Best Tools for Managing a Virtual Assistant (2026 Stack)

The best VA management stack is lightweight — async-first, documented priorities, and one source of truth for tasks.

1. Communication: Orca Messages + Slack

• Orca Messages for structured hiring inquiries, trials, and ongoing client–VA threads
• Slack (or Teams) for day-to-day updates when you want real-time pings

Keep hiring and payments on Orca; use Slack for execution chatter.

2. Tasks: Notion or ClickUp

Pick one board for priorities:

• Notion — great for SOPs + task lists in one place
• ClickUp — better if you want time estimates and recurring tasks

Avoid splitting tasks across email, Slack, and spreadsheets.

3. Documentation: Loom + Google Docs

• Loom for 3-minute process walkthroughs (faster than written SOPs)
• Google Docs for living SOPs your VA updates weekly

4. Files: Google Drive or Dropbox

Shared folders with clear naming:

`Client/Projects/YYYY-MM-DD-deliverable`

5. Time and payments

• Hourly VAs: agree on weekly hours + simple time logs
• Orca engagements for trials and retainers with Stripe escrow

Starter stack (under $50/mo)

| Tool | Role | Typical cost |

| --- | --- | --- |

| Orca | Hire, message, pay | Free to browse |

| Notion | Tasks + SOPs | Free tier |

| Loom | Video instructions | Free tier |

| Slack | Quick updates | Free tier |

What to set up before week one

1. One task board with this week's priorities
2. Three Loom videos for your top recurring tasks
3. Shared inbox or tool access with least-privilege permissions
4. A 15-minute weekly sync calendar hold

Related: [Manage remotely](/blog/how-to-manage-a-virtual-assistant-remotely) · [Onboarding checklist](/blog/virtual-assistant-onboarding-checklist) · [Hire guide](/hire-virtual-assistant)