If you are like most people, you mostly have a love-hate relationship with technology. On the one hand, it makes our lives easier in so many ways – we can stay connected with loved ones no matter where they are in the world, we can get work done from anywhere, and we can find information on just about anything.

On the other hand, technology can be frustrating when it doesn’t work the way we want it to or when we feel like we’re slaves to our devices. Virtual assistants are one of the latest technologies designed to make our lives easier by taking care of simple tasks.

In order to be a successful online entrepreneur, it’s important to have a great team of virtual assistants to help you with all the tasks that need to be done. But what software tools do they need in order to be effective?

In this article, we’ll introduce you to some of the best virtual assistant software to help you get more organized and productive. 

Communication software and tools for VA

In order to be a successful virtual assistant, excellent communication skills are a must. There is various software for virtual assistants that can help them to communicate effectively with your clients, including:

1. Microsoft Teams

Microsoft Teams

Microsoft Teams is the most powerful and flexible workspace collaboration tool. It offers a familiar interface that’s easy to use and perfect for teams of all sizes, from small business owners to global enterprises.

It is very simple to schedule and join a Teams meeting directly from Google Workspace. Teams meetings include video and audio conferencing, screen sharing, meeting chat, digital whiteboards, and more.


  • Premium plans start at $4.00 per user/month


  • Users can make calls, work on files without closing the chat window, schedule a meeting or share a task with people from a channel.
  • The Teams feature won’t cost you a penny if your company already has a Microsoft 365 license.


  • Everybody in the company can create a team, resulting in the redundant creation of teams and eating up your storage.

2. Samepage


Samepage automates the critical tasks of project management and collaboration with a single cloud-based collaborative workspace.

It is a collaborative workspace that helps you communicate, manage projects, and collaborate with your team in one place. 


  • FREE. $0.
  • Standard. $7.50 Per user per month.
  • PRO. $9. Per user per month


  • The “Pages” layout is beneficial for keeping many files and comments in one place on one project.


The speed of transfer can be pretty slow with bigger files.

3. Wrike


The Wrike software can be used for managing projects, tasks, calendars, meetings, files and documents.

It also offers a drag & drop interface that allows users to quickly create new items or edit existing ones by simply dragging them into the appropriate places on the screen.


  • It cost $9.80 per user per month


  • This app helps to communicate with teams about different projects
  • Easy to assign tasks to team members


  • The dashboard where others are working should be more easily accessible
  • No dark theme is available

VA Tools for Social Media Management

As a virtual assistant, one of your key roles will be managing social media accounts for your clients. This can involve creating and scheduling posts to respond to comments and messages.

Several virtual assistant tools can make social media management more accessible and effective. Here are some of the essential tools you should consider using:

4. SocialPilot


SocialPilot is a SaaS product that helps professionals, teams, and businesses automate their social media management. It allows customers at every step – right from publishing posts on their profiles to analyzing their posts’ performance.

The platform offers a variety of features such as scheduling posts, creating content and publishing it automatically on social media channels; monitoring mentions and tracking keywords; tracking followers and engagement; analyzing the reach of your content or advertising campaigns; reporting on goals and KPIs.


  • Offers 14 days free trial
  • White Label -$170.00/month
  • Agency$85.00/month


  • Easy to use
  • Acts as a single channel for all social media platforms


  • Sometimes bulk scheduling fails, and there isn’t a notification alert to let you know something failed.
  • Support systems are not that great.

5. Sprout Social

Sprout Social

Sprout Social’s unique approach to data collection, analysis, and visualization enables the user to monitor their social media accounts on the go or in real time.

With Sprout Social, you can better understand what’s happening across your brand’s social channels so you can make informed decisions about how to react to it.


  • The pricing starts from $89 per user/month to manage five social media profiles on the Standard plan. 
  • For a Professional plan, it costs $149 per user, per month and handles up to ten social profiles.
  • Advanced plan costing $249 per user, per month for the most extensive features.


  • User-friendly publishing Calendar.


  • The pricing is a bit expensive.

6. Sendible


Sendible is a powerful tool for managing social media marketing efforts across multiple channels. It allows you to create and manage your social media accounts, track performance, and optimize campaigns.


  • 14-day FREE trial.
  • Creator: $29 per month
  • Traction: $89 per month
  • Scale: $199 per month
  • Expansion: $399 per month.


  • Real-time interactions with the audience.


  • They do not offer a free plan.

7. Tweetdeck


TweetDeck is an excellent tool for managing multiple accounts and has features that make it easier to Tweet from various accounts.

To select which accounts you would like to Tweet from: Click on the Tweet button at the top of the navigation bar; the accounts you have authorized will be listed at the top.


It is free of cost.


This is the best platform to manage all your Twitter accounts in one place.


Sometimes log-in problems occur.

Project Management Tools

As a virtual assistant, one of your key roles is managing projects. But with so many different tools for virtual assistants available, it can be hard to know which one to use.

Every virtual assistant should have four essential project management tools in their toolkit.



ClickUp is a free web-based tool that enables freelancers to send and receive mails and manage their work in one place simultaneously. ClickUp allows you to compose and reply directly without going to your email app. For freelancers working as a team, you can add attachments to various tasks and tag your team members to keep the communication flowing. You can also keep track of time spent on each task using the dashboard to see which tasks are taking up most of your time or if they’re being completed on schedule.


  • $0 for free
  • Unlimited subscription for $9 per user per month
  • Business subscription for $29 per user per month


Great task management

Alert the team about the due date for the task


Cannot track time on behalf of other team members.

Reports sometimes take time to load and update.

9. Redmine


Redmine is the one of the most popular open source project management tools available for various operating systems, including Windows and Mac OS X. It is one of the best alternatives to MS Project, Jira, and Trello.

The software has an easy-to-use interface that makes it easy for anyone to use it without any prior experience in IT or project management. The software also has plenty of features such as time tracking, task tracking, bug tracking, ticket tracking, issues tracking etc.


  • It offers a free trial 
  • The paid version starts at USD 25.00


  • It can be customized according to your business’s needs.


  • Not user-friendly

10. Quire


Quire has been designed to make it easy to stay organized while you work on projects. The app allows you to create tasks and set up reminders so that you never forget anything important. You can also collaborate with other people via email or text messaging.


  • It’s subscription starts from free, Quire Professional costs $8.50 per user per month, Quire Premium costs $14.95 per user per month.


  • Easy to set up


  • Offline search is not good
  • Doesn’t have an android app

Related article – Guide to Hire a Virtual Project Manager

Amazing Graphic Designing Tools for VA

Graphic design is a field of creative expertise in high demand in today’s business world. Many virtual assistants are now offering their services as graphic designers, and if you have the skills and virtual assistant tools, you can too! Here are some essential virtual assistant software for any graphic designer, whether you’re just starting or you’re a seasoned pro:

11. Stencil


Stencil is a simple, easy-to-use tool that helps you create stunning images in minutes. You can use it to crop, add text or filters, and even create your own custom stamps. This software will feel like second nature to anyone who has used an image editing program before—you’ll look like an expert!


  • It has a free version and free trial
  • $9 per month for Stencil Pro and $15 per month Stencil Unlimited


  • It is super-easy to use for non-designers
  • You can save the image as a template for future ideas


  • Subscription is for a single user

12. Snappa


The tool offers several different modules that can be integrated into your workflow. For example, you can use the copy editor to add a professional touch to your content.

The design module allows users to create mockups of their designs in real-time and export them as images or PDFs. You can even use it to create one-page websites from scratch.


  • Available for free for limited features
  • Basic plan starts from $15 per month
  • Pro subscription cost $30 per month


  • Snappa is a fast and easy-to-use social media tool.


  • It doesn’t support animations and gifs.

13. Crello


Crello is a powerful editing tool that allows you to create stunning websites in minutes. Crello will enable you to create fully customized websites with a drag-and-drop interface that makes it easy to add content, images and videos directly to your website.


  • It offers a Free Plan with limited features
  • The pricing for Crello starts at $10.0 per month


  • Create graphic images real quick


  • There isn’t a mobile version available.

14. Photoshop

Adobe Photoshop

Adobe Photoshop is a powerful image editing program that allows you to create almost anything from simple text to complex images. The software is available for both Mac and PC, and it can be used for both personal and commercial purposes. 


  • You can purchase it as a standalone app for US$20.99/month or take an annual subscription for US$239.88 per year.


  • It Works great with other tools from Adobe.
  • Great for creating works of art from a simple photo.


  • Sometimes the toolbar menu changes by itself.

File Sharing & Storage

Every virtual assistant should have a few essential software tools in their arsenal, and one of those is a good file sharing and storage solution. This will allow you to easily share files with clients and colleagues, as well as store them securely for future reference.

Several different file sharing and storage solutions are available, so choosing one that best suits your needs is important. Whichever solution you choose, ensure it is easy to use and provides the necessary features.

15. Box


Box makes it simple to create, share and manage your documents in a way that is secure, easy to use and compliant with industry standards.

And because it is cloud-based, it will save you time and money by automating processes that used to take hours or even days when done manually.


  • Free trial is available
  • Starter subscription costs $60 per year per user
  • Business subscription costs $180 per year per user


  • It is simple, reliable, and cheap.


  • The max file upload size for the free tier is low.

16. pCloud


With pCloud, you can store and share your files with anyone worldwide. With an easy-to-use interface and intuitive design, pCloud makes it easy to find what you need.

You can download and install the pCloud app on your mobile device or computer so that you have access whenever you need it. 


  • Basic: free – up to 10GB storage.
  • Premium: $4.99/month or $49.99/year – 500GB storage.
  • Lifetime Premium 500GB: $125 – one-time payment


  • There are multiple storage options available.


  • Uploading data can sometimes take time.

17. Mega


If you’re looking for a way to store your files in a secure, reliable, and easy-to-use way, then MEGA is a great tool to have.


  • Business Plan includes 3 users 3 TB storage 3 TB transfer $5.27 per extra user $2.64 per extra TB.


  • It is a very secure platform
  • It has an excellent user interface


  • Not an open source
  • No live chat or call support

18. IDrive


IDrive is a cloud storage and backup solution that helps you protect your data with regular online backups. This way, you can have your files available right when you need them, as well as stored safely off-site.

While most other cloud services charge per device, IDrive protects multiple devices at a single price.


  • Basic plan is free
  • iDrive personal, 5TB costs $79.50 per year
  • iDrive personal, 10TB costs $99.50 per year


  • Cloud backup is fast
  • Fast upload speed


  • Does not offer unlimited storage
  • The user interface is tough to use

Time Tracking Software for Virtual Assistant

There are a lot of different virtual assistant software tools out there that claim to be the best for time tracking, but it can be tough to know which one is right for you and your business.

We’ve compiled a few essential virtual assistant software tools for time tracking, so you can decide which one is right for you.

19. Hubstaff


Hubstaff is flexible enough for small businesses looking for an all-in-one solution for time tracking, invoicing, and payroll. It also offers a range of features for larger teams, including projects & expenses management along with employee time tracking and reporting.


  • It offers 14 days free trial
  • Free of cost for one user
  • $5.83 for two users


  • It is straightforward to schedule shifts for all employees of my business
  • Its customer support is responsive and professional


  • No live chatting option.

20. Everhour


Everhour automatically calculates the time spent on each task or project and generates a detailed report for you – so you can spend more time on things that matter. You can see exactly how much time people spend on each task and see who is taking the most time for their tasks, so you can quickly identify bottlenecks.

You can also see what projects are taking up most of a person’s time by looking at all their activity in one place!


  • Free for up to 5 users
  • Everhour Lite costs $5 per user
  • Team plan costs $8.50 for unlimited users


  • Integrate different task tools in one place


  • Sometimes reports are slow to generate

Work Collaboration

Many virtual assistant software tools can help virtual assistants with work collaboration. Here are some essential tools that every VA should have in their toolkit:

21. Microsoft 365

Microsoft 365

Office 365 is the best version of Office available. You can access a full version of Word, Excel, PowerPoint and OneNote on your PC or Mac; create and share documents; sync Outlook Calendar between devices; access SkyDrive to store files online, and get real-time co-authoring for up to five people at once.


  • Microsoft 365 basic business plan starts from $1.51.


  • Quick and Easy updates


  • Some of the advanced features can be hard to access.

22. Jira

Jira Atlassian

When it comes to team collaboration software, Jira has been leading the way since 2006. It provides a flexible platform that allows users to create and edit their own issues directly in Jira’s web-based app or via their desktop client—allowing you to customize how everything looks and works.


  • Free for 10 users and standard price is $7.75 per user and premium subscription costs $15.25 per user


  • Jira supports teams using Scrum and Kanban with its agile boards
  • It provides the foundation to help developers focus on building software that can automate and integrate processes with IT teams


  • It has a limited number of software integrations
  • Jira can be challenging to set up

Online Meetings

It is not possible for virtual assistants to take face-to-face meetings to discuss work, so they conduct online meetings with clients through video calls. Here we have mentioned the best apps for virtual assistants to conduct online meetings.

23. Skype

Microsoft Skype

If you are a business owner, you will need to communicate with clients and employees via Skype. Thankfully, there are various software tools out there that can help make your Skype experience more efficient and productive.


  • The normal video calling is free of cost. Skype to Phone subscription starts at $2.99 per month for US-based phone, and $7.99 per month for the India subscription.


  • You can record meetings
  • You can participate via phone with your domestic number


  • Space for optimizations regarding data protection
  • Limitation of 50 minutes

24. Google Chats

Google Chats

Google Hangouts currently known as Google Chats is a flexible tool that can be used for video calls, chat, and even screen sharing. As a virtual assistant, Chats can be a great way to keep in touch with clients and coworkers. 


  • Google Chats is a free platform that can be retrieved by your Google account


  • Easy to turn history on/off


  • It is limited to typing only


As a virtual assistant, you will communicate with your client and other representatives on his behalf, creating and sharing documents, presentations, etc. Given the emphasis on written communication, ensuring that your communication is free from errors and complies with English language rules for a better and clearer understanding makes sense.

25. Reverso


Reverso is a great tool for any virtual assistant. It allows you to create and manage your blog posts easily. With Reverso, you can easily add pictures and videos to your posts and format them nicely.

Reverso also makes sharing your posts on social media and tracking your post’s performance with built-in analytics.


  • It has a free version and does not offer a free trial. The Reverse paid version starts at US$6.50/month.


  • User-friendly interface
  • Free and accurate


  • No plagiarism checker
  • Strict limitation

Schedule Management

Scheduling and managing meetings are difficult for virtual assistants; thankfully, there are schedule management apps that are used to set up a meeting with your client. 

26. 10to8


This software is essential for managing appointments, booking meeting rooms, and sending client reminders. It’s a great way to stay organized and ensure your clients are always kept in the loop.


  • Free for 1 seat
  • All subscription plans are billed annually, on a per-seat basis


  • User friendly interface


  • Require some more integration with e-commerce websites


As a virtual assistant, it is essential to have a robust toolkit at your disposal to help you manage your workload and keep your clients happy.

The right virtual assistant software tools can make all the difference in your productivity, efficiency, and overall effectiveness. Investing in the right software tools can save you time and hassle in the long run, so be sure to research and choose the best option for your needs.

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About Ritika

Ritika is an avid content curator who loves chatting about all things Industry and Technology. She writes about Web App Development, Designing, Marketing, even Machine Learning, and AI.