Even the most organized virtual assistants can feel overwhelmed.
Today, VAs are in demand, and as their roles grow, so does their need for smart and reliable AI. They need the best virtual assistant tools to manage tasks efficiently and meet client demands.
In this article, we’ll explore the best virtual assistant software in various categories, including CRM and marketing. By the end of this read, you can choose which ones to get to enhance your services.
Essential Virtual Assistant Tools, Software, and Apps
Before we get to the golden nuggets, let’s start with the non-negotiable virtual assistant software.
| Tool | Logo | Category | Main Purpose | Free Option? |
| Slack |  | Communication | Team messaging & file sharing | Yes |
| Zoom |  | Communication | Audio & video calls | Yes |
| Google Workspace |  | Collaboration & communication | Google Drive, Google Calendar, Gmail, Google Meet, & more | Yes |
| Grammarly |  | Grammar check | Grammar review & plagiarism detector | Yes |
| Skype |  | Communication | Online meetings & messaging | Yes |
| Dropbox |  | Collaboration | File management & sharing | Yes |
| Canva |  | Graphic design | Graphic creation for various purposes | Yes |
| Time Doctor |  | Time Tracking | Monitor employee hours & activities | No |
| Calendly |  | Calendar Management | Scheduling automation | Yes |
| QuickBooks |  | Bookkeeping | Track expenses & create invoices | No |
| Asana |  | Project management | Track projects & create custom workflows | Yes |
| Buffer |  | Social media management | Schedule social media posts & track performance | Yes |
| Trello |  | Project management | Track tasks & projects | Yes |
| Microsoft Teams |  | Communication | Video conferencing, chat, screen sharing, & file storage | No |
| LastPass |  | Password manager | Secure password storing & sharing | Yes |
| Evernote |  | Note-taking & collaboration | Digital note-taking, to-do lists, & note-sharing | Yes |
Want to get more fancy? We listed more of the best virtual assistant software tools that cover different purposes. But this time we’ll go into the nitty-gritty.
Productivity Tools for Virtual Assistants
In this section, we selected the 5 best productivity and time management software tools to transform how you work. List your requirements before exploring the tools. As you go through each one, consider how it aligns with your requirements.
1. ChatGPT
ChatGPT by OpenAI is an advanced AI language model that understands and generates human-like text. It provides instant, diverse, and creative responses. You can try its free version or upgrade to the premium version to use its advanced features like visual inputs.
For virtual assistants, ChatGPT can help write emails, brainstorm ideas, find information fast, and give recommendations. With this, you can be more efficient and productive.
- Price: Free (Premium plan starts at $20/mo)
2. Superhuman
Superhuman is one of the best communication tools that combines all the features needed to improve your email management skills. With this platform, users can save at least 4 hours weekly.
For a VA, this tool quickly transforms your ideas into emails, summarizes long email threads, and polishes your writing for clarity. It also makes it easier to plan and schedule meetings without switching between applications.
- Price: Starter ($30 per user/mo), Growth ($45 per user/mo), Enterprise (contact sales team)
3. Rize
Rize is an AI-powered time-tracking tool to help you practice the Pomodoro technique and precisely track and organize work activities in real-time. It also offers insights into focus and productivity patterns to let you manage both your personal and professional time effectively.
This platform will improve your task management process. Use its distraction blocker, project tagger, and Google Calendar integration feature. Rize also comes with automatic suggestions for optimal break times to help you recharge and clear your mind.
- Price: Free (premium plan starts at $16.99/mo)
4. MeetGeek
MeetGeek is an automated note-taking platform that effortlessly records, transcribes, and summarizes audio and video calls to give you the key talking points. Its advanced note-taking features work with many video conferencing tools like Zoom and Microsoft Teams.
For virtual assistants, its time-stamped transcripts let you focus on engaging in discussions rather than writing the meeting minutes. Save more time by using its collaboration features to easily share your notes with Notion and Slack.
- Price: Free (Premium plan starts at $15/user/mo)
5. Kome
Kome is a Google Chrome extension that provides quick summaries of articles and YouTube videos. Additionally, it utilizes your bookmarks to generate emails from their content using the Kome browser extension.
Instead of sifting through extensive information, Kome provides concise recaps. Use this virtual assistant software to refine your workflow and speed up your executive’s decision-making.
- Price: Free (Premium plan starts at $5.99/mo)
Presentation Tools for Virtual Assistants
Want to go beyond PowerPoint? Find out how these presentation tools leverage AI to create slides seamlessly while presenting clear information.
6. Beautiful.AI
Beautiful.AI simplifies the presentation creation process with smart templates and automatic slide formatting. It has the DesignerBOT feature which quickly designs slides and generates text and images based on your input. Its Team Plan lets remote teams collaborate on presentations and ensure consistent quality across everyone’s contributions.
For VAs, it enhances productivity with efficient file-sharing and collaboration when creating presentations. If you’re stuck with writer’s block or unsure about visuals, simply use its AI feature. Just provide some keywords and it will generate the content and images for you.
- Price: Pro ($12/mo), ($50/user/mo), Enterprise (contact sales team)
7. Tome
Tome is one of the best tools for creating microsites and one-pagers. It’s backed by AI to help with your tone, phrasing, imagery, and references.
You don’t need to search long for themes; create them with a few keywords. This guarantees each presentation matches your client’s branding. You can import team data and work on already existing slides.
- Price: Free (Premium plan starts at $20/month)
8. Sendsteps
Sendsteps turns presentations into engaging sessions with live polls and quizzes for real-time collaboration and instant audience feedback. But its standout feature is its AI-driven capability to create presentations in 86 languages. This makes this a powerful virtual assistant software for those with international clients.
In addition, it adjusts your content’s tone based on your audience. It also streamlines data collection and design creation to help you concentrate on other meeting preparations. Sendsteps is a standout tool for hosting virtual events efficiently.
- Price: Free (Premium plan starts at $9.99/mo)
9. Gamma
Gamma offers a cost-effective AI presentation builder ideal for small businesses. It helps users generate drafts in less than a minute and allows quick deck restyling with one click. Plus, it has a quick reactions feature that lets the audience send feedback faster.
For example, incorporate this tool to instantly restyle a financial reporting deck without the hassle of reformatting content from scratch. Additionally, access to analytics helps you pinpoint areas for improvement in future presentations.
- Price: Free (Premium plan starts at $10/user/mo)
10. DeckRobot
DeckRobot is for those who can’t let go of PowerPoint just yet but are looking to elevate their designs and reduce screen time by 80% at the same time. More importantly, it ensures data privacy by storing information on client servers instead of their own.
For virtual assistants, this software tool streamlines design creation and eliminates the need for multiple downloads or extensions for PowerPoint integration. It automates formatting and ensures all visual elements on each slide align with corporate branding.
- Price: Free (Premium plan starts at $19/user/mo)
CRM Software for Virtual Assistants
We all know the likes of HubSpot and Zendesk, but what’s beyond that mainstream wall? These underrated virtual assistant software tools might have functionalities that better meet your executive’s specific business needs.
11. Nimble
Nimble is a versatile CRM that you can integrate with Google Workspace and multiple social media accounts. It consolidates contacts, calendars, and emails from Gmail, Outlook, or LinkedIn. The platform also offers custom web forms to capture leads and supports group messaging for outreach.
This CRM seamlessly unifies contacts and delivers sales intelligence. Get the detailed dossiers from Nimble and give them to your team or manager for meeting preparations. Make sure to take advantage of its weekly training sessions to improve your CRM skills and boost your virtual assistant profile.
- Price: $29.90/seat/mo
12. Sugar CRM
SugarCRM comes with “Generative AI” to help craft personalized emails and content. It has a robust system infrastructure to ensure reliable cloud storage and global accessibility. Additionally, it offers a marketplace for add-ons like PandaDoc, RingCentral, and SugarChimp.
For virtual assistants dealing with an international business, leverage Sugar CRM’s support for over 30 languages. It also has predictive analytics when you need to make reports.
- Price: Essentials ($49/user/mo), Advanced ($85/user/mo), Premier ($135/user/mo)
13. itransition
itransition’s CRM strategies guarantee a bespoke experience by customizing workflows, migrating data, and testing platforms. The platforms’ team also provides ongoing assistance to keep CRMs updated and troubleshoot issues.
To maximize this tool, integrate your customized CRM with accounting management software and social media tools. Use its interaction tracking feature to get insights about customer engagement patterns.
- Price: Contact the sales team for pricing plans.
14. Streak
Streak seamlessly integrates with Gmail, transforming it into an efficient CRM tool perfect for small businesses that heavily rely on email for their operations. With it, you can access your pipeline data right from your inbox or mobile. It’s fully integrated with Google Workspace, including Google Drive and Sheets.
Streak allows you to share emails, notes, and call logs seamlessly. You can transform this into a customer support or project management tool because its CRM system manages various workflows from your inbox.
- Price: Free (Premium plan starts at $59/user/mo)
15. Freshworks
Freshworks offers a comprehensive CRM platform that centralizes customer conversations via its Freshchat tool. It offers a no-code chatbot builder for websites or mobile apps, and a customer ticketing system.
ts CRM system lets you track sales processes, give you AI-powered insights, and build personalized engagements.
- Price: Growth ($35/agent/mo), Pro ($83/agent/mo), Enterprise ($131/agent/mo)
Document Handling Apps for Virtual Assistants
Excellent document management tools should do more than just let you type. Here, you’ll find features that cater to your documentation needs.
16. WPS Office
WPS Office offers document management tools across PC and mobile platforms. It has many built-in features that include AI and free access to Word, Excel, and PPT. It’s also compatible with major operating systems and supports numerous file formats and languages.
For VAs, this application can help save time with its file conversion and text extraction tools. Plus, you won’t have to convert your PDFs anymore when editing since WPS offers PDF editing features.
- Price: WPS Pro 3-month plan ($6.33/mo), WPS Pro 6-month plan ($4.16/mo), WPS Pro 1-year plan ($7.49/mo)
17. Docparser
Docparser streamlines document management by extracting vital data from Word, PDF, images, and many more. It uploads documents directly or through cloud storage like Google Drive to facilitate file sharing.
With this, automatically pinpoint and extract specific details from documents, like names and addresses, to save time. You can use this to extract data from HR forms, legal agreements, and more.
- Price: Starter ($39/mo), Professional ($74/mo), Business ($159/mo), Enterprise (contact sales team)
18. signNow
signNow simplifies the signing process and lets you upload documents from mobile, laptop, or cloud storage. It also has a two-factor signer authentication and provides an Audit Trail for transparency on document changes.
An e-signing tool like signNow is as crucial as having the best project management software and team communication tool. This offers instant notifications once documents are signed. Additionally, it lets recipients decline and provide feedback on documents.
- Price: Business ($8/user/mo), Business Premium ($15/user/mo), Enterprise ($30/user/mo), Site License ($250/company/mo)
19. Dashlane
Dashlane is a leading password manager tool that helps guarantee business documents are kept private. It supports secure sharing and revoking of passwords, so only authorized team members can access them. Additionally, it monitors possible data breaches, provides instant alerts, and advises employees on securing compromised accounts.
You can leverage this to protect sensitive information like financial records and product development plans. Plus, you can enable its role-based permissions to give access to relevant departments only.
- Price: Personal plans (starts at $3.33/mo); Professional plans (starts at $20 for 10 seats/mo)
20. Sync.com
Sync.com enhances document accessibility and collaboration through its cloud network and syncing feature. It also provides tools for control and security, like 2FA, password resets, and role-based access. Its file protection, archiving, and detailed activity logs ensure data safety and compliance.
This tool’s advanced features let you store all your files from MacOS, Windows, and Android, to streamline your workspace management. More importantly, you can integrate all your productivity apps and MS Office into it.
- Price: Free (premium plan for solo starts at $8/mo; for teams, it starts at $6/mo)
Financial Management Tools for Virtual Assistant
Doing the basics of finance or accounting can be a bit overwhelming. Here are 5 accounting tools to simplify financials and improve client decision-making:
21. Bill
Bill.com is an accounting tool that can automatically create professional invoices with its customizable templates. It also makes it easier for customers to pay through a straightforward portal using credit cards and ACH (bank-to-bank transfers). It also offers expense and budget management features.
Virtual assistants don’t have to spend hours sending invoices manually every month since Bill.com automatically sends recurring invoices. You also don’t have to chase customers since payment reminders are also automated.
- Price: Corporate ($79/user/mo), Enterprise (contact sales team)
22. Fyle
Fyle streamlines expense management by allowing employees to submit receipts via various platforms, including text and email. Additionally, it facilitates credit card reconciliation and directly integrates with accounting software. This tool also simplifies reimbursements, offers email add-ons for receipt tracking, and provides unified receipt storage.
This will save you hours of going through receipts and make tracking expenses easier. You can also leverage it as a project management tool because it enables expense splitting across multiple projects.
- Price: Standard ($8.99/user/mo), Business ($14.99/user/mo), Enterprise (contact sales)
23. Prophix
Prophix is a financial tool designed to enhance budget management with its centralized calculations and what-if scenario analysis. It also has features for task ownership, approval workflows, and reminders. It offers transparency and control with an audit trail tool.
If you’re a VA for the CFO, use its task automation feature to say goodbye to repetitive tasks. Prophix’s structured approach to financial planning will also help you support executive decision-making processes. It’ll let you guarantee accuracy and foresight.
- Price: Contact the sales team
24. Jedox
Jedox is a comprehensive solution for financial planning and analysis. It automates reporting, analyzes large data sets, and optimizes resource allocation through machine learning algorithms. Additionally, it simplifies report creation and leverages historical data for insightful business analysis.
For VAs, this means not drowning in managing financial tasks. For example, if you’re tasked with financial reporting for a client, use Jedox to automate generating monthly reports.
- Price: Contact the sales team
25. Sage
Sage is an AI-powered accounting and financial management tool that enhances users’ decision-making with real-time reports and dashboards.
For VAs, it automates routine accounting tasks like budget tracking, payroll, and financial processes. For example, use Sage to quickly generate accurate financial reports for clients to help them get timely financial oversight.
- Price: Contact the sales team
Marketing Tools for Virtual Assistants
Marketing processes can be complex, but graphic design and social media management tools can streamline your workflow. Here are 5 of the best, yet sometimes overlooked, software for you:
26. VistaCreate
VistaCreate is a free, versatile graphic design tool with thousands of templates and a large online library of fresh and royalty-free content for various formats. Additionally, it comes with design elements including fonts, music, and animated effects. It also has practical tools like background remover and sticker maker.
You can also leverage this to quickly schedule the content across various platforms. Plus, this will make it easier for you to collaborate with other team members since VistaCreate allows you to invite up to 10 people.
- Price: Free (Premium plan starts at $5/mo)
27. Levuro
Levuro is a powerful social media management tool that lets users publish content across platforms with a single click. It comes with a preview feature for posts before publishing and it directly resizes photos and videos for platform-specific optimization.
With Levuro, you can also schedule posts in bulk to save hours of your time weekly. Its engagement metrics will help you create reports that your leader can use to optimize their social media strategy.
- Price: Starter ($15.14/mo), Pro ($25.95/mo), Business ($107.55/mo), Enterprise (contact sales team)
28. Crowdfire
Crowdfire collects articles from sources across the web, adds RSS feeds for content curation, and suggests shareable images for platforms. It also recommends the best times to post for each account and generates presentation-ready reports in PPT and PDF formats.
With this platform, virtual assistants can manage social media accounts effortlessly while maximizing engagement.
- Price: Free (Premium plan starts at $9.99/mo)
29. Mention
Mention monitors online sources, including forums, blogs, news sites, and social media, for any mentions of selected keywords. It also offers a competitor analysis tool and lets users draft, schedule, and publish posts across multiple channels. It provides insights into conversation trends and data analysis for major social networks.
You can set up keyword alerts to quickly react to mentions and manage a client’s reputation effectively. You can also use it to monitor your client’s competitors to learn about their content. Plus, this tool makes it easier to gather data for your client’s decision-making.
- Price: Solo ($49/mo), Pro ($99/mo), ProPlus ($179/mo), Company (contact sales team)
30. Clipchamp
Clipchamp offers AI-backed innovative video editing features for non-designers or beginners. This offers automatic captioning in over 80 languages using speech-to-text technology and aspect ratio adjustments for various platforms. With it, you can create unlimited high-definition videos for free.
Clipchamp’s AI feature simplifies video creation. Just upload your media, select a style, and the tool effortlessly crafts professional-grade videos. Its brand kit feature helps you make sure the marketing content stays cohesive.
- Price: Free (Premium plan starts at $11.99/mo)
Conclusion
While virtual assistant tools promise increased effectiveness and productivity, the challenge lies in choosing the best fit from the multitude of options available.
To make things easier, use ChatGPT for productivity and Nimble for CRM needs. Then, there’s the WPS Office for document management and Bill for finance management. If you’re a VA for the creatives, use VistaCreate for graphics, presentations, and videos.
Want to jumpstart your VA career?
With Genius, you’ll dive into a world of learning. Work with diverse clients and master new tools on the job. Soon, you’ll have an enhanced toolkit to boost your VA profile. Join Genius now and become part of a trailblazing team.
FAQ
1. What equipment do I need to be a virtual assistant?
To be a virtual assistant, you need to have a reliable computer:
- Primary storage should be SSD
- RAM should be no less than 8GB
- Processor should be at least an Intel i5 or Ryzen 5
Additionally, a high-speed (at least 20Mbps) internet connection and a noise-canceling headset for communications are also needed. These essentials support a variety of tasks, including administrative duties to customer service.
2. What is a virtual assistant toolkit?
A virtual assistant toolkit is a collection of software and applications to help VAs streamline workflows, manage communications, and support various projects remotely. These can also help them be more productive.
3. How do I train myself to be a virtual assistant?
To train as a VA, you should enroll in online courses or seminars, watch YouTube videos, or learn from your experience to strengthen your organizational, communication, and time management skills. Use this list to deep dive into tools to improve your digital skillset.
4. What are the most in-demand virtual assistant skills?
Here are the most in-demand skills for VAs:
- Data entry
- Communication
- Computer Literacy
- Basic Graphic Design
- Calendar Management
- Social Media Management
