Virtual Assistant tech stack: the tools, software and hardware I’m using in 2026
- Mar 25
- 9 min read
Virtual Assistant tech stacks can feel overwhelming when you’re just starting out. What do you actually need? And what’s just a shiny distraction?
I’m asked all the time what my tech stack is – meaning the products and tools I use to get my job done. So, I’ve written this blog post (now updated for this year), sharing my favourites with you – and the best part is, lots of them are free! (I’ve noted where I’ve opted for the paid service).
There’s a lot of information here, but remember, you absolutely do not need everything on this list from day one!
I’ve linked to them all to make it easy for you to try, however none of these are affiliate links. I’m recommending them solely because I use them and have a great experience.
Contents:
Hardware for Virtual Assistants working from home
Reliable hardware is the foundation of your tech stack, fancy software is no good with nothing to run it on!
Laptop: MacBook Air M1
I was a Windows girl for years, ever since we got our first computer in the late 90’s (remember when playing on Paint and Solitaire was an absolute gamechanger?) – but when I started this business and realised that my 5-year-old laptop wasn’t going to cut it, I made the leap to a Mac.
All my other kit is Apple, and the temptation of having it all linked was irresistible! So I took the plunge and I LOVE it.
If you’re switching from Windows, allow yourself time to adjust. It took me around three months after 20+ years of a different operating system – but now I wouldn’t go back. Plus, the integration across Apple devices is as fab as I’d hoped: copy on your phone, paste on your laptop – magic!
That said, you do not specifically need a Mac to be a successful VA. You need something:
Reliable
Fast
Capable of running multiple browser tabs and apps simultaneously (so a decent amount of RAM)
With good battery life (if you plan to work on the move)
Second screen, keyboard and mouse
If you work from home, a second monitor is one of the best investments you can make. Productivity increases massively when you can:
Have emails open on one screen
Client work on another
Avoid constant tab switching
I also recommend an external keyboard, mouse, and laptop stand for ergonomics. Your wrists and shoulders will thank you.
Graphic design tools for Virtual Assistants: why I use Canva
Canva is an absolutely incredible graphic design tool that allows you to create almost any type of visual content.
If you’re offering social media management, content creation, presentations, leaflets, reports, lead magnets, or even just creating your own marketing materials, Canva is such an accessible place to start. It has a huge amount of templates, fonts and graphics, plus is super user-friendly.
If you are unsure where to begin with your business branding or social media posts, Canva makes things feel much less intimidating.
I pay for Canva Pro so I can have the team functionality and use of the pro elements, but the free version is amazing with loads of content – more than enough when you’re starting out.
Time tracking software for Virtual Assistants: why I use Toggl Track
If you charge hourly, time tracking is non-negotiable. And even if you don’t, it’s incredibly valuable in helping to refine your project pricing and in keeping tabs on where time is being spent (or lost) in your business.
I use the free version of Toggl Track and it’s perfect for me. It allows you to:
Save projects and clients
Have up to 5 people in a team
Start and stop tasks easily
It can be used in browser, desktop app or mobile app, and it’s really easy to use, which matters when you’re busy!
The free version also allows you to create reports in different formats – great for invoicing clients when you are on an hourly rate and want to provide clear breakdowns.
Project management software for Virtual Assistants
Project management is where many VAs either thrive… or spiral.
I personally love Trello, It’s a great visual way to keep organised, especially when juggling multiple clients and projects.
It’s brilliant for:
At-a-glance to-do lists
Checklists and due dates
Assigning tasks to team members
Keeping track of progress
Trello has loads of fab templates, it’s attractive, and it can be as simple or as complicated as you want to make it.
I used the free version for a long time and it’s incredibly generous:
Up to 10 boards
One Power-Up per board
Core task management features
Automations with a decent run quantity (like setting up emails to remind you of what's overdue!)
As my business grew (and I brought in team support), I upgraded to a paid plan. The additional automations are brilliant and save a surprising amount of time and headspace.
File creation and management for Virtual Assistants
I used to be firmly in the Microsoft camp. Now? I’m a Google girl (can I still call myself girl at nearly 40?).
Google Workspace
For day-to-day client work, Google Workspace is fab:
Google Docs, Sheets and Slides
Shared Drives
Real-time collaboration
Storage-wise, I much prefer Google Drive to Dropbox or Microsoft 365. I also find it the best way to share and collaborate on files, compared to other options.
Microsoft 365
I don’t use the Microsoft suite much anymore.
However… I do love Outlook as an inbox interface. For email management, I personally find it far more intuitive than Gmail’s layout.
Sometimes your tech stack doesn’t have to be all-or-nothing. Pick what works for you!
Accounting software for Virtual Assistants (and being ready for Making Tax Digital)
If you’re running a UK VA business, digital accounting software isn’t optional long term.
Xero
Xero is what I use and genuinely like. It’s:
Clear
Intuitive
Accountant-friendly
Great for tracking income and expenses
With Making Tax Digital rolling out more widely, I strongly recommend using some form of digital accounting platform. Even if it doesn’t technically apply to you yet – it will when your business grows (which it’s definitely going to).
Other options I would recommend:
Future-you will be grateful.
Scheduling and calendar booking tools for Virtual Assistants
Discovery calls, client check-ins, onboarding calls… calendar chaos is real.
I recommend Zcal, I think it has the most generous free offering and it integrates well with meeting software, calendars and even payment options (like Stripe). I’m also happy to recommend Calendly or TidyCal as solid alternative options.
If you’re using Google Workspace, meeting booking is included on paid plans (though more limited on Starter). I haven’t used it enough to give a full endorsement, but it might be worth checking out if you are already planning to pay for Google Workspace.
Social media scheduling tools for Virtual Assistants
I tried LOADS of different programs when I first started scheduling my social media. None of them were particularly bad – but different ones click with different people. It also depends which platforms you’re posting to.
I used to use Later, and I had the paid-for version for caption and hashtag prompts and detailed analytics. Loved it, but i don’t use it any more
For Instagram and Facebook, Meta Business Suite works perfectly well, and this is what I’m currently using. For clients, I also schedule directly from Canva.
If you want something that also schedules to LinkedIn and various other platforms, I rate Buffer. It’s simple, clean, and does the job without being overwhelming - though again, I currently schedule my content natively in LinkedIn.
Remember though – you don’t necessarily need elaborate scheduling systems from day one.
Communication tools for Virtual Assistants
Clear communication builds trust, so it’s important to find tools that you like and feel confident using.
Meeting Software: Zoom
It’s Zoom all the way, for me. I’ll be honest – I strongly dislike Teams!
Zoom feels cleaner, more reliable, and easier for clients to navigate. I use the paid version for longer meeting times, recording, transcripts and meeting summaries – invaluable for capturing action points without spending the whole meeting with your head in a notebook.
Google Meet is also an option if you’re a Workspace user… but I personally like Zoom the best (it’s got the best filters in my opinion, great for tired mornings!)
WhatsApp Business
I love WhatsApp Business for client communication. I really recommend having a business number on a second SIM or eSIM so you can run both WhatsApp (personal) and WhatsApp Business (work) on the same phone, whilst maintaining separation between the two, amd muting the work one out of office hours.
Screen recordings
Sending screen recordings can be really brilliant for:
Explaining a process
Sending feedback
Walking a client through something technical
Creating an SOP
It reduces long email chains and saves everyone time. I’ve used both Loom and Zoom Clips and would recommend either.
Document signing and password tools for Virtual Assistants
Dropbox Sign
I rate Dropbox Sign for getting those contracts signed. You get three free signatures per month, which is generally plenty when you’re starting out – or even long term if you tend to work on retainers.
However – I don’t love Dropbox for storage. (Sorry, I hate it actually!) I find Google Drive far superior for collaboration.
It’s also worth mentioning that Google Workspace (on paid plans above Business Starter) includes eSignature. I haven’t used it myself yet, but it may be a great option if that’s something you’re already looking at.
LastPass
A password manager is a really valuable tool as a VA. LastPass allows secure password sharing without sending login details via email, helps keep things organised, and shows your clients that you take data protection seriously.
Website builder for Virtual Assistants
When you’re ready for a website…
Wix
This is the only answer for me. Wix all the way.
It’s what my own site is built on, I genuinely love it and will strongly recommend it at any opportunity! It’s:
User-friendly
Flexible
Professional
With great design options
Squarespace is also a great drag-and-drop user friendly option.
However, you do not need a website from day one, read more about why I say this here.
Key takeaways for a Virtual Assistant tech stack
Start with reliable hardware.
A second screen is a game changer for productivity.
Google Workspace is brilliant for collaboration.
Use digital accounting software (Making Tax Digital is coming for us all).
Choose tools that simplify – not complicate – your business.
There are lots of good free tools out there.
You do not need everything at once.
FAQs
What tech do I need to start as a Virtual Assistant?
At minimum:
A reliable laptop/computer
Strong WiFi
Email
Video call software
Basic document software
A way to get your contracts signed
Everything else can grow with you.
Do I need Google Workspace and Microsoft 365 as a VA?
Many VAs choose one as their core system, although you may be asked to work with the other for clients, and you can decide whether or not that fits your services.
What accounting software should UK VAs use?
Xero, FreeAgent and QuickBooks are all common. The key is to use a digital platform that supports Making Tax Digital requirements, to future-proof your finances.
Are all of these tools going to cost me a lot?
Not necessarily, and certainly not to start with. There are powerful free options that will serve you very well at the start – and sometimes long term. Upgrade when it genuinely saves you time or improves your client experience.
Do I need a website before starting my VA business?
No! I have a whole blog about this, read it here!
Next steps
If you’re building your VA business and feeling overwhelmed by the tech side of things, you’re not alone. There are so many options out there – and plenty of people telling you that only the one they use is any good.
In some cases, I do think there are clear winners (Wix for websites 😉). But often it comes down to personal preference and how you like to work.
Do some research. Sign up for free trials. Have a play. Talk to others doing similar work in a similar way. Remember you can change your mind if you need to!
These are exactly the sorts of conversations we have inside The VA Village – where everyone benefits from each other’s real-world experience.
Start simple. Choose intentionally. Upgrade when the time is right.
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About the author:
Kayleigh Johnstone is the founder of COZ & Co, an award-winning Business Support & Visibility Agency, and the creator of The VA Village. As a qualified EMCC Coach and Mentor, Kayleigh is dedicated to helping incredible women launch and grow profitable, flexible Virtual Assistant businesses. A recognised leader in the UK small business community and a Small Biz 100 featured entrepreneur, she provides a clear blueprint for VAs who want to stop chasing the 9-to-5 and build a guilt-free business that values their individual brilliance.
