TLDR (Summary)
The best project management software for virtual assistants is Plutio ($19/month).
Virtual assistants manage multiple clients simultaneously, which means project management software needs to do more than track tasks. Plutio connects tasks to time tracking for accurate billing, links projects to client portals where communication happens automatically, generates invoices from completed work without manual data entry, and keeps all files attached to the work clients access directly. Instead of maintaining separate subscriptions for project management, time tracking, invoicing, file sharing, and client communication, you run your complete workflow from one platform with your own branding.
According to industry research, 36% of goes to admin work like updating multiple tools, copying data between systems, and switching contexts across platforms.
For additional strategies, read our freelance project management guide.
What is project management software for virtual assistants?
Project management software for virtual assistants is software that organizes client tasks with complete visibility into tasks, deadlines, and hours worked across all active clients.
The distinction matters: generic project management tools track tasks and deadlines for teams working on shared projects. VA project management tracks individual work across multiple unrelated clients who each need different services, different update rhythms, and different billing structures. VA-focused project management connects to time tracking and invoicing rather than team collaboration features designed for internal projects.
What VA project management actually does
Core functions include organizing the work by client, tracking task status and deadlines, logging time spent on each task, and generating reports that show which clients take which hours. Plutio answers "What's due this week?" and "How much time did Client A's projects take last month?" from the same data set.
Task boards vs client workflow tracking
Task boards like Trello or Asana organize work by project or category. VA project management organizes work by client and connects task completion to time logs and invoices. A task board shows that an email campaign is complete. VA project management shows that Client B's email campaign took 3.5 hours and feeds that time into this week's invoice automatically.
What makes VA project management different
You're handling 8-15 active clients at once, each with different services, different deliverable types, and different billing arrangements. Some clients pay hourly, others pay per project, others have retainer agreements with monthly caps. Without project management that connects tasks to time tracking and billing, hours end up logged in one tool while tasks live in another and invoices get built manually from memory of what actually happened.
When project management connects to time tracking and invoicing, task completion automatically updates billable hours and client invoices reflect actual work without manual reconciliation.
Why virtual assistants need project management software
When you grow beyond 3-4 clients, each new client adds unique tasks, different communication patterns, and separate billing requirements that multiply admin work faster than billable hours grow.
At 2-3 clients, mental tracking works. At 8+ clients with different service types, deadlines start colliding, hours get logged inconsistently, and invoicing requires reconstructing what actually happened across multiple task systems and calendar entries.
The invisible hours problem
According to industry research, 36% of goes to admin rather than billable client work. For VAs specifically, that means hours spent updating task boards, switching between tools, logging time after the fact, and building invoices from scattered records. A social media management deliverable might involve research in one app, task tracking in another, time logged in a third tool, and invoice created in a fourth. The work takes 2 hours but the admin overhead adds another 30 minutes.
The fragmentation problem
Most VAs stack 4-7 disconnected tools: Asana or Trello for tasks, Toggl or Harvest for time tracking, QuickBooks or FreshBooks for invoicing, Google Calendar for scheduling, and email for client communication. Each tool handles one function but none share data automatically. Task completion in Asana doesn't update time in Toggl. Toggl hours don't populate FreshBooks invoices. Invoicing requires opening three tools and manually matching dates and descriptions.
The context-switching cost
Checking task status for Client A's deliverable means opening the project board. Seeing how many hours that deliverable took requires switching to the time tracker. Knowing whether those hours fit the monthly retainer cap requires checking the invoice system. A simple question - "Can I take on this new task from Client A this week?" - needs three tool lookups and mental math to answer.
The scaling tipping point
Most VAs hit a threshold around 5-7 active clients where the manual coordination approach breaks down. Below that threshold, remembering which client needs what this week works. Above it, tasks get missed, hours get logged late or not at all, and invoices undercharge because time tracking happened inconsistently.
Connected project management software absorbs the admin work that would otherwise scale linearly with each new client by routing tasks, time, and billing through one workflow instead of three separate tools.
Project management features virtual assistants need
The essential project management features for VAs connect task organization with time tracking and billing while handling the unique pattern of multiple unrelated clients who each need different services and different update schedules.
Core project management features
- Multi-client task organization: Separate projects for each client with tasks grouped by deliverable type. See all social media tasks across clients or all tasks for one specific client from the same view.
- Deadline tracking with calendar view: Visual timeline showing what's due this week across all clients. Deadlines appear chronologically so overlapping deadlines surface before they collide.
- Task templates for recurring work: Standard workflows for common services like weekly social posts, monthly reports, and email campaigns. Create once, duplicate for each client instead of rebuilding tasks every time.
- Status tracking and progress visibility: Mark tasks as to-do, in progress, waiting on client, or complete. Clients see their project status without asking for updates.
- File attachment and version history: Deliverables attach directly to tasks. Client feedback, revisions, and final versions stay with the project context instead of scattered across email threads.
VA-specific features
- Integrated time tracking: Start timer when work begins, task completion logs duration automatically. Hours connect to specific tasks and clients without manual entry.
- Billable hours export to invoicing: Time logs populate invoices automatically. Hourly clients get billed for actual tracked time. Retainer clients see hours consumed against monthly caps. No manual transfer between time tracker and billing.
- Client-specific workflows and permissions: Some clients see project progress and files. Others only receive final deliverables. Permissions control what each client views without creating separate systems.
Platform features that multiply value
- White-label branding: Custom domain, logo, colors. All client-facing communications show your brand, not the software vendor's logo.
- Unified inbox: All client messages arrive in one place. Reply to project questions without opening email.
- Permissions: Control who sees what. Clients view their projects only. Contractors access assigned tasks without seeing other client work.
- Automations: Create rules that trigger actions without your involvement. Task completion sends client notification. Deadline approaching triggers reminder. Hours logged updates invoice draft automatically.
The deciding factor for VAs is integration depth. Project management that connects with time tracking and invoicing eliminates duplicate data entry and manual reconciliation between what got done, how long it took, and what gets billed.
Project management software pricing for virtual assistants
Project management software for VAs typically costs $50-150 per month when stacking separate tools for tasks, time tracking, and invoicing. Integrated platforms provide complete functionality at lower total cost.
What VAs typically pay for project management tools
- Asana: Free for basic, $11-25/user/month for premium features. No built-in time tracking or invoicing.
- Monday.com: $9-19/user/month for project boards. Requires separate time and billing tools.
- ClickUp: Free for basic, $7-19/user/month for more features. Users report slow load times.
- Trello: Free for basic boards, $5-12.50/user/month for premium. Limited features on lower tiers.
Add time tracking (Toggl at $10-20/user/month or Harvest at $12-25/user/month) and invoicing software (FreshBooks at $17-50/month or QuickBooks at $30-90/month). Combined stack runs $50-150/month before accounting for setup time and manual data transfer between tools.
Plutio pricing (February 2026)
- Core: $19/month: Unlimited project management plus time tracking, invoicing, proposals, contracts, and scheduling.
- Pro: $49/month: Unlimited clients, 30 contributors, advanced permissions for subcontractors.
- Max: $199/month: Unlimited team, white-label with custom domain, single sign-on.
The ROI calculation for VAs
- Eliminated subscriptions: Replaces task software ($10-25/month), time tracker ($10-20/month), and invoicing tool ($17-50/month). Save $37-95/month in subscription costs alone.
- Automated time capture: If you reclaim even 3-5 hours per week from switching between tools and manual time entry, that's 12-20 hours per month. At $25/hour, that's $300-500 in time you could bill instead.
- Faster invoicing and payment: Invoices that populate from time logs get sent same-day instead of waiting while you reconstruct hours. Clients pay faster when invoices arrive on time with accurate details.
Project management software ROI comes through subscription consolidation and reclaimed billable hours. Plutio pays for itself with 2-3 hours of reclaimed time per month.
Why Plutio is the best project management for virtual assistants
Plutio handles project management as part of a complete platform where time tracking and invoicing work together rather than as separate tools that need manual connection.
Task organization by client and service type
Create projects for each client, then organize tasks by deliverable type within those projects. Social media client gets projects for content creation, scheduling, and reporting. Email marketing client gets projects for campaigns, list management, and analytics. View all tasks for one client or all social media tasks across clients from the same view. The organization structure mirrors how you actually think about work - by client relationship and service category, not by abstract project names.
Time tracking that starts with task work
Click into a task, start the timer, do the work. Task completion logs the duration automatically and attaches it to the client and deliverable category. No separate time tracker to remember. No manual entry of what you worked on. The act of doing the task creates the time record. For VAs billing hourly or tracking retainer hours, this eliminates the gap between task completion and time logged where billable hours disappear.
Invoices that populate from tracked time
When invoicing time comes, select the client and date range. Plutio pulls all tracked hours for that period, groups them by task or project category, and populates the invoice automatically. Hourly clients get billed for exact time logged. Retainer clients see hours consumed against monthly caps. Invoice descriptions match task names so clients see what they're paying for without asking for clarification.
Client portals that show project status
Each client gets portal access showing their projects, task status, files, and messages. Client asks "What's the status on this month's email campaign?" - send them to the portal instead of writing a status update. Client wants last month's final deliverables - they download from the portal instead of requesting files via email. Portal access converts recurring status questions into client self-service.
Templates for recurring work
Build task templates for services you deliver repeatedly. Weekly social media package becomes a template with research, content creation, scheduling, and reporting tasks. Monthly newsletter becomes a template with topic selection, writing, design review, and deployment steps. New client signs up for social media management - duplicate the template instead of recreating tasks from scratch.
Deadline views across all clients
Calendar view shows what's due this week across every active client. Social posts due Tuesday for Client A, email campaign due Thursday for Client B, monthly report due Friday for Client C all appear on one timeline. Overlapping deadlines surface before they collide. Capacity planning happens visually instead of mentally juggling dates across separate client task lists.
White-label everything
Use your own domain. Upload your logo, set your brand colors and typography. Every client-facing touchpoint - portals, invoices, proposals, booking pages - shows your brand. Clients interact with your business, not with Plutio.
Unified inbox for all client communication
When a client comments on a task, asks about an invoice, or replies to a message, the notification appears in one inbox. Reply directly without opening email. Message history connects to client context - their projects, invoices, and files all accessible from the conversation thread.
Granular permissions
Control exactly who sees what. Some clients get full portal access to track project progress. Others only see final deliverables. Subcontractors access assigned tasks without seeing other client work or financial information.
No-code automations
Create rules that trigger actions without your involvement. Common VA automations include: send invoice when monthly retainer hours hit the cap, notify client when deliverable status changes to complete, create reminder 2 days before deadline. Automations handle the repetitive notification work that doesn't need your decision-making.
Native integrations
Connect Stripe and PayPal for invoice payments. Sync Google Calendar or Outlook so deadlines appear on scheduling calendar. Use Zapier to connect 3,000+ other apps - send completed tasks to Slack, create Google Sheets reports from time logs, trigger email sequences from project milestones.
Everything runs from one app with your branding and your workflow logic. Projects connect to time tracking which connects to invoicing which connects to client portals - all using the same client data without manual transfers between separate tools.
How to set up project management in Plutio
Setting up project management in Plutio takes 2-4 hours for initial configuration, then 5-15 minutes per client after your templates and workflows are in place.
Step 1: Configure default settings (30 mins)
Set your timezone, business hours, and currency. Configure time tracking defaults - decide whether timers stop automatically or run until manually stopped, set billable rate defaults, choose time rounding rules if needed. These settings apply globally but can be overridden per client or project. Getting defaults right means less per-client configuration later.
Step 2: Create project templates (1-2 hours)
Build 3-5 templates covering your common service offerings. Recommended templates for VAs include:
- Social media management: Research, content creation, scheduling, engagement monitoring, monthly reporting tasks with typical timelines.
- Email marketing: Campaign planning, copywriting, design review, list segmentation, deployment, performance analysis tasks.
- Administrative support: Inbox management, calendar coordination, travel booking, expense tracking, meeting preparation tasks.
- Content creation: Topic research, outlining, drafting, revisions, final delivery tasks with client review checkpoints.
- Customer service: Inquiry response, ticket management, escalation handling, weekly summary reporting tasks.
Step 3: Connect integrations (20 mins)
Link Stripe and/or PayPal for invoice payment processing. Connect your calendar so project deadlines sync with your schedule. Set up Zapier connections if you use other tools for specific functions. Test each integration before relying on it with client work - send yourself a test invoice, verify calendar sync works both directions, confirm Zapier triggers fire correctly.
Step 4: Import existing clients and projects (30 mins)
Add current clients as contacts with their billing information and preferences. Create active projects from your templates. Import any existing task lists via CSV if migrating from another project management tool. The goal is to have all active work visible in Plutio before relying on it as your primary system.
Step 5: Test with one real client workflow
Run through the complete workflow with an actual client rather than a test account. Create project from template, track time on tasks, mark tasks complete, generate invoice from tracked hours, send invoice to client, receive payment through connected payment processor. Testing with real work surfaces any workflow gaps before you migrate all clients.
Common setup mistakes to avoid
- Over-customizing too early: Start with minimal configuration and refine based on actual use. Most VAs think they need complex permission structures and detailed task categorization but actually work better with simple client-based organization.
- Ignoring mobile: Download the mobile apps during setup and test key workflows from your phone. Time tracking, task updates, and client messages happen away from your desk - make sure mobile works before relying on it.
- Skipping automation setup: Configure automatic reminders for upcoming deadlines and overdue tasks during initial setup. Automations work better when they're part of your workflow from the start rather than added later.
Build templates for the 80% cases that cover most of your client work. Customize edge cases and special projects individually without needing template coverage.
Project management organization for virtual assistants
Organizing project management creates clarity about what's due when and enables efficient capacity planning across multiple simultaneous clients.
Client-first organization for VAs
- By client relationship: Each client gets their own project space containing all the work and tasks for that relationship. Billing type, communication preferences, and access permissions set at the client level apply to all their projects automatically.
- By service type within client: Social media client has separate projects for content creation, community management, and monthly reporting. Separation allows different deadlines and different team member assignments while keeping everything client-related connected.
- By billing period for retainer clients: Monthly retainer clients get new projects each month so hours tracked stay organized by billing cycle. Last month's hours and this month's hours don't mix when invoicing time arrives.
Task lifecycle stages
- Backlog: Approved tasks not yet scheduled. Client wants email campaign and social posts but timing not confirmed - tasks exist but no deadlines assigned yet.
- This week: Tasks with deadlines in the next 7 days. The weekly list becomes the daily work queue.
- Waiting on client: Tasks blocked by pending client input. Draft submitted for review, final delivery waiting for approval, project paused until client provides materials.
- Complete: Delivered and accepted. Tasks stay visible for reference but don't clutter active work views.
Information to track per project
- Client name and billing type (hourly, per-project, retainer cap)
- Service category and deliverable description
- Deadline and priority level
- Estimated hours and actual hours tracked
- Files, client feedback, and revision history
- Status (active, waiting, complete) and completion date
Proven methods
- Use consistent naming conventions across projects - "Social Media - January 2026" not "Jan social stuff" - so sorting and searching work predictably
- Tag recurring tasks for easy filtering - all monthly reports tagged "recurring" allows quick view of what repeats each cycle
- Archive completed projects after 90 days to keep active views focused but maintain history for client reference
- Set default time estimates for common tasks based on historical actuals - email campaign takes 4-6 hours based on past projects, schedule accordingly
Organized project management enables accurate capacity answers. "Can I take on this new client?" becomes a data question - current commitments show X hours scheduled this week, available capacity is Y hours, new client needs Z hours - instead of a guess based on how busy you feel.
Client portals for virtual assistants: project management connection
Client portals connect project management data to client-facing access, creating smooth collaboration and reducing status update requests.
Portal as project dashboard
Clients access their complete project status through branded portals. Current tasks, upcoming deadlines, recent completions, and project files in one place. Project management data powers what clients see - mark a task complete in your project view, status updates in their portal automatically. No separate client reporting system to maintain.
Consistent experience
Portal presentation reflects the organized projects in project management system. Professional, consistent client experience across all projects. Client switching from social media project to email marketing project stays in the same interface with the same navigation. Your organization structure becomes their experience structure.
Self-service access
Clients find their own files, track their own project status, and review their own task history. "What's the status on this week's deliverables?" becomes a portal check instead of an email to you. Project management organization enables client self-service without administrative burden on you to provide updates manually.
Two-way visibility
Portal interactions feed back into project management. Client comments on a task add to project notes. Client uploads a file, it appears in the project context. Client marks deliverable approved, task status updates to complete. Project management maintains current state from both perspectives without manual synchronization.
Relationship continuity
Portals maintain client relationship across service engagements. Returning clients find their project history. Files from past projects stay accessible. Connection maintained between monthly retainer cycles or between different service types. New project starts with full context of previous work visible.
Portals make project management client-facing. Internal task organization translates to external project visibility, converting "Let me send you an update" into "Check your portal" for recurring status questions.
How to migrate project management to Plutio
Migration from another project management tool typically takes 3-5 hours of active work spread over a weekend. The best time to switch is at the start of a new billing cycle rather than mid-month when active tasks are in progress.
Step 1: Export from your current tool
Most project management software provides CSV export. Here's what to export from common tools:
- Asana: Export projects to CSV from project settings menu. Includes task names, assignees, due dates, and completion status. Does not include time tracking data - export that separately if using Toggl or Harvest.
- Trello: Export boards as JSON from board menu, then convert to CSV using Trello's export tool or a third-party converter. Includes cards, lists, due dates, and attachments.
- ClickUp: Export spaces or folders to CSV from settings. Includes tasks, subtasks, assignees, dates, and custom fields. Export time tracking separately if using ClickUp's time feature.
Step 2: Build templates in Plutio (2-3 hours)
Use your exported task lists as reference to create new project templates. Focus on forward-looking workflows for services you'll continue delivering, not historical archives of one-off projects. Most VAs need 3-5 templates covering their core service offerings. Build these completely before importing client data so new clients can use templates immediately.
Step 3: Set up integrations (30 mins)
Connect payment processing (Stripe, PayPal), calendar sync (Google Calendar, Outlook), and any automation tools (Zapier). Test each integration before relying on it - send yourself a test invoice and complete payment, verify calendar events sync both directions, confirm Zapier triggers fire correctly. Integration problems discovered after client work starts cause bigger disruptions than setup delays.
Step 4: Import active clients and projects (30 mins)
Upload your client list and current active projects. Map CSV fields to Plutio fields - client names, contact information, billing types, active project names and deadlines. Focus on active work only. Completed projects from 3+ months ago can stay archived in your old system. The goal is migrating current commitments, not complete history.
Step 5: Run parallel for new projects
Use Plutio for all new client work and new projects while keeping the old system active for tasks already in progress. Client requests new email campaign - create that project in Plutio. Social media deliverable from last week still completing - finish that in your old system. Parallel running prevents mid-project confusion about which system holds current status.
Step 6: Phase out the old tool
Once all projects started before migration complete (typically 30-60 days depending on your service delivery cycles), cancel the old project management subscription. Keep time tracking and invoicing tools active until their data fully migrates and you verify Plutio's time and billing functions work for your workflow.
Common migration pitfalls to avoid
- Trying to migrate everything: Focus on active clients, current projects, and forward-looking templates. Historical data older than 90 days can stay archived in your old system. Most VAs reference past projects rarely enough that keeping old system read-only beats spending hours on historical archives.
- Switching mid-deliverable: Finish in-progress client work on the old system where it started. Migrating partial projects creates confusion about which system holds current task status, latest client feedback, and accurate time logs.
- Not testing integrations: Verify payment processing works before sending client invoices through Plutio. Confirm calendar sync prevents double-bookings before relying on it for deadline management.
The investment in migration pays back in time saved on every future client interaction that would have required switching between task management, time tracking, and invoicing tools.
