The Tools I Use as a Virtual Assistant (the tech keeping my business running smoothly)

Running a business comes with a never-ending to-do list, and that's where Virtual Assistants like me come in. But behind every calm, collected VA is a well stocked digital toolbox that helps us stay organised, responsive, and secure.

Whether you're working with a VA or thinking about hiring one, here’s a look at the tools I use daily to support my clients and keep everything ticking over behind the scenes.

Google Workspace – The Backbone of Collaboration

From Gmail and Google Drive to Docs, Sheets - Google Workspace is where the magic happens. I use it to share files with clients, collaborate in real time, and manage schedules without endless back and forth emails. Everything stays in sync, and it’s accessible from anywhere, which means I can respond and react quickly when clients need support.

Toggl – Clear, Transparent Time Tracking

When you’re outsourcing work, it’s natural to want clarity around time spent. I use Toggl to track how long tasks take, per project, per client, per day. It’s easy to use and offers full transparency, so clients always know what’s being worked on and where their investment is going.

FreeAgent – Stress-Free Invoicing & Expenses

FreeAgent is my accounting software of choice. It helps me manage invoices, track time-based billing, and keep on top of expenses. It also ensures that financial records are up to date, so everything's ready come tax time. For business owners, this means working with a VA who’s organised and punctual when it comes to payments and reporting.

LastPass – Safe, Simple Access Sharing

Security is a biggie—especially when handling client logins for social media, websites, or internal systems. LastPass lets me manage dozens of passwords securely and share access with clients in a way that’s encrypted and safe (no sticky notes or emailed logins in sight!).

Canva – Polished Visuals on the Go

Visuals matter, even if you’re not in a creative industry. I use Canva to create social media graphics, branded documents, proposals, and presentations that look sharp and professional. It saves time for clients and ensures everything sent out represents their brand well.

Microsoft 365 – Familiar, Flexible, and Reliable

Microsoft 365 is still a firm favourite for creating and editing documents, especially when clients use Word, Excel, or PowerPoint. It’s packed with features that help me format content professionally and collaborate in real time. Whether I’m writing blog posts or polishing reports, it’s got everything I need.

Google Calendar – Time Management Made Simple

Google Calendar isn’t just for meetings. I use it to plan out my day, schedule client tasks, and make sure everything gets done when it needs to. It syncs beautifully across devices, which means I never miss a deadline, and neither do my clients.

McAfee Security – Protection Behind the Scenes

Working remotely means protecting sensitive data, mine and yours. McAfee helps keep my systems secure with real time protection against malware, phishing, and other threats. For clients, that means peace of mind knowing their information is handled with care and protected with professional-grade tools.

Final Thoughts

Having the right tools in place means I can work more efficiently, communicate clearly, and provide a consistently high level of service to my clients. It also means fewer delays, clearer workflows, and greater trust between me and the people I support.

So, if you’re a business owner thinking about working with a VA, remember: behind every reliable assistant is a setup like this,designed to keep your business moving forward.

Got questions about how I use these tools? Or want to know how I could fit into your workflow? Contact me here