7 free virtual assistant tools

Oh, my life as a virtual assistant became soooo much easier when I started using tools, and there are so many free virtual assistant tools out there.

Just think about this: you decided to offer discovery calls for potential virtual assistant clients. Btw, this was how I landed my clients almost every single time. And instead of setting up a tool to have them book a call with you automatically, you have to email back and forth until you reach a date and time. Just imagine how much time this is going to cost you.

So, let me tell you about some free tools, some of which I’m still using myself, and how they can make your life better as a virtual assistant.

Virtual Assistant Tools List

Inside module 1 of the 4-figure Tech VA Membership, you’ll get video lessons on all the in-demand tools and platforms I know from my experience as a VA since 2018 that people want to pay for, so you can pivot your business fast and master what matters MOST first. You don’t have to spend your time figuring out which tools and platforms you need to know. It’s all in module 1 of the membership.

This way, you can get paying clients quicker because you spent time learning the RIGHT things that people want to pay monthly for!

And let’s face it, you want to start your virtual assistant business because you want more freedom. More freedom to read your favorite books, travel, or spend time with your dog.

So, what do you absolutely need in your virtual assistant toolkit?

LastPass

I’m still using LastPass, and it’s been a lifesaver. When you start your business, you have to remember so many passwords. 

For the tools you use, but also from your virtual assistant clients. 

When you made an account and downloaded the Chrome extension, you are set. Every time you fill in login information for a new site, LastPass asks you if you want to save it. 

Also, when you go to a site for which you saved the login information, this will be automatically filled in for you.

Calendly

Calendly is another free virtual assistant tool that you can use. This is the tool I talked about at the beginning. With this tool, you create an event, you add some qualifying questions, and voila.

Besides creating the event, you also connect it to your Google Calendar, Google Meet, and you give your availability.

So, now your potential clients can book a discovery call with you even when you are reading your favorite book on your couch.

I now use the Google Workspace Scheduler.

Toggl

Even if you’re not charging your virtual assistant clients an hourly rate, and I definitely don’t recommend you do that, it’s very helpful to track how long you work on things.

With Toggle, you can do this. You can track how much time you spend on a client or on crafting the perfect Canva design for your Instagram posts– this last one is not necessary, btw.

So, if, for instance, you spend more time than you calculated on one of your packages, you can adjust the price for new clients.

Trello

Trello is a project management tool you can use for your own virtual assistant business, and you can offer to set it up as a service.
To use Trello, you do not have to use the paid version to get the most out of it. So, this is a great one to have in your virtual assistant toolkit.

Google Meet

When you create a Gmail account for your business, you can use Google Meet. I use the paid version, Google Workspace, and have email addresses with my business domain @wanderfulacademy.com 

This video conferencing tool is easily connected to Calendly.

Also, when you offer your clients, for instance, monthly updates or walkthroughs, you can meet with them via this free virtual assistant tool.

Google Calendar

I plan everything in my Google Calendar. I tried using a paper calendar once or twice, but yeah, that just doesn’t work for me. Just like Google Meet, it’s available for you when you create a Gmail email address. 

I have 4 different calendars, one for Wanderful Academy, one for Wanderful Assistant (my virtual assistant business), one I use for my personal life, and one for new books that come out.

Canva

This amazing free online tool is what I use for all my graphic designs, from graphics on my Instagram account, to pins on Pinterest, and graphics on my website, like for my membership, the 4-figure Tech VA Membership.

I still use the free version of Canva, so this is an amazing online tool in my virtual assistant toolkit.

Do you need other tools for your virtual assistant business?

This is my free virtual assistant tools list for beginners, but there are two tools you need when you start a virtual assistant business. 

You need to send invoices to the clients with whom you’re working. I use Moneybird, but you can also set this up in Dubsado. When you use Dubsado, you can connect with QuickBooks to do your accounting– that’s the first thing I outsourced, by the way.

And of course, you have to market your business. One tool I absolutely recommend for introverts is to create a website. I love using Squarespace as a website platform because you don’t have to think about updating or keeping everyone safe.

Become the go-to Tech & Ops Specialist that clients can’t imagine running their business without

The 4-figure Tech VA Membership is a membership for introverted VAs who are done playing small — step into Tech & Ops, claim 4-figure monthly clients (even if right now you're charging $20/hour or taking any project you can get), and build a business that gives you freedom, respect, and control.

Even if you haven’t launched your VA business yet, this membership is for you. I wished I had specialized from the start. I had such a hard time signing clients when I started my VA business in 2017. That was because I was a general virtual assistant. When I pivoted my VA business and became a Tech & Ops VA in 2018, I no longer had that problem.

So, specialize from the start.