TLDR (Summary)
The best CRM software for virtual assistants is Plutio ($19/month).
Generic CRM software tracks contacts, company information, and email history, but virtual assistant work requires different context. VAs need to see which tasks are active for each client, communication preferences that vary by client, project status across multiple simultaneous engagements, hour package consumption against retainer allocations, and recent communication history all connected to each client profile. Plutio builds CRM around multi-client management rather than sales pipelines, so client profiles show complete workflow context from active tasks to remaining hours.
According to HBR, knowledge workers toggle between apps 1,200 times per day, losing 9% of productive time to context switching. For VAs managing 6-10 clients with constant task flow, that translates to 30-60 minutes per day of lost billable time searching for client information across separate task management tools, time trackers, and communication platforms instead of working.
For additional strategies, read our client onboarding guide.
What is CRM software for virtual assistants?
CRM software for virtual assistants is software that connects client profiles to task lists, communication preferences, project status, and hour tracking with complete context visible across multiple simultaneous client relationships.
The distinction matters: sales CRM tracks prospects through a pipeline to close deals and move to account management. Virtual assistant CRM tracks ongoing service delivery where you manage tasks for 6-10 different clients every day, each with different communication preferences, different project contexts, and different retainer agreements. Client context needs to switch instantly without losing track of what each person needs.
What virtual assistant CRM actually does
Core functions include storing client contact information and communication preferences, tracking which tasks belong to which client so work stays organized across multiple simultaneous engagements, connecting task completion to hour consumption against retainer packages so It's easy to see when allocations run low, managing communication history by client so you can reference previous conversations when questions arise, and surfacing priority tasks that need attention today across all clients without opening separate project boards for each person.
Contact CRM vs workflow CRM
Contact CRM like HubSpot or Salesforce improves for tracking sales conversations and deal stages. Virtual assistant CRM improves for managing active service delivery. In contact CRM, you track who said what during sales calls. In VA CRM, you track what needs to get done for each client today, which tasks are blocked waiting for client input, and how many hours remain in each retainer package. Contact CRM measures conversion rates. VA CRM measures workflow efficiency and retainer consumption.
What makes virtual assistant CRM different
Virtual assistant relationships require switching context constantly. You work on Client A's email management for 30 minutes, then Client B's calendar coordination, then Client C's research task, then back to Client A for social media scheduling. Five different clients might need attention before lunch. Without CRM that shows which client needs what task immediately, 10-15 minutes go into every morning reconstructing today's priorities from separate task boards, email threads, and spreadsheet trackers. Contact databases store names and company information. VA CRM stores active workflow context.
When CRM connects to task management, time tracking, communication history, and hour packages, client profiles become the single source of truth for who needs what right now instead of just another database that needs manual updates.
Why virtual assistants need CRM software
Virtual assistants who grow beyond 3-4 clients face a compounding problem: each new client adds communication preferences, task contexts, and project status that exist scattered across email threads, project boards, and spreadsheet trackers that become increasingly impossible to reconcile before starting each day's work.
With 2 clients, a VA can remember that Client A prefers Slack messages and needs daily social media posts, while Client B uses email and wants weekly reports. With 8 clients sending tasks through different channels, each with different preferences, different hour packages, and different priority levels, that mental tracking breaks down. Morning planning becomes 30-45 minutes of checking eight different sources to figure out what needs attention today.
The scattered context problem
According to HBR, knowledge workers toggle between apps 1,200 times per day, losing around 9% of productive time to context switching. For virtual assistants specifically, that means Client A's tasks live in Asana, Client B uses Trello, Client C sends everything through email, Client D prefers Slack, and hour tracking happens in Toggl or a spreadsheet with no connection to which tasks consumed which hours. Before starting any work, VAs reconstruct the day's priorities from 5-8 different sources or risk missing urgent tasks that get buried in the noise.
The fragmentation problem
Virtual assistants stack 5-7 disconnected tools: Asana or Trello for task management, Toggl or Harvest for time tracking, Google Sheets for hour package tracking, email for some client communication, Slack for other clients, and maybe QuickBooks or FreshBooks for invoicing. Each tool handles one function, but none share data automatically. When you complete 2 hours of work for Client A, nothing updates their remaining hour allocation. You have to remember to log it manually in the spreadsheet, or you lose track of consumption until month-end reconciliation reveals overages or forgotten hours.
The missed follow-up problem
Multi-client management depends on catching tasks that need follow-up. Client requests information, you research and send a response, but the client doesn't reply. Without automated tracking, that pending follow-up gets buried under new tasks from other clients. You remember three weeks later that Client A never responded, and by then the opportunity or urgency has passed. Research from VA communities suggests 15-25% of client tasks need follow-up reminders that never happen because VAs lack systems to surface pending items automatically.
The scaling tipping point
Virtual assistants hit a threshold around 5-7 active clients where the manual approach breaks down. One VA managing 7 clients with 30-40 tasks per week needs to track task priorities, communication preferences, hour consumption against 7 different retainer packages, and follow-up timing while also handling new requests that arrive throughout the day. The cognitive load becomes unsustainable without systems that surface context automatically instead of requiring manual reconciliation across disconnected tools.
Connected CRM software absorbs the workflow coordination that would otherwise scale linearly with each new client. Every additional client adds revenue without adding proportional coordination overhead when Plutio tracks context instead of requiring manual cross-referencing.
CRM features virtual assistants need
The essential CRM features for virtual assistants connect client contact information with active tasks, communication preferences, hour tracking, and project status while handling the unique patterns that multi-client service delivery requires.
Core CRM features
- Client profiles with complete contact information: Name, email, phone, timezone, communication preferences (Slack, email, portal messages), and custom fields for VA-specific data like retainer type or preferred communication hours.
- Communication history in one timeline: Initial client intake notes, setup completed, ongoing task requests through email or portal, responses to the work, and follow-up conversations all visible on the client record without searching through separate email threads or Slack channels.
- Task organization by client: Which tasks belong to which client, what the current priority level is, what the deadline is, and whether the task is waiting for client input or ready to work on. Switch between clients and see their active task queue immediately.
- Hour package tracking: How many hours each client purchased, how many hours have been consumed this month, and how many hours remain so you can flag when allocations run low before overages occur.
- Project status visibility: Which projects are active for each client, what the current status is, and what needs to happen next so you can update clients accurately when they ask for progress reports.
Virtual assistant-specific features
- Multi-client dashboard: One view showing priority tasks across all clients so you can plan your day without opening 7 different project boards. See Client A needs email management by 9am, Client B's report is due this afternoon, and Client C has questions waiting for response. All visible in one place.
- Communication preference tracking: Some clients prefer Slack for quick questions. Others want email only. Some check their client portal daily. Communication preferences stored on client profiles so you reach out through their preferred channel. Industry standard according to freelancer research is that 36% of work time goes to administrative tasks, much of it spent coordinating communication across different channels.
- Client portal access for self-service: Clients can log into their portal to check task status, see hour consumption, submit new requests through forms, and message you directly without emailing or texting. Reduces interruption while maintaining responsiveness.
Platform features that multiply value
- White-label branding: Custom domain, logo, colors. All client-facing communications show your brand.
- Unified inbox: All client messages arrive in one place.
- Permissions: Control who sees what.
- Automations: Create rules that trigger actions without your involvement.
The deciding factor for virtual assistants is integration depth. CRM software that connects with task management, time tracking, and hour package monitoring eliminates duplicate data entry. Client submits a task request and it appears on their profile, on your dashboard, and in your task list automatically without manual copying across three different systems.
CRM software pricing for virtual assistants
CRM software for virtual assistants typically costs $15-60 per month for standalone solutions, with integrated platforms providing complete functionality at the lower end of that range.
What virtual assistants typically pay for CRM tools
- HubSpot CRM: Free basic, $45-90/month for features VAs need (custom fields, automation, task management)
- Notion: $10/month for task databases and notes but lacks time tracking and invoicing
- Dubsado: $40/month for client management with forms and contracts
- Airtable: $20/month for customizable databases but requires manual workflow setup
Standalone CRM tools handle contact management but require separate subscriptions for time tracking ($10-15/month), task management ($10-15/month), and invoicing ($15-30/month). Total stack cost: $50-110/month before adding communication tools or project management software.
Plutio pricing (February 2026)
- Core: $19/month: Unlimited CRM plus task management, time tracking, client portals, and invoicing for up to 9 active clients.
- Pro: $49/month: Unlimited clients, 30 contributors, advanced permissions.
- Max: $199/month: Unlimited team, white-label, single sign-on.
The ROI calculation for virtual assistants
- Time savings on morning planning: 30-45 minutes per day reclaimed from checking multiple task boards and email threads. With 20 working days per month, that is 10-15 hours reclaimed.
- Captured billable hours: Time tracking connected to tasks eliminates forgotten hour entries. VAs typically lose 2-4 hours per month of unbilled time. At $35/hour, that is $70-140/month in captured revenue.
- Improved client retention: Proactive communication when hour packages run low prevents surprise overages that damage client relationships. Better retention adds 10-20% to annual revenue for VAs with stable client rosters.
CRM software ROI comes through captured billable hours and reduced coordination overhead. Plutio pays for itself with 3-4 hours per month of reclaimed time that would cost $105-140 at typical VA rates, or with 2 additional retained clients per year worth $2,000-4,000 in ongoing revenue.
Why Plutio is the best CRM for virtual assistants
Plutio handles CRM as part of a complete multi-client management platform where task management, time tracking, communication, and hour packages work together rather than as separate tools that need manual connection.
Client profiles that show complete workflow context
Every client profile includes contact information, communication preferences, active tasks with priorities and deadlines, time logged against tasks, hour package status with consumption and remaining allocation, project status across all active engagements, communication history from portal messages and email, and upcoming deadlines or follow-up reminders all on one timeline. Before starting work for Client A, you open their profile and see everything: which tasks are priority today, what communication preferences they have, how many hours remain in their retainer, and what follow-ups are pending. No toggling between task boards, time trackers, and spreadsheets to reconstruct context.
Multi-client dashboard that surfaces today's priorities
The dashboard shows priority tasks across all clients in one view. Client A needs email management completed by 9am. Client B's calendar coordination is due this afternoon. Client C has a research task marked urgent. Client D sent a message waiting for response. All visible without opening seven different project boards or checking multiple email threads. You plan your day in 5 minutes instead of 30 because Plutio surfaces what needs attention rather than requiring manual cross-referencing across disconnected tools.
Task management that stays organized by client
When Client A sends a task request through their portal, it appears on their profile, on your unified dashboard, and in your task list automatically. You complete the task, mark it done, and the time you logged flows to their hour package consumption automatically. Client B sends three tasks through email. You create them in Plutio, assign them to Client B's workspace, and they appear on their profile immediately. No copying task details from email into separate task management software. Tasks stay connected to the clients who requested them.
Hour package tracking that prevents overages
When Client C signs a 20-hour monthly retainer, Plutio sets their hour allocation automatically. You log 8 hours of work across multiple tasks, the consumption updates to 12 hours remaining. You log another 6 hours, and when the balance hits 6 hours remaining, you get an alert: "Client C approaching hour limit." That is your prompt to notify the client and discuss either completing remaining work within the allocation or adding overflow hours. Package tracking happens automatically so you catch consumption patterns before overages create billing friction.
Communication history that stays with each client
Client D messages you through their portal asking about task status. The message appears in your unified inbox and on Client D's profile timeline. You respond directly from either location, and the conversation thread stays on their record. Two weeks later when Client D asks "what did we decide about that project?" you open their profile, scroll the communication timeline, and find the conversation in 10 seconds. No searching through email folders or Slack channels trying to remember which communication tool that client prefers.
Client portals for self-service task submission
Clients log into their branded portal to submit new tasks through forms you create, check status on active tasks without messaging you, see how many hours they have used against their retainer package, access files or resources you shared, and message you directly when they need clarification. Self-service reduces interruption. Instead of getting 15 texts and emails per day asking "what is the status of that task?" clients check their portal. You focus on completing work instead of answering status questions.
Time tracking connected to tasks and hour packages
You start work on Client E's research task. Click the timer on that task. Work for 45 minutes. Stop the timer. The 45 minutes logs against that task, charges to Client E's profile, and deducts from their hour package automatically. No switching to a separate time tracker. No manual spreadsheet entry. No forgetting to log hours and losing billable time. Time flows from tasks to client profiles to hour consumption without manual intervention.
White-label everything
Use your own domain. Upload your logo, set your brand colors and typography. Every client-facing touchpoint shows your brand.
Unified inbox for all client communication
When a client sends a portal message, submits a task request, or responds to your question, the notification appears in one inbox. Reply directly without opening email or Slack.
Granular permissions
Control exactly who sees what at the level that makes sense for your business.
No-code automations
Create rules that trigger actions without your involvement. Common VA automations include: send task completion notifications to clients automatically, alert when hour packages reach 80% consumption, create follow-up reminders when clients don't respond within 48 hours, generate monthly summary reports showing completed tasks and hour usage.
Native integrations for VA workflows
Connect Stripe and PayPal for payments. Sync Google Calendar or Outlook. Use Zapier to connect 3,000+ other apps.
Everything runs from one app with your branding, your terminology, and your workflow logic. Client profiles become the single source of truth for who needs what task, which communication channel they prefer, and how many hours remain in their retainer instead of scattered information across five different tools.
How to set up CRM in Plutio
Setting up CRM in Plutio takes 2-4 hours for initial configuration, then 5-15 minutes per client after your templates and integrations are in place.
Step 1: Configure default settings (30 mins)
Set your timezone, business hours, and communication preferences. Configure custom fields for VA-specific data you want to track on every client profile such as retainer type (monthly hours, project-based, ongoing support), communication preference (email, Slack, portal only), and billing cycle (1st of month, 15th, custom). These fields appear on all client records so you can filter and report consistently across your entire client roster.
Step 2: Create templates (1-2 hours)
Build 3-5 templates covering your common VA services. For virtual assistants, recommended templates include:
- Monthly retainer proposal: 10-hour, 20-hour, or 40-hour packages with hourly rates, scope of services, and payment schedules.
- Project-based proposal: One-time projects like inbox cleanup, system setup, or event coordination with fixed pricing and deliverable timelines.
- Client intake form: Communication preferences, access credentials, task submission process, and expectations for response time.
Step 3: Connect integrations (20 mins)
Link Stripe and/or PayPal for payment processing. Connect your calendar (Google Calendar or Outlook) so meeting coordination syncs automatically. Test each integration before using with clients by creating a test task, logging time, and generating a test invoice to confirm everything flows correctly.
Step 4: Import existing data (30 mins)
Upload existing client contact information via CSV export from your current CRM, email list, or spreadsheet. Map fields appropriately so names, emails, communication preferences, and retainer status land in the right places. Active tasks can be imported or recreated manually depending on volume.
Step 5: Test with one real client workflow
Run through the complete workflow with an actual client rather than a test account. Client submits a task through their portal, you receive the notification, create the task on their profile, log time while working, mark the task complete, and verify the time charged to their hour package correctly. Fix any gaps before setup more clients.
Common setup mistakes to avoid
- Over-customizing too early: Start minimal and refine based on actual use. You will discover what custom fields and automation rules matter after working with 3-5 clients in Plutio.
- Ignoring mobile: Download the mobile apps during setup and test key workflows. You will check client messages and update task status on your phone between client work sessions.
- Skipping automation setup: Configure task completion notifications, hour package alerts, and follow-up reminders during initial setup. These automations save hours every week once configured.
Build templates for the 80% cases that cover most of your VA work. The monthly retainer setup, the task request to completion workflow, and the monthly summary report. Edge cases can be handled manually.
CRM organization for virtual assistants
Organizing CRM creates clarity and enables efficient multi-client management as your VA business grows.
Client segmentation for virtual assistants
- Active retainer clients: Ongoing monthly hour packages with consistent task flow. These clients get priority response time.
- Project clients: One-time or occasional project work with defined scope and end date. Less frequent communication than retainer clients.
- Past clients: Completed projects with no current engagement. Strong candidates for re-engagement campaigns when you have capacity.
Task workflow stages
- Requested: Client submitted a task but you have not started work yet. Visible in your inbox and on client profile.
- In progress: You are actively working on the task. Time tracking active or logged.
- Waiting for client: You need information or approval from the client before continuing. Follow-up reminder set.
- Completed: Task finished and delivered. Time logged and charged to hour package.
- Archived: Older completed tasks moved out of active view but still searchable on client timeline.
Information to track
- Communication preferences and best times to reach client
- Access credentials for tools and systems you manage
- Task patterns and recurring needs (weekly social posts, daily email management)
- Hour package consumption trends (uses 15-18 hours per month consistently)
- Response time expectations (24-hour turnaround or same-day priority)
- Invoicing schedule and payment method preferences
Proven methods
- Update task status immediately when work is completed so clients see accurate status in their portal
- Log time daily or immediately after completing tasks to make sure accurate hour tracking
- Set follow-up reminders when tasks are waiting for client input so nothing falls through the cracks
- Review hour package consumption weekly to catch clients approaching limits before overages occur
Organized CRM enables pattern recognition across your entire client base. When you notice that 70% of your clients request social media scheduling on Mondays, you can batch that work efficiently. Structure serves workflow optimization.
Client portals for virtual assistants: CRM connection
Client portals connect CRM data to client-facing access, creating smooth self-service for task status, hour consumption, and communication.
Portal as client dashboard
Clients access their complete relationship through branded portals. Active tasks with status updates, hour package balance with consumption details, communication history, shared files and resources, and upcoming meetings connected. CRM data powers what clients see. When you mark a task complete in your VA view, clients see the update in their portal immediately without waiting for you to send a status email.
Consistent experience
Portal presentation reflects the organized data in CRM. Professional, consistent client experience across all interactions. Clients don't see scattered task updates through email, hour tracking in spreadsheets shared monthly, and payment receipts from Stripe. They see one branded VA portal with everything connected showing your professional systems.
Self-service access
Clients find their own task status, remaining hours, and shared files. CRM organization enables client self-service without administrative burden. Fewer "what is the status of that report?" emails. Fewer "how many hours have I used this month?" texts. Clients access information on their schedule instead of waiting for you to respond.
Two-way visibility
Portal interactions feed back into CRM. Client activity adds to your understanding of priorities and urgency. Complete picture from both perspectives. When clients submit new tasks through portal forms, you see them immediately in your inbox and on their profile. When they mark a waiting task as unblocked, you get notified that you can resume work. Visibility helps you manage priorities more effectively.
Continuity across engagements
Portals maintain relationship context across service periods. Returning clients find their history. Connection maintained between project cycles. A client completes a 3-month retainer, takes 2 months off, then returns for ongoing support. Their portal shows the full history, not just the current engagement. Continuity reinforces the long-term working relationship and reduces setup friction when clients return.
Portals make CRM client-facing. Internal organization translates to external experience. Clients perceive your VA services as professional and organized because the portal reflects the structured workflow in CRM.
How to migrate CRM to Plutio
Migration from another CRM software typically takes 3-5 hours of active work spread over a weekend, with the best time to switch being at the start of a new month when hour packages reset rather than mid-month with complex hour tracking carryovers.
Step 1: Export from your current tool
Most CRM software provides CSV export. Here is what to export from common tools:
- HubSpot: Contacts > Export > All contacts with all properties. Include custom fields for retainer type and communication preferences.
- Notion: Export workspace to CSV. Includes database records but formatting may need cleanup.
- Spreadsheets: Save as CSV. Clean up formatting inconsistencies before import (consistent date formats, standardized retainer types, unified hour tracking).
Step 2: Build templates in Plutio (2-3 hours)
Use your exported content as reference to create new VA service templates. Focus on forward-looking workflows, not historical archives. Build the retainer proposal templates, task request forms, and monthly summary reports you will use with new and continuing clients. Historical completed tasks can be attached as notes or imported as archived tasks, but active templates should reflect your current service offerings.
Step 3: Set up integrations (30 mins)
Connect payment processing (Stripe or PayPal), calendar sync (Google Calendar or Outlook), and any time tracking or accounting software you use. Test each integration before relying on it. Log test time, create a test task, generate a test invoice, verify calendar sync works bidirectionally.
Step 4: Import data (30 mins)
Upload your CSV to Plutio. Map fields appropriately: First Name, Last Name, Email, Phone, Communication Preference, Retainer Type, Hour Package Size, Current Hour Balance. Review the import preview before confirming. Fix any mapping errors and re-import if needed. Better to spend 15 minutes getting the import right than cleaning up incorrect hour balances later.
Step 5: Run parallel for new work
Use Plutio for all new clients and new task requests while keeping the old system active for tracking current month hour consumption. Running parallel avoids disrupting active retainer tracking while you learn the new platform. At month end when packages reset, all clients start fresh in Plutio with full hour allocations. Gradual transition over 30 days.
Step 6: Phase out the old tool
Once all clients are operating in Plutio with accurate hour tracking and task management (typically 30 days), cancel subscriptions for old task management, time tracking, and CRM tools. Export any remaining historical data for archive purposes, but active VA work now runs entirely in Plutio.
Common migration pitfalls to avoid
- Trying to migrate mid-month hour tracking: Wait until month end when packages reset. Starting fresh with full allocations is cleaner than trying to import partial hour consumption.
- Switching all clients simultaneously: Migrate 2-3 clients first to learn the workflow. Fix any process gaps before moving remaining clients.
- Not testing time tracking: Verify that logged time charges to correct client hour packages before relying on it for billable work. Test with non-billable practice tasks first.
The investment in migration pays back in time saved on every morning planning session, every task status question you don't have to answer because clients check their portal, and every hour package alert that prevents billing friction.
