The software a virtual assistant business actually needs is four things: task management, time tracking and invoicing, a secure password manager, and a communication/file-sharing tool. Add scheduling and a light CRM as you grow. That's it — most VAs over-buy and end up paying for tools they never open. A solo VA can run the whole stack for $0–$50/mo, a busy one for $50–$150/mo. Here's each category and how to pick.
We run our own service companies and recommend tools honestly — including where the free tier is genuinely all you need.
Where client work lives. Boards, lists, and recurring tasks so nothing slips. Most have a free tier that's fine for a solo VA with a few clients.
Track hours by client and turn them into invoices. Critical if you bill hourly — it removes disputes and gets you paid faster.
The most important tool. Shared vaults let you access client accounts without ever seeing or emailing raw passwords. This is what protects you and them.
Chat, video, and shared file storage so client work and conversations stay organized and findable, not buried in personal email.
Add as you grow: a scheduling tool for booking calls without back-and-forth, and a light CRM once you're juggling leads and several active clients.
Free tiers of project, time-tracking, and password tools cover a VA with a handful of clients. Pay only when you hit limits.
Paid tiers, invoicing, scheduling, and a CRM. Per-seat pricing rises as you add team members.
Honestly, most VAs already have what they need. Don't add tools if:
If finding clients is the real gap, software won't fix it. A site that ranks and captures inbound leads will.
We're not a VA software vendor — keep the tools you like. What we add is the front door: a site that ranks for "virtual assistant for [niche]" and captures inbound client leads with 24/7 AI lead capture, so the prospect who messages at 10pm gets answered. Our Start Getting Leads plan is $249/mo and you own the site; Grow in Google at $597/mo adds SEO and attribution. The from-$1,750/mo plan includes a custom CRM if you've truly outgrown a light one.
See virtual assistant website design, virtual assistant SEO, how to start a VA business, and more tools in the software guides.
We don't post stock testimonials. On a 15-minute call we screen-share the real dashboards behind our own businesses — live leads, rankings, and the exact page that produced each one. See the proof →
A secure password manager with shared vaults. You handle client logins, so storing and sharing them safely is the one thing you can't afford to get wrong.
Often yes as a solo VA. Project, time-tracking, and password tools all have capable free plans. Upgrade only when you hit a real limit.
No — it manages the work you have. Clients come from being found and trusted, which is the website-and-SEO side that pairs with your tools.
Send your business name and niche — we'll build a working demo site within 48 hours. Free, no card, no commitment.
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