TLDR (Summary)
The best all-in-one CRM for virtual assistants is Plutio ($19/month).
Plutio replaces the fragmented stack of task management tools, time trackers, and payment processors. When a request comes through the client portal, remaining hours are visible and time logs directly against the task. Clients see exactly where their retainer hours go.
Research shows that toggling between apps costs around ~9% of time, before counting minutes spent logging requests and checking remaining hours.
Explore the Freelancer Magazine for in-depth guides on project management, pricing, proposals, and more.
What is all-in-one software for virtual assistants?
All-in-one software for virtual assistants combines task management, time tracking, client communication, and invoicing in one connected platform, replacing separate tools, time tracking software, note-taking software, and accounting software. VAs manage multiple client relationships from task assignment through monthly billing without switching between apps.
A typical VA day involves checking General project client management software for tasks from Client A, then task boards for Client B's requests, then time tracking software to start the timer, then note-taking software for Client C's process notes. Four apps to juggle before starting any actual work.
Here's how most virtual assistants operate:
- General project client management software or task boards handles tasks but knows nothing about hour packages. When you complete a task, nothing tracks it against the client's monthly allocation.
- time tracking software or a time tracker tracks time but has no connection to invoicing. When the month ends, you manually transfer hours to accounting software.
- note-taking software or Google Docs holds client notes and processes but does not connect to task status or time tracking.
- Slack and email handles client communication scattered across multiple channels. Finding a conversation from two weeks ago means searching three different apps.
- A spreadsheet that tracks hour packages and remaining allocations, always out of date because updates require manual effort after every task.
Subscription costs add up fast. General project client management software Premium is $13/month. time tracking software Starter is $10/month. 1Password is $8/month. accounting software is $30/month. Total: $61+/month on subscriptions.
What is the hidden cost of app switching for virtual assistants?
When you finish a task in General project client management software, nothing updates in time tracking software. You have to remember to stop the timer, log the hours in your spreadsheet, and update the client's remaining allocation. Miss one step? You either lose billable hours or overbill the client.
A Harvard Business Review study found that knowledge workers toggle between apps 1,200 times per day, losing 9% of productive time to context switching. For VAs managing 6-8 clients with constant task flow, that translates to 30-60 minutes per day of lost billable time.
When task management, time tracking, and invoicing live in one place, you stop managing tools and actually help your clients.
Why virtual assistants need an all-in-one platform
Virtual Assistants who grow beyond a handful of clients face a compounding problem: administrative overhead scales with every new engagement.
What works for 5 clients breaks down at 15. Each new client means another set of proposals, contracts, project timelines, invoices, and follow-ups, all managed across disconnected tools.
The context-switching cost
Every time you switch between apps, you lose focus. Research shows knowledge workers lose significant productive time to app-switching throughout the day. For virtual assistants, this translates to billable hours spent on coordination instead of client work.
The tool fragmentation problem
When scheduling lives in one app, projects in another, invoicing in a third, and contracts in a fourth, nothing connects. Tracked time doesn't automatically appear on invoices. Signed contracts don't trigger project setup. You become the bridge between all your tools.
The scaling tipping point
Most virtual assistants hit a threshold where the manual approach becomes the primary bottleneck to growth. Connected software lets you push past this ceiling by automating repetitive coordination tasks.
An all-in-one platform absorbs administrative work that would otherwise scale linearly with your client count.
Key features virtual assistants need
The essential features for virtual assistants connect client management with project delivery, billing, and communication in one platform.
What does multi-client organization look like when everything is connected?
You manage 7 ongoing VA clients. Each has different processes, communication preferences, and task flows. In a disconnected system, you have 7 separate task boards, 7 different email threads, 7 sets of credentials in LastPass, and one spreadsheet trying to track all of it.
When client workspaces live in one platform, you keep everything separate without the chaos:
- Dedicated client workspaces: Client A's tasks, files, notes, and communication are completely separate from Client B's. You switch with one click, not by opening different browser profiles.
- Unified dashboard: Start your day seeing all tasks across all clients. "Client A needs the report by noon. Client B's recurring social posts are due. Client C sent a new request." Everything in one view.
- Client-specific files and notes: Client A's login credentials, process documentation, and preferences are attached to their workspace. No hunting through separate apps.
- Communication history: Every conversation with Client A stays with Client A. When they ask "what was that thing we discussed last month?" you find it in 10 seconds.
- Quick context switching: Finish Client A's task, click to Client B, start their work. No mental load of opening new apps and finding where you left off.
One login. One app. Seven clients with completely separate workspaces.
What does cross-client task management look like for VAs?
Tuesday morning. You have tasks from 6 different clients due today. In a disconnected system, you open Client A's task board, check what is due, then Client B's General project client management software project, then Client C's workspace. By the time you have a mental picture of the day, 30 minutes are gone.
In Plutio, you start your day with one view:
- Cross-client task view: Everything due today across all 6 clients. Client A needs the report by noon. Client B's social posts are due by 3pm. Client C's inbox management is a daily recurring task. All visible without switching apps.
- Priority flagging: Client A's report is urgent because they have a meeting tomorrow. Client D's task can wait until afternoon. Visual priority helps you sequence the day.
- Recurring tasks: Client B's social posts happen every Tuesday and Thursday. Client E's email management happens daily. Recurring tasks appear automatically without recreating them each week.
- Task details and context: The report for Client A needs specific formatting they mentioned last month. The formatting note is attached to the task, not buried in email.
- Checklists for multi-step work: Client C's monthly report has 8 steps. You can track progress through each without missing any.
By 9:15am, you know exactly what the day looks like and can start the first task.
See how project tracking keeps everything connected
What does accurate time tracking look like for VAs?
You bill hourly for VA work. Last month, you estimate you lost about 3 hours because you forgot to start time tracking software when answering quick client emails, or stopped the timer but kept working for "just one more minute" that turned into 15. At $40/hour, that is $120 of income you did not capture.
In Plutio, time tracking lives where the work happens:
- One-click timers on tasks: Start working on Client A's report? Click the timer on that task. Stop when you are done. No switching apps, no losing context.
- Weekly timesheets for batch entry: Forgot to start the timer? Enter time at the end of the day or week. Most VAs use a mix of live tracking and batch entry.
- Client hour summaries: Client A has used 18 of 20 hours this month. Client B has used 12 of 15. Visible at a glance without running reports.
- Package tracking against allocations: When you hit 18 hours on Client A's 20-hour package, you know to discuss either an overage rate or carrying work to next month.
- Direct invoice population: At month end, hours are already logged and categorized. Generate invoices showing exactly what was done and how long it took.
When time tracking lives with tasks, you capture hours without switching apps. At month end, hours are already categorized and ready for invoicing.
See how time tracking connects to invoicing
What does package management look like when everything is connected?
You offer three packages: 10 hours for $350, 20 hours for $650, and 40 hours for $1,200. You have 8 clients on various packages, and right now you are manually tracking allocations in a spreadsheet. Client D just asked for extra work, but you cannot remember if they have hours left this month without checking the spreadsheet.
In Plutio, package tracking is built into the workflow:
- Monthly hour allocations: Client D has a 20-hour package. They have used 14 hours this month. 6 hours remaining. Visible whenever you look at their workspace.
- Overage alerts: When Client D hits 18 hours and sends a new request, you know immediately that you need to discuss overage rates or defer to next month.
- Client portal visibility: Client D can check their own portal and see "6 hours remaining this month." They self-regulate requests when they know they are running low.
- Rollover options: If Client E only used 8 of their 10 hours, you can roll 2 to next month or note it as unused. Either way, the record is clear.
- Auto-renewal invoicing: Month ends, the package renews, the invoice sends automatically, hours reset to the full allocation. No manual intervention needed.
Your retainer clients can check their portal to see exactly how many hours they have left.
The deciding factor for virtual assistants is integration depth. Features that connect with each other eliminate duplicate effort across your workflow.
How much can virtual assistants save by switching to Plutio?
Here's the math.
What do virtual assistants typically spend on software subscriptions?
A typical VA separate tools:
- General project client management software Premium: $13/month for timeline and workflow features
- time tracking software Starter: $10/month for time tracking and reports
- 1Password: $8/month for credential management
- accounting software Simple Start: $30/month for invoicing and accounting
- Stripe fees: 2.9% + $0.30 per transaction (unavoidable with any processor)
Total: $61+/month before you help a single client. The tools still do not connect to each other.
What is the time cost nobody calculates?
The bigger number is the one you cannot see on invoices:
- App switching admin work: 30-60 minutes per day toggling between task management, time tracking, and communication apps
- Forgotten time entries: 2-4 hours per month of billable time not captured because you forgot to start the timer
- Month-end invoicing: 2-3 hours per month reconciling time logs and creating invoices manually
- Status requests: 1-2 hours per week answering "what's happening with my task?" messages
Conservative estimate: 10-20 hours per month on administration. At a VA rate of $35/hour, that is $350-700/month in lost billable time.
What does Plutio cost compared to a VA separate tools?
Plutio Core: $19/month (up to 9 active clients). Plutio Pro: $49/month (unlimited clients). Includes task management, time tracking, client workspaces, client portals, invoicing, and payment processing. Everything connected in one platform.
You save $300-500/year on subscriptions, but the bigger win is the billable time. VAs using Plutio capture those lost hours.
Why virtual assistants choose Plutio over fragmented separate tools
When task management, time tracking, and invoicing live in one platform, the app switching and manual reconciliation that cuts into billable hours drops away. Here is what changes when your client tools start working together.
Multi-client efficiency depends on switching between workspaces, not between apps. Most VAs track tasks in one project tool, time in a separate tracker, passwords in a vault, and invoices in accounting software, and switching between them costs 30–60 minutes a day.
The Plutio difference
- Clients → One-Click Switching: Each client has their own workspace with tasks, files, and communication. Switch between clients with one click instead of logging into different systems.
- Tasks → Automatic Time Capture: Time tracks directly on tasks. No switching apps to start and stop timers. No forgotten entries at month end.
- Hours → Client Visibility: Clients see their hour usage against their package in their portal. They know where things stand without sending you "how many hours have I used?" messages.
- Months → Pre-Populated Invoices: Month ends, and the invoice is already populated with tracked hours. No 2-3 hour reconciliation session. Send in minutes.
The result: virtual assistants using Plutio replace scattered tools with a single workspace.
For detailed tool comparisons, see our comparison hub or alternatives pages.
How to set up Plutio for your virtual assistant business
Setting up Plutio takes 2-4 hours for initial configuration, with immediate benefits for all clients from day one.
Step 1: Configure your brand (30 mins)
Upload your logo, set brand colors, and connect your custom domain if on the Max plan. Link your Stripe or PayPal account for payments. Set your business details for invoices.
Step 2: Build your templates (1-2 hours)
Create project and proposal templates for your most common services. Start with 2-3 core templates:
- Standard engagement: Your most common project type with milestones, tasks, and deliverables pre-configured.
- Quick project: A streamlined template for smaller, faster engagements.
- Retainer/recurring: Template for ongoing monthly clients with recurring tasks and billing.
Step 3: Connect integrations (20-30 mins)
Sync your Google Calendar or Outlook. Connect Stripe or PayPal for payments. Link QuickBooks or Xero if you use them. Test each connection before going live.
Step 4: Import existing clients (30 mins)
Export your client list from your current tool as CSV and import into Plutio. Map fields, verify data, then invite clients to their new portals.
Step 5: Test with one real project
Send your next proposal through Plutio. Let it create the project automatically, track time, and invoice the client. One real project will show you exactly where to refine your templates.
Common setup mistakes to avoid
- Over-customizing too early: Start minimal and refine based on actual use.
- Migrating everything at once: Focus on new clients first, migrate active ones second.
- Skipping the test project: One real engagement reveals more than hours of configuration.
Build templates for the 80% cases. Customize edge cases individually as they come up.
Organizing your virtual assistant workflows
Structured organization is the difference between a business that scales smoothly and one that drowns in admin as it grows.
Organize by service type
- Core service: Your primary offering with detailed project templates and milestone tracking.
- Secondary services: Additional offerings with their own templates and pricing structures.
- Retainer work: Recurring engagements with automated billing and repeating task lists.
- One-off projects: Quick-turn engagements with streamlined templates.
Organize by client stage
- Prospect: Initial inquiry received, proposal being prepared.
- Active: Contract signed, project in progress.
- Delivered: Work complete, final invoice sent.
- Recurring: Ongoing relationship with scheduled touchpoints.
Template best practices
- Start with 3 templates maximum, expand as patterns emerge.
- Include task estimates so you can track actual vs. budgeted time.
- Build in review milestones where clients approve before you proceed.
- Add automation triggers: proposal signed → project created → client notified.
Consistent structures mean consistent delivery. Templates ensure every client gets the same quality regardless of how busy you are.
Client portals for virtual assistants
Client portals give your clients self-service access to their projects, invoices, files, and messages, reducing "just checking in" emails and building trust through transparency.
Professional branding
Clients log into a portal branded with your logo, colors, and on the Max plan, your own domain. They see your business identity, not a third-party tool. Professional branding elevates how clients value your services.
Self-service project visibility
Clients see their active projects, completed tasks, upcoming milestones, and important dates. When they want a status update, they check the portal instead of emailing you. You control exactly what's visible.
Invoice payments
Outstanding invoices appear with a "Pay Now" button. Clients pay with credit card, PayPal, or bank transfer. No more delays from checks in the mail or "I'll pay you next week" conversations.
File access and sharing
Share deliverables through the portal. Clients download their files whenever they need them, organized by project. No more "can you resend that?" requests.
Centralized messaging
Keep conversations in one thread per client. No more searching email for "that thing we discussed in April." Full message history, searchable and organized.
A professional portal changes how clients perceive your business. Instead of someone they email, you become a business with systems. Professional presentation matters when it's time to raise rates or request referrals.
How to migrate to Plutio
Migration typically takes 3-5 hours of active work spread over a weekend. The best time to switch is between projects rather than mid-delivery.
Step 1: Export from your current tools
Most tools provide CSV export. Export your client list, active project details, and any template content you want to recreate in Plutio.
Step 2: Build templates in Plutio (2-3 hours)
Don't try to replicate your old system exactly. Use this as an opportunity to build cleaner workflows. Focus on your 3 most common project types.
Step 3: Set up integrations (30 mins)
Connect payment processing (Stripe/PayPal), calendar sync (Google/Outlook), and accounting (QuickBooks/Xero). Test each one before going live.
Step 4: Import client data (30 mins)
Upload your client CSV. Map fields to Plutio's structure. Run a small test batch first to verify everything looks right.
Step 5: Run parallel for new work
Use Plutio for all new clients and projects immediately. Keep your old system running for in-progress work only. Don't try to migrate active projects mid-stream.
Step 6: Phase out the old tool
Once all in-progress work completes in the old system, cancel that subscription. Keep your exports as archives.
Common migration pitfalls
- Trying to migrate everything: Focus on active clients and forward-looking workflows.
- Switching mid-project: Finish in-progress work on the old system.
- Not testing integrations: Verify payment processing works before relying on it.
Migration pays back in time saved on every future client interaction.
