The 40 Best Virtual Assistant Software Tools To Boost Productivity

In this article, we dive into a meticulous selection of top-tier software tools tailored for businesses leveraging the power of remote working teams. From project management platforms that empower seamless coordination across hybrid teams to communication tools that keep professionals connected across roles and locations, we explore an array of virtual assistant software tools. Join us as we navigate the dynamic landscape of remote work solutions, revealing the tools that empower organizations to thrive in an increasingly virtual world.

Virtual Assistant Software By Type

• Time Tracking
• Communication
• Scheduling 
• Calendars
• Project Management
• File Sharing & Cloud Storage
• Accounting & Bookkeeping
• Social Media Management

In today’s dynamic work landscape, the growing acceptance of virtual assistants has ushered in a new era of flexibility and collaboration, driving the need for beneficial tools. From time-tracking ensuring accountability, to communication platforms bridging gaps, project management software enabling coordination, and cloud solutions facilitating secure data sharing, these tools collectively underpin successful remote work ecosystems. Calendar apps synchronize activities across time zones, while accounting tools streamline finances, and social media management platforms maintain online presence. In upcoming sections, we’ll explore the features and benefits of each tool, offering a comprehensive guide to empower the best hybrid workforce. The kind that leverages virtual assistants and the necessary software that make them rockstars. Let’s get started!

Time Tracking

A time-tracking tool is software designed to help businesses and remote teams monitor and record the amount of time spent on various tasks and projects. These tools enable accurate tracking of work hours, facilitate project management, and provide insights into team productivity through detailed reports and analytics. When entrusting a virtual assistant with work for your valuable business, transparency is key.

1. Toggl

Toggl is a simple and intuitive time-tracking tool that allows remote teams to track their work hours accurately. It offers features like project tracking, team collaboration, and detailed reporting to help businesses manage and analyze their team’s productivity. $8 per user, per month.

2. Harvest

Harvest provides time tracking, expense tracking, and invoicing functionalities. It’s famous for its ease of use and integration with various project management and accounting tools, making it a valuable choice for virtual assistants. $10.80, per user, per month.

3. Clockify

Clockify is a free time-tracking tool that offers basic time-tracking features along with reporting and project management capabilities. It’s known for its simplicity and can be a suitable option for small to medium-sized remote teams. $3.99, per user, per month.

4. Hubstaff

Hubstaff is a comprehensive time-tracking and productivity management tool that caters specifically to remote and distributed teams. It offers real-time tracking, activity monitoring, screenshots, and integrations with project management tools. $4.99, per user, per month.

5. Time Doctor

Time Doctor is another tool that focuses on time tracking and productivity management. It offers features like time tracking, website and application monitoring, and detailed reports to help businesses manage remote teams more effectively. $5, per user, per month.

Communication

Communication software for businesses with virtual assistants and remote workers facilitates seamless and efficient information exchange, enabling geographically diverse teams to collaborate, share updates, and coordinate tasks in real-time through digital platforms. These tools streamline remote team interactions, enhancing productivity and ensuring effective communication despite any physical distance. The ideal communication tool can make a worker across the globe feel as part of the team as someone across the hall.

1. Slack

Slack is a real-time messaging and collaboration platform that allows teams to communicate through channels, direct messages, and integrations with other tools. It’s known for its instant messaging, file sharing, and integrations with various business apps. $8.75, per user, per month.

2. Microsoft Teams

Part of the Microsoft 365 suite, Teams is a chat-based workspace that enables team members to communicate, collaborate on documents, and hold video meetings all in one place. It integrates seamlessly with other Microsoft tools – making it a great tool for virtual assistants. $4, per user, per month.

3. Zoom

Zoom is a widely used video conferencing tool that offers features like video meetings, webinars, screen sharing, and chat. It became especially popular for virtual meetings and presentations during the COVID-19 pandemic. $149, per user, annually.

4. Asana

Asana is a project management tool that virtual assistants can use to organize tasks, track projects, and collaborate on work. It provides features for creating task lists, setting deadlines, assigning responsibilities, and more. $10.99, per user, per month.

5. Trello

Trello is a visual collaboration tool that uses boards, lists, and cards to organize tasks and projects. It’s known for its simple and intuitive interface, making it easy for teams to manage work visually. $5, per user, per month.

Scheduling

Scheduling software for businesses with virtual assistants streamlines the process of coordinating and organizing meetings, appointments, and tasks across hybrid/remote teams. By offering tools to efficiently manage availability, set appointments, and synchronize calendars, scheduling software enhances collaboration and ensures effective time management in remote work environments.

1. Calendly

Calendly is an online scheduling tool that allows virtual assistants to set their availability and share a link for others to book appointments or meetings. It integrates with calendar platforms like Google Calendar, Outlook, and others. $8, per user, per month.

2. Zoom Scheduler

Zoom Scheduler is a tool for remote teams to efficiently schedule and coordinate virtual meetings. Its integration with Zoom’s video conferencing platform simplifies the process of setting up and joining meetings. $149, per user, annually.

3. Doodle

Doodle is a simple scheduling tool that lets users create polls to find the best meeting times for teams. Participants can vote on available time slots, making it easier to find a suitable time for virtual assistants and other remote team members. $6.95, per user, per month.

4. When2Meet

When2Meet is another scheduling tool specifically designed for group scheduling. Users can create an online grid of available time slots, and participants can mark their availability, helping teams find overlapping meeting times. FREE

5. Microsoft Outlook Calendar

Part of the Microsoft 365 suite, Outlook Calendar offers scheduling features that integrate with email and other Microsoft tools. It allows virtual assistants to coordinate meetings, appointments, and events efficiently. FREE

Calendars

Calendar software for businesses utilizing remote workers serves as a digital scheduling and time management tool, enabling efficient coordination of meetings, tasks, and appointments across teams. These tools facilitate seamless communication of schedules, availability, and important events, enhancing productivity and ensuring effective collaboration between virtual assistants and in-house employees regardless of their location.

1. Woven

Woven offers smart scheduling features, analytics, and integration with other productivity tools, making it suitable for managing complex schedules in a remote work setting. $45 per location, per month.

2. Google Calendar

Google Calendar is a widely used cloud-based calendar tool that allows VAs to schedule and organize events, meetings, and appointments. It offers seamless integration with other Google Workspace (formerly G Suite) apps and supports sharing and collaboration. FREE

3. Apple Calendar

Apple Calendar is the default calendar app for virtual assistants that use Apple devices. It  offers users a simple and user-friendly way to manage their schedules, set up events, and synchronize with other Apple devices. FREE

4. Calendly

While primarily a scheduling tool, Calendly also acts as a calendar tool by allowing users to set their availability and sync it with their existing calendars. It’s commonly used for scheduling meetings and appointments with remote teams. $8, per user, per month.

5. Outlook Calendar

Outlook.com Calendar is a web-based calendar tool offered by Microsoft that provides many of the same features as the Outlook desktop client, making it a suitable choice for virtual assistants who prefer web-based tools. FREE

Project Management

Project management software provides businesses with a centralized digital platform to plan, organize, track, and collaborate on tasks and projects with their virtual assistants. These tools enable remote teams to efficiently allocate resources, manage timelines, communicate progress, and ensure coordinated efforts for successful project execution in hybrid work environments.

1. Trello

Trello is a visual project management tool that uses boards, lists, and cards to help teams organize and prioritize tasks, collaborate on projects, and track progress. It’s known for its user-friendly interface and flexibility. $5 per user, per month.

2. Asana

Asana offers a comprehensive platform for task and project management, allowing teams to create tasks, set due dates, assign responsibilities, and track project progress. It provides features for visualizing workflows and integrating them with other tools. $10.99, per user, per month.

3. Jira

Jira, developed by Atlassian, is widely used for software development and issue tracking. It offers customizable workflows, agile project management features, and integration with development tools, making it popular among tech-focused remote teams. $7.75, per user, per month.

4. Basecamp

Basecamp is an all-in-one project management and team collaboration tool that includes task lists, document storage, messaging, and calendar features. It’s designed to simplify communication and streamline project organization. $15, per user, per month.

5. Monday.com

Monday.com is a visual work operating system that enables teams to build custom workflows, track projects, manage tasks, and collaborate in real-time. Its flexibility and adaptability to various project management styles make it great for collaborating with virtual assistants. $8, per user, per month.

File Sharing & Cloud Storage

File sharing and cloud storage services play a pivotal role for companies with virtual assistants, enabling seamless access, collaboration, and secure sharing of essential documents and resources from diverse locations, fostering efficient teamwork and streamlined workflows. These tools facilitate real-time collaboration, enhance productivity, and ensure data integrity while accommodating the flexible demands of a geographically dispersed workforce.

1. Dropbox Business

Dropbox Business is designed for teams and organizations, offering secure file storage, synchronization, and sharing. It provides features such as file version history, collaboration tools, and the ability to create shared folders. $15 per user, per month.

2. Microsoft OneDrive for Business

OneDrive for Business is a component of Microsoft 365 that provides cloud storage and file-sharing capabilities. It’s tightly integrated with Microsoft Office applications, making it convenient for virtual assistants and in-house employees to collaborate on documents, spreadsheets, and presentations. $19.99 per user, annually.

3. Google Drive

Google Drive is a widely used cloud storage and file-sharing platform. It offers seamless integration with Google Workspace (formerly G Suite) apps, allowing virtual teams to collaborate on documents, spreadsheets, presentations, and more in real-time. $6 per user, per month.

4. Box

Box is a cloud content management platform that focuses on secure file storage, sharing, and collaboration for businesses. It offers features like workflow automation, advanced security controls, and integration with various third-party applications. $15 per user, per month.

5. Slack

While primarily known as a team communication tool, Slack also provides file-sharing and storage capabilities. It allows teams to share documents, images, and other files within conversations, making it easier for virtual assistants to collaborate and access shared resources. $8.75 per user, per month. 

Accounting & Bookkeeping

Accounting and Bookkeeping tools provide invaluable support to companies with virtual assistants by ensuring accurate financial tracking, streamlined expense management, and real-time access to financial data. These tools enhance financial transparency, enable efficient collaboration among remote teams, and facilitate timely decision-making, contributing to the overall financial health and success of the business.

1. QuickBooks Online

QuickBooks Online is a cloud-based accounting software that offers features for invoicing, expense tracking, financial reporting, and more. It’s widely used by businesses for its user-friendly interface and accessibility for remote teams, making it one of the most popular options for bookkeeping VAs. $15 per user, per month.

2. Xero

Xero is another cloud-based accounting solution that provides tools for invoicing, expense management, bank reconciliation, and financial reporting. It offers multi-user access and integration with third-party apps, making it suitable for remote collaboration. $9.75, per month.

3. Wave

Wave is a free accounting software that is particularly popular among freelancers and small businesses. It offers features like invoicing, expense tracking, and accounting reports, making it a cost-effective choice for remote teams. Free – $8, per month.

4. FreshBooks

FreshBooks is known for its invoicing and time-tracking capabilities, making it suitable for service-based businesses. It also includes expense tracking, financial reporting, and collaboration features that can benefit remote working teams. $13.60, per month.

5. Zoho Books

Zoho Books is part of the Zoho suite of business tools and offers features like invoicing, expense tracking, inventory management, and financial reporting. It’s designed for small to medium-sized businesses and supports remote collaboration. $10, per month.

Social Media Management

Social Media Management tools offer invaluable support to companies with remote working employees by enabling centralized scheduling, monitoring, and engagement across various social platforms, fostering consistent brand presence and audience interaction. These tools enhance collaboration, streamline content distribution, and provide insightful analytics, contributing to effective remote social media strategies that drive engagement, growth, and brand visibility.

1. Sprout Social

Sprout Social offers a comprehensive suite of social media management tools, including scheduling, engagement, analytics, and reporting. It’s designed to help remote teams and virtual assistants manage their social media efforts efficiently. $249, per month.

2. Hootsuite

Hootsuite is a widely used social media management platform that allows businesses to schedule posts, monitor social media activity, and engage with their audience across various social networks. It offers features like content scheduling, analytics, and team collaboration tools – making it an ideal social media platform for businesses with virtual assistants. $99, per month.

3. Buffer

Buffer is known for its user-friendly interface and allows businesses to schedule and publish social media posts, analyze performance, and manage multiple social media accounts. It’s suitable for remote teams looking to streamline their social media presence. $6, per user, per month.

4. Later

Later is a visual social media scheduler primarily focused on visual platforms like Instagram. It allows remote teams to plan and schedule visual content, collaborate on posts, and analyze engagement metrics. $40, per month.

5. MeetEdgar

MeetEdgar is a unique social media management tool that focuses on recycling and re-sharing evergreen content. It’s designed to help remote teams maximize the value of their content by automatically reposting it at optimal times. $24, per month. 

The Toolbox of A Modern Business

From time tracking to social media management, each tool serves as a crucial ingredient to ensuring seamless operations, enhanced collaboration, and increased productivity, we’ve navigated the broad landscape of software tools that form the backbone of a successful hybrid working team. As the world of work continues to evolve, these tools empower businesses to adapt, connect, and thrive in a digital landscape that may seem unprecedented to many.

Armed with this newfound knowledge, you’re well-equipped to leverage the potential of these software solutions and take your remote working teams to greater success. Whether you’re seeking to streamline project management, optimize communication, or strengthen financial management, we’ve shown you that the right tools are at your fingertips.

You’ve got the knowledge, now it’s time for you to take action. Elevate your remote work game with the best software tools that drive success for organizations embracing flexible setups. Curious about how MyOutDesk virtual assistants utilize these tools to supercharge businesses? Our experts are ready to guide you through a personalized journey. Sign up for a free consultation now to discover how our virtual assistants, armed with an arsenal of powerful tools, can empower your remote workforce and boost your business in every way you can imagine.

Frequently Asked Questions