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  • Writer's pictureROUDAIN YOUSSEF

20 Software Every Virtual Assistant Needs To Master in 2023 To Earn More (Part 1)

As a virtual assistant, you need to use a wide range of software and tools to give your clients the best service and grow your business income.


In this article, we’ll talk about the first part of 20 tech tools that can help you get more retaining clients in 2023 and charge higher rates.


By learning how to use these tools, you’ll be able to offer in demand services to clients and grow your earnings.


Lets get started:


Photo by Brett Jordan on Unsplash

Tech Tool #1 -Google Suite

Gmail, Google Drive, Google Sheets, Google Docs, Google Slides and Google Calendar are essential for managing client`s emails, documents, and scheduling.

Here`s how Google Suite software mastery will help you serve your clients better:

  • Use Gmail to manage client email accounts, respond to messages, and organize emails into labels or folders.

  • Use Google Drive to store and share documents, spreadsheets, and presentations with clients.

  • Use Google Docs, Sheets, and Slides to create and edit documents in real-time with clients.

  • Use Google Calendar to schedule meetings, appointments, and deadlines for clients.

  • Set reminders and send calendar invites to clients with Gmail +Google Calendar.

  • Use Google Keep to create and organize notes and to-do lists for clients.

  • Use Google Forms to create surveys, questionnaires, and forms for clients.

  • Use Google Analytics to track and analyze client`s website traffic.

Google Suite is a complete package to help you and your clients stay organized, communicate efficiently, and manage online presence.

Photo by Towfiqu barbhuiya on Unsplash

Tech Tool #2 -Calendly

A modern scheduling automation platform for eliminating the back-and-forth emails for finding the perfect time for a meeting, call or event.

Use Calendly to schedule meetings and appointments with (and for) your clients.

  • Set your client`s availability on Calendly, so their clients can easily schedule meetings and appointments during open time slots.

  • Invite people to schedule meetings and appointments by sending them a unique link to the online Calendly schedule.

  • Integrate with other apps such as Google Calendar, Outlook, and Salesforce to easily sync schedule with calendars and avoid double-booking.

  • Customize the scheduling process by setting up different types of appointments, adding questions to be answered by clients, and setting up automated email reminders.

  • Track how many bookings are received, how many are pending, and how many were canceled.

By using Calendly, you can help clients schedule meetings and appointments quickly and easily, saving you and your clients a lot of time and trouble.

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Tech Tool #3- Canva

This graphic design tool is great for creating visual content and funnel assets, such as infographics, social media graphics, and presentations.

  • Use Canva to create graphics for clients’ websites, funnels, social media profiles, and marketing materials (logos, brochures, business cards, and flyers).

  • Use Canva to create and maintain clients’ visual branding (logos, color palettes, and typography).

  • Use ready templates to quickly create visual content for clients, making the design process faster and more efficient.

  • Use Canva AI features to write content, edit images and generate digital art.

  • Collaborate with clients in real-time, by allowing them to access and edit the design in Canva.

  • Use Canva to create presentations for clients’ meetings, webinars, and other events.

  • Use Canva to create lead magnets and course materials for your clients.

Canva is easy to use and learn, so even if you have little or no design experience at all, you still can use it after visiting Canva Design School and taking their beginner courses for free.

Photo by Eden Constantino on Unsplash

Tech Tool #4- Trello

This project management tool is great for organizing tasks and delegating them to team members.

If you organize and manage tasks and projects for your clients, you absolutely need to learn Trello!

Here`s what you can do with it:

  • Create boards for each client or project

  • Create lists and cards to represent different tasks or stages of the project within each board.

  • Assign tasks to team members, set deadlines, and track progress.

  • Add comments, attachments, and labels to tasks.

  • Collaborate with clients and team members by sharing boards, assigning tasks, and leaving comments for real-time communication and updates on the progress of a project.

  • Integrate Trello with other apps such as Google Drive, Slack, and Evernote to access and share important project-related documents, files and notes within the Trello board.

  • Use Trello`s automation such as creating cards when an email is sent, creating a checklist when a card is added, and more.

  • Automate repetitive tasks to save time.

The visual layout of Trello makes it easy to quickly see how a project is going and find any areas that need more work.

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Tech Tool #5- Notion

A note-taking and organization tool for keeping track of ideas, notes, and research.

Use Notion to organize and manage your client work.

  • Create task lists

  • Organize and prioritize tasks

  • Set deadlines

  • Track progress

  • Take notes and meeting minutes

  • Organize research

  • Use the text editor for easy formatting, and sharing lists, documents, projects and articles with clients.

  • Create a centralized repository of information, such as set of guidelines, project-specific information, help center and contact information.

  • Use the calendar feature to manage client schedules, set deadlines, and view upcoming events in a single place.

  • Share pages, databases, and projects with clients and teams for real-time collaboration and communication.

Notion can be used for note-taking, task management, and even as a personal CRM.


This makes it a powerful tool to streamline your workflow and manage multiple clients.

Photo by Alexander Shatov on Unsplash

Tech Tool #6- Hootsuite (Alternative: Buffer)

A social media management tool which allows you to schedule posts and track analytics for multiple social media platforms of your clients.

  • Schedule social media posts in advance for clients.

  • Plan a content calendar for consistent online presence.

  • Manage multiple social media accounts from one platform to keep track of all the accounts.

  • Use analytics and reporting features to track engagement, followers, and other important metrics for clients’ social media accounts.

  • Monitor mentions and keywords to respond to comments and messages, and track the performance of social media campaigns.

  • Collaborate with other team members, by sharing access to the accounts and delegating tasks.

Hootsuite helps you manage client social media presence in a way that increases their reach, engagement, and, ultimately, sales.

Photo by Jakob Owens on Unsplash

Tech Tool #7- Descript (Alternative: Pictory)

A revolutionary software that allows you to edit and transcribe audio and video files for clients saving around 80% of your time.

  • Transcribe audio and video files, such as podcasts, interviews, and webinars, into written text.

  • Edit the transcribed text, making corrections and formatting it for easy readability.

  • Edit video and audio files by editing the transcript.

  • Add captions and subtitles to video files.

  • Collaborate with clients by sharing access to the transcribed and edited files, allowing clients to review and make changes as needed.

  • Process multiple audio/video files at once.

With Descript you can help clients quickly and easily transcribe and edit audio and video files.

Photo by Thomas William on Unsplash

Tech Tool #8- Lumen5

This video creation platform is powered by AI and it allows you to create engaging video content without previous experience.

Create videos for your client`s marketing, training, and social media in minutes:

  • Create videos by selecting from a variety of pre-made templates and customizing them with text, images, and videos.

  • Customize the colors, fonts, and other design elements to match clients’ brand guidelines.

  • Use wide range of animations to make videos more engaging and dynamic.

  • Collaborate with clients in real-time, by allowing them to access and edit the video file.

  • Create videos for clients’ social media, website, and other marketing channels to increase engagement and reach new audiences.

  • Create video lessons.

Surprise your clients with videos that look professional, are interesting to watch, and get their message across.


Lumen5 is super-easy to use and learn, even if you are a beginner.

Photo by Wahid Khene on Unsplash

Tech Tool #9- iMovie (Alternative: MovieMaker)

Imovie is a free video editing application made to be accessible to users with little or no video editing experience.

Use iMovie to create and edit videos for clients.

  • Edit raw footage and create polished videos.

  • Trim, split, and merge clips

  • Add transitions

  • Add background music

  • Add sound effects.

  • Create videos for clients’ websites, social media profiles, and marketing materials.

  • Create promotional videos, product tutorials, and customer testimonials.

  • Create storyboards for clients’ videos, outlining the shots and scenes, and planning the overall structure of the video.

  • Export the final video in various formats, such as mp4, mov, and more, so that it can be shared and viewed on different platforms and devices.

Help clients create professional-looking videos with iMovie to promote their products or services.

Photo by Kenny Eliason on Unsplash

Tech Tool #10- Otter

This tool auto transcribes meetings and helps you produce minutes 3x faster!

Use Otter.ai to transcribe and summarize meetings, audio and video recordings for clients.

  • Transcribe live meetings and produce minutes faster

  • Summarize audio and video recordings of meetings, interviews, webinars, and other events for clients.

  • Transcribe any audio or video recording

  • Create a summary of the transcription, highlighting key points and action items.

  • Search and organize transcriptions by keywords, speakers, and topics, making it fast and easy to find specific information.

  • Integrate with other tools like Google Drive to export transcriptions and summaries directly into storage drives.

Help clients repurpose content and extract valuable information from audio and video recordings, making it more accessible and searchable.

Stay tuned for Part 2, where we`ll introduce you to the other 10 Software Every Virtual Assistant Needs To Master in 2023 To Earn More!


Ready to become a Top Assistant? Start Here.

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