtual assistant? 

Then you’re going to need some tools. 

VA tools make it easy to manage a team and can transform your virtual assistant into a productivity powerhouse.

The problem is, there are loads of popular tools for virtual assistants out there, and they’re not created equal (speaking as a former VA and someone who now outsources to VAs). 

If you want to put your VA on steroids, here’s a battle-tested list of the best virtual assistant tools for your business.

Top virtual assistant tools for scheduling 

#1.) Calendly 

I don’t know about you, but I like to keep things simple. 

What if I told you that you never have to do the whole “back-and-forth” email exchange to figure out the best time to meet ever again? 

Well, Calendly does just that. 

Handing your Calendly account over to your virtual assistant is basically like giving them an assistant. This frees up time and allows them to get more done for you.


  • Free
  • Essentials $8/mo per user
  • Professional $12/mo per user
  • Teams $16/mo per user
  • Enterprise – Contact sales

#2.) Calendar

Need a scheduling platform capable of handling your company’s explosive growth?

Calendar grows with you and makes time management as easy as 123.

Mobile support, no-brainer scheduling, and built-in analytics make Calendar work for everyone on your team. Best of all, it’s easy to hand the reins over to your virtual assistant.


  • Free
  • Standard $20/mo per user
  • Pro $24/mo per user


When it comes to online booking, doesn’t play around. 

It connects with Paypal and Stripe, making it easy to receive payments for your bookings. And when those bookings start flooding in, email and SMS notifications mean you’ll never be caught off guard.

You can even sync with your Facebook or Instagram pages to get those rookie booking numbers up!

Managing bookings can eat up a lot of a VAs time, and helps cut that time down.


  • Free
  • Basic $8/mo per user
  • Standard $24.90 mo/per user
  • Premium $49.90 mo/per user

#4.) Setmore

Setmore has a TON of features designed to boost your visibility and streamline your scheduling needs. 

Your VA can customize your online booking page to your liking and easily sync it with your website or social media pages. 

Have you ever tried scanning a QR code to book an appointment? It feels fancy. That’s Setmore for ya.


  • Free
  • Pro $12/mo per user
  • Team $9/mo per user
  • Enterprise – Contact sales

Best video conference tools for virtual assistants

#5.) Zoom

Did you hop on a video call during the height of the pandemic? Chances are, you clicked on a Zoom link.

With features like virtual conferencing, mobile support, an option to “phone-in” meetings, screen sharing, and HD recording, who would have thought face-to-face communication could be this in-depth?

Your virtual assistant can integrate your Zoom meeting invitations into your calendar, attend meetings and take notes for you, and even run their own meetings on your behalf.

(Free alternative: Google Meet)


  • Free
  • Pro $14.99/mo per user
  • Business $19.99/mo per user

#6.) Webex

Webex has been delivering quality video conferencing solutions since 1996.

What’s the reason for their staying power? Creating the perfect formula for secure online meetings, platform messaging, and easy accessibility whether you’re joining via your phone, tablet, or laptop.

Webex has an outstanding reputation for system security making this a favorite among tech-savvy users who want to avoid Zoombombers.


  • Free
  • $14.50/mo per user
  • Enterprise – Contact sales

#7.) BlueJeans

Quality. That’s what you get with BlueJeans easy-to-use video conferencing tool.

We’re talking high-definition audio, top-notch security, real-time transcription services, and excellent customer support.

Zoom seems to get all the attention, but if your priority is next-level audio quality, BlueJeans is the better option.


  • Standard $12.49/mo per host
  • Pro $17.49/mo per host
  • Enterprise $19.99/mo per host

#8.) GoToMeetings

How’s your team like to collaborate? Any visual-learners? GoToMeetings virtual whiteboard is ready for the next big idea.

Drawing tools only scratch the surface with GoToMeetings as you can also easily record calls and save them to the cloud, integrate with other virtual assistant software tools, and keep your calls private with top-end encryption.


  • Free
  • Professional $12/mo per organizer
  • Business $16/mo per organizer
  • Enterprise – Contact sales

Best social media management apps for virtual assistants

#9.) Hootsuite

Does your VA need a hand managing ALL those social media accounts?

Hootsuite is a popular choice trusted by over 18 million customers.

Responding to messages and sharing social media posts across all your platforms doesn’t have to be complicated.

Imagine providing a single dashboard to your VA where they can manage ALL your social media content with real-time analytics. Not only does this streamline their workflow, but it also gives them crucial insights into what type of content is getting you the best results.

Hootsuite has all the bells and whistles compared to other social media tools, and the higher price tag makes it best suited for larger companies. 


  • Professional $99/mo per 1 user
  • Team $249/mo per 3 users
  • Business $739/mo per 5 users
  • Enterprise – Contact sales

#10.) Buffer

For small business owners and entrepreneurs, Buffer is the way to go.

Scheduling tools like the Buffer browser extension allow your virtual assistant to instantly share social media posts across all platforms in just a few clicks. 

They can share stats, quotable texts, and images from various web pages in mere seconds with Buffer. This effective social media management tool gives your VA an edge over your competition.


  • Free
  • Essentials $6/mo per channel
  • Team $12/mo per channel
  • Agency $120/mo per channel

#11.) Later

Later began as an Instagram tool but has since expanded to support Pinterest, Twitter, and Facebook.

This handy virtual assistant software shows your VA exactly when and what to publish for maximum engagement. 

It can also give them insights that affect your bottom line, like how to better monetize your Instagram page.

With generous free trials for each plan, no need to put off trying Later for later (pun intended).


  • Starter $18/mo 1 user
  • Growth $40/mo 3 users
  • Advanced $80/mo 6 users

#12.) Tailwind

Think your VA would be interested in having their own social media marketing ghostwriter to banish their writer’s block? 

I’ll answer for you — yes, they would.

Tailwind applies your social media branding to each post, creates personalized marketing plans for you, and fully automates email and social media publishing. 

Tailwind was originally designed for Pinterest but now works with Instagram and Facebook as well.

Tell your VA I said, “You’re welcome.”


  • Free
  • Pro $19.99/mo
  • Advanced $39.99/mo
  • Max $79.99/mo

Best virtual assistant apps for communication

#13.) Slack

Slack is a channel-based communication platform trusted by over 10 million active users. 

Need to “slack” Susan and send her a DM about the social media graphics you need? How about asking John to send you that list of outreach email addresses you requested? 

Features such as in-app calls, organized communication channels, Google Drive integration, and your very own virtual chat assistant make Slack the perfect tool for managing virtual assistants. 


  • Free
  • Pro $7.25/mo per user
  • Business+ $12.50/mo per user
  • Enterprise Grid: Contact sales

#14.) Microsoft Teams

Do you consider yourself a team player? No? Give Microsoft Teams a chance anyways. 

Whether you need to schedule meetings, have audio or video calls, or have the AI-powered WhoBot find that shared file you keep scrolling past, Microsoft Teams has you covered.

Microsoft Teams is a great budget-friendly option with the free version including screen sharing, team video calls, and video conferencing — features you have to pay for with Slack.


  • Free
  • Essentials $4/mo per user
  • Business Basic $6/mo per user
  • Business Standard 12.50/mo per user

#15.) Troop Messenger

Troop Messenger is an intuitive communication platform your team will love. 

Don’t feel like typing and just wanna send a quick audio message? Need to fix that embarrassing typo on the team chat? 

Rest assured, Troop Messenger is here.

This new-age Slack alternative offers greater search functionality, storage capacity, and security than its competitors.


  • Enterprise $5/mo per user
  • Premium $25/mo per user

#16.) Chanty

Chanty is an affordable and robust communication tool that saves you loads of time. 

Chanty integrates with dozens of other VA apps and guarantees you won’t lose track of any old messages or conversations. Built-in organizational and productivity features take this communication tool to the next level. 

For small and medium-sized businesses looking for a highly-affordable, clean, and easy-to-use communication platform, you can’t go wrong with Chanty. 


  • Free
  • Business $3/mo per user

Top all-around virtual assistant apps

#17.) Hubstaff

Let’s be honest, time-tracking is essential for your VA.

You DON’T want to micromanage but you DO need accountability and results. 

Hubstaff automatically provides you with all the project updates you need.

In addition to time-tracking tools and productivity monitoring, Hubstaff also streamlines scheduling, invoicing, and payroll. 

I guess all you have left to do is be the cool boss 😎.


  • Free
  • Time Starter $7/mo per user
  • Time Pro $10/mo per user

#18.) LastPass

Security is something we can all get behind, right?

Your VA needs to access some of your accounts and apps, making password management super important.

LastPass ensures you have distinct, complex passwords for each platform your VA uses — all stored in a secure vault. 

With the LastPass authenticator, your VA won’t waste time forgetting passwords, and your accounts will be safe and secure. 


  • Free
  • Premium $3/mo

#19.) Process Street

Organized documentation and workflow processes. Does that sound like something that would make your VA happy?

Trackable workflow processes help your team effectively collaborate, reduce confusion, and boost productivity.

No more breath wasted responding to the same question over and over. Process Street ensures your company is always on the same page. 


  • Start-up $100/mo
  • Pro $415/mo
  • Enterprise – Contact sales

#20.) Xero

How about a virtual assistant tool to help “manage the books?” 

Well, no books are necessary with Xero as this accounting platform allows your VA to handle monthly reconciliations, invoicing, and collect payments with ease. 

Sit back and let your bookkeeping VA handle the finances.


  • Early $13/mo
  • Growing $37/mo
  • Established $70/mo

#21.) ClickUp

ClickUp offers productivity-boosting features, project management, time-tracking, collaboration tools, full customization, and much more.

In other words, ClickUp offers a little bit of everything all geared towards making your team into a lean, mean, organized machine. 

One of my favorite features is the option to create documents in ClickUp that automatically save to Google Drive.

Some alternatives to ClickUp are Asana and Trello — both have similar overall functions, but unique feature sets. If you’re looking to cut costs, ClickUp has the most generous free plan.

The good news is, if your VA has gone through any of the top training programs for virtual assistants, they’re likely already familiar with how this type of software works. 


  • Free
  • Unlimited $9/mo per member
  • Business $19/mo per member
  • Business Plus $29/mo per member

Free virtual assistant tools your VA can use to boost productivity

You can give your VA all the best tools in the world. But if they don’t have their own business organized, their productivity will suffer in your business.

To make sure you’re getting the biggest bang for your buck, make sure to recommend these free virtual assistant tools to your VA.

The fewer neurons they have to spend organizing their own business, the more neurons they’ll have available to work on yours.

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Flexjobs - Find remote jobs without having to sift through crappy ones.
Skillshare - Free trial to take unlimited classes that teach digital nomad skills.
Wise - Send and receive money abroad cheaply (great for freelancers).



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