Top 10 Tools for Beginner Virtual Assistants (That Make You Look Like a Pro)

Ilsen Noriega
Sep 28
3 min read

When you’re just starting out as a virtual assistant, it’s easy to feel overwhelmed by all the tools out there.

Which ones do you really need?

Which ones will make your life easier — and make you look like a total pro in front of clients?

Don’t worry, I’ve got you. Here are the top 10 tools for beginner virtual assistants that will help you stay organized, communicate clearly, and run your VA biz smoothly (without breaking the bank).

1. 🧠 Trello or ClickUp – Task & Project Management

You don’t need to memorize everything your clients ask for.

Use Trello (super beginner-friendly) or ClickUp (great for growing teams) to:

Track daily tasks
Organize client projects
Set deadlines and reminders

✨ Bonus: Share your board with clients to keep communication clear and professional.

2. 📅 Calendly – Scheduling Made Simple

Stop playing email tag trying to book discovery calls.

Calendly lets clients pick a time that works based on your availability.

It syncs with Google Calendar and even allows for buffer time between meetings (hello, coffee break!).

3. 📩 Google Workspace – For Email, Docs, & Drive

Google Workspace (formerly G Suite) is essential:

Create and share Docs, Sheets, and Slides
Use a professional Gmail address
Store files in Google Drive for easy access

✅ Pro tip: Create shared folders for each client so everyone stays on the same page.

4. 💬 Slack – Client Communication

Many clients use Slack instead of email. It’s like a virtual office with channels for different topics (like “Marketing” or “Admin”).

As a VA, this helps you:

Stay in touch daily
Ask questions quickly
Share files in real time

5. 📸 Canva – Create Gorgeous Graphics

Canva is the design tool for non-designers. With the free version, you can:

Design social media graphics
Create branded PDFs and guides
Make Instagram carousels or Pinterest pins

If your services include content or marketing, this one’s a MUST.

6. 🧾 Loom – Screen Recording

Instead of writing long emails, use Loom to record your screen and voice.

Use it to:

Show clients how you completed a task
Walk them through a system
Create training videos

It builds trust and feels super personal.

7. 💰 Wave or PayPal – Invoicing & Getting Paid

Wave (free) and PayPal (widely trusted) let you:

Send branded invoices
Accept payments
Track what’s been paid and what’s pending

Wave is great for tracking income/expenses too if you’re not ready for QuickBooks.

8. 🔗 Linktree or Stan Store – All Your Links in One Place

Don’t have a website yet? These tools help you look polished and organized.

Linktree: Great for Instagram bios
Stan Store: Lets you sell services or book calls directly

Perfect for beginner VAs building their brand online.

9. 🧾 Notion – Your All-in-One HQ

Notion is like a digital brain — use it to:

Track client info
Plan social content
Organize SOPs and workflows

It has a bit of a learning curve, but it’s super powerful once you get the hang of it.

10. 🧠 ChatGPT – Your Secret Weapon

Need to write an email? Come up with Instagram captions? Build a client welcome message?

ChatGPT (that’s me 👋) can help you brainstorm, write, and even outline full workflows. It’s like having a copywriter and strategist in your back pocket.