virtual assistant tools used from desktop to laptop


Working remote is very common for most companies nowadays; and with various tech apps to choose from, it’s easy to do the work in the comfort of your home. This works well for companies who want to save time and money. Instead of paying in-house freelancers with a big salary, offering bonuses and benefits, you can now reduce costs by hiring remote freelancers and investing in virtual assistant software programs to streamline your processes.

For every freelancer, there are virtual assistant tools that will surely help you get the task done well and take your business to the next level. From productivity to communication to marketing and more, here are some of the best virtual assistant tools every freelancer should be using in order to be more efficient and successful.

1) Google Calendar

Google Calendar is a must virtual assistant tool that every freelancer should be utilizing. As like all calendars, you can input any project deadlines, events, appointments, interviews, etc. on the upcoming dates in your Google Calendar. The best part is, this web-based application makes it easy to share your calendar with other freelancers you’re working with. This allows everyone to know exactly what is going on and what may be planned on any given day, avoiding the possibility of double-booking.

2) Skype

Skype is also a must tool that every freelancer should be using. Why? Skype is great for individual and small group meetings; it’s a way to easily chat, and hold video or audio meetings with remote freelancers or clients. Skype is also great when traveling; you can access it on your desktop and mobile devices. Skype also offers great features such as sharing screens, recording sessions and being able to text links or other relevant information instantly.

3) Calendly

This virtual assistant tool is so helpful for those who need to schedule meetings and/or appointments. It is simple, easy-to-use and strives to help you save time.

Calendly coordinates your availability with others. You can easily connect your Google Calendar to the site, and Calendly will do the rest. All you have to do is share a link to your Calendly page and your invitees can schedule their own appointments with you, working around those busy/unavailable times. Depending on your preference, you have the ability to have your invitees choose from various appointment types – 15, 30, and 60 minute meeting intervals. You can add, delete, or customize these event types.

4) WhatsApp

WhatsApp is a platform where you can easily message anyone around the world for free. Whether you are chatting with one person or group chatting with 6 or more, WhatsApp offers a fast, simple, and secure way of messaging and calling. You can share files and record audio messages, too.

5) Viber

Viber is similar to WhatsApp. It offers users a way of calling and messaging others instantly. This virtual assistant tool is free and secure. For any freelancer or entrepreneur, Viber is useful for any business as you can easily communicate with contacts worldwide.

6) FreeeUp

Looking for work or wanting to hire freelancers for your business? FreeeUp offers a wide variety of freelancers pre-vetted for skills and experience. As a freelancer you can find a range of work like social media, writing, web design and more.

If you are a business looking to hire remote freelancers, FreeeUp makes it easy. If you need help getting started, just schedule a meeting with either of the Co-Founders, Nathan or Connor, and they will chat with you about your business and hiring needs.

7) Canva

Canva is a great tool to have, especially in the social media space. Canva makes creating beautiful images, graphics and social media posts easy. With Canva, you don’t necessarily have to be an experienced graphic designer. You can simply choose a template and insert your text, as well as change colors add shapes, and customize it any way you want.

Canva is also very inexpensive if you want more than the free version offers. While many of their graphics, photos, and fonts are free, the other options only cost $1 to purchase. There’s also a premium version that adds more features. If you want your social media pages looking clean with high quality graphics, Canva is a great option.

8) Google Sheets and Docs

As a freelancer, these two virtual assistant tools are a definite must. When you use Google Sheets and Docs, you are able to create, edit and share your documents online, for free. You can track edits and leave comments, too, so it works like a basic project management tool all in one.

9) Google Drive

With Google Drive you can access your files anywhere through secure cloud storage and keep file backups for your photos, videos, files and so much more. Google Drive gives you 15GB of free space, which is a great deal – but if you want anything more than that, more storage is very affordable costing as low as $1.99 to as high as $9.99 per month.


Similar to Google Apps, Dropbox is another great virtual assistant tool to use.  It is safe, secure, and you can easily store and share all of your documents, photos, videos, and slides through the cloud. Dropbox also makes it easy to view and download your files via your desktop and mobile devices.

Dropbox offers a basic account for free which includes 2 GB of space. Anything more than that may cost you, but luckily only for a reasonable price. Referrals can also get you more free space.

11) Gmail

This is hands down the most efficient and useful email tool to use as a freelancer. Google offers users 15 GB of storage and is very accessible via mobile. Gmail also offers a secure way to send messages with less spam.

12) Time tracking software

Time tracking software is much needed for every freelancer. It’s the best way to track freelancer’s hours from start to finish. With a time tracking software, managers are also able to see who’s working, where, and on what projects – all in real time. This makes it easy to track work times more accurately to make billing and invoicing easier.

13) Lastpass

Lastpass is a password management program that allows you to share your passwords and login credentials while reducing your security risk. One cool feature that Lastpass offers is two ways of giving out the password. You have the option of making passwords visible or sharing access without letting people know what the password is. This way, you can remove access easily without having to change any passwords.

This application is great for those who are sensitive about sharing data. Although the app is not 100% secure, Lastpass makes access easy and much safer than other options.

14) Zapier

Be more productive with the virtual assistant tool called Zapier. Easily connect and integrate the apps you use everyday to automate your work. Select from 1000+ different apps – Zapier moves info between your web apps automatically. It’s a great tool to use as a freelancer.


Freelancing can be an exciting, profitable venture. With these top 14 virtual assistant tools you can get the help you need at minimal expense. Using these above tools will really make a difference when improving productivity, efficiency and overall bringing more success as you run your freelance business.

Which of these tools are you currently using to up your freelancer game? List them out and compare them to what we have here. Are there any areas where you could use some additional support? Consider adding to your toolbox so you can increase your productivity and reduce the time and energy you spend completing tasks.

For more tips on working more effectively as a freelancer, read on!