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Best Virtual Assistant Software to Make Work Easy and Productive

Using the right Virtual Assistant software is vitally important to your VA success. From picking the right tools for working on your client’s blog to deciding which podcast program is easiest to use, the best Virtual Assistant software will make it easier to achieve your client’s goals while also making you more productive. In this guide, I’ll go over the the best Virtual Assistant software and tools so you can pick the best one for you.

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Maybe you’re considering becoming a Virtual Assistant but don’t know what you really need to get started. Today, we’re going to give you that information.

First of all, when talking about programs Virtual Assistants use, I’m going to share what’s used to work with clients and customers.

Secondly, the tools used are mostly niche-based, meaning specific for certain types of Virtual Assistant jobs. For example, Canva is a graphic design program used by Virtual Assistants who design logos, social media art, and marketing material.

Let’s get started !

The Programs You use are Based on the Service You Provide

Specializing in a service niche, and doing it well, is the key to being a successful Virtual Assistant. And using the right Virtual Assistant tools for your niche can help you bypass the common headaches that come with performing VA services.

In a previous post, I wrote about the most in-demand service niches Virtual Assistants should offer, which includes blog management, content creation, podcast and YouTube editing, social media management, and various digital marketing services. Each one of these services require specific tools, programs, and software, as we’ll go over now.

Best Virtual Assistant Software

Without further ado, here are some of the best software and tools Virtual Assistants use so you can streamline your virtual assistant service.

💻 Best Software for Blog Management:

Managing blogs is one of the most requested services for Virtual Assistants – from managing post publication dates; performing search engine optimization (SEO); managing redirections, broken links, and WordPress updates; doing keyword research; and organizing article structure.

Blog Management Tools for Virtual Assistants

Check out these blog management programs that’ll make your work a lot more efficient.

1. WordPress

Use for: Creating a blog or website

Probably the most popular blogging platform, I consider WordPress to be a “must know” for all Virtual Assistants. There’s a little bit of a learning curve if you’ve never used WordPress before, such as how to actually start a blog, but once you get over that hump WordPress is easy to use.

WordPress is pretty forgiving, meaning you can make mistakes with the design and layout of a site, without doing harm. But it’s important to know this: to use WordPress you need a host account – which we talk about in item #2.

Price: Free

2. Site Ground

Use for: Hosting WordPress blogs (or any kind of website)

Site Ground is one of the most popular, and easy to use, hosting provider for WordPress blogs. For each blog you manage, simply set up a new Site Ground account and set up the domain name.

Price: Varies by the number of sites / blogs you manage per client, with the StartUp plan being suitable for most new blogs at the cost of $3.99 per month. The two other plans, which offer more web space, cost $6.69 per month and $10.69 per month.

3. Trello

Use for: Organizing ideas, lists, and things to do for each client

Trello is a web-based project management tool that lets you create a ‘board’ for each project so you can keep track of every task you need to do for each of your customers…separately.

Price: There are 4 plans, each based on the number of users and how much organization you need.

  1. Free plan
  2. Standard plan, which is $5.00 per user per month
  3. Premium plan, at $10.00 per user per month
  4. Enterprise plan is $17.50 per user per month

🎨 Best Programs for a Blog Content Creator:

Creating content for blogs is a pretty broad category and similar to blog management. The main difference: a content creator creates the content that is managed by the manager. Some things you might do are graphic design, logo creation, and writing blog posts on a specific topic. You may create informational or entertaining pieces of content like infographics as well as source images, videos files and graphics to be used on blogs.

Programs to Help Content Creators

Here are some of the best tools used by Virtual Assistants who create content.


Use for: Logo creation quickly and easily is mostly used to quickly and easily create logos but you can also create short videos and do light voiceover work. To use, all you have to do is enter basic information about your logo (like the company name) then drag shapes and icons onto the canvas and adjust the fonts as you like.

Price: You can try free by clicking the TRY FOR FREE button at the upper right. Just enter some basic login info. and try it out. There are 3 plans: Basic, which is $29.00 per month and is great if you’re just starting out as a logo designer ; Pro, which is $69.00 per month and offers a lot more options, templates and more cloud storage; and the Customized plan, which is for large quantities of logo / video creations.

5. Canva

Use for: Image creation for blog posts, socaial media banners, contracts, resumes, flyers

Whenever I need to make a professional-looking Pinterest image or infographic for a client, I turn to Canva. This free-to-use tool lets you modify any of their templates or use them as-is for eye-catching graphics.

Price: 3 packages, each offering more benefits: free, Pro at $119.99 per year for up to 5 users, Enterprise at $150.00 per month for up to 5 users.

6. PicMonkey

Use for: Image editing and creation

Another free image creating tool, Pic Monkey is a lot like Photoshop. There is so much you can do with your images – re-size, crop, add text overlays, you name it.

Price: There’s a free 7-day trial, a $7.99 per month plan, a $12.99 per month plan that includes more storage, and a $23.00 per month plan that offers more features.

7. Gimp

Use for: Image editing

Gimp is a free, open-source image editor software that you download to your computer and start using without any difficult setup. It’s pretty easy to use, especially if you’re familiar with Photoshop, with a lot of the same functions.

The one downfall about Gimp: images are saved in .xcf format, which is not compatible with most other programs. So, to save your images in .jpg, .png., or .gif format all you have to do is go up to File and scroll down to Export. Then, in the name box, name the image appending it with .jpg or .png, or .gif then click the export button at the bottom right corner.

Price: Free

8. Grammerly

Use for: To correct writing mistakes.

As a content creator, part of your job may be to write blog posts for your clients. To help you with the proper grammar and syntax, Grammerly is a great program to help you get it right. And, no matter what your VA specialty is, you’ll still have plenty of writing to do. Contracts, emails, teaching materials…whatever you create will most likely need to be proofread. This free tool makes everything you write easy to read and mistake free.

Price: Free, Premium plan priced at $12.00 per month and Business plan priced at $12.50 per member per month.


Use for: Re-work content to give it a more natural sounding voice that’s more casual and easier for people to read. is an easy-to-use sentence restructurer that clearly enhances what you are trying to ‘say’ in your writing by getting rid of unnecessary words and phrases. You just enter your content, click the rewrite button, and your content is rewritten.

Price: There are 3 payment options: a $57.00 month plan (paid monthly); a yearly plan that comes to $27.00 per month; and an Enterprise plan that is custom priced based on your needs. The monthly and yearly plans have a free 3-day trial, however you do have to enter your billing info.

10. ProWriting Aid

Use for: Writing tool for checking grammar and style.

If writing is your niche, Pro Writing Aid is the tool you need. It’ll help you improve your writing by not only fixing your grammar, but also offering style suggestions to help you improve the clarity of your writing.

Price: There are three subscriptions:

  1. $20.00 Monthly subscription,
  2. $79.00 yearly subscription,
  3. $399.00 lifetime subscription

🎥 Best Software for Podcast and Youtube Video Editing:

Podcasts are quickly becoming one of the most popular ways to ‘get the word out’. With knowledge of the right editing tools, you’ll manage podcasts or YouTube videos, doing everything from ensuring the lighting is good to trimming clips as well as fine-tuning audio and perfecting the entire podcast or video.

Podcast Programs

Here are some programs to help:

11. OpenShot

Use for: Beginner level video editing

OpenShot claims to be ‘incredible simple and powerfull’, which is good if you’re just getting started as a video editor. There’s no software to download – it uses drag-an-drop functionality right from your computer.

Price: Free

12. Adobe Premiere Elements

Use for: Editing videos

Adobe Premiere Elements is a video editing software that’s pretty easy to use if you already know how to edit videos. If you’re a beginner, take a look at Open Shot

Price: Free trial then $59.99 for the editing software or $89.99 for the editing software and Photoshop.

13. InVideo

Use for: Video editing and creating

InVideo is an online video editor that makes it easy to create videos from all sorts of media and share it on blogs, websites, and social media. What’s really cool about InVideo is their library of customizable templates and easy-to-navigate platform.

Price: There are 3 plans:

  1. Free, which has a nice selection of templates and lets you create multiple 15-minute max. videos. They do put an InVideo watermark on the videos, though.
  2. Business plan, for $15.00 per month, offers a lot more than the free plan and no watermark.
  3. Unlimited plan, at $30.00 per month. This plan includes everything you get in the Business plan plus more stock and premium media as well as unlimited video exports.

14. Podcastle

Use for: Create custom podcasts

Podcastle is a Google Chrome browser extension that lets you easily and quickly transcribe podcasts, turn text into podcasts, record live interviews, and easily edit content. There are a few short video tutorials, which I think is well-worth the time to review.

Price: Podcastle has 4 plans, depending on your needs:

  1. Free plan, which gives you 45 minutes of a one-time audio recording and 4 hours of monthly audio recordings and the capacity of 1 host/2 interviewees.
  2. Storyteller plan for $11.99 per month, which offers additional audio recordings, hosts/interviewees, 10 hours of transcription and/or text to speech, and Magic audio processing.
  3. Podcastle Pro plan for $23.99 per month. This plan includes everything from the Storyteller plan plus much more audio hours, transcription and/or text to speech hours, and interviewees allowed.
  4. Enterprise plan, which is custom priced, and offers even more perks like multiple user accounts and 24/7 support.

📰 Best Social Media Management Programs:

Projects you’ll work on as a Social Media Manager include creating images and posting on social media platforms, maintaining engagement, and managing profiles. And probably one of the most overlooked responsibility: Analyzing social media data to see what works and what doesn’t.

Social Media Manager Tools

Here are some tools to help you become an effective Social Media Manager:

15. Buffer

Use for: Social media post scheduling and organizing

With so many Social Media options it gets tough keeping things sorted out. Buffer has a free tool that lets you connect social profiles and schedule up to 10 posts in advance. Buffer’s app shows your analytics so you can monitor social engagements and track the trending posts.

Price: Free for up to 3 channels and is only the publishing tool; $5.00 / month per channel and includes publishing, analytics, and engagement tools.

16. Hootsuite:

Use for: Managing and scheduling social media

This is an all-in-one platform that is used by over 15 million users, allowing each user to schedule your content, measure your ROI, run social media ads and monitor multiple accounts across more than 35 platforms.

Price: There are 4 plans to choose from, with the first 2 offering free 30-day trials. The plans cost $49.00 / month, $129.00 / month, $599.00 / month, custom pricing.

💼 Best Tools to be a General Administrative Virtual Assistant:

A Virtual Assistant who can do several tasks is one who is hired mainly by small companies – the ones that don’t have the time to take care of all the things needed to keep the business running. Some of your tasks may be setting appointments, data entry, making travel arrangements, creating spreadsheets, monitoring voicemail, creating reports, drafting emails, and creating PowerPoint presentations.

General Virtual Assistant Programs

Check out these options:

17. Calandly

Use for: Online appointment and meeting scheduler.

Calandly is an easy to use online program that let’s you schedule appointments, meeting, and events with the main goal of eliminating the back-and-forth emails and phone calls to set up times. Even if the other party doesn’t use Calandly, you can still send the ‘available’ links so they can pick what works for them.

Price: There are 4 plans, each one offering space for more users. Basic is free, Premium is $8.00 per month, Pro is $12.00 per month and Enterprise is custom priced.

One of the best things about Calandly is you can use it for multiple clients. So let’s say you’re doing general VA work, scheduling meetings, for a few different clients. The Premium plan lets you connect up to 2 client’s calendars and the Pro plan lets you connect up to 6 separate calendars.

18. Skype

Use for: Conversation and communication

You can’t beat a face-to-face conversation but most of the time – especially for the work at home VA – this is impossible. The next best thing is to use a free video conferencing service such as Skype.

Price: Free

19. GroupMe

Use for: Group text messaging if you need to “talk” to multiple people within a customer’s business.

A mobile messaging app, GroupMe is designed for group communication, acting like a personal chat room. You can share images, videos, and even communicate with a single memeber in the group. GroupMe states the app works on every device so there should be no problem communicating with anyone in real time.

Price: Free

20. Google Workspace

Use for: Creating and sharing documents, presentations and spreadsheets.

Google Workspace has several free tools that’ll enhance your VA expertise. You can create, edit and share documents, presentations and spreadsheets through Google Docs, Sheets, Slides and Forms. If you’re not familiar to the tools Google has to offer, head on over to their learning center.

Price: Free 14 day trial, then 4 price plans: $6.00 per month for the starter plan; $12.00 per month for the Standard plan; $18.00 per month for the Business Plus plan; custom price for the Enterprise plan.

21. Clean Email

Use for: To quickly and easily clean email inboxes of unwanted email.

Clean Email organizes all your email into easy to review bundles. It also bulk removes, archives, and moves groups of emails.

Price: Free to get started, then $9.00 / month for one account, $19.99 / month for up to 5 accounts, and $29.99 / month for 10 accounts.

⌨ Best Online Outreach Programs:

Online outreach is where you generate leads and build brand awareness by reaching out to individuals and organizations who may be interested in your client’s business, product, or service. You engage with them via social media and email, addressing their concerns and showing them how they can benefit with the service.

Programs to Help You do Online Outreach

Here are some programs that will help you get started:

22. GMass

Use for: Email outreach

GMass is an email outreach tool that lets you do cold email campaigns via your gmail account. You can quickly create large email lists, personalized for each campaign, followed-up with reporting to track your success or where you need to improve.

Price: $12.95 / month or $19.95 / month

23. Klear

Use for: To easily connect with bloggers and influencers

Klear is an easy-to-use influencer discovery tool that lets you easily identify influencers by category and topic.

Price: Custom pricing

📧 Best Email Management Tools:

Often grouped with general virtual assistant work, email management deserves its own category due to the volume of help requested in this area. When doing email management, you’ll draft replies, organize incoming emails, manage spam, flag important emails, and follow-up on emails.

Software to do Effective Email Management

Here are some email management tools Virtual Assistants use:

24. Clean Email

Use for: To quickly and easily clean email inboxes of unwanted email.

Clean Email organizes all your email into easy to review bundles. It also bulk removes, archives, and moves groups of emails.

Price: Free to get started, then $9.00 / month for one account, $19.99 / month for up to 5 accounts, and $29.99 / month for 10 accounts.

📩 Best Email Marketing Tools:

Similar to online outreach but with leads already established, email marketing is the process of managing subscriber lists, writing and sending emails to subscribers, and designing email templates.

Software and Tools to Help You do Email Marketing

Here are some awesome tools you can use to effectively do email marketing:

25. Hubspot

Use for: Email marketing to help your business (or your client’s business) grow.

Hubspot has multiple ‘Hubs’ that help with your email marketing tasks, from lead generation to analytics and even marketing automation.

Price: Free marketing tools (no trial period) with some limits on the number of emails you can send. The upgrades start at $45.00 per month.

26. ReachMail

Use for: Email marketing

Reachmail is suitable for all size businesses and niches, offering many email templates to suite your needs. Reachmail also offers advanced tracking so you can see how many recipients forwarded sent messages and how many opted out of your email campaigns.

Price: Free for up to 7,500 emails, $9.00 / month for up to 12,000 emails, and $29.00 / month for up to 25,000 emails.

27. Constant Contact

Use for: Managing email lists for clients

A popular and user-friendly email marketing service, Constant Contact lets you easily manage email lists, contacts, email templates, marketing calendar, and more.

Price: Free for 60 days then plans are $10.00 per month, $20.00 per month, 45.00 per month and $195.00 per month.

📊 Tools to do Online Marketing:

Online marketing is a broad area of marketing that mainly utilizes digital strategies with the end goal of acquiring new customers and therefore more sales. This includes doing search engine optimization and marketing, content marketing, social media marketing, pay-per-click advertising, and affiliate marketing. A lot of these things overlap other in-demand Virtual Assistant jobs, which makes online marketing a great opportunity for anyone with a lot of skills.

Software to Help With Online Marketing

These programs will help you analyze data so you can become a more efficient Online Marketer:

28. Ahrefs

Use for: Search engine optimization

Ahrefs is a well-known suite of tools used by SEO’s of all levels rank higher and get more traffic. The Site Audit and Rank tTacking tools are awesome for checking for website errors and monitoring ranking progress, while the Site Explorer, Keyword Explorer, and Content Explorer tools let you research your competitors and potential keywords to help with ranking.


There are 4 monthly plans, each of them offering a 7 day for $7.00 trial:

-Lite plan for $99.00 per month,

-Standard plan for $179.00 per month,

-Advanced plan for $399.00 per month,

29. Semrush

Use for: Website marketing and search engine optimization

Semrush is a trusted collection of tools used to improve online visibility and discover marketing information. You can do keyword analytics, site audits, position tracking and more with the extensive database within Semrush.

Price: Semrush offers a limited free plan that allows for three market research ‘projects’; after you’ve reached the limit you are locked out for 24 hours. There are three monthly plans: The Pro plan is $119.90 per month, the Guru plan is $229.95 per month, and the Business plan is $449.95 per month. You can save up to 17% if paid annually

30. Buzzsumo

Use for: finding content that performs best so you can create ideas and outreach strategies.

Buzzsumo is a cloud-based app that helps you discover the most engaging content on social media so you can tap-into opportunities to create new content ideas. You can see trending stories, discover new keywords, and conduct competitor analysis as a means to amp-up your client’s strategies for better SEO.

Price: There is a free 30-day trial, which included 10 free searches, then a pricing structure ranging from $99.00 per month to $299.00 per month depending on the number of searches you need to do.

31. Google Analytics

Use for: Analyzing website and blog data

Google Analytics is probably the most well-known analytical program, used to track and record website and blog traffic on Google. It allows you to measure how users interact with a website so you can appropriately do online marketing.

Price: Free

💰 Best Programs to Become a Finance Virtual Assistant

For many small businesses, managing books is something they can’t wrap their head around. But it’s an essential party to keeping a business alive — from managing a budget; invoicing; paying bills; understanding taxes; to keeping track of cash flow, income, and expenses; there are many opportunities for a Virtual Assistant who specializes in finances.

Finance Virtual Assistant tools and software

Here are some of the best accounting and bookkeeping software Virtual Assistants use to manage their client’s books:

32. FreshBooks

Use for: Invoicing and Bookkeeping

FreshBooks is a popular bookkeeping software that is great for creating invoices and doing all the necessary bookkeeping tasks every business needs. And not just for yourself – you can use FreshBooks to take care of your customer’s books and invoicing.

In fact, according to Freshbooks, you can set-up as many businesses as you need. This is what they say:

When you first sign up for FreshBooks, your first business or company becomes your primary business. You can add more businesses or companies under the same login and quickly switch between any of them. Each business you set up will run independently from each other; no financial information or any team members you have will be shared between your businesses. The only thing shared between businesses is the same login information.


Price: Starts at $5.50 per month and goes beyond $25.00 per month for businese with complex needs.

33. Wave

Use for: General bookkeeping and invoicing.

Wave is a free app designed for entrepreneurs to keep track of their finances. The software lets you create professional invoices, simplify payroll, and set up payment solutions.

Price: Free

34. Quickbooks

Use for: Bookkeeping and invoicing

Quickbooks only allows one company per subscription, meaning you can have a Quickbooks account for your personal Virtual Assistant business but if you want to use Quickbooks for your clients each clien needs their own subscription. No big deal – just incorporate the subscription fee into what you bill the client.

Price: Free for basic accounting and invoicing. There is a pay-per-use plan that allows you to process credit cards and bank payments. There is a monthly plan that covers payroll.

📂 Tools to Help Organize Your Virtual Assistant Job / Business

Organization is one of the most important skills a Virtual Assistant needs – whether you have one client or many, you must keep things orderly so you can accurately work on your assigned projects.

VA Tools

Here are some tools Virtual Assistants use to stay organized:

35. Dropbox

Use for: Storing backups of online data and to share files with clients

You can store and share any file at any time simply by creating a link to one of your specific Dropbox files and paste it into an email, chat, or text. The recipient doesn’t even need a Dropbox account.

Price: Free for 2 gigs of storage. There are several paid plans, each with more storage, billed annually. The smallest plan starts at $119.88 per year for personal use and the business plan starts at 199.00 yearly.

36. LastPass

Use for: Storing and managing WordPress login passwords

You can manage all your passwords – and those of your clients – with the LastPass password management system. How secure is LastPass ? They claim to have strong encryption algorithms to ensure complete security but the real security starts with you and the master password you create.

Price: Free and paid versions if you need more encrypted storage space and emergency access.

Final Thoughts

As you can see, there are many programs Virtual Assistants use to efficiently – and effectively – provide a service.

If you’re just starting out, keep this list handy. You never know which tools will serve you best until you’re comfortable with a service niche. Not sure where to begin? Here’s where to learn how to become a Virtual Assistant with no experience.

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