15 Free Virtual Assistant Tools & Templates to Start Your VA Business (2025)
You landed your first virtual assistant client. Congrats!
Now they're asking: "Can you send me an invoice?" "What's your onboarding process?" "How should we communicate?"
And you're thinking: "I have no idea what I'm doing."
This guide solves that. I've compiled 15 free tools and 10 copy-paste templates that working VAs use every day — from client onboarding to invoicing to project management.
Everything here is free (or has a robust free tier), beginner-friendly, and ready to use today.
What's in this guide:
15 Essential VA Tools (Free or Freemium)
💡 Start with 100% free tools
Don't spend money on software until you have paying clients. The free versions of these tools are more than enough to run a professional VA business.
📧 Communication & Email
1. Google Workspace (Gmail + Calendar)
Free
What it does: Professional email, shared calendars, video calls (Google Meet)
Why VAs need it: Most clients use Google Workspace. Having a Gmail account ensures compatibility.
Pro tip: Use Google Calendar's "appointment slots" feature to let clients book time with you automatically.
2. Slack
Free (up to 10,000 messages)
What it does: Team messaging, file sharing, integrations
Why VAs need it: Most remote teams use Slack. You'll need to be comfortable with channels, threads, and @mentions.
Pro tip: Use Slack's status feature to show when you're available, in a meeting, or focused.
3. Zoom
Free (40-minute meeting limit)
What it does: Video conferencing, screen sharing, recording
Why VAs need it: Standard for client meetings, check-ins, and presentations.
Pro tip: Always test your audio/video 5 minutes before client calls. Enable "touch up my appearance" for a polished look.
✅ Project & Task Management
4. Notion
Free for personal use
What it does: All-in-one workspace for notes, databases, task lists, wikis
Why VAs need it: Perfect for managing multiple clients, storing templates, and tracking everything in one place.
Pro tip: Create a "VA Dashboard" template with sections for: Active Clients, Tasks This Week, Templates, and Resources.
5. Trello
Free (unlimited boards)
What it does: Visual task boards with drag-and-drop cards
Why VAs need it: Great for visual task management. Many clients already use it.
Pro tip: Use labels for priority (Red = Urgent, Yellow = This Week, Green = Done) and due dates for everything.
6. Asana
Free (up to 15 users)
What it does: Project management with tasks, subtasks, and timelines
Why VAs need it: More robust than Trello for complex projects with multiple stakeholders.
Pro tip: Use Asana's "My Tasks" view to see everything assigned to you across all projects.
📁 Documents & File Management
7. Google Drive
Free (15GB storage)
What it does: Cloud storage + Google Docs, Sheets, Slides
Why VAs need it: Industry standard. Easy to share files, collaborate in real-time, and access anywhere.
Pro tip: Create separate folders for each client. Use Google Docs templates for recurring documents.
8. Dropbox
Free (2GB storage)
What it does: Cloud file storage and syncing
Why VAs need it: Some clients prefer Dropbox over Google Drive. Good to have both.
🎨 Design & Content Creation
9. Canva
Free (limited templates)
What it does: Drag-and-drop graphic design for social media, presentations, flyers
Why VAs need it: Create professional graphics without design skills. Essential for social media VAs.
Pro tip: Save your brand colors and fonts in Canva's "Brand Kit" (free) for consistent designs.
10. Grammarly
Free (basic grammar checking)
What it does: Real-time grammar, spelling, and tone checking
Why VAs need it: Typo-free emails and documents = professionalism. Works in Gmail, Google Docs, and most web apps.
⏱️ Time Tracking & Invoicing
11. Toggl Track
Free (up to 5 projects)
What it does: Simple time tracking with reports
Why VAs need it: Essential if you charge hourly. Helps you understand where your time goes.
Pro tip: Track time even if you charge flat-rate. You'll learn how long tasks really take.
12. Wave
100% Free
What it does: Professional invoicing, payment tracking, expense tracking
Why VAs need it: Send branded invoices, accept credit card payments (small fee), and track income.
Pro tip: Set up recurring invoices for retainer clients. Wave will auto-send them monthly.
13. PayPal
Free (transaction fees apply)
What it does: Accept payments, send invoices
Why VAs need it: Widely accepted, easy for clients to pay. Also has built-in invoicing.
🔒 Security & Productivity
14. Bitwarden
Free
What it does: Password manager with secure storage
Why VAs need it: Managing client logins safely is critical. Never store passwords in plain text.
Pro tip: Use folders to organize passwords by client. Generate strong passwords for everything.
15. Loom
Free (up to 25 videos, 5 min each)
What it does: Screen recording + webcam for async video messages
Why VAs need it: Explain complex tasks, give updates, or walk clients through processes without scheduling a call.
Pro tip: Use Loom for weekly client updates. It's more personal than email and saves time vs. meetings.
Ready to Start Your VA Career?
See real VA resume examples and interview questions that helped beginners land their first clients in 2025.
Copy-Paste Email Templates
Template 1: Initial Client Inquiry Response
Use this when a potential client reaches out for the first time.
Subject: Re: Virtual Assistant Services
Hi [Client Name],
Thank you for reaching out! I'd love to learn more about how I can support your business.
I specialize in [list 3-5 services: email management, calendar scheduling, social media management, data entry, customer support, etc.], and I'm comfortable working with tools like [Google Workspace, Slack, Trello, Canva, etc.].
To make sure I'm the right fit, could you share a bit more about:
• The main tasks you need help with
• Your preferred communication style (email, Slack, Zoom check-ins)
• Your budget and whether you're looking for hourly or flat-rate pricing
My rate is [$ X/hour] or [$ X/month for retainer packages]. I'm available [days/hours] and can start as soon as [date].
Would you be open to a 15-minute intro call this week? Here's my calendar: [Calendly link or suggest 2-3 times]
Looking forward to hearing from you!
Best,
[Your Name]
[Your Email]
[Optional: Link to portfolio or LinkedIn]
Template 2: Client Onboarding Welcome Email
Send this after you've closed the deal to set expectations.
Subject: Welcome! Let's Get Started 🎉
Hi [Client Name],
I'm excited to start working with you! To make our collaboration smooth, here's what happens next:
📋 This Week:
1. Onboarding Questionnaire: Please fill out this quick form so I can understand your business, goals, and preferences: [Link to Google Form]
2. Tool Access: I'll need access to [list tools: Gmail, Slack, Trello, etc.]. You can invite me at [your email].
3. Kick-off Call: Let's schedule a 30-minute call to go over priorities and workflows. Does [date/time] work for you?
💼 How We'll Work Together:
• Communication: I'll send a quick daily update at [time] and a weekly summary every [day].
• Availability: I'm available [days/hours]. For urgent requests, text me at [phone] or Slack DM.
• Invoicing: I'll send invoices on the [1st/15th] of each month via [Wave/PayPal].
📎 Attached: Our signed contract for your records.
Let me know if you have any questions. I'm here to make your life easier!
Best,
[Your Name]
Template 3: Weekly Status Update
Keep clients informed with weekly recaps.
Subject: Weekly Update - [Week of Date]
Hi [Client Name],
Here's what I accomplished this week:
✅ Completed:
• [Task 1] - [Brief result or outcome]
• [Task 2]
• [Task 3]
🚧 In Progress:
• [Task 4] - Expected completion: [date]
• [Task 5]
📌 Next Week's Priorities:
• [Task 6]
• [Task 7]
• [Task 8]
❓ Questions/Blockers:
• [Any decisions you need from them or roadblocks]
⏱️ Hours Logged: [X hours] (see time breakdown attached)
Let me know if you'd like me to re-prioritize anything!
Best,
[Your Name]
Template 4: Polite Reminder for Overdue Payment
Handle late payments professionally.
Subject: Friendly Reminder - Invoice #[Number]
Hi [Client Name],
I hope you're doing well! I wanted to send a quick reminder that Invoice #[Number] (sent on [date]) is now [X days] overdue.
Invoice Details:
• Amount due: $[X]
• Due date: [Date]
• Payment link: [Link]
If you've already sent payment, please disregard this email. If there are any issues or questions about the invoice, just let me know and I'm happy to help!
Thanks so much,
[Your Name]
Simple VA Contract Template
⚖️ Disclaimer
This is a simplified template for educational purposes. Always consult a lawyer for official contracts, especially for large clients or long-term agreements.
VIRTUAL ASSISTANT SERVICES AGREEMENT
This Agreement is entered into on [Date] between:
Service Provider: [Your Name/Business Name]
Address: [Your Address]
Email: [Your Email]
Client: [Client Name/Business Name]
Address: [Client Address]
Email: [Client Email]
1. SERVICES
The Service Provider agrees to provide the following virtual assistant services:
• [List specific services: email management, scheduling, social media, etc.]
2. COMPENSATION
Client agrees to pay [$ X/hour] OR [$ X/month for retainer].
Payment is due [weekly/monthly] on the [1st/15th] of each month.
Invoices will be sent via [Wave/PayPal] and are due within [7/14/30] days.
3. TERM & TERMINATION
This agreement begins on [Start Date] and continues until terminated by either party with [7/14/30] days written notice.
4. CONFIDENTIALITY
Service Provider agrees to keep all client information, passwords, and business data strictly confidential.
5. INDEPENDENT CONTRACTOR
Service Provider is an independent contractor, not an employee. Service Provider is responsible for their own taxes.
6. WORK OWNERSHIP
All work created by Service Provider for Client becomes the property of the Client upon payment.
Signatures:
__________________________ Date: __________
[Your Name], Service Provider
__________________________ Date: __________
[Client Name], Client
💡 Pro Tips:
- • Use DocuSign (free trial) or HelloSign for digital signatures
- • Both parties should keep a signed copy
- • Add a "Scope Creep" clause if clients tend to add extra tasks
Invoice Template (Copy This)
INVOICE
Invoice #[001]
Date: [MM/DD/YYYY]
Due: [MM/DD/YYYY]
FROM:
[Your Name/Business Name]
[Your Address]
[Your Email]
[Your Phone]
TO:
[Client Name/Business Name]
[Client Address]
[Client Email]
| Description | Hours/Qty | Rate | Amount |
|---|---|---|---|
| Email Management & Inbox Organization | 5 hrs | $25/hr | $125.00 |
| Calendar Scheduling & Meeting Coordination | 3 hrs | $25/hr | $75.00 |
| Social Media Content Creation (Canva) | 4 hrs | $25/hr | $100.00 |
Subtotal: $300.00
Tax (if applicable): $0.00
TOTAL DUE: $300.00
PAYMENT INSTRUCTIONS:
Please send payment via:
• PayPal: [your@email.com]
• Bank Transfer: [Account details]
• Or pay online: [Payment link]
Payment is due within [7/14/30] days. Late payments may incur a [5-10%] fee.
Thank you for your business!
Client Onboarding Questionnaire
💡 Why This Matters
This questionnaire helps you understand your client's needs, workflows, and expectations upfront — preventing miscommunication later.
Tool to use: Google Forms (free) or Typeform (free tier)
Questions to Include:
1. Tell me about your business.
What do you do? Who are your customers? What's your mission?
2. What are your top 3 business goals right now?
Helps you prioritize tasks that support their goals
3. What tasks are taking up most of your time?
Identifies what they need help with most urgently
4. What tools/software do you currently use?
Gmail, Slack, Trello, Asana, Shopify, etc. — helps you prepare
5. What's your preferred communication style?
Email, Slack, text, weekly calls? Morning or evening updates?
6. Are there any tasks you absolutely don't want me to handle?
Sets boundaries upfront
7. How do you prefer to give feedback?
Direct edits? Written notes? Loom videos?
8. What does success look like for this role in 30/60/90 days?
Clarifies expectations early
9. Is there anything else I should know about working with you?
Open-ended to catch anything you missed
Weekly Task Tracker Template
Use this in Google Sheets, Notion, or Airtable to track your tasks across multiple clients.
| Client | Task | Priority | Due Date | Status | Hours | Notes |
|---|---|---|---|---|---|---|
| Client A | Schedule Q4 team meetings | 🔴 High | 11/05/25 | In Progress | 2h | Waiting for Sarah's availability |
| Client B | Create social media graphics | 🟡 Medium | 11/07/25 | To Do | 3h | — |
| Client A | Organize Google Drive folders | 🟢 Low | 11/10/25 | To Do | 1h | — |
| Client C | Draft weekly newsletter | 🔴 High | 11/04/25 | ✅ Done | 2h | Sent for approval |
💡 Pro Tips:
- • Use conditional formatting to highlight overdue tasks (red background)
- • Add a "Billable" column if you charge hourly
- • Review this tracker every Monday morning to plan your week
- • Share weekly summaries with clients using this data
How to Build Your VA Tech Stack (Step-by-Step)
🎯 Your Goal: Build a Free VA Toolkit This Week
Follow this roadmap to set up everything you need to start accepting clients:
📅 Day 1-2: Core Communication Tools
- ✅ Set up a professional Gmail account (if you don't have one)
- ✅ Install Slack and join 1-2 VA communities (search "virtual assistants" in Slack's directory)
- ✅ Create a Zoom account and test your video/audio
- ✅ Download Grammarly extension for Chrome
📅 Day 3-4: Project Management & Organization
- ✅ Sign up for Notion and create a "VA Dashboard" (use their free templates)
- ✅ Create a Trello account and make your first board: "Client Projects"
- ✅ Set up Google Drive folders: Clients, Templates, Contracts, Invoices
- ✅ Install Bitwarden password manager extension
📅 Day 5-6: Design & Content Tools
- ✅ Sign up for Canva Free and explore templates
- ✅ Create 3 sample social media graphics to practice
- ✅ Install Loom and record a test video (intro yourself to practice)
📅 Day 7: Invoicing & Time Tracking
- ✅ Create a Wave account and design your first invoice template
- ✅ Sign up for Toggl Track and create projects for each future client
- ✅ Set up PayPal Business (if you prefer PayPal for payments)
✅ By the End of the Week
You'll have a complete, professional VA toolkit — 100% free — ready to present to clients. You'll look like a pro from day one.
Frequently Asked Questions
Q: What tools do I need to start as a virtual assistant?
At minimum, you need: Google Workspace (free), a project management tool like Trello or Asana (free), Zoom for video calls (free tier), and a password manager like Bitwarden (free). Most VAs start with 100% free tools and upgrade as they get clients.
Q: Do I need to pay for expensive software to be a VA?
No. Most successful VAs start with free tools: Google Workspace, Canva Free, Trello, Slack, Zoom, and Grammarly Free. Your clients often provide access to paid tools they already use. Only invest in paid tools once you have paying clients and know what you need.
Q: Can I customize these templates for my VA business?
Yes! All templates in this guide are designed to be copied and customized. Replace placeholders with your business name, rates, and specific services. Adjust the tone to match your brand voice.
Q: What's the best free tool for managing VA clients?
For beginners, Notion (free) is perfect. You can create a client database, track tasks, store templates, and manage your schedule all in one place. Trello (free) is another excellent choice for visual task management.
Q: How do I send professional invoices as a new VA?
Use Wave (100% free) or PayPal Invoicing (free). Both create professional invoices, track payments, and send automatic reminders. You can also use Google Docs templates until you get your first clients.
You're Ready to Launch
You don't need expensive software or years of experience to start as a VA. You just need the right tools, clear templates, and the confidence to put yourself out there.
Save this guide. Bookmark the free tools. Customize the templates. And start reaching out to potential clients this week.
Your first VA client is closer than you think.
🚀 Ready to start your VA career?
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Written by Mel, Remote Work Consultant who helps beginners launch VA careers with free tools and proven templates. After building her own VA business from scratch using only free software, she compiled this guide to help others do the same.