Every executive virtual assistant worth their salt has a handful of resources and tools that they return to time after time. They’re proven workhorses that have never failed and always keep things moving along, especially when you’re part of a virtual team.
When I scaled my business, I had to find affordable, quality tools and learn how to use them to their full capacity. I wasn’t in the position to buy Thing A that answered Problem X and Thing B that solved Problem Y when Thing C took a little more time to set up, yet resolved both issues.
I didn’t have time or money to spread myself across multiple softwares and platforms when I needed things to be streamlined and fire on all cylinders.
So, I did the legwork. I tested a lot of resources and worked with a lot of tools and systems. Some of these things may take some time to set up and they may have learning curves to them. But trust me, it’s worth signing up and taking advantage of the help articles and resources available to you.
Here are the 8 executive virtual assistant-approved tools I use in my business (and for my clients!) that save time, energy, and money…all for under $100 per month.
Savvy Vault ($47)
Savvy Vault* has on-demand, virtual assistant tech trainings. As an executive virtual assistant, there is nothing I can’t handle for a client… because they’re counting on me to get things done for them. Saying, “I don’t know how to do that” isn’t an option.
If they ask me to do something on a platform I’m not familiar with, Savvy Vault more than likely has trainings and complete product walkthroughs so I can quickly and competently get a handle on the platform they need me to use.
I’d highly recommend this, especially when starting out or scaling your VA business. That way, you’re prepared when a client asks you to do something and you never have to say, “I don’t know how to do that.”
Dubsado* is $30 a month and is hands-down worth more than that. This is a complete client management system that allows you to track clients, expenses, and more. Send invoices, receive payments, schedule appointments, gather questionnaires… I could go on.
Dubsado is one of those tools that takes time to set up, especially the automated workflows, but they have a great answer desk and their customer service is white-glove perfection. And it’s so worth the patience and afternoon in front of the computer to get it done.
You can try Dusado for free with up to three clients, then pay yearly or monthly. To save 20%, use my code: XXXX*.
Acuity’s paid plan is amazing. Within the paid plan, you get so many more features. You’re able to set multiple meeting types (like, say, you have coffee chat appointments, new sales calls, and client meetings) and import multiple calendars so there’s never an instance where someone double-books you while you’re getting your haircut.
You can also set automatic emails for appointment confirmations, reminders, and client rescheduling. This is the best way to ensure someone doesn’t miss a meeting with you.
There are other plans, but I recommend the Emerging Plan*.
Canva* is like Photoshop lite. I love that it’s all cloud-based and so easy to create designer-quality graphics on the fly (without being a graphic designer). With the paid plan, you can import your own fonts, have unlimited folders (at least one per client!), and import multiple brand color schemes so everything is pro and on point without having to sort through your client folders in Google for their brand assets!
Voxer* is indispensable when working virtually. This walkie-talkie app makes it so easy to communicate quickly with clients. Because, ya know, sometimes you have a quick question and it’s easier to talk it out!
There is a free version, but I recommend spending a few dollars a month on the Pro plan. I love it simply for the unlimited message storage. The “extreme alerts” feature is pretty useful, too!
If you’ve recently been held captive since 1980 and don’t know what Google is, I’m about to change your life. Seriously, though, G Suite is an absolute necessity when working virtually.
One of the biggest things I help my clients do is create systems and organize their documents, so I use Google with every client. My motto is “You can never have too many folders!”
Of course, the file sharing, calendar syncing, photo storing, and more make it your top resource for your virtual assistant business.
Asana is like my second brain. I put everything into Asana, from my personal tasks to complete client project management. This is another indispensable tool for working virtually. Asana keeps everything organized and keeps all the team members on a project synced and up to speed on changes to the deliverables, deadlines, etc.
Asana also integrates with tools like Slack, Google, and more. I find that Slack is awesome for communication between a client’s team, but you can do the same thing with Asana in their interface. And you can do more because you can keep all the projects for a client separate and only communicate with people who need to know about it.
Like Dubsado, I could go on. Suffice it to say, this is my preferred project management software.
Loom makes it easy to record and send videos. This is great for onboarding to show instead of tell clients what you need them to do. It’s also really handy for walking clients through new software or their Google Drive after it’s been organized!
They house everything on their cloud system, so all you have to do is hook it up to Chrome, hit record, then send your client a link. As a bonus, Loom will let you know when your video has been viewed.
As I said, when I was growing my virtual assistant business, these tools were the ones that made the cut and really helped me scale from working with a smaller client who was a solopreneur to managing and being an executive assistant to CEOs who have five or more people on their team. The bigger the client’s team is, the more you need tools and systems in place to manage both their growth and yours.
I love talking to other VAs who are starting their business and mentoring you as you grow and scale. I can go on and on about the resources I use, plus other things I’ve learned along the way. It was a huge help to have a mentor showing me the path and I’d love to do that for you. Schedule a call so we can chat about personalized support for your VA business!
*This is an affiliate link. When you purchase through my link, I make a small commission at no cost to you.