The Best Online Tools
For Virtual Assistants

The right tools can make all the difference. 

These are some of the best online tools for virtual assistants to use when managing their business. 

All of the web apps and sites suggested here are ones that I fully support and recommend.  

Please note that this page contains affiliate links, which means I may receive a commission, at no extra cost to you, if you make a purchase through a link. I only suggest the tools that I believe will benefit other business owners.  See my full disclosure.

Accounting and Invoicing

Track your income and expenses and send professional looking invoices to clients. 

Self Employed 

With QuickBooks Self-Employed you can send invoices, track expenses, and get an estimate of your quarterly taxes.

Use this link to get 50% off for 6 months.   


Slack is what you need to stay connected with the people you work with the most. Use it to replace email chains and text messages. Integrate it with the apps you use the most. Think of it as your communication hub. Do You Work solo? Slackbot can become your tiny personal assistant.  


The right communication tools can make collaborating with team members, clients, and potential clients less daunting.

Google Workspace Email

Having an email connected to your domain name can offer a professional impression of your business. It is also an additional way to direct contacts to your website. Especially key is it for email marketing purposes. Use the contact form to request a discount code to save 10% on your first year of Google Workspace.


Hubspot is a robust CRM option. It can be a bit overwhelming initially, however, the features it offers are amazing. One of my favorites is the ability it has to automatically populate information on a company based on its internal directory. This is a great feature to use for doing research on leads.


Manage your contacts, document key information about leads, and track sales pipelines in one place.


HoneyBook is an all-in-one platform that makes managing leads and clients seamless!
Use this link to get 20% off of one year of HoneyBook.


Canva is one of my favorite tools for DIY design. Couple it with finds from Creative Market or Etsy and you're on the way to making your brand stand out.
Use this link to try Canva Pro free for 30 days. 


Use design elements to polish off your brand. These can include stock photos, clip art, textures, fonts, social media templates, lead magnet templates and so much more. 

Creative Market

Creative Market Is the place to find a variety of beautiful design elements for your business. Created by talented artists, the beautiful stock photos, mock-ups, fonts, and more will leave you drooling. Plus they also offer free goods every week! 


HelloSign is a user-friendly document signing tool. It is owned by Dropbox so if you are a Dropbox user, you can easily integrate both tools. Set up templates for commonly used documents. Add your input fields. Assign signers. Send, sign and move work forward.

Document Signing 

Make sending and receiving your contracts a cinch.


DocuSign is a very robust document signing tool. It also offers features such as workflows and integrations that work well with Salesforce.


If your email list is still fresh, Mailerlite is a cost-effective option that still offers the key features you need in an email marketing tool. It's free for the first 1,000 subscribers! Give your audience all of your best insight in a professionally polished format. You can even create forms that can be embedded onto your website to make obtaining subscribers even easier. One of my favorite functions of Mailerlite is the automation. 

Use this link to get a $20 credit upon sign up. 


Email Marketing

Create well-arranged email campaigns to connect with your subscribers.


ConvertKit is especially preferred by creators. This is the email marketing tool to use if you want to create beautiful landing pages to market a product. There is even a feature called ConvertKit Commerce that allows you to accept payments for your products, right from your landing page. Plus this feature is included even with a free account.

Google Drive

Google Drive is utilized by many business owners who utilize Google Workspace because it is connected to your whole Google account. That means that if you are sending an email through Gmail you can easily attach files from your Drive in a few clicks. Time saver! 

File Storage

Keep your internal files well organized in digital format.


Dropbox is another preferred digital file storage system. The plans are paid, however, they start at 2 TB of storage. 

Blogging for New Bloggers 

Blogging for New Bloggers offers a variety of legal forms for your website. The legal forms are written by an experienced Lawyer who is also the co-founder of the blog.  The Legal Bundle Value Pack offers all the forms you'll need to protect your site, including options for GDPR compliance. Having legal forms and disclosures is especially important for getting accepted to affiliate programs..


Dot your I's by having the legal documents you need for your website and business.


LegalZoom is a place where you can find other legal documents and resources you may need for your business, such as help with forming an LLC. You can also get advice from attorneys with a monthly plan.  


Upwork is a platform that connects clients with talented freelancers. This platform saves time because you post a job and freelancers submit proposals. However, you also have the option to manually search for qualified freelancers and invite them to an interview. Another great feature that it offers is the ability to read reviews of the freelancer submitted by previous clients and to see portfolio items. All of these things facilitate the process of honing in on the right person for your team.


Delegate the things you're not good at or don't have time to do. Get support from another talented entrepreneur.


Do you need a logo created? Need a file converted to a fillable pdf? What about edits to that new training video you created? Fiverr

is where you can go to find the services you need to grow your business.

Process Street

Process Street is the tool you need to document standard operating procedures, workflows and management systems. I love using this with clients to create onboarding systems for their teams.

Processes and Workflows

Document and organize the processes for your operations, projects, file management, and team roles. This will be so useful as your business grows. 


I could go on and on about ClickUp. It really can be used for so many things-including documenting and passing off processes and workflows! 

Acuity Scheduling

Acuity provides a professional-looking platform for scheduling appointments. Nix the back and forth of finding a meeting time. Set your schedule. Create Appointment types. Set Up Intake Forms. Accept Payments. Send a link and let Acuity do the rest.


Digitally manage your internal and external appointments.


Dotcal is a design-first scheduling platform that allows you to 
to create beautiful booking pages.
Use the code  SIMPLIFY50 for 50% off Dotcal Pro features for six months. 



Loom is a great video messaging tool for business. Available as a Chrome extension, desktop app, or IOS app, Use it to provide updates on work when the written word alone just isn't enough.

Screen Recording

Create training materials, communicate with team members and update clients on projects using videos.


Screencast-O-Matic is a budget-friendly option for screen recording and video editing. Some of the bonuses include stock music and stock videos that can be incorporated into your final design. 


Buffer has a great free plan that allows you to connect up to 3 social media platforms and schedule 10 posts per channel. 

Social Media  Scheduling

Try setting aside time to batch create your social media posts and then schedule them in advance to go out to their corresponding platforms. 


Hootsuite works with almost every social media platform and is an easy-to-use option. There is a free plan available to test out up to 2 social media accounts and schedule up to 5 posts. 


KeySearch is an affordable keyword research tool that includes several helpful features including a keyword difficulty checker, SEO completion analysis, a backlink checker, and more.  With my link and the discount code KSDISC you can get 20% off of your plan

(Search Engine Optimization)

Search Engine Optimization is an essential element to your website getting found on the internet. You can see my short review of a free self-paced SEO course that will teach you all you need to know about the basics. 


ClickUp is a fully customizable powerhouse for task, project and overall work management. Do you prefer to see things in boards? What about Gantt charts? That's an available view as well. You can do that. Prefer spreadsheets? Change to table view or embed Google sheets. Do you use Google Docs for everything? You can create docs and Wikis right within the app. And so much more

Try the Free Forever plan with this link.

Task and Project Management

Save the yellow notepad for personal tasks and start using a digital tool to document project processes and collaborate with team members.


SiteGround is a great option for managed WordPress sites or Weebly sites. They're also a good option for WooCommerce hosting. 

Web Hosting and Domain Registration

Acquire a custom domain to identify your business and create a beautiful website to display your best work. 


With Bluehost, you can grab a domain, create a site and host your site in one place. Plus the plans come with a free domain for one year. 


Ipostal1 is a digital mailbox service. It also offers a business address-which can be essential for certain business needs when you need a physical business address instead of a P.O. box. 


Other tools to support your daily business functions. 


If you write emails, send messages, maintain a website, blog-basically if you need to correspond in writing, then you need Grammarly. Even the best writers can use speling and grammer assistance at times (see what I mean?)

Haute Stock

As a female entrepreneur, you may need access to high-quality stock photos that reflect the classy and professional image you're trying to project for your brand. Haute Stock is a great resource for finding collections of beautiful stock photos that will make your website and marketing materials look more polished and put together.

Use this link to get 21 free stock photos to use in your social media, website, lead magnets or other content. 


Other tools to support your daily business and life. 


HelloFresh is a meal kit delivery service that can help you save time shopping for, prepping, and cooking weeknight meals. They deliver pre-measured ingredients and easy-to-follow recipes to your door, so all you have to do is cook. They offer a variety of meal plans to choose from, so you can find a plan that fits your needs. Plus, there are flexible subscription options, so you can skip a week or cancel anytime.

Use this link to get $120 off of your first few meals.