Productivity Tools for Virtual Assistants in 2025
Boost Your Efficiency with the Right Tools for Remote Work
Are you feeling overwhelmed by the number of tools out there? Wondering which ones will actually help your remote team thrive? You’re not alone. With so many platforms available, it can be hard to choose the right fit—especially for virtual assistants juggling multiple clients and tasks.
At Avila, as a recruitment virtual assistant agency interested in helping our clients and Virtual Assistants succeed, we’ve created this curated list of top productivity tools for remote teams in 2025. These are the collaboration tools we know work best for remote teams—tools that boost communication, simplify project management, and support seamless workflows in a digital-first environment.
Communication Tools
Slack: A versatile messaging platform that organizes conversations into topic-based channels, making team communication structured and efficient. It integrates seamlessly with various tools like Google Drive, Trello, and Zoom for a centralized workflow.
Microsoft Teams: A robust chat and video conferencing solution that integrates with Microsoft 365 apps like Word, Excel, and OneDrive. It supports file sharing, live collaboration, and virtual meetings, making it ideal for businesses already using Microsoft services.
Zoom: A widely used tool for video conferencing, offering features such as meeting recordings, breakout rooms, and virtual backgrounds. Its ease of use and scalability make it suitable for both small teams and large webinars.
Google Meet: A virtual meeting service included in Google Workspace, enabling seamless scheduling and integration with Google Calendar. It supports video calls, screen sharing, and real-time captions for accessibility.
Skype for Business: Designed for enterprises needing secure and reliable communication, Skype for Business offers voice calls, video chats, and instant messaging. It integrates well with other Microsoft products and features enterprise-grade security.
Discord: Originally created for gamers, Discord is now embraced by small businesses for its customizable servers, voice channels, and community-building features. It’s ideal for fostering casual and interactive team communication.
RingCentral: A unified communication solution that combines telephony, video conferencing, and messaging in one platform. It’s designed for businesses that need a reliable and flexible communication system.
GoToMeeting: A professional-grade meeting platform offering high-quality video calls, meeting recording, and AI-powered transcription services. It’s tailored for businesses requiring detailed documentation of meetings.
Twist: An asynchronous messaging tool that reduces notification overload by organizing conversations into threads. It’s perfect for remote teams needing focused communication without constant interruptions.
Chanty: A simple and intuitive collaboration tool combining team messaging with task management. It features threaded conversations, AI-powered search, and integrations with productivity apps to enhance workflows.
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Project and Task Management Tools
Trello: A visually intuitive project management tool that uses Kanban boards to organize tasks. Users can create cards for tasks, assign team members, set deadlines, and track progress with labels and checklists, making it ideal for simple workflows.
Asana: A comprehensive tool for organizing tasks, projects, and deadlines. It allows teams to assign responsibilities, track progress through timelines or boards, and manage dependencies for efficient collaboration.
Monday.com: A highly customizable platform for managing workflows, teams, and projects. It supports multiple views like Gantt charts, calendars, and boards, making it adaptable to different industries and team structures.
Basecamp: An all-in-one project management tool that combines to-do lists, file sharing, message boards, and schedules. It’s designed for teams looking to centralize communication and project planning in a simple interface.
ClickUp: A robust solution for planning and managing projects with features like task prioritization, time tracking, and customizable views. It integrates seamlessly with other tools like Slack and Google Drive.
Wrike: Ideal for large teams with advanced project management needs, Wrike offers features like detailed reporting, workload management, and real-time collaboration. It’s especially suited for marketing and creative teams.
Jira: A popular choice for software development teams, Jira supports agile methodologies like Scrum and Kanban. It enables bug tracking, sprint planning, and customizable workflows for technical projects.
Smartsheet: Combines spreadsheet-style functionality with project management features like Gantt charts, resource tracking, and automated workflows. It’s great for teams that prefer working with grid-based systems.
Teamwork: A project management tool designed for agencies and creative teams, offering advanced time tracking, billing, and resource management. It’s tailored for client-facing projects with strong collaboration features.
ProofHub: A centralized platform for managing projects and collaboration, combining task management, file sharing, and discussions. It’s user-friendly and suited for teams of all sizes.
Accounting and Invoicing Tools
QuickBooks: A popular and robust accounting solution ideal for virtual assistants handling financial tasks. It includes tools for managing expenses, invoicing, sales tracking, and tax reporting. Additional features like payroll processing, inventory management, and financial reporting make it a comprehensive platform for small and medium-sized businesses. Its intuitive interface and automation capabilities help streamline daily accounting workflows, and it even supports calculations like reverse sales tax, which is useful when working with gross totals and needing to extract net income.
FreshBooks: Cloud-based accounting software designed for freelancers and small business owners. It includes features like time tracking, project management, and customizable invoicing. The platform also handles payment processing and expense tracking, making it a reliable option for virtual assistants managing multiple clients and tasks.
Xero: Offers a wide range of accounting tools including bank reconciliation, inventory tracking, and financial reporting. It also integrates payroll, project management, and real-time collaboration, making it especially useful for remote teams and virtual assistants. Features like customizable reports and built-in calculators—such as those for tax adjustments or reverse sales tax—help simplify complex bookkeeping processes across regions.
Wave: A free accounting software perfect for freelancers and small businesses seeking essential features without the cost. It includes invoicing, receipt scanning, expense tracking, and bank reconciliation. Optional paid add-ons like payroll and payment processing expand its capabilities when needed.
PayPal: An online payment platform that allows virtual assistants to invoice and get paid efficiently. It supports recurring billing, instant bank transfers, and offers detailed transaction records. While it’s free to use, standard transaction fees apply, which should be considered when budgeting.
File Storage and Sharing Tools
Google Drive: A cloud storage service offering 15 GB of free storage and real-time collaboration on documents, spreadsheets, and presentations through Google Docs. It integrates with Google Workspace for seamless teamwork.
Dropbox Business: A secure file-sharing solution designed for enterprises, offering features like team folders, advanced sharing permissions, and robust integration options with third-party apps.
OneDrive for Business: Part of Microsoft 365, OneDrive provides secure file storage and sharing, with real-time collaboration and automatic synchronization across devices.
Box: A secure content management platform for businesses, enabling file sharing, workflow automation, and integration with popular apps like Slack and Microsoft Teams.
SharePoint: A Microsoft-powered platform for enterprise file storage and team collaboration, with robust document management capabilities and integration with Microsoft 365 apps.
Citrix ShareFile: Designed for securely sharing sensitive files, it offers features like encrypted storage, customizable workflows, and electronic signature integration.
Egnyte: A hybrid cloud storage solution that combines secure file sharing with on-premises storage capabilities, catering to businesses with diverse storage needs.
Tresorit: A cloud storage platform with end-to-end encryption, ideal for teams that prioritize security. It supports file sharing with strict access controls and compliance with data protection standards.
Amazon WorkDocs: A secure enterprise cloud storage and collaboration service from AWS, offering seamless access to files across devices and integrated feedback tools.
Zoho WorkDrive: An affordable cloud storage solution with features for team collaboration, document management, and integration with the Zoho suite of apps.
Productivity Tools
Evernote Teams: A robust note-taking platform that allows teams to capture, organize, and share ideas. It features customizable templates, task integration, and a powerful search function, making it ideal for brainstorming and collaboration.
Notion: An all-in-one workspace that combines note-taking, project management, and databases. Teams can create and share documents, track tasks, and organize workflows in a highly customizable environment.
Microsoft OneNote: A digital notebook integrated with Microsoft 365, allowing teams to capture ideas, create notebooks, and collaborate in real time. It’s ideal for meeting notes and brainstorming sessions.
Coda: A document creation tool that merges the functionality of spreadsheets and text editors. Teams can create interactive documents with embedded tables, charts, and automation.
Obsidian: A knowledge management tool that organizes interlinked notes in a graph view, helping teams connect ideas and create structured documentation.
Zenkit: A versatile productivity tool that supports data organization, task management, and collaboration. It offers multiple views, including Kanban, lists, and Gantt charts, to adapt to different workflows.
Airtable: A customizable database solution that combines the functionality of spreadsheets with project management features. Teams can create unique workflows tailored to their specific needs.
Google Keep: A quick and simple note-taking tool within the Google ecosystem, perfect for jotting down ideas, creating lists, and setting reminders that sync across devices.
ClickUp Docs: A documentation tool within ClickUp that allows teams to centralize knowledge, create wikis, and collaborate in real-time while linking documentation directly to projects and tasks.
Quip: An interactive document and spreadsheet platform integrated with Salesforce, allowing teams to collaborate on documents, manage tasks, and communicate in one place.
Time Management Tools
Hubstaff: A time tracking and productivity monitoring tool with features like activity monitoring, screenshots, and invoicing. It’s ideal for managing remote teams.
Toggl: A simple yet powerful time tracker with reporting and insights to help teams understand how they’re spending their time and identify productivity bottlenecks.
Clockify: A free time tracking tool with features for logging hours, tracking billable time, and generating reports. It’s suitable for freelancers and small teams.
Harvest: A time tracking tool with integrated invoicing and expense tracking, designed to streamline billing and provide insights into project profitability.
Time Doctor: A productivity tool for remote teams that combines time tracking with detailed reporting and optional monitoring features like screenshots and activity levels.
Timely: A fully automated time tracking tool that uses AI to log work activities, offering accurate reports without manual input, perfect for teams focused on minimizing admin tasks.
Paymo: A time tracking and project management tool designed for small teams and freelancers. It offers task scheduling, invoicing, and real-time collaboration.
MyHours: A straightforward time management tool ideal for freelancers and small teams, allowing users to track time, assign tasks, and create detailed reports.
RescueTime for Teams: A productivity analysis tool that provides insights into how teams spend their time, helping identify inefficiencies and distractions.
Everhour: A time tracking solution that integrates with project management tools like Asana and Trello, offering seamless tracking and reporting within existing workflows.
Electronic Signature Tools
DocuSign: A leading electronic signature solution trusted by businesses worldwide, offering secure, legally binding e-signatures, and advanced document workflows.
HelloSign: An easy-to-use digital signature platform integrated with Dropbox, enabling users to sign, send, and store documents efficiently.
Adobe Sign: A powerful electronic signature tool from Adobe, offering enterprise-grade features like document tracking, automated workflows, and integration with Adobe Acrobat.
SignNow: An affordable and intuitive e-signature solution with features like template creation, team management, and integrations with popular tools.
PandaDoc: A document management platform with built-in e-signature functionality, ideal for creating, sending, and tracking business proposals and contracts.
SignEasy: A mobile-friendly electronic signature tool allowing users to sign and send documents on the go, with strong security features.
RightSignature: A simple and secure tool for signing business agreements, offering customizable templates and detailed audit trails.
Eversign: An intuitive electronic signature tool with features like document templates, in-person signing, and API integrations for businesses of all sizes.
Formstack Sign: A signature automation tool that integrates with Formstack forms, enabling seamless document completion and signing.
Sertifi: A fast and secure electronic signature solution designed for businesses needing quick contract execution and payment collection.
The Right Tools Can Redefine Your Remote Work
In today’s fast-paced remote work landscape, having the right digital toolbox isn’t just helpful—it’s essential. The tools we’ve covered are designed to help you stay connected with your team, manage projects seamlessly, and keep productivity high from anywhere in the world.
If you're a virtual assistant looking to streamline your workflow and collaborate more effectively, integrating the right productivity tool for virtual assistants can be a game-changer. And if you're working with or managing a remote team or remote recruitment agency, these solutions are exactly what you need to stay ahead.
Not sure where to start? At Avila, we specialize in matching virtual assistants with the right tools and systems to thrive in remote environments. Contact us today to discover how we can help you build a smarter, more efficient digital workflow.
