The Best Online Tools for a Virtual Assistant in 2025
Virtual assistants need to possess exceptional multitasking skills, allowing them to meet the high demands of their clients. Scheduling, communicating, and workflow automating require the right set of tools to stay efficient. Fortunately, the latest technologies give us smarter and better automated solutions that simplify our work.
Trello for Task Management
Virtual assistants love Trello because of its natural, user-friendly project management capabilities. With its card-based system, users can visually organize tasks, set deadlines, and collaborate effortlessly. The 2025 version introduces enhanced AI-powered automation, making workflow management easier than ever.
Review Score: 4.5 out of 5
McKenzie D. Small Business (50 or fewer employees)
"Great for remote team projects."
Trello's interface is easy to use, with simple and understandable tools and features built into the board, list, and card options.
Pricing
- Free with limited boards and automation
- Paid plans start at $5/month for more features.
Grammarly for Editing
Clear communication is important for virtual assistants, and Grammarly ensures that emails, reports, and social media posts are error free. The latest update of it includes an advanced AI writing assistant that refines tone and improves readability, making it an essential tool for any VA. We use tools like Grammarly and its analog called ProWritingAid to create this article.
Pricing:
- For a free version, it has a basic grammar check function.
- Premium starts at $12 per month for advanced features.
Review: DemandSage
"The bottom line is that Grammarly offers quite good features compared to other tools on the market. While it doesn’t entirely replace the need for human intervention, it can work as a great helping hand and significantly reduce manual hassle. So, Grammarly is worth the hype!”
Clockify for Time Tracking
Clockify serves businesses that range from small to large scales, as well as digital agencies and other institutions, to monitor project productivity and workforce billing. Through Clockify, managers can define project durations along with tracking employee pay rates and observing current project activities, as well as analyzing how time is distributed among different tasks. Companies using Clockify can automatically create PDF, CSV or Excel format reports, which administrators can distribute to users.
The 2025 version includes AI-driven analytics that provide insights into productivity patterns, helping VAs optimize their workflow. Available across platforms: Web, Android, iOS, Mac, Windows, and Linux. By the way, at Djobzy we use Clockify as well.
Pricing:
- Free for unlimited tracking.
- Paid plans start at $4 a month for team features.
Review Score: 5 out of 5
Varun R: Mid-Market (51-1000 employees)
"Ana, awesome time management experience. The best thing is how simple and effective it is for tracking time without unnecessary distraction”
Zoom for Virtual Meetings
Virtual assistants handle multiple meetings daily, and Zoom remains a top choice for smooth video conferencing. The latest update brings real-time translation and AI-powered meeting summaries, making global communication easier than ever.
Pricing:
- Free for 40-minute meetings.
- Paid plans start at $15 per month for unlimited calls.
Review Score: 5 out of 5
Mercedes M. Small-Business (50 or fewer employees)
“Good audio and video, easy to use and with interactions included.
That's very easy to manage and you can use the app on your mobile, laptop and tablet”
Canva for Graphic Design
Canva helps users without design skills to create or generate professional visual content for all social media purposes, advertising and presentation needs. The 2025 edition has AI-guided design recommendations, besides its fully customized templates, to help businesses and entrepreneurs promote their products and services. Users can access Canva through their web browser.
Pricing:
- Free with limited templates
- Canva Pro starts at $13 per month for advanced features.
Review Score: 5 out of 5
Cindy C. Small-Business (50 or fewer employees)
"Fun to Use and Many Features!"
Easy to make images you want. Love how you can brand things as you make them. It's also very easy to figure things out.
LastPass for Password Management
Your Virtual security is a top priority, and LastPass helps virtual assistants manage multiple accounts securely. The latest upgrade includes biometric authentication and advanced encryption features.
Some of its key features are automatic password management tools, which allow users to auto-generate strong passwords, save them securely, and autofill login credentials with a single click. With over 15 years of experience and a global user base of over 100 000 businesses and millions of individuals, LastPass has established itself as a trusted name in password management.
Pricing:
- Free for single-device use.
- Premium starts at $3 a month for multi-device access.
Review Score: 5 out of 5
LeAnne F. Mid-Market (51-1000 employees)
"I have over 50 passwords to keep track of and Last Pass helps me do that.”
Zapier for task Automation
Zapier helps virtual assistants to work smarter by linking different apps and automating tasks that would otherwise take up valuable time. Instead of manually moving data between platforms, Zapier does it for you, making everyday workflows much smoother.
This year, it’s even more powerful with AI-based features that optimize workflows and boost efficiency. Since 2011, over 2 million businesses have turned to Zapier for their automation needs, including lead management, sales pipeline, marketing campaigns, customer support, data management, project management, and tickets and incidents.
Best of all, you can sign up for free, no credit card required.
Pricing:
- Free for basic automation.
- Paid plans start at $20 a month for advanced workflows.
Review Score: 4.5 out of 5
Brian M. Small-Business (50 or fewer employees)
"Connecting all of my databases and lead generation"
Final Thoughts
To stay competitive as a virtual assistant, having the right tools is a fundamental principle to consider. If you're managing tasks, enhancing communication, or automating daily workflows, these tools are built to simplify and increase the quality of your work.
That said, you’re always free to use whatever tools suit you best. These tools above are just those that we could find so far to help improve your workflow and productivity. If you know better tools, please let us know in the comments and we’ll include them in the next related article.
Read More: Trump Coins. Types and Prices. Are they worth investing in?
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