Virtual Assistant Software Blog Feature

10 Best Virtual Assistant Software to Work Faster in 2023

In the past, outsourcing admin tasks meant hiring a personal or administrative assistant at a higher cost. Now, you can hire a virtual assistant from anywhere in the world and bring them into your team to enable you to work more effectively. 

Of course, like any great team member, a virtual assistant needs the right tools to make their work easier and more efficient. That’s where the best virtual assistant software comes in.

Whether you’re hiring virtual assistants or you’re a virtual assistant looking for some new tech, we have all the best options here. Discover the best virtual assistant software to add to your toolkit in 2023.

What is Virtual Assistant Software?

Virtual assistant software is any tool or program that virtual assistants (VAs) use to streamline their work and connect with team members. While the business owner typically decides which software to use, if you’re a VA yourself, you could approach your collaborators with tool suggestions.

Most virtual assistant software includes remote collaboration tools, team communication tools, reminder apps, and document management tools. You might also invest in artificial intelligence (AI) software like AI tools for meetings, AI calendars, and AI project management tools

Virtual assistants use these tools to stay connected, communicate effectively, manage projects and tasks, and create better working relationships with their clients. Having the right tools makes the job easier, faster, and more engaging for everyone involved. ☀️

How to Choose the Best Virtual Assistant Software for Your Business

There are thousands of tools that a virtual assistant could use to work more productively, which can make it hard to narrow down the choices. Not sure where to start? Here’s what to look for when evaluating different virtual assistant software tools: 

  • Specialty: What’s this app’s specialty, and does it match your needs, like instant messaging, invoicing, project management outsourcing, or graphic design? 
  • Features: Does the app have all the features you need?
  • Familiarity: Do you and your VA already know how to use this app or this type of software?
  • Pricing: Is the tool or app affordable? Does it have a free version?
  • Ease of use: Is the software app easy to use? Can your VA learn how to use it quickly?
  • Ratings and reviews: What do other users think of the software? What is customer support like?

Use these questions to decide what matters most so you figure out which tools to invest in and which to skip. If you’re working alongside a VA already, get their personal opinions and insights too.

10 Best Virtual Assistant Software Tools in 2023

The right virtual assistant software tools streamline your workflows and help get the job done faster and more effectively. If you want to work more productively this year, consider these AI tools and software apps for virtual assistants.

1. ClickUp

Virtual Assistant Software: ClickUp's TIML feature
ClickUp’s Tasks in Multiple Lists (TIML) feature allows devs to connect tasks with other teams across the organization

Whether you want a platform that makes team collaboration with your virtual assistant easier or you’re a VA looking for a tool to help you manage client work, ClickUp is the best choice out there.

ClickUp excels at project management and can be used to streamline your entire process from project ideation through to completion. Outsource tasks to your virtual assistant and easily see their progress, or ask your VA to act as a project manager for you. 

Organize projects and tasks, see your progress at a glance, and track your activity as the project progresses. Create your own custom setup, or use the ClickUp Project Management Tasks Plan to kickstart the process.

ClickUp can become your all-in-one destination for all things project, task, and productivity-related. Organize projects, create to-do lists, assign tasks, monitor workloads, collaborate on ClickUp Docs, and more—all in one place.

If you’ve not yet hired a virtual assistant, see if ClickUp AI can act as your personal assistant instead. Use our exciting new AI feature to summarize documents, create action items, improve your writing, format content, brainstorm ideas, and more.

Virtual Assistant Software: generating a blog post in ClickUp Docs
Use ClickUp AI to generate a blog post in ClickUp Docs from a simple prompt to add details and other important aspects

ClickUp Automations also recreates the experience of having a personal assistant. Save time on manual, repetitive tasks and let automation take care of them instead. Use our pre-built Automations or customize them with your own triggers and rules. ⚒️

ClickUp best features

ClickUp limitations

  • Some users may find the variety of features and customization options overwhelming at first glance
  • While ClickUp AI can already act as your own personal assistant, it’s a new release, so more functionality will be unveiled over time

ClickUp pricing

  • Free Forever
  • Unlimited: $5/month per user
  • Business: $12/month per user
  • Business Plus: $19/month per user
  • Enterprise: Contact for pricing
  • ClickUp AI: Available on all paid plans for $5/Workspace member per month

ClickUp ratings and reviews

  • G2: 4.7/5 (8,900+ reviews)
  • Capterra: 4.6/5 (3,800+ reviews) 

2. Slack

Virtual Assistant Software: Slack's chat box
via Slack

Slack is a productivity platform and team communication tool that makes it easier to stay connected to your team members and get things done, similar to Microsoft Teams

Use Slack to create a central place to chat live or asynchronously, and use automations to simplify your workflow and save time on repetitive tasks. 💬

Slack best features

  • Communicate with your team members in channels
  • Stay in touch with freelancers and contractors with Slack Connect
  • Automate routine actions with the workflow builder
  • Host live audio and video calls with Huddle

Slack limitations

  • The amount of notifications can become overwhelming if not managed carefully
  • VAs with multiple clients won’t be able to see all of their Slack communities in one window, and switching between them or opening them in separate windows may be cumbersome

Slack pricing

  • Free
  • Pro: $7.25/month per user
  • Business+: $12.50/month per user
  • Enterprise Grid: Contact for pricing

Slack ratings and reviews

  • G2: 4.5/5 (31,900+ reviews)
  • Capterra: 4.7/5 (23,000+ reviews) 

3. Zoom

Virtual Assistant Software: team having a meeting using the Zoom app
via Zoom

Zoom is a remote collaboration and video conferencing software tool that connects you with your team members for video calls, virtual meetings, team chat, and digital whiteboards. As well as virtual meeting software, you can also use Zoom for appointment scheduling, virtual events, and online webinars. 💻

Zoom best features

  • Have your VA schedule calls and meetings with clients
  • Record video calls so you can use them for training and reference
  • Use conversation intelligence to improve your sales call strategy
  • Increase your productivity with Zoom’s AI Companion

Zoom limitations

  • Some plans feature a time limit on meetings
  • Some users report downtime and stability issues

Zoom pricing

  • Free
  • Pro: $15.99/month per user
  • Business: $19.99/month per user
  • Business Plus: $25/month per user

Zoom ratings and reviews

  • G2: 4.5/5 (53,600+ reviews)
  • Capterra: 4.6/5 (13,600+ reviews) 

4. QuickBooks

QuickBooks is a collection of online accounting software tools designed to make accounting, bookkeeping, payroll, and time tracking easier for small businesses and entrepreneurs. 

Use QuickBooks to outsource these tasks to a virtual assistant or virtual bookkeeper, or use the software to simplify the process of paying your contractors—as you would with other similar apps like Freshbooks. 📚

QuickBooks best features

  • Track income, bank transactions, receipts, and more
  • Manage bills, expenses, and tax deductions
  • Set up automatic payroll, taxes, and forms
  • Work on the move: see and approve timesheets and use mobile time-tracking tools

QuickBooks limitations

  • The mobile app isn’t always easy to use for tasks, some users suggest
  • Some users report issues with speed and stability

QuickBooks pricing

  • Premium: $20/month for 1 admin user ($8/month for each additional user)
  • Elite: $40/month for 1 admin user ($10/month for each additional user)

QuickBooks ratings and reviews

  • G2: 4.0/5 (3,100+ reviews)
  • Capterra: 4.3/5 (6,300+ reviews) 

5. Google Calendar

Google Calendar is an online, shareable calendar that you can use to stay organized and productive when working solo or with your virtual assistant. Use Google Calendar to plan tasks, see an overview of your appointments, and schedule meetings with others. 📅

Google Calendar best features

  • Share your calendar with your VA, making it easy for them to arrange appointments
  • As a VA, add meetings, appointments, and events to your clients’ calendars so they stay organized and up-to-date
  • Layer multiple calendars in one view to quickly see availability
  • Customize your calendar view with different colors
  • Available as a core part of the rest of the Google suite of products or as part of the business-focused paid Google Workspace plans

Google Calendar limitations

  • It’s easy to accidentally close the “create a meeting” window, meaning you lose your progress and have to start over
  • Users report that you can’t flag tasks as low or high priority like you can in other tools, like ClickUp

Google Calendar pricing

  • Free
  • Business Starter: $6/month per user
  • Business Standard: $12/month per user
  • Business Plus: $18/month per user
  • Enterprise: Contact for pricing

Google Calendar ratings and reviews

  • G2: n/a
  • Capterra: 4.8/5 (3,000+ reviews) 

6. Calendly

Calendly is an appointment-setting and scheduling software tool that simplifies the process of outsourcing appointment management. Give your virtual assistant access to Calendly to share your availability with others, arrange meetings, and set up systems for incoming leads to schedule calls with you. 📞

Calendly best features

  • Streamline your process of scheduling meetings, appointments, and events
  • Embed your Calendly on your website to allow others to schedule calls with you
  • Add screening questions to the pre-booking page to qualify candidates or prepare for your meetings with them
  • Create a sequence where you can send pre-meeting details via email

Calendly limitations

  • Not all features are available on mobile 
  • All Calendly links come from the Calendly domain—there’s no option to white label it with your own 

Calendly pricing

  • Free
  • Standard: $12/month per user
  • Teams: $20/month per user
  • Enterprise: Contact for pricing

Calendly ratings and reviews

  • G2: 4.7/5 (1,900+ reviews)
  • Capterra: 4.7/5 (2,900+ reviews) 

7. LastPass

LastPass is a password manager and vault software app that allows you to securely share logins and passwords with your virtual assistant and other team members. This software eliminates the need to share confidential login details, giving both parties a sense of security. 🔏

LastPass best features

  • Securely share passwords and login details for tools with your virtual assistant
  • Autofill passwords across devices
  • Stay secure with best-in-class encryption and global security certifications
  • Store secure details for multiple clients and projects in one place

LastPass limitations

  • You can only access and autofill passwords if you’re online
  • Like other password managers, the app has dealt with security breaches in the past

LastPass pricing

  • Teams: $4/month per user (up to 50 users)
  • Business: $7/month per user (unlimited users)

LastPass ratings and reviews

  • G2: 4.4/5 (1,200+ reviews)
  • Capterra: 4.6/5 (2,700+ reviews) 

8. Google Drive

Google Drive is a cloud-based file-sharing and content management tool that gives you access to your files from any location, similar to Dropbox. Use Google Drive for storing your works in progress, creating a wiki to share with virtual team members, or simply for digital file storage. 📁

Google Drive best features

  • Share and collaborate on files from mobile and desktop devices
  • Find your files faster with AI-powered search functionality
  • Stay secure with built-in spam, malware, and ransomware protection
  • Integrate with Google Docs, Google Sheets, and Google Slides for in-app collaboration

Google Drive limitations

  • Some users find the user interface and default file organization “messy”
  • Uploading and accessing documents may be slow at times, some users suggest

Google Drive pricing

  • Free
  • Business Starter: $6/month per user
  • Business Standard: $12/month per user
  • Business Plus: $18/month per user
  • Enterprise: Contact for pricing

Google Drive ratings and reviews

  • G2: n/a
  • Capterra: 4.8/5 (27,200+ reviews) 

9. Hootsuite

Hootsuite is a social media management tool that simplifies the process of handling all your social media profiles—similar to Buffer but with more features. Give your virtual assistant access to Hootsuite to schedule social media content, engage with customers, monitor for brand mentions, and run social media ads. 📲

Hootsuite best features

  • Plan and schedule social media posts for different channels in one place
  • Create custom streams to monitor trends and brand mentions
  • Get insights on the best times to post for your social media accounts
  • Engage with your social media audience in real-time

Hootsuite limitations

  • It’s sometimes difficult to tag accounts when using this scheduling tool for platforms like Instagram
  • Some users report that scheduled posts aren’t always published as expected

Hootsuite pricing

  • Professional: $99/month for 1 user (up to 10 social accounts)
  • Team: $249/month for 3 users
  • Enterprise: Contact for pricing

Hootsuite ratings and reviews

  • G2: 4.1/5 (4,000+ reviews)
  • Capterra: 4.4/5 (3,500+ reviews) 

10. Process Street 

Process Street is a process management tool that simplifies your workflows and processes. Use this tool to create checklists, workflows, and standard operating procedures (SOPs) for your virtual assistant and other team members to follow. 📝

Process Street best features

  • Create workflows that track and automate task completion
  • Gather information easily with customizable forms and surveys
  • Create and share SOPs with the built-in document editor
  • Use Process AI to create personalized workflows to increase productivity

Process Street limitations

  • Creating a process might be complicated for new users
  • Some users suggest that it’s not always easy to see unfinished tasks 

Process Street pricing

  • Startup: $100/month for 5 users
  • Pro: Starting at $415/month
  • Enterprise: Starting at $1,660/month

Process Street ratings and reviews

  • G2: 4.6/5 (300+ reviews)
  • Capterra: 4.7/5 (600+ reviews) 

Get Organized With These Virtual Assistant Software Tools

There are thousands of software options out there, but these truly are the best in class for scheduling, file storage, project management, and everything a VA needs. 

Use this list to find the right virtual assistant software tools and equip your superstar team with the best possible resources and equipment. ✨

If you’re ready to revamp how you manage projects, tasks, and your team members, try ClickUp for free

Our all-in-one productivity platform has everything you need to successfully onboard, nurture, manage, and empower your virtual assistants to work at their highest level.

Questions? Comments? Visit our Help Center for support.

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