Top 10 Virtual Assistant Tools (Free + Paid)

Top 10 Virtual Assistant Tools (Free + Paid)

Starting your Virtual Assistant business can feel overwhelming when you’re deciding which software to use. After more than a decade as a VA, I’ve tested countless tools and discovered the ones that genuinely save time, keep you organised and help you look professional from day one.

In this guide, I’m sharing my top 10 virtual assistant tools, 7 are completely free (perfect if you’re just starting out), and 3 are paid options worth the investment once your business grows. I’ve personally used every tool on this list, often starting with the free version before upgrading to unlock extra features.

Whether you’re setting up your first work from home Virtual Assistant role or looking to streamline an existing business, these tools will help you work smarter, not harder.

1. Canva – Free Graphic Design Tool for Virtual Assistants

If you need to create professional social media graphics, Pinterest pins and marketing materials, Canva is one of the best free tools for Virtual Assistants to design quickly without advanced graphic design skills. It comes with customisable templates, free images, fonts, colours, plus basic music and video options.

When you first start, Canva Free is more than enough. You can design everything in one place without juggling multiple tools. There’s a small learning curve, so watching a few beginner tutorials is worth it. Once you get the hang of it, it’s quick, intuitive and a huge time-saver.

I began with Canva Free, but once I started earning regularly, I upgraded to Canva Pro which costs me £99.99/year.

The paid version gives you:

• A bigger library of templates, images, videos and music.

• The background remover (one of my most-used tools for cutting around selfies and creating clean LinkedIn or Instagram posts).

• More download options, including PDF (great for making LinkedIn carousels) or transparent PNGs.

Tip for new VAs: You can absolutely start your VA business with Canva Free and upgrade later when you need the extras.

Pros

• Easy to use once you’ve learned the basics.

• Everything in one place — no need for multiple tools.

• Free plan is great for starting out.

• Paid plan offers premium features that save time and look more professional.

Cons

• Free version has limited templates and image selection.

• No background remover in the free plan.

• Fewer file download options.

Start with Canva free here – perfect for creating your first social media posts and client documents.

2. Dropbox – Cloud Storage for Virtual Assistants

Dropbox is a secure cloud storage tool that makes it easy for Virtual Assistants to share files with clients, back up work and access documents from any device.

When I’d been working as a Virtual Assistant for a while, I realised I needed a more secure way to back up my computer and access my files from anywhere. That’s when I started using Dropbox. In the beginning, the free plan with 2GB of storage was perfect for storing documents, but that changed when a client shared their Dropbox folder with me. When a client shares their folder, those files count against your storage limit. I hit my 2GB cap quickly and had to upgrade. Now, I have four clients who use Dropbox, so upgrading was a no-brainer.

I’m currently on Dropbox Plus, which costs me £95.88/year and gives me 2TB of storage — far more than I’ll use anytime soon. I also tried Microsoft OneDrive, but it slowed down my PC, so I removed it and stuck with Dropbox.

What I love most is the Dropbox mobile app as I can upload photos straight from my phone. This is especially handy for social media work, no more emailing photos to myself just to save them on my computer. I don’t back up my entire iPhone to Dropbox (that’s what iCloud is for), but I do upload selected images I need for blogs or social media posts.

The best part? My entire VA business is backed up to Dropbox. If my PC stopped working tomorrow, I could grab a new PC and be up and running again in a day or two, no files lost and ultimate peace of mind.  

I pay £95.88/year for Dropbox Plus.

Pros

• Seamless file sharing with clients who also use Dropbox.

• Reliable cloud backup for your entire business.

• Mobile app makes file access and uploads easy from anywhere.

• Large storage capacity with the Plus plan.

Cons

• The free plan fills up quickly if clients share folders with you.

• Upgrade is often needed sooner than you expect if you work with multiple clients.

Sign up for Dropbox free here. 
 

3. TimeCamp – Time Tracking Software for Virtual Assistants

For Virtual Assistants who need to track billable hours and generate reports, TimeCamp offers simple, accurate time tracking with both free and paid plans.

I absolutely love TimeCamp for time tracking, the timer is simple, the layout is intuitive and I found it easy to use for tracking hours. When you’re first starting your Virtual Assistant business and money isn’t flowing yet, the free TimeCamp plan is ideal. It lets you:

• Track your time

• Set billable hours

• View basic reports

It’s everything you need to understand where your time is going.

Once my business grew, I upgraded to the paid version. This unlocks invoicing, so you can automatically generate invoices directly from your tracked time. It’s quick, accurate, and eliminates manual admin. If all you need is free time tracking software, TimeCamp is a brilliant choice.

Pros

• Very easy-to-use timer and dashboard.

• Free plan is perfect for tracking time when starting out.

• Paid plan automates invoicing from tracked hours.

• Clear reports for reviewing client work.

Cons

• Not full accounting software. You can’t link to your bank account or manage expenses.

• I eventually switched to FreeAgent as it handles accounting, expenses and bank feeds, but I still think TimeCamp is the best for simple time tracking.

When I used the paid plan, I paid around $7.99/month.

Try TimeCamp free here.

4. LinkedIn – Free Marketing Tool for Virtual Assistants

If you want to find clients and grow your network, LinkedIn is the best free marketing platform for Virtual Assistants looking to build a professional presence online. I’m a big fan of LinkedIn as a free way to market your Virtual Assistant business. It’s where business owners, decision-makers and potential clients spend their time and where the budgets often are.

Yes, there’s a learning curve. Posting can feel daunting at first and you might get caught up in checking impressions, likes and comments, but the key is consistency. The more you post, the more visible you become and the easier it gets.

The best part? Once you understand how LinkedIn works, you can add LinkedIn content creation as a service for your clients. Building your own audience also becomes a powerful credibility boost when you are talking to potential new clients.

Pros

• Completely free to use for business marketing.

• High concentration of business professionals and potential clients.

• Once you’ve mastered it, you can sell LinkedIn content creation as a service.

Cons

• Steep learning curve.

• Requires time, consistency and confidence to post regularly.

Read more: LinkedIn Content Creation for Virtual Assistants

Sign up for free LinkedIn here.

5. Zoom – Free Video Meeting Software for Virtual Assistants

Zoom is an essential tool for Virtual Assistants to hold video calls and client meetings without expensive software.

After all these years, I still use the free Zoom plan and for most Virtual Assistants starting out, it’s more than enough. The free version gives you 40 minutes for group calls with 3 or more people and unlimited time for 1-to-1 meetings.

Most of my clients have their own paid Zoom accounts, so if we need a longer group meeting, I simply ask them to send me their link. They’re always happy to do this, so I’ve never needed to upgrade.

Zoom is incredibly easy to use, even if you’re not tech-savvy. I recommend practising with a friend or family member before your first client call. This helps you feel confident before you get on a call with a potential new client.

Pros

• Free version is ideal for new Virtual Assistants.

• Simple to use with minimal tech skills required.

Cons

• 40-minute limit on group calls with 3+ participants.

• Relying on clients to provide a paid link for longer meetings can be slightly inconvenient.

Sign up for free Zoom here.

6. ChatGPT – AI Writing Assistant for Virtual Assistants

ChatGPT helps Virtual Assistants save time by generating ideas, improving content and solving problems faster, making it a valuable everyday productivity tool.

I’m a huge fan of ChatGPT, I use it multiple times a day. It’s brilliant for speeding up research, solving tech issues (like error messages on my PC) and generating fresh ideas for content.

I started with the free ChatGPT plan, which was fantastic for basic use, but I eventually upgraded to the paid version because:

• The daily message limit on the free plan was frustrating.

• During peak hours, access could be slow or unavailable.

• The paid version offers faster responses and a more natural writing style, which is a huge help when creating social media posts, blogs, or client content.

I pay $20/month for ChatGPT Plus (around £16–17 depending on exchange rates).

Pros

• Saves hours on research and admin tasks.

• Great for brainstorming and idea generation.

• Paid version has fewer usage limits and faster responses.

Cons

• Always edit ChatGPT’s output, AI can’t perfectly match your natural tone.

• Over-relying on AI can make your writing sound generic, so use it as a tool, not a replacement for your voice.

Tip: Use ChatGPT to draft outlines, brainstorm topics, troubleshoot IT problems and add your voice to your work to make it sound authentic.

Sign up for free ChatGPT here.

7. WhatsApp – Quick Client Communication Tool for Virtual Assistants

WhatsApp is a fast and convenient way for Virtual Assistants to communicate with clients, share updates and send images instantly.

WhatsApp is one of the quickest and easiest ways to communicate with clients. Most of my clients use it and it works internationally if you have any clients who travel for work. WhatsApp is perfect when you need a quick answer to a question without waiting for an email reply.

It’s also free to use, which is great when you’re starting your Virtual Assistant business on a budget. Just make sure your client is happy to use WhatsApp first before you start sending messages.

Pros

• Fast, instant communication.

• Works internationally.

• Allows you to send images or voice messages.

• Free to use.

Cons

• Messages can arrive at all hours. Avoid burnout by setting clear boundaries and only replying during your working hours.

Download on your phone.

Image description: A stylish home office desk setup for a Virtual Assistant, featuring a bold 'Get Shit Done' motivational poster, laptop, desk lamp, and minimal decor. Image from Minh Pham from Unsplash. 

Paid Tools

8. Microsoft 365 – Paid Productivity Suite for Virtual Assistants

From Word and Excel to PowerPoint and Teams, Microsoft 365 gives Virtual Assistants the core productivity tools needed to manage client projects.

I’ve been using Microsoft 365 since my school days and throughout my corporate career, so it’s always been my go-to software. I’m still a big fan of PowerPoint, Word and Excel and Microsoft Teams is included in the package for client communication.

While you can use free alternatives like Google Docs or Google Sheets, I recommend the Microsoft 365 Business plan, it’s what I use in my own Virtual Assistant business. The business version includes the full desktop apps (so you can work offline) and business-class email integration if you have your own domain.

I pay £12.36 per month for my Microsoft 365 Business subscription and for me, it’s worth every penny. If you’re a Virtual Assistant who creates presentations, works with spreadsheets, or writes a lot of documents, having this software makes life easier and ensures you can open and edit almost any file your clients send you.

Pros

• Includes Word, Excel, PowerPoint and Teams in one package.

• Business plan offers premium storage, security and domain-linked email.

• Widely used by businesses, making file sharing and compatibility easier.

• Professional and familiar feel for those with corporate backgrounds.

Cons

• Microsoft Teams slows down my PC, especially if I’m running Canva at the same time. My workaround is to keep Teams on my phone instead of my computer.

• Teams isn’t quite as easy to use as Zoom for meetings, although it has improved over the years.

Find out more about Microsoft 365 Business here.

9. 20i – Professional Domain Name and Email for Virtual Assistants

Buying your domain name from 20i lets Virtual Assistants create a professional email address that builds trust with potential clients.

20i is where I buy and manage my domain names. That’s the web address people type in to find you online. For example, I bought neonb.co.uk for my Virtual Assistant business and myworkfromhomeblog.com for this blog.

Having your own domain name also means you can set up a professional email address, like hello@myworkfromhomeblog.com, instead of using a free Gmail or Outlook account. This small step instantly makes you look more professional and trustworthy to potential clients.

Their customer support is quick and helpful, which is reassuring if you’re new to managing a domain. For Virtual Assistants, owning your own domain and email address is an easy win for building credibility from day one.

Pros

• Affordable.

• Lets you create a professional email address that builds trust with clients.

• Quick, helpful customer support if you get stuck.

• You can own your domain before you even have a website.

Cons

• When I first set up my domain with 20i, I found the process a bit tricky. I had to take lots of screenshots and upload them to ChatGPT for step-by-step help. If you’re completely new to domain names, some of the setup screens can feel a bit technical, but once it’s done, you rarely need to touch it again.

Tip for New VAs: You don’t need a website to buy a domain name, you can simply use it for your email address while you’re getting started.

I paid £32.98 for two years of domain registration, which works out at just over £16 a year.

Find out more here.

10. LastPass – Password Manager for Virtual Assistants

LastPass helps Virtual Assistants store and organise passwords securely, keeping client information safe while making logins faster.

LastPass is a password manager that stores all your logins securely in one place. I have hundreds of passwords from my personal accounts to my kids’ logins and all my clients’ credentials.

For a Virtual Assistant, security is crucial. You’re often trusted with sensitive client information and a tool like LastPass helps you protect it while keeping everything organised. You only need to remember one master password to unlock your vault, which is a huge time-saver.

I also like that you can store other sensitive data such as passport details, secure notes, or software license keys. It works seamlessly with Microsoft Edge and auto-fills usernames and passwords, for example, when logging into LinkedIn, it will fill in the fields automatically, so I don’t have to copy and paste. It also syncs perfectly between desktop and mobile.

If you stop working with a client, you can simply delete their saved credentials, a big plus for client data security. Their customer support has also been quick and helpful.

I pay £34/year

Pros

• Keeps all passwords and sensitive information in one secure location.

• Saves time with auto-fill for logins across devices.

• Syncs between desktop and mobile.

• Easy to delete old client passwords for security.

• Can store more than passwords — notes, passports, license keys.

• Strong customer support.

Cons

• Password-sharing feature is unreliable — I’ve never had it work smoothly with a client.

Find out more here.

Final Thoughts

Starting your Virtual Assistant business is much smoother when you have the right virtual assistant tools. The ones I’ve shared here are the tools I use to run my business, many of which I started with for free before upgrading as my workload and client base grew.

If you’re on a budget, begin with the free virtual assistant software options linked above. As you gain more clients, you’ll quickly see which tools are worth investing in for extra features that save time, improve organisation and help you look more professional.

You’ll find links to all the free tools in this post so you can try them now and upgrade later. These are tried-and-tested VA tools that have helped me work smarter and they can do the same for you.

Now read: Best Free Images and Tools for Virtual Assistant Content

And read: How I Use ChatGPT As A Virtual Assistant