Tools You Need to Start Your Epic Virtual Assistant Business

“I want to be able to work on my own schedule.”

“I want to work without having to commute to an office every day.”

“I want rewarding work that allows me to creatively solve problems.”

“I want to be in charge of my own professional development and destiny.”

Becoming a Virtual Assistant ticks everything off of this wishlist…and a lot more! With the opportunity to manage your own workload and collaborate with different clients, your work will stay interesting and rewarding for the long run.

Whether you’re starting your VA practice full-time or as a side hustle, the initial investment is relatively low compared to other freelance businesses. At the bare minimum, Here’s the lightweight toolbox you need to get started.

Scheduling software

Make it easy for your dream clients to meet you with an online calendar. With plenty of free options to start with, an online calendar helps clients book discovery calls at their convenience, rather than waiting for back-and-forth emails (or worse, phone calls…introvert shudder).

Our favourite scheduling tool: Acuity Scheduling (the paid features are worth it) but if you’re looking for a great free tool, try Calendly.

Invoicing

Whether you invoice by hand or automate it with a bookkeeping or all-in-one client management tool, there are lots of ways to get paid. If you’ve got clients on retainer, do some research to see where you can save on processor fees and/or service fees.

Our favourite invoicing tools: WaveApps if you need something inexpensive, Dubsado if you want a great all-in-one.

Project Management Tool

Automate accountability and keep processes organized and your team on-task with assignments and deadlines for everyone in one place.

Our favorite project management tool: Teamwork Projects. You can log your time, build SOPs, automate tasks, keep clients in the loop, and manage your team when it comes time to expand but for a free tool you can’t beat Asana.

Email Service Provider

Start growing your email list from the very beginning to build your Know, Like and Trust factor with ideal clients. Our most successful 6- and 7-figure clients have email lists  (small and large) of dedicated fans who turn into dedicated customers. In addition to selling to your email list, it’s just a reliable way to stay top of mind with interested people and let them know when you have availability for new projects.

Our favorite email service provider: ConvertKit.

Website

Some would say this is not entirely necessary at the beginning of your #EpicVA journey, but having information about your business, services, booking process, and ideal clients in one central location is good to have and speaks volumes to potential clients (even if it’s just a one-pager site). 

If you need to, start with a Facebook page so you have someplace you can send folks to. It’s not ideal (because you don’t own it. Facebook can choose to take it down at anytime and limits what you can share – but it’s fine to start with it). Just know it’s not a great long term solution. 

Other benefits of having a website: 

→ Streamlined visual branding that you 100% control

→ You can craft a better client experience with a custom website.

→ Google → Your website in the search results → new subscriber/follower/discovery call booked

Most importantly, you need a process to make finding and signing your clients smooth so you can focus on what you do best and make their lives better.

Get help with your client signing process in my brand new mini-course The Epic VA’s Guide To Finding and Signing Dream Clients. It’s $0.00 and will help set you up to be the Virtual Assistant that has a waitlist of clients clamoring to work with you, instead of dancing for prospective clients on freelance job boards.