Working as a Virtual Assistant means juggling a variety of tasks from admin support and organisation to basic bookkeeping, scheduling, and creative tasks. To deliver a smooth, reliable service for my clients, I rely on a set of tools that make my work efficient, streamlined, and consistently accurate. Over time, I’ve learned which platforms genuinely help me work smarter rather than harder.
In this blog, I’m sharing the core software I use regularly as a Virtual Assistant, why I use each one, and how they help me support my clients. Whether you’re a business owner wondering how I manage your tasks, or an aspiring VA curious about what software makes the job easier, this guide will give you a clear insight into the tech behind the scenes.
1. Canva – For Clean, Professional Graphics
Although I’m not a copywriter or social media strategist, Canva still plays an important role in my work. Many clients already have templates or branding in place, and Canva allows me to make simple edits, resize graphics, or prepare visuals using the text they provide.
I use Canva for tasks such as:
- Editing pre-designed templates
- Resizing graphics for different platforms
- Creating branded documents like checklists or welcome packs
- Updating presentations
- Producing simple graphics with provided wording
Canva is user-friendly and cloud-based, meaning I can access files anywhere and collaborate with clients easily. It’s perfect for quick, neat visuals without needing advanced design skills.
2. Toggl – Time Tracking Made Simple
As a Virtual Assistant, accurate time tracking is essential, especially when working on hourly retainers or ad-hoc tasks. Toggl is my go-to tool for monitoring how long I spend on each client’s work.
I love it because it’s:
- Easy to start and stop
- Clear and detailed
- Perfect for reporting time spent
- Excellent for reviewing workload patterns
Toggl helps me stay transparent with clients, ensures I invoice correctly, and gives me a clear view of my productivity. It keeps everything fair, organised, and accountable.
3. Google Workspace – The Hub of My Daily Operations
If there’s one tool I couldn’t work without, it’s Google Workspace. It brings together email, calendars, documents, spreadsheets, and shared drives all in one.
Here’s how I use it daily for myself and clients:
- Gmail: Managing inboxes and communications
- Google Calendar: Scheduling appointments, reminders, and task management
- Google Drive: Storing and sharing files safely
- Google Docs & Sheets: Collaborating in real time
- Google Forms: Creating quick forms and simple data collection tools
Google Workspace keeps everything synchronised, accessible, and secure. It also avoids endless email attachments since documents can be shared instantly.
4. Wave
This is no longer available for new UK clients but I still use it and find it great. I create client invoices on here and can easily download reports for clients or for my tax return.
5. Capsule CRM – Keeping Clients’ Contacts and Pipelines Organised
A CRM (Customer Relationship Management) system is the backbone of many businesses. I regularly use Capsule CRM, a simple and intuitive tool that helps my clients keep track of relationships, leads, and customer information.
What I manage inside Capsule includes:
- Adding new contacts
- Updating details
- Logging notes and follow-ups
Capsule is great for small to medium-sized businesses and gives a clear overview of who needs attention and when. It keeps client communications structured instead of scattered across inboxes or spreadsheets.
7. Trello – Task Management and Client Organisation
Different clients prefer different task management platforms, I personally love Trello. Although I don’t dictate which system clients choose, I’m happy to learn new systems to help keep client tasks updated, maintain boards, and organise workflows.
These tools help with:
- Tracking work in progress
- Adding deadlines
- Monitoring recurring tasks
- Keeping communication tidy
- Ensuring projects stay on track
- Storing Social media posts
9. Bitwarden or LastPass – Secure Password Sharing
Security is essential when working with multiple businesses. LastPass and Bitwarden allows clients to share passwords with me safely, without giving away the actual password text.
It protects both of us and ensures information stays confidential. Using a password manager also keeps my workflow organised and avoids delays caused by login issues.
How These Tools Help Me Support Clients More Efficiently
Each piece of software I use serves a clear purpose, whether it’s time tracking, design, organisation, or bookkeeping. Together, they allow me to deliver a seamless service that helps clients feel supported and in control of their business operations.
Because a lot of the tools I use are cloud-based, I can work flexibly and respond quickly to client needs. More importantly, they help me maintain accuracy, consistency, and excellent organisation, three qualities that business owners value highly in a Virtual Assistant.
Being a Virtual Assistant isn’t just about completing tasks, it’s about using the right tools to complete them efficiently. The software I use daily enables me to deliver high-quality support without overcomplicating things. From Canva and Google Workspace to Wave, Capsule CRM, Toggl, and more, each tool plays a vital role in keeping my clients’ businesses running smoothly.
If you ever want help with admin, organisation, CRM updates, receipt uploading, or general business support, these are the very tools I’ll be using behind the scenes to make the process straightforward and stress-free.