Tools Can Make or Break Your VA Life

One of the best parts of being a Virtual Assistant is building your own systems. You get to choose your tools, your workflows, and the tech stack that keeps your business running while you sip coffee in leggings (no shame).

But here’s the thing: not all tools are created equal.
Some are lifesavers. Some are overhyped. Some look pretty and then completely ghost you when you need them most—like a toxic ex but with worse UX.

Over the years, I’ve tested dozens of platforms, apps, and systems to streamline my work. Some I swear by. Others I deleted faster than you can say “free trial.”

Let me walk you through the tools I use every single day in my VA business—and the ones I’ve happily let go.

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💻 Communication & Collaboration: What Keeps Me (and My Clients) Sane

✅ Must-Have: Google Workspace

Yes, it’s basic. Yes, everyone uses it. And yes—it works.
I run my business on Google Drive, Gmail (branded domain), Google Docs, and Google Calendar.

Why I love it:

• Real-time collaboration with clients

• Clean file organization

• Easy to link documents in proposals or Trello cards

• Reliable (no “Oops! Something went wrong!” drama)

Bonus: I create custom folders for each client and share only what they need to see. Keeps things tidy and boundaries clear.

❌ Ditched: Slack (for solo clients)

I used to think Slack made me look more “official.” But unless your client has a full team and actually uses Slack well, it’s just another inbox to check.

Now? I stick with:

• Email for formal updates

• Trello or Notion for task tracking

• Loom for walkthroughs

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📋 Project Management: My Brain in Board Form

✅ Must-Have: Trello

I’m a Trello girlie and proud. It’s visual, easy to customize, and clients actually use it.

How I use it:

• Each client gets a board

• Columns: To Do / Doing / Done / Waiting on Client / Ideas

• I attach files, Loom videos, checklists—it becomes our HQ

Clients love it because it’s intuitive. I love it because I can sleep at night knowing all my tasks are somewhere other than my head.

❌ Ditched: Asana

Sorry Asana, you’re gorgeous—but for most of my solo or small business clients, it was overkill. Too many clicks, too many features, not enough actual use. I still recommend it for larger teams, but for me? No thanks.

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🛠 Automation & Admin: My Secret Productivity Sauce

✅ Must-Have: GoHighLevel

Okay, this one’s a game-changer—especially if you’re scaling or offering marketing services.
With GHL, I automate:

• Booking systems

• Lead forms

• Email and SMS follow-ups

• Client onboarding

It replaces like… 6 tools in one. Worth the learning curve.

✅ Also Essential: Calendly

Booking calls without the back-and-forth? Bless.
I use Calendly with:

• Custom questions to pre-qualify leads

• Time buffers between calls

• Auto-reminders

Set it, forget it, and no more “Are you free Tuesday at 2 or 3?”

❌ Ditched: Dubsado

I wanted to love it. The branding is cute. The all-in-one promise is tempting. But honestly? I found the interface clunky, the automations unreliable, and the learning curve not worth it. GHL does more for me now.

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🎨 Design & Content Creation: Canva Is My Playground

✅ Must-Have: Canva Pro

Honestly, I don’t know how I lived without it. I use Canva Pro for:

• Instagram posts & carousels

• Reels covers

• Proposal and contract templates

• Lead magnets & freebies

• Blog headers

With brand kits, folders, templates, and resizing tools—it’s the design BFF every VA needs. I’ve even created full client content calendars inside Canva.

Bonus tip: I upsell Canva template bundles to clients. Passive income, anyone?

❌ Ditched: Adobe Anything

Unless you’re a full-time graphic designer, Adobe is overkill. Canva is faster, easier, and way more user-friendly for what most VAs need.

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🧠 Knowledge & Notes: Organize Your Chaos

✅ Must-Have: Notion

Notion is where my brain lives.

I use it for:

• Weekly planning & content calendars

• Client onboarding notes

• SOPs (standard operating procedures)

• Course notes and ideas

• Personal goals and vision boards

It’s basically Google Docs meets Trello meets your dream diary. The learning curve is worth it—and there are so many free templates out there.

❌ Ditched: Evernote

It was cool in 2014. Not so much now. Notion replaced it completely for me.

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💰 Invoicing & Payments: Get Paid Without the Drama

✅ Must-Have: PayPal Business + Wise

I use PayPal for most international clients and Wise for currency conversion or direct bank payments. Easy, fast, and globally trusted.

Yes, the fees are annoying. But the peace of mind is worth it.
And pro tip: Always build fees into your pricing.

✅ Also Great: Stripe

For course sales or digital products, Stripe integrates beautifully with my website and sales pages.

❌ Ditched: Manual invoices

In the beginning, I made PDFs. I designed them myself. They were cute but time-consuming.
Now? Automated invoicing FTW. Time is money.

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🧩 Bonus Tools That Changed My Workflow

• Loom: Record quick videos for client updates or tutorials. Personal, efficient, and saves time on long emails.

• ChatGPT (yep, me!): I brainstorm captions, write outlines, generate ideas. You don’t have to do it all alone.

• Metricool: For social media analytics and reports. So helpful when clients ask for “insights.”

• Google Forms: For feedback, onboarding, client check-ins.

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How I Choose Tools Now (So I Don’t Waste Time or Money)

Here’s my Better Match-approved decision filter before I adopt a new tool:

1. Does it solve a real problem I already have?

2. Will it save me time weekly—not just once?

3. Will my clients actually use it, or will I be the only one logging in?

4. Does it integrate with what I already use?

5. Is it simple enough to stick with?

If a tool isn’t solving a pain point or streamlining my life, it’s a no—even if it’s pretty and Instagram-famous.

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Final Thoughts

There’s no perfect tool stack. And there’s definitely no rulebook that says you must use X to be a “real” VA.

What matters is that your tools:
✅ Support your unique workflow
✅ Help you deliver excellent client experience
✅ Don’t drain your budget or your brain

Start simple. Test often. And don’t be afraid to ditch what’s not working—even if everyone else swears by it.

Your business, your rules.