Due to advances in technology, the role of a virtual assistant has fast become something, almost all business owners are appreciating now. For an in-house employee, business owners need to think about: paying a huge salary, offering bonuses, worrying about taxes and benefits. But now business owners are able to reduce costs by hiring a remote virtual assistant to get the work done just as fast.

If you are a virtual assistant, you may be looking at ways to help streamline your tasks and increase productivity.  Below is a list of the top virtual assistant software and business tools that will help you with task automation.

The list of virtual assistant software and tools have been categorised by the tasks carried out:

Document Sharing/Storage

If you work for yourself or as part of a team of virtual assistants you need to address the best tool to use to share and store files/important documents.

Dropbox Business

Virtual Assistant


If you are not using Google Apps, then Dropbox is a nice alternative. Especially, considering the fact that they have over 200,000 business customers and 500 million customers.

Dropbox is known for their robust file sharing capabilities. With a Dropbox Business account, you can create and share documents, videos, photos, and slides, all through the cloud. Dropbox is great for small businesses as it is reasonably priced.  They are also optimized to meet the needs of larger businesses.

Grow in Cloud

Grow in Cloud

If you are a small business with several virtual assistants that need to collaborate, then Grow in Cloud might suit you better. Like Dropbox, Grow in Cloud offers a cloud-based seamless document sharing feature. It also has other features that help users with other automation tasks (see below).

Grow in Cloud’s document sharing feature enables your business to upload, share or request client documents right from your business dashboard. No more email attachments and no more lost files. Your clients can also find all the shared documents, on their dedicated ClientSite, for instant download or sharing.

Time Tracking

If you or your virtual assistant team live in different areas of the world and work at different times, it’s easy for time tracking and payroll to get confusing! Especially if you are charging on an hourly rate rather than as a package deal.

For this, it is worth investing in a time tracking software that shows you how many hours you or your team of virtual assistants are working. It can also show how they are spending their time.


Virtual Assistant


Tracking your time is essential when you’re a Virtual Assistant. Toggl makes it easy to do this. You can have projects separated by clients, then at the end of every week you can export the report and send it over to your clients.

You can also add it as an extension to Chrome which makes it so convenient. The paid version ($10/month) allows you to do so much more, like add your logo, project dashboard and have more members.

Social Media Management

Virtual assistants are usually asked to manage their client’s social media profiles. There are several software programs that make social media management easier to manage.

Check out our blog on the 3 social media management tools which can be used for any small business.


Virtual Assistant

Buffer is another social media management tool, not mentioned in the above blog post. However, it works in the same way, as it brings all of your social media profiles into one convenient platform. With Buffer, you can schedule your content, manage your profiles from your desktop or mobile device as well as view analytics for each of your profiles.

Post Planner 


Virtual Assistant


Post Planner is often used to help discover amazing content to put on social media sites. You can upload your own pre-made content, as well as use the resources available. This way, all your content is in one place. The best thing about this is, it’s scoring system. You can predict performance of the content you will post.

Post Planner is all about engagement. Social engagement is vital nowadays and it is how you widen the reach of your audience. It is also what gets clicks to your website and/or landing pages, which in turn generates leads for you!

Appointment Scheduling 

As a virtual assistant, you may be asked to deal with appointment scheduling or arranging meetings with other team members or clients.So having a software to do this for you makes life so much easier!

Grow in Cloud

appointment bookings grow in cloud

Grow in Cloud’s Scheduling Feature is a scheduling tool that speeds up the whole process and stops you having to work with multiple calendars. It automatically sorts through calendars that are connected to the software and will easily find the next few available dates and times for a meeting.

Grow in Cloud integrates with all of the top calendars including Google Calendar, Office 365, iCloud, Outlook and Microsoft Exchange. The other great thing about this software, is that you can arrange and schedule appointments in different time zones, depending on where the clients are based.

Not only can you set appointments in Grow in Cloud, but you can also send automatic or manual reminders of appointments,request additional information from clients, as well as send your availability to clients.

World Time Buddy

 Virtual Assistant

If you have a team offering virtual assistance services, you may be managing schedules of remote employees and clients around the world, working on different time zones.

World Time Buddy is a convenient world clock, time converter and online meeting scheduler. This software will help you or other virtual assistants compare time zones with a quick glance and plan conference calls that work for all employees and/or clients.

Online Meeting

Technology has made remote collaboration so easy! We have smartphones that we take everywhere, allowing us to connect with anyone at any time. We use email to reach out to current and prospective clients, communication tools to chat in real-time with team members, and scheduling apps to keep our calendars and meetings up-to-date.

At times it can be a task and a half to meet with your clients or all of your virtual assistants at the same time, but it doesn’t have to be this way. With the use of online meeting software, it makes working and making arrangements with employees and clients easy.

Your business will save time and money by using video conferencing for online business meetings. No one needs to travel, there aren’t upfront costs to set anything up and you can speak with anyone on any device from anywhere in the world.

 ZoomVirtual Assistant

Zoom combines HD video conferencing, online business meetings, webinars, and mobile capabilities into one collaborative solution.

But the best part is that only one person has to download Zoom. Everyone else can simply click on the meeting link (reoccurring or unique) and jump right in from their phone, tablet, or desktop. With Zoom, there’s no need to combine various video conferencing solutions in order to achieve great results for online business meetings.

SkypeVirtual Assistant

Skype is a good back-up software for meeting with employees and clients.

The first reason Skype is a good alternative is because most people have a Skype account and are familiar with how the software works. Also, you can easily send a chat message during a meeting. Skype also offers PowerPoint collaboration, screen sharing as well as video conferencing capabilities


Getting electronic signatures allows for the full digitalisation of business processes. This eliminates the time and costs that it takes to print, fax, mail, copy, scan and file away documents.

The latter method could present many disadvantages: risk of loss, destruction and incompleteness. Having it all done digitally makes it more secure and faster.


Virtual Assistant

Whether you’re approving a purchase, closing a sale, or signing an agreement, it’s easy with DocuSign.

You can use DocuSign to complete approvals and agreements in minutes or hours—not days—from almost anywhere in the world. You can also quickly and securely access and sign documents. The tool allows you to easily upload and send documents for others to sign. The great thing is, you can send reminders and check signing status almost any time.

Online Invoicing And Payment

Attracting and retaining clients and customers is big business. Whatever stage or size your virtual assistant business is, there is always a need to look for ways to save time and money.

Also, increasing productivity and convenience for their customers is paramount. Therefore, the advantages of using an online invoicing software, becomes important to scaling your billing models.


Virtual Assistant

PayPal invoicing is a great place to start for invoicing. Your clients will be able to pay their invoice and you’ll be charged a small fee for each transaction. If you’re already accustomed to PayPal, this may be a good option for you.

PayPal offers flexibility when it comes to accepting payments online. You can request payments by sending your client an email or by simply sending them an invoice. It also allows you to send reminders to that client that has missed the invoice. Grow in cloud is integrated with PayPal and you can connect your account with it. You can send out customised invoices with the payment link and when clients make a payment it will be deposited into your PayPal account.


virtual assistant

Stripe is another online payment platform. It is rising in popularity with online businesses, due to its simplicity and better user interface. It gives you greater control in customising payments and charging less fees. You get paid directly into your bank account, unlike PayPal where the funds will be deposited to your PayPal account. The transaction fee is same as PayPal 2.9% plus $.30 for transaction in the US.

What differentiates it from PayPal, it charges the same transaction fee for clients everywhere, unlike PayPal which charges 3.9% plus international charges for transaction outside the US. If you work remotely and have clients at different countries, Stripe is a better suited option.

Grow in Cloud


Grow in Cloud is the perfect choice for Virtual Assistants, who are just starting out and don’t want to spend their money on a paid accounting system just yet. With Grow in Cloud’s Online Invoicing And Payment Feature, you can send customised invoices, track payments and expenses for free! You can even accept online payments from your clients for a very low fee. Grow in Cloud is also integrated with Paypal and Stripe for clients who wish to pay you, using these payment methods.


These are just a handful of tools and resources out there to help your Virtual Assistant business run smoothly.

For a free, 30 day trial of Grow in Cloud, please sign up here. You can then start using the features and carry on using the ones you need for free, forever!

Related Blog Posts For Virtual Assistants:

How To Become A Virtual Assistant

Benefits Of Hiring a Virtual Assistant Using The Cloud

16 Ways Virtual Assistants Can Help Your Business

We would love you to ‘Like and Follow’ us on Social Media

social media grow in cloud

Facebook: https://www.facebook.com/growincloud

Twitter: https://twitter.com/cloud_grow

Instagram: https://www.instagram.com/grow_in_cloud/

Pinterest: https://www.pinterest.co.uk/grow_in_cloud/

Subscribe to our blog