Table of Contents
- Benefits of Using Virtual Assistant Software
- Why the Right Tools Matter for Virtual Assistants
- Keep Communication Flowing Smoothly
- Do More in Less Time
- Cut Down on Mistakes
- Respond Faster and Look More Professional
- Stay Organized
- Bottom Line?
- Related Reading
- 31 Best Virtual Assistant Software for Your VA
- 1. VA Bear: A Powerful All-in-One Virtual Assistant Software
- All-in-One Management Platform
- Built for Scaling
- Simplified Hiring Process
- Eliminate Bottlenecks
- Who It's For
- 2. Slack
- 3. Zoom
- 4. Google Workspace (G Suite)
- 5. Asana
- 6. Trello
- 7. ClickUp
- 8. Miro
- 9. Notion
- 10. Confluence
- 11. Jira
- 12. Basecamp
- 13. Monday
- 14. Airtable
- 15. Dropbox
- 16. Fireflies AI
- 17. Taskade
- 18. Dialpad Meetings
- 19. TrueConf
- 20. Microsoft Teams
- 21. Trello
- 22. Google Meet
- 23. Clockify
- 24. Time Doctor
- 25. Toggl
- 26. Zapier
- 27. Google Drive
- 28. Canva
- 29. Figma
- 30. Google Forms
- 31. Typeform
- Related Reading
- Choosing the Best Virtual Assistant Software
- Look for Core Features That Match Your Work Style
- Prioritize Ease of Use
- Consider Collaboration and Scalability
- Check Integrations with Your Existing Tools
- Don’t Forget Support and Security
- Test It Before You Commit
- All-in-One Platform to Manage Your Virtual Assistant Team
- 6 Best Tips for Working With Your VA
- 1. Get Aligned With a Discovery Call
- Setting Clear Expectations with Your Virtual Assistant
- 2. Foster Open and Honest Communication
- 3. Respect Their Time and Energy
- 4. Understand Task Complexity and Time Requirements
- 5. Pay Your VA on Time
- 6. Build a Mutual and Beneficial Relationship
- Related Reading
- Hire and Manage Virtual Assistants All in One Place with VA Bear
- All-in-One Virtual Assistant Management Platform
- The Benefits of Using VA Bear
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Running a business can feel like an uphill battle. You work hard to provide the best products or services to your customers, but the mounting administrative tasks can eat away at your time and energy. Before long, you’re no longer focused on what you love. Instead, you’re stuck in the day-to-day grind of your operation. Once you decide to hire a virtual assistant, it’s important to take the time to find the right one for your business. One of the keys to a successful partnership is virtual assistant software or tools. This software helps you communicate and manage your new hire, along with numerous benefits of hiring a virtual assistant.
In this article, we’ll explore the best virtual assistant software to help you hire and manage virtual assistants and find the right tools for your new assistant.
Benefits of Using Virtual Assistant Software
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Remote work is getting easier as people learn how they make it successful. Upwork survey found that 68 percent of hiring managers agree that work is going more smoothly now than when the pandemic started.
Why the Right Tools Matter for Virtual Assistants
One reason for this is that teams have adopted tools to facilitate work. But not just any tools, but the right tools needed to make their organization thrive.
If you're already working with a virtual assistant, or even thinking about hiring one, adding the right software to the mix can be a total game-changer. Why? Because the software doesn’t just help you get things done, it enables you to get them done better, faster, and with less stress.
Keep Communication Flowing Smoothly
First, communication receives a significant upgrade. Ever feel like you’re constantly chasing messages across email, Slack, WhatsApp, and texts? With communication tools designed for VAs, like Slack or Zoom, everything stays in one place.
That means fewer missed messages, faster replies, and clearer expectations. Whether you're updating your VA about a new client or following up on a task, it all feels more seamless.
Do More in Less Time
Virtual assistant software helps you and your VA work smarter, not harder. Tools like ClickUp or Trello keep tasks organized, while automation platforms like Zapier can handle repetitive tasks, such as sending out reports or moving information from emails to spreadsheets. This frees up time for actual thinking work, and not just clicking around on your keyboard.
Cut Down on Mistakes
Let’s be honest, people make errors. It’s natural. But software helps you catch the little things before they slip through the cracks. Whether it’s auto-calculating figures, setting reminders, or using templates for repetitive tasks, good tools help reduce human error. That means fewer headaches and more trust with clients.
Respond Faster and Look More Professional
The faster you respond, the more reliable you seem, and that matters. Using virtual assistant software means you’re not scrambling to find answers or manually typing the same info over and over.
For example, if you use screen recording tools to send video answers to FAQs, you’re helping your VA respond more quickly and keeping clients happy without having to jump on another call.
Stay Organized
Nothing slows down progress like disorganisation. Time tracking tools, shared calendars, and project management platforms help you and your VA stay in sync. When everyone knows what’s going on, what’s due, and who’s doing what, things run smoother. You waste less time figuring things out and spend more time moving forward.
Bottom Line?
Virtual assistant software isn’t just a nice-to-have; it’s how you scale your work without burning out. Whether you’re a solo founder, a busy exec, or a growing team, these tools help you stay sharp, save time, and deliver outstanding results with less effort. Why wouldn’t you want that?
Related Reading
31 Best Virtual Assistant Software for Your VA
1. VA Bear: A Powerful All-in-One Virtual Assistant Software
If you’re tired of hopping between apps, emails, spreadsheets, and payment platforms just to manage your virtual assistant, VA Bear might be precisely what you need. It’s designed to simplify the entire process, from finding and hiring to managing and paying your virtual assistants, all from a single, intuitive dashboard.
Here’s what makes VA Bear stand out:
All-in-One Management Platform
VA Bear combines tools that would typically be scattered across five or six different services. You get built-in time tracking, task management, payroll integration, and even a CRM system to keep track of your assistant’s work with clients or leads. It’s like having a mission control centre for your VA operations.
Built for Scaling
Whether you’re hiring your first assistant or already managing a whole offshore support team, VA Bear scales with you. You can track productivity in real time, assign tasks, monitor hours worked, and handle payments, all without leaving the platform. That level of control and visibility helps you grow your business without increasing your overhead.
Simplified Hiring Process
No more vetting through dozens of resumes or relying on inconsistent freelancer platforms. VA Bear features its own curated job board, allowing you to post roles and source top-tier VAs who are ready to work. Once hired, onboarding is seamless through the platform’s built-in systems.
Eliminate Bottlenecks
Most business owners waste hours on manual coordination. VA Bear takes that off your plate by automating workflows, keeping communication and deliverables in sync, and helping you avoid the typical back-and-forth that slows everyone down.
Who It's For
VA Bear is ideal for startups, founders, agencies, and remote teams that want to offload operational tasks without losing oversight. If your current system involves emailing tasks, manually tracking time, and trying to figure out international payments on your own, VA Bear can save you time and a lot of hassle.
In short? VA Bear isn't just another tool. It's a centralised operating system for your virtual assistant team, making remote support not only manageable but enjoyable. If you're looking to streamline and scale your virtual team with confidence, it's one of the best solutions available today.
2. Slack
Slack is one of the most popular messaging platforms for remote teams. It enables organized communication through channels, private messaging, and integrations with other apps, such as Google Drive and Zoom.
Slack’s free plan includes basic messaging features, while premium plans start at $7.25 per month per user, which provides for additional file storage and more integrations. Slack is best used for team communication, project collaboration, and quick file sharing.
3. Zoom
Zoom remains a leading choice for video conferencing and online meetings. With features like breakout rooms, screen sharing, and recording options, it’s a powerful tool for remote collaboration.
Zoom offers a free plan with 40-minute time limits on group meetings, while paid plans start at $14.99 per month per host. Zoom is perfect for team meetings, virtual events, and one-on-one communication.
4. Google Workspace (G Suite)
Google Workspace, formerly known as G Suite, is an all-in-one suite of cloud-based collaboration tools that include:
- Gmail
- Google Drive
- Google Docs
- Sheets
- Meet
Starting at $6 per user per month, Google Workspace enables seamless document collaboration and file sharing, making it an ideal solution for remote teams that require a comprehensive suite of tools to manage communication and productivity.
5. Asana
Asana is a popular project management tool designed to help teams organize tasks, set deadlines, and track progress. With features like task assignments, due dates, and visual project boards, Asana helps teams stay on top of their work.
Asana offers a free plan for basic project management, while premium plans start at $10.99 per user per month. Asana is best suited for task management and project tracking.
6. Trello
Trello is a visual project management tool based on the Kanban system. It uses boards, lists, and cards to help teams manage tasks and workflows. Trello is ideal for teams that prefer a simple, visual way to organize projects.
The free version offers basic features, while premium plans start at $5 per user per month. Trello is great for task management, content planning, and personal to-do lists.
7. ClickUp
ClickUp is an all-in-one productivity platform that combines project management, document collaboration, time tracking, and goal-setting features. It’s highly customizable, making it ideal for teams with diverse needs.
ClickUp offers a free plan, with premium plans starting at $5 per user per month. It’s best for project management, workflow automation, and task tracking.
8. Miro
Miro is a collaborative online whiteboard tool that enables teams to brainstorm, plan projects, and work visually together. It’s beneficial for teams that rely on creative collaboration.
Miro’s free plan allows for three editable boards, while paid plans start at $8 per user per month. Miro is best used for visual collaboration, brainstorming sessions, and workshops.
9. Notion
Notion is an all-in-one workspace where teams can write, plan, collaborate, and get organized. It’s highly versatile, combining notes, databases, wikis, and tasks all in one platform.
Notion’s free plan is great for individuals, while team plans start at $8 per user per month. Notion is perfect for document collaboration, knowledge sharing, and project management.
10. Confluence
Confluence, developed by Atlassian, is a team workspace designed for sharing knowledge and documenting information. It’s great for creating and organizing internal documents, meeting notes, and wikis.
Pricing starts at $5.75 per user per month. Confluence is best for documentation, internal wikis, and team collaboration on shared knowledge.
11. Jira
Jira is a powerful project management tool designed specifically for development teams. It allows for bug tracking, agile project management, and customizable workflows.
Jira’s pricing starts at $7.75 per user per month. It’s best for teams using agile methodologies, software development, and tracking project progress.
12. Basecamp
Basecamp is a project management and team communication tool that combines to-do lists, file sharing, and messaging in one platform. It offers a flat rate of $99 per month for unlimited users and projects, making it a cost-effective option for larger teams. Basecamp is best used for team communication, project tracking, and file sharing.
13. Monday
Monday.com is a visual project management platform that helps teams collaborate on projects, manage workflows, and automate repetitive tasks. Pricing starts at $8 per user per month. Monday.com is ideal for teams looking for an intuitive way to manage projects, track progress, and streamline communication.
14. Airtable
Airtable is a hybrid of a spreadsheet and a database that allows teams to organize data and collaborate on projects in real-time. It’s ideal for teams that need a flexible tool for project tracking, content management, or CRM.
Airtable offers a free plan with limited features, while premium plans start at $10 per user per month. It’s best for organizing data and managing complex projects.
15. Dropbox
Dropbox is a file hosting service that allows teams to store, sync, and share files in the cloud. It’s beneficial for remote teams needing to collaborate on large files or documents.
Dropbox offers a free plan with 2GB of storage, while paid plans start at $9.99 per month. Dropbox is best for file sharing, storage, and cloud collaboration.
16. Fireflies AI
Fireflies AI is a meeting assistant that automatically records, transcribes, and summarizes meetings. It integrates with popular platforms like Zoom and Microsoft Teams, helping teams stay organized without missing essential details.
Fireflies AI offers a free plan, with premium plans starting at $10 per user per month. It’s perfect for automating meeting notes and follow-up tasks.
17. Taskade
Taskade is a collaborative task management tool that enables remote teams to manage projects, tasks, and goals in real-time. It offers a free plan, with premium features starting at $5 per user per month. Taskade is best for task management, real-time collaboration, and team productivity.
18. Dialpad Meetings
Dialpad Meetings is a video conferencing and communication tool that integrates with other Dialpad services for seamless remote work collaboration. Pricing starts at $15 per user per month. Dialpad Meetings is excellent for video conferencing, team meetings, and real-time collaboration.
19. TrueConf
TrueConf is a video conferencing tool designed for secure, high-quality communication, featuring screen sharing and collaboration tools. Pricing starts at $9.99 per month for basic plans. TrueConf is ideal for teams that prioritize secure, high-quality video meetings.
20. Microsoft Teams
Microsoft Teams is a robust collaboration tool that integrates seamlessly with Office 365. It offers chat, video conferencing, file sharing, and integration with other Microsoft apps, making it ideal for teams already using Microsoft’s ecosystem.
Pricing starts at $4 per user per month, with more advanced features in higher-tier plans. Microsoft Teams is best for video meetings, document collaboration, and team-wide communication.
21. Trello
Trello is another useful work-from-home tool that’s designed for team collaboration. It’s a project management software that visualizes tasks on digital boards, columns, and cards for easy assessment and analysis. Tasks are divided into different parts, such as “To Do,” “Doing,” and “Done,” for easy tracking.
Trello displays work progress and enables teams to prioritize tasks in a fun and engaging way. The software supports integration with popular web services and apps like Dropbox, Google Drive, Asana, Evernote, and Microsoft Teams.
22. Google Meet
Google has become a household name in most areas of the digital platform. Google Meet is a rebranding of Google Hangouts, offering a more refined video conferencing software. The app offers features like screen sharing and group video calls, and it is available at no cost.
23. Clockify
Clockify is a time management tool that can be useful for remote employees who need to track their hours. Users can clock in, and the program starts a time clock that displays the total time that the user has worked that day. Team leaders can also set up features that designate specific lengths of time to certain tasks, which can help employees to organize their workload.
24. Time Doctor
Time Doctor is an employee monitoring tool that tracks employees' time and activities. To manage distractions, the program alerts users with a pop-up if they spend excessive time idling or browsing the internet recreationally.
The program also measures users' productivity and provides summary reports about the sites they visit, as well as the time they spend on each. Additional features include timesheets for tracking hours and cross-platform compatibility.
25. Toggl
Toggl is an excellent tool for monitoring and reporting. Toggl allows you to start monitoring time by just pressing a single button. You can add a project, customer, description, and label to each segment of the time log. Separate workspaces can also be created for various teams.
26. Zapier
Zapier is a platform that allows for easy automation of tasks. With its Zaps feature, you can connect your frequently used apps for fast and seamless workflows.
For example, if you receive an email attachment, the Zaps feature can copy the attachment to your cloud storage and alert you through your workplace communication software, all without requiring you to access your email account. With Zapier, you can improve your productivity and spare yourself from having to switch between your various remote work tools to get things done.
27. Google Drive
Google Drive, one of the best remote working platforms, enables you to save, access, share, and edit files from anywhere in the world. Google Drive works smoothly with Slides, Docs, Sheets, and other cloud-native applications, allowing you and your team to collaborate in real time.
Google’s AI and search technologies can guess what you are looking for and assist you in finding your files more quickly.
28. Canva
Canva is a user-friendly graphic design and video editing application that enables you to create and share content with ease, thanks to its intuitive drag-and-drop interface. Users of Canva can choose from thousands of design layouts for every project, including:
- Slideshows
- Social media posts
- Banners
- Presentations
29. Figma
Figma is a cloud-based UI prototype and design platform that lets different teams collaborate on generating, testing, and delivering product concepts. Figma enables users to develop prototypes using hover, on-click, or button-press events, as well as GIFs to add video components or animations.
30. Google Forms
Google Forms is a free online form creator that lets users create simple or complex surveys and tests to collect and organize information. Users can use Google Forms to create a form with a range of features, including various question formats, alternative variables, and the ability to reorder questions using drag-and-drop. Users may save all collected data to a Google Sheets file and review it there.
31. Typeform
Typeform is a data collection tool that offers a high level of flexibility. When it comes to generating surveys, forms, and quizzes, the platform gives you a lot of options.
The design process is simplified and expedited due to the use of templates and dynamic design. Typeform is unique among other online survey platforms due to its logic jumps. You may combine numerous forms into one using a logic jump.
Related Reading
Choosing the Best Virtual Assistant Software
Before evaluating features and price tags, take a moment to list out what you need help with. Are you trying to assign and track tasks? Do you need time tracking, payroll integration, or client communication? Your needs will shape the kind of software you require:
- Project management-heavy
- Payroll-focused
- True all-in-one dashboard
For example, if your VA is handling social media, you'll want something with strong content scheduling and approval workflows. If they’re doing admin or lead gen, you’ll need reliable CRM tools and task automation.
Look for Core Features That Match Your Work Style
The best virtual assistant software will usually include the following essentials:
- Task management (create, assign, prioritise)
- Time tracking (to understand how hours are spent)
- Communication tools (chat, video, or integrations with Slack)
- File sharing and documentation
- Performance insights or productivity monitoring
- Payroll or payment integrations for international VAs
If a platform covers all of these, it reduces the need for multiple subscriptions and makes onboarding smoother for your virtual assistant (VA).
Prioritize Ease of Use
It’s one thing to have powerful features. It’s another way to use them. The software should be intuitive for both you and your assistant.
If you require a manual or training session to understand it, it may not be the right fit. Look for a clean, simple interface with built-in support or tutorials to help you and your team hit the ground running.
Consider Collaboration and Scalability
Some software is designed for solo entrepreneurs, while others are better suited for growing teams. If you plan to add more VAs or team members later, choose software that can grow with you. Features such as shared calendars, team dashboards, role-based access, and reporting tools become increasingly valuable as your business expands.
Check Integrations with Your Existing Tools
Great virtual assistant software should integrate with the tools you already use, whether that’s Google Workspace, Trello, Notion, CRM platforms like HubSpot, or communication apps like Zoom and Slack. Integrations prevent double work and keep your tech stack running smoothly.
Don’t Forget Support and Security
You’re trusting this software to manage sensitive business operations. Ensure it provides solid customer support, reliable uptime, and robust data protection. Look for platforms that are transparent about their privacy policies and offer features like user permissions and audit trails.
Test It Before You Commit
The best platforms offer a free trial or a demo. Use this time to test real scenarios with your VA. Are tasks getting done faster? Is communication clearer? Can you see where time is going? The right software should make your life easier within the first few days.
All-in-One Platform to Manage Your Virtual Assistant Team
Stop juggling multiple platforms and spreadsheets to manage your virtual assistant team. VA Bear is the all-in-one solution that lets you find, hire, manage, and pay top virtual assistants from a single dashboard. VA Bear comes with built-in time tracking, task management, and integrated payroll.
Say goodbye to unreliable freelancers and operational bottlenecks as you build a dependable support team that scales with your business. Transform how you work with virtual assistants through our streamlined platform featuring job boards, CRM tools, and real-time productivity monitoring.
Get started today and experience the difference of having everything you need in one place.
6 Best Tips for Working With Your VA
1. Get Aligned With a Discovery Call
To start a successful Client-VA relationship, get aligned from the beginning with the Discovery Call. This call is crucial and provides an opportunity to share your business goals, objectives, and expectations with your virtual assistant (VA).
Setting Clear Expectations with Your Virtual Assistant
Once you begin working with your VA, ensure you give detailed instructions for each task or project (VAs are incredibly perceptive and adaptable, but not mind readers); therefore, open communication and creating time for questions are essential.
Take time to talk about your vision, preferred ways to communicate, and any specific preferences or needs you have. By ensuring your expectations and goals align, you establish a solid foundation for a collaborative and productive working relationship.
2. Foster Open and Honest Communication
Effective communication is crucial to a successful relationship, and this holds when working with your virtual assistant. Create a supportive and welcoming environment where your VA feels comfortable sharing their ideas, concerns, and feedback. Have regular check-ins, virtual meetings, or weekly catch-ups to discuss progress, give updates, and address any issues.
By promoting open communication, you build trust, teamwork, and understanding in your working relationship. Most VAs offer a free 15-minute weekly catch-up with clients. This time is crucial for staying aligned with your needs and planning your week effectively.
3. Respect Their Time and Energy
One of the most important things to do with a VA is to respect their time and energy - such valuable resources! This sets the tone for your relationship from the get-go. Avoid micromanaging or overloading them with too many tasks.
Instead, prioritize the workload and respect their boundaries. Set realistic deadlines and expectations, considering their availability and workload, and give them enough time to complete tasks.
4. Understand Task Complexity and Time Requirements
Every task is different, so understand its complexity and the time it will require. Talk through the details, deadlines, and what you expect with your VA. Encourage them to share their thoughts based on their experience.
Trust their judgment when they estimate how long things will take, and try not to overload them with unrealistic demands. By understanding each task and respecting the time it requires, you set the stage for completing tasks effectively.
5. Pay Your VA on Time
Being honest and fair with payments is crucial in any business relationship. Stick to your payment agreements with your VA, ensuring they receive fair and prompt payment for their work.
Your VA will typically establish clear terms for payments from the outset, and clients need to adhere to them consistently. By ensuring payments are timely and fair, you demonstrate your commitment to being reliable, trustworthy, and respectful of your VAs' time and energy.
6. Build a Mutual and Beneficial Relationship
Having a good partnership with your virtual assistant (VA) is about both of you benefiting from the work you do together. Strive to give as much as you receive by supporting one another, offering guidance, and providing growth opportunities.
Engage your VA like a partner, not just someone who works for you. Work together on goals and plans. By fostering this kind of teamwork and support, you create a work environment where both you and your team can succeed.
Related Reading
- Upwork vs WorkChest
Hire and Manage Virtual Assistants All in One Place with VA Bear
Managing a virtual assistant team can be a complicated process. First, you have to find the right assistant for your business. Then, you have to onboard them, which can be a challenge when you’re working with someone who is located halfway across the world.
Once they’re onboard, you’ll need to manage their workload, answer any questions they have, and monitor their performance. All of this can feel overwhelming, especially if you are trying to do it all on your own. This is where VA Bear comes in.
All-in-One Virtual Assistant Management Platform
VA Bear is the best virtual assistant software for quickly and efficiently managing a virtual assistant. With our streamlined platform, you can find, hire, manage, and pay virtual assistants all from a single dashboard.
VA Bear even comes with built-in time tracking, task management, and integrated payroll, so you can say goodbye to unreliable freelancers and operational bottlenecks as you build a dependable support team that scales with your business. Transform how you work with virtual assistants through our streamlined platform featuring job boards, CRM tools, and real-time productivity monitoring.
The Benefits of Using VA Bear
Utilising VA Bear to manage your virtual assistants offers several benefits. First and foremost, the platform simplifies the process of hiring and managing virtual assistants. Instead of juggling multiple platforms and spreadsheets, you can manage your entire remote team from one dashboard.
VA Bear also helps eliminate the risk of hiring an unreliable freelancer. With our software, you can look at a virtual assistant’s profiles, reviews, and previous work before you even reach out to them. Then, when you hire your new assistant, you can use VA Bear to monitor their performance so you can ensure they are meeting your expectations.
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