40+ Productivity Tools for Virtual Assistants in 2024
Virtual assistants handle diverse tasks, more than a typical office job. Handling these tasks manually can seem overwhelming, but the right productivity tool can offer a time-saving solution.
To save you from sifting through endless online lists, we’ve crafted a neat lineup of the top 40+ productivity tools for virtual assistants, categorized into ten key areas:
- Time Tracking
- Communication Software
- Password Management
- Scheduling & Appointments
- Calendars
- Project Management
- File Sharing & Cloud Storage
- Accounting & Bookkeeping
- Social Media Management
- Operations & Process Documentation
No need to read the whole guideājust pick the category you’re interested in. These tools make your work timely and more organized. We’ve detailed everything from features to pricing to help you start working smarter right away.
What's Inside
- Productive VA Tools for Time Tracking
- Virtual Assistant Software for Communication
- Best Password Management Tools for Virtual Assistant
- VA Tools for Scheduling & Appointments
- Calendars for Virtual Assistant
- Project Management Software for Virtual Assistant
- Best Tools for File Sharing & Cloud Storage
- Accounting & Bookkeeping VA Tools
- Virtual Assistant Tools for Social Media Management
- Operations and Process Documentation Tools
Productive VA Tools for Time Tracking
Time-tracking productivity tools are essential for virtual assistants (VAs) to manage and optimize their work hours effectively. For example, for a virtual receptionist precise time tracking is a must. To withstand today’s vast competition among thousands of VAs and make the job secure, you just need to incorporate time-tracking productivity tools.
1. Toggl Track
Toggl Track is a versatile time-tracking tool. It helps professionals to manage work hours across different projects and tasks. Its simplicity and user-friendly interface are known to all. This makes it suitable for anyone, from freelancers to large teams. It helps to smooth their time management practices.
Features:
- One-click timers
- Detailed reporting with customizable reports
- Real-time tracking across devices
- Automated tracking of desktop activities
- The dark mode is available for reduced eye strain
Remarkable Benefits:
- Toggl Track allows users to generate detailed productivity reports manually or automatically, which can be sent to an email inbox on a schedule.
- The tool ensures that all billable hours are accurately recorded, so you never miss out on billing for the time spent on a project.
Pricing:
- Free plans include basic features, forever free
- Advanced features at $10 per user/month
- Premium plan is $18-20 per user/month
Why Should You Take It?
For people like me whose journey started alone, you can consider Toggle Track for a free or budget-friendly time-tracking tool. Also, the standout feature of Toggle Track is that it has three different solutions according to business size: freelancers or solopreneurs and small and big teams.
2. Harvest
Harvest simplifies time tracking and invoicing. This makes it ideal for teams and freelancers. It provides insightful reports that help understand project time allocation and manage team capacities.
Features:
- Time and expense tracking
- Real-time access to project budgets
- Integration with multiple tools like Slack and Trello
- Mobile app availability for on-the-go tracking
Remarkable Benefits:
- Easy invoicing and billing processes with online payment.
- The software can send automated payment reminders to clients, ensuring that payments are received on time.
Pricing:
- Free plan limited to 1 user and two projects
- Pro plan $10.80 per person/month for unlimited projects
Why Should You Take It?
Expense Tracking with Receipt Scanning may interest you to use this productivity tool. Harvest offers a feature where you can track expenses by simply taking photos of receipts. The software then automatically records these expenses.
3. Clockify
Clockify is a free time tracker and timesheet app that allows unlimited users and projects. This makes it ideal for businesses looking to scale without additional cost.
Features:
- Unlimited tracking
- Dashboard for a project and team overview
- Billable hours and budget management
- Reporting and exporting functions
- Cross-platform compatibility
Remarkable Benefits:
- Clockify provides 24/7 customer support, ensuring that help is available whenever needed.
- The tool includes a timer, timesheet, calendar, auto tracker, and kiosk mode, catering to various time-tracking preferences and needs.
Pricing:
- Free $0, fully functional
- BASIC Administration $ 3.99
- STANDARD
- Timesheeting & Billing $ 5.49
Why Should You Take It?
Clockify offers free access for unlimited users and projects, which is ideal for startups and growing businesses. This is particularly beneficial for virtual assistants, where business growth doesn’t come with added costs.
4. Hubstaff
Hubstaff offers time tracking with screenshots, activity levels, and in-depth reporting. It is ideal for managing remote teams. If you have a team of remote assistants, then increasing productivity with Hubstaff will not be a big deal anymore.
Features:
- Automated payroll, time, and over-time tracker
- GPS tracking
- Online timesheets
- Project budgeting and invoicing
- Detailed productivity monitoring
- Geolocation for mobile teams
Remarkable Benefits:
- The tool provides actionable productivity data to help teams reach peak efficiency by tracking active work time and offering insights into how time is spent.
- The tool is designed with privacy in mind so the team members’ data is handled responsibly.
Pricing:
- Starter $4.99 / seat/mo
- Premium plan $10 per user/month
- Enterprise $2500 / seat/mo
Why Should You Take It?
For me, Hubstaff’s key feature is its advanced monitoring capabilities, such as GPS tracking, online timesheets, and productivity measurement tools. These functionalities are ideal for virtual assistants in remote teams.
5. Time Doctor
Time Doctor can be a great alternative to Hubstaff in case someone is not comfortable using It. This tool offers detailed insights into productivity with features like distraction alerts and web and app usage monitoring, which are not as comprehensively available in many other time-tracking tools.
Features:
- Time tracking with screenshots
- Distraction alerts
- Web and app usage monitoring
- Payroll integration
- Offers insights into team performance
- Integrates with over 50 apps
Remarkable Benefits:
- Time Doctor ensures enterprise-level security and compliance with GDPR & HIPAA, along with custom user roles and permission settings.
- Reduces time wasted on unproductive tasks.
Pricing:
- Basic plan $5.9 per user/month
- Premium $16.7 user/month
- Standard plan $8.4 per user/month
Why Should You Take It?
Need to optimize your focus? For VAs who work in environments where distractions can be a major hurdle to productivity, Time Doctor’s Standard Plan provides tools to help maintain focus and enhance efficiency.
Virtual Assistant Software for Communication
Like other skills, communication skills are very crucial for virtual assistants. Thus software for communication includes tools like Slack, TrueConf, Microsoft Teams, and Zoom. These tools help virtual assistants (VAs) stay connected with their teams and clients.
6. Zoom
Zoom is a comprehensive and popular communication platform that is great for improving the productivity of VAs. It’s known for its reliability and ease of use. Zoom also offers a Timer app, which is a tool for improving time management skills and streamlining meetings.
Features:
- HD video and audio conferencing
- Screen sharing and co-annotation
- Virtual backgrounds and noise suppression
- Meeting recording and transcripts
- Integrated chat with file sharing
Remarkable Benefits:
- It offers end-to-end encryption for all meetings, role-based user security, password protection, waiting rooms, and the ability to place attendees on hold.
- Participants can share their screens or use Zoom’s whiteboard feature to collaborate in real-time.
Pricing:
- The basic plan is free, with a 40-minute limit on group meetings
- The pro plan is $12.49 per user/month
- Business plan $18.32 per user/month
- Enterprise plan custom pricing
Why Should You Take It?
For me, Zoom has always been my first choice for communication with my team. This productivity tool never takes you extra time to explore the options. I want to say about the user-friendliness of the functionality. You can start meetings with your clients just in a minute.
7. Slack
Slack is a dynamic workspace that structures team communication into channels for better information sharing and collaboration. It integrates with many tools and services, enhancing workflow and project management.
Features:
- Organized channels for team communication
- Direct messaging and group calls
- File sharing and searchable history
- Integration with numerous apps like Google Drive and Asana
- Customizable notifications and workflows
Remarkable Benefits:
- Streamlines communication by consolidating all conversations into one platform.
- A standout feature of Slack is its powerful integration capability with over 2,000 third-party applications, enhancing productivity without switching platforms.
Pricing:
- Free plan access to 10,000 recent messages
- Pro plan at $7.25 per user/month
- The business+ plan is $12.50 per user/month
Why Should You Take It?
Slack excels in streamlining communication through its organized channel-based system. Also, you will feel like you are using social media messaging apps that make it super easy to communicate with your team.
8. Google Meet
Google Meet is a secure and straightforward video conferencing solution integrated with Google Workspace. It’s accessible across devices and designed to facilitate easy entry via link sharing, making it suitable for businesses and education.
Features:
- Video calls with up to 250 participants
- Live streaming to up to 100,000 viewers within a domain
- Real-time captions powered by Google’s speech recognition
- Adjustable layouts and screen settings
- Integration with Google Calendar for scheduled meetings
Remarkable Benefits:
- Provides a secure platform with anti-abuse features to ensure safety.
- Easy to use with a minimal learning curve.
Pricing:
- Google Workspace Essentials $8 per user/month
- Business Standard: $12 per user/month
Why Should You Take It?
There is no need to describe why you should take Google Meet. This is a platform the majority use for communication. All you need to do is explore the features to enhance productivity in your virtual assistant roles.
9. Microsoft Team
Microsoft Teams is a unified communication and collaboration platform that integrates with Microsoft 365. It’s designed to enhance teamwork through chat, video meetings, file storage, and application integration.
Features:
- Chat, meetings, calls, and collaboration all in one platform
- Integration with Microsoft 365 applications like Excel and PowerPoint
- Extensive third-party app integrations
- Advanced security and compliance capabilities
- Tools for workflow automation
Remarkable Benefits:
- Offers extensive customization and workflow integration.
- Supports a hybrid workplace with advanced meeting features.
Pricing:
- Microsoft Teams Essentials $4 per user/month
- Microsoft 365 Business Basic $6.00 user/month
- Microsoft 365 Business Standard $12.50 user/month
Why Should You Take It?
Microsoft Teams is best suited for organizations that rely heavily on Microsoft products and require a deep level of integration across their communication and productivity tools.
Best Password Management Tools for Virtual Assistant
Virtual assistants offer numerous services where password management can be daunting. However, the tools we enlisted can greatly enhance productivity. These handy tools ensure that multiple passwords are securely stored and effectively managed.
10. 1Password
1Password is a robust password manager that simplifies secure access across all your devices. It offers a seamless way to store, manage, and retrieve passwords and private documents through its encrypted vault. The platform is ideal for individual users and businesses looking for a comprehensive password management solution.
Features:
- Single master password setup
- Browser extensions for easy access
- Secure document and data storage
- Watchtower feature to monitor security breaches and vulnerable passwords
- Multi-factor authentication for added security
Remarkable Benefits:
- Centralized passwords and sensitive information securely. This enhances online security with strong, unique passwords and provides peace of mind with robust encryption.
- Simplifies login procedures across devices with autofill options.
Pricing:
- Individual plan $2.99 per month
- Family plan $4.99 per month for up to 5 people
- Teams plan $3.99 per person/month
- Business plan $7.99 per person/month
- All plans offer a 14-day free trial
Why Should You Take It?
1Password stands out with its Travel Mode, which removes sensitive data from devices when crossing borders and restores access with a click once safety is ensured. This feature is ideal for virtual assistants (VAs) who travel frequently and need to maintain security in different jurisdictions.
11. Dashlane
Dashlane is a feature-rich password manager designed for both personal and professional use. It offers extensive security features, a patented security architecture, and AES 256-bit encryption, making it highly secure for storing sensitive information.
Features:
- Unlimited password storage and passkeys
- Secure password sharing and autofill capabilities
- Real-time phishing alerts
- VPN for WiFi protection and passwordless login
- VPN for WiFi protection
Remarkable Benefits:
- Dashlane monitors the dark web for leaked logins and alerts you if your information is found so you can take immediate action.
Pricing:
- Free plan basic features for one device
- Premium plan $4.99 per month
- Family plan $7.49 per month
- Business plan $8 per user/month
Why Should You Take It?
Dashlane is unique in its ability to change passwords instantly on over 500 websites with its Password Changer feature. Isn’t it cool to be more productive at work, specifically when managing numerous online accounts?
12. LastPass
LastPass is a comprehensive password management tool that facilitates secure password storage and management for both individuals and organizations. It’s known for its easy-to-use platform that supports password storage, autofill, password generation, and various advanced security features.
Features:
- Unlimited password storage
- Automated device syncing across all platforms
- Secure password-sharing capabilities
- Advanced multi-factor authentication options
- Dark web monitoring to alert users of potential data breaches
Remarkable Benefits:
- Allows for emergency access to ensure data availability in critical situations.
- Supports secure sharing of passwords and sensitive data with trusted users.
Pricing:
- Free plan basic features on one device type
- Premium plan $3 per month
- Family plan $4 per month
- Teams plan $4 per user/month
- Business plan $6 per user/month
Why Should You Take It?
LastPass is a valuable tool for virtual assistants. It allows emergency access to critical online resources and ensures continuity even in unforeseen circumstances.
13. NordPass
Another secure tool for password management is NordPass. Like other tools, it offers all the basic features for managing passwords. It also enhances online security by storing and managing passwords, credit card information, and other sensitive data using top-grade encryption. This tool simplifies password management across multiple devices.
Features:
- Unlimited password storage
- Autosave & autofill capabilities
- Data breach scanning and password health assessments
- Secure item sharing and email masking options
Remarkable Benefits:
- Secures data with advanced XChaCha20 encryption for high security.
- Offers emergency access features, allowing trusted contacts access in critical situations.
Pricing:
- Free plan basic features available on one device
- Premium plan $1.49 per month
- Family plan $2.79 per month
Why Should You Take It?
If you need faster and more reliable security options for password management, use NordPass with XChaCha20 encryption as a virtual assistant. There are also biometric logins and two-factor authentications for additional security.
VA Tools for Scheduling & Appointments
Virtual scheduling assistants can efficiently manage multiple schedules, reduce the chance of double-booking, and ensure timely communication with these tools.
14. Calendly
Calendly is an automated scheduling platform that simplifies the process of arranging meetings, eliminating the need for back-and-forth emails. It’s widely used by professionals across various industries to manage appointments efficiently.
Features:
- Automated scheduling
- Integrations with popular tools like Zoom, Salesforce, and Google Calendar
- Customizable reminder and follow-up workflows
- Team scheduling capabilities
- Time zone intelligence
Remarkable Benefits:
- Calendly provides a range of useful features, such as tracking and reporting options. Add UTM parameters to scheduling links to keep track of conversions, and export event details into a CSV file for further analysis.
- With a professional appearance, Calendly can help make a great impression on clients and colleagues by simplifying the meeting scheduling process.
Pricing:
- The basic plan is free with limited features
- Standard plan $10 per user/month
- Team $16 per/month
Why Should You Take It?
Calendly offers a “time zone intelligent” scheduling feature that not only adjusts for the time zones of all participants but also sends reminders according to each participant’s local time. As a VA, you can coordinate synchronized meetings with international clients.
15. Google Calendar
Google Calendar is a versatile scheduling tool that is integral to virtual assistants’ productivity. It helps manage appointments and schedules efficiently, integrates with various Google services, and is accessible across devices.
Features:
- Event creation and invitation
- Calendar sharing and visibility options
- Integration with Google Workspace
- Automatic event addition from Gmail
- Easy collaboration with clients and teams
- RSVP options
- Appointment schedules
Remarkable Benefits:
- Data will be synchronized across all devices to make it easily accessible no matter where the location is.
- Enhances time management with customizable reminders and notifications.
Pricing:
- Free basic features are available at no cost
Why Should You Take It?
Google Calendar offers smart suggestions for event titles, places, and people. This can speed up the event creation process significantly. This AI-driven feature learns from your previous activities to provide faster and more relevant suggestions.
16. Doodle
Doodle makes scheduling meetings a breeze by letting people choose their best meeting times through an online poll. It’s super handy for organizing meetings with different groups.
Features:
- Poll creation for meeting times
- Integration with calendars like Google Calendar and Outlook
- Automatic reminder settings
- Mobile app availability for on-the-go access
Remarkable Benefits:
- Finding a time that suits everyone is easy, which enhances collaboration.
- Personalize the settings