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Virtual assistants spend their days making other people’s businesses run smoothly, and often run their own on sticky notes. Client onboarding, hourly tracking across several clients, invoices, and contracts all fall on one person. The right small stack keeps that from eating your billable hours.
Most comparison articles here are published by software vendors, so treat prices as starting points and confirm them on each site.
The best tools for solo virtual assistants
Agiled
Agiled is a client management platform that its own guides describe as including a free plan with a CRM, contracts, time tracking, invoicing, and a client portal, with a Pro tier reported around $25 per month. Depth comes with a steeper learning curve.
Moxie
Moxie is a budget all-in-one reported from about $12 per month with accounting features and a trial but no free plan.
Plutio
Plutio, reported around $19 per month, suits VAs who want a branded client workspace for tasks, projects, and invoices in one place.
HoneyBook
HoneyBook, reported around $29 per month on annual billing, is aimed at closing new clients quickly with proposals, contracts, and payments.
Toggl Track
Toggl Track covers hourly time tracking across clients, with a free plan and paid tiers reported up to about $18 per user per month. It has no CRM or invoicing, so pair it with another tool.
AI assistants and meeting notes
Claude and ChatGPT both have free tiers and paid plans around $20 per month for drafting emails, SOPs, and summaries. Fireflies and Fathom both offer free tiers for transcribing and summarizing client calls.
Which one should you choose?
Start with Agiled’s free plan or Moxie if you want everything in one place cheaply. Choose Plutio for a more branded client experience or HoneyBook if closing new clients is the priority. Add Toggl Track if you bill hourly across clients, and an AI assistant to speed up the drafting work.
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Frequently asked questions
Do I need a separate invoicing tool?
Not if your client management platform includes invoicing. Consolidating usually costs less than stitching several tools together.
Is a free tier enough to start?
Often yes for one or two clients. Free plans from Agiled, Toggl Track, and the AI assistants cover a basic stack.
Should I offer AI services to clients?
It can be a way to add value, but pricing varies widely and you remain responsible for the output, so test tools yourself first.
How do I protect client data when using AI tools?
Review each tool’s privacy settings and your client agreements, and avoid pasting confidential information into tools whose data handling you have not checked.