You’ve just started your freelance administrative assistant business and are ready to take on clients. To give your potential clients more confidence in your abilities, you’ll need to identify and use the right software for the job.
But how do you know which programs will help you stay organized, communicate with customers, and keep track of client information?. This article will help you choose the best software for your freelance administrative assistant business.
| Takeaways |
|---|
| 1. Assess your specific needs and requirements for software tools. |
| 2. Consider the functionality and features offered by different software options. |
| 3. Evaluate the integration capabilities with your existing systems and tools. |
| 4. Look for user-friendly interfaces and intuitive workflows. |
| 5. Consider scalability and future growth potential. |
| 6. Compare pricing plans and value for money. |
| 7. Read reviews and seek recommendations from other freelance administrative assistants. |
| 8. Take advantage of free trials or demos to test the software before committing. |
| 9. Consider the level of customer support and available resources. |
| 10. Make an informed decision based on your research and prioritize the software tools that align best with your business needs. |
Choose Your Niche
To start, even if you already know that you want to be a freelancer, choose your niche. Your freelance business is no different. It needs to have a brand. You may have certain skills and talents, but you need to hone in on the problem a specific audience has that you can solve for them. Here are steps you can take to choose the right niche for your freelance business:
- Choose a niche that you are passionate about; Your business will need something to differentiate it from other freelancers out there. If you want to succeed, you’ll want to be able to talk knowledgeably and enthusiastically about your niche, and this means choosing one you care about.
- Use your strengths as a guide; If there is an area where your skills or experiences stand out, this could form the basis of your niche. There is no point in trying to reinvent yourself instead, try building on top of what makes you unique.
- Be realistic about your niche; The market will decide whether or not it wants what you offer be honest with yourself about what it is that people will pay for, and don’t try to oversell yourself.
Building a successful freelance administrative assistant business requires a diverse set of skills. Check out our guide on The Top 14 Skills You Need to Be a Successful Freelance Administrative Assistant to gain insights into the essential abilities for this role.
Be Clear About Your Business
Before choosing software, you must first be clear about your business.
- Define your business. In the freelance administrative assistant industry, there are a variety of different niches you can target. Do you work with small businesses in need of general admin support? With real estate agents who need specialized assistance to manage their clients’ data?.
With non-profit organizations that need help processing donations? Your choice of software may depend on the type of clientele you serve, so this is an important question to answer first.
- Determine your business goals. If your goal is to provide one-off services and move onto working with a new client every week, then it will likely be fine for you to use more straightforward project management platforms such as Trello or Asana.
If your goal is to work with each client long-term and become their go-to remote personal assistant, then you may have greater needs for continuity, organization, and efficiency in which case it might be better for you to invest in more comprehensive customer relationship management (CRM) software like Zoho or Nutshell.
Consider Your Industry
The freelancing industry you choose to work in has a profound effect on the software you select. The reason is simple: every industry has its own unique jargon, processes, and culture that are reflected in the type of documents, emails, and other administrative tasks your clients need you to complete.
If you choose to work with lawyers, for example, it would be a good idea to make sure that any software you use can handle legal terminology. Perhaps the most important phrase here is “spell check”! Legal terms can be difficult for even the best speller but must be spelled correctly when drafting legal documents.
Likewise, if your clients are real estate agents or interior designers you will want software that can handle a number of different types of documents like contracts and specifications sheets. Finally, if your clients include medical professionals it will help tremendously if the software you use can handle medical terminology as well as HIPAA compliance standards for privacy.
Effective administrative assistants possess certain habits that contribute to their success. Discover The 11 Habits of Highly Effective Administrative Assistants and learn how to enhance your productivity and efficiency in your freelance administrative assistant career.
Choose A Secure Online Payment Platform
If you want to be able to accept credit or debit card payments from your clients, you’ll need an online payment platform. These tend to be much easier and more secure than handing over a credit card in person or embedding a PayPal button on your website.
Online payment platforms like Stripe and Square let you create a simple checkout form that can either be embedded on your website or shared with clients via email. Some let you use an iPad POS system to accept payments in person from clients when they hire you for projects at their office. Most are PCI compliant, so the credit card information stays secure and is never stored on your computer, which reduces the risk of fraud. They also offer other security features such as fraud alerts and data encryption.
Most online payment platforms take only a few minutes to set up and are easy for clients to use. They usually have flat monthly fees (or no fees at all if you don’t need any special features) plus transaction charges that start around 2 percent per transaction but go down if you process higher volumes of transactions each month.
Set Up Automatic Billing Software
Finally, you should set up automatic billing software. There are several options out there, and it’s worth looking at a few of them to see which one works best for your needs. When choosing the right one, be sure to look for something that is easy to use and learn.
For example, if you’re already familiar with QuickBooks as an accounting program, then choosing a billing software that integrates with it would be a great option! It’s also smart to choose a program that has a mobile app.
That way you can keep track of everything from anywhere. Finally, check the reviews on any software or app you consider using; this will help you see if other people like it or not. This brings us to the next step:
You’ll Need A Good Cloud-Based Server Or Service
You’ll need a good cloud-based server or service. Your clients will have documents, spreadsheets, and other files that they will need to share with you if you are to do the job properly. You’ll also want to use such a service for your own files. The days of emailing Word docs back and forth are long gone.
Fortunately, there are many free cloud-based services available (Google Drive, Dropbox), or you can purchase your own server space from one of several companies (OneDrive, GoDaddy).
How do you know which one is right for you? Well, that depends on several factors: how much storage space do you need? What’s the max upload size? Is it cross-platform compatible? Does it sync across all your devices? How many devices can be linked at once? Basically, what works for me may not work for you! Choose wisely.
A Chat Function Can Help Your Clients Reach You Quickly, And Vice Versa
Having a chat function can be helpful for clients and your business in general. A chat function makes it easier for your clients to reach you quickly, without having to call or email you. There are many chat functions out there, such as Intercom and Drift, which integrate with the rest of your software.
Having a quick response time is important to many clients because they need help right away. They may want assistance at the moment (for example, when they are on a conference call). If you have a fast response time, it will also give potential clients peace of mind that they will be able to reach you quickly if they ever need help.
Managing workflow is crucial for freelance administrative assistants to stay organized and deliver quality work. Find practical tips and strategies in our article on How to Manage Your Workflow as a Freelance Administrative Assistant to optimize your time and productivity.
Apps Can Help You Divide And Schedule Your Work
Apps can help you divide and schedule your work, as well as track time for billable hours. Tools that can help you divide and schedule your work, as well as track time for billable hours, include:
- Exist: This system tracks your personal data to help you understand how you work best. It measures things like sleep, heart rate, exercise, mood, and other metrics to determine what habits and activities make you most productive.
- RescueTime: This system runs in the background of your computer or phone to give you a picture of how much time you spend on a task and how much time is wasted on distracting websites and applications.
- Toggle: This app allows users to track their time throughout the day. It’s especially useful for those who charge by the hour. Users can run reports for each client detailing where time was spent working on projects during a certain period of time (week/month). Toggle has both free and paid versions available depending on your needs.
It’s good to keep in mind that there’s no one-size-fits-all approach when it comes to production systems but trying out different apps might just be the key to finding what works best for you!
A Calendar Application Is Super Helpful
A calendar application is super helpful for both you and your clients when scheduling meetings, outings, events, and other appointments. Not only will it help you keep track of what needs to be done on what day, but it can also come with other features that allow you to set reminders and alerts so nothing slips your mind.
Because a calendar app is such a great tool, here are some tips on how to make the most of it:
- To create new tasks or events in your calendar app, all you have to do is click the “New” button (which may also be labeled as “Create Event” or something similar), fill out the necessary fields in the pop-up window that appears (those fields can include things like ‘title’, ‘location’, ‘description’ and more), then choose a date/time for the event to take place.
- If you need to remind yourself about an event at a specific time before it happens (like 15 minutes beforehand), simply click on “Reminder” in the pop-up window that appears when creating an event and enter a number of minutes or hours before the scheduled time. The reminder will then appear at that time as a notification on your desktop. It’s even possible for some applications like Google Calendar to send an email too.
Learn How To Use Google Drive
Google Drive is a cloud-based service that allows you to create and edit documents, spreadsheets, and presentations. You can also store different files within Google Drive and share them with anyone you would like. Since the information is stored in your personal “cloud,” not your device, you can access your work from your phone or any other computer, as long as you have an internet connection.
If you’re still on the fence about opening a Google Drive account, here are some more benefits of using this free tool:
- Your work will automatically save in Google Drive (no need to worry about losing files!)
- Creating files through Google Drive is easy and intuitive (even if you don’t know how to use other software!)
- You can give collaborators or clients access by sharing links
- You can create an unlimited number of folders to keep things organized
It’s essential to identify signs of a bad freelance administrative assistant to protect your business and client satisfaction. Learn about the red flags in our guide on 13 Signs You Are Working with a Bad Freelance Administrative Assistant and ensure you hire the right professionals for your needs.
Take Advantage Of The Free Quickbooks Self-Employed Expense Tracker Tool
The QuickBooks Self-Employed expense tracker tool allows you to track all of your expenses, including mileage, and automatically categorizes them for you. The app will also run all of your expenses through a Schedule C, where it pulls out your business deductions automatically.
You can then import this into TurboTax, which has a special section for self-employed individuals. This makes doing your taxes a breeze. There are some additional features that can be added on with additional cost:
- Receipt capture: If you take a picture of your receipts using the app, it automatically extracts the dollar amount and categorizes it for you.
- Tracking multiple businesses: You can only use one bank account per business; if you do consult work in addition to administrative work or if you have side jobs in addition to administrative work, you will need an upgraded version of the app (QuickBooks or QuickBooks online). This can’t be done through the free version but is an easy upgrade later on when needed.
Look At Pricing Options
As you’re evaluating software options, make sure you look at pricing options. Some products, such as SimplyBook.me and Checkfront, offer monthly subscriptions, while others like Jobber and Netsuite have yearly subscriptions.
Additionally, there are some tools that have lifetime licenses such as GigaBook and Acuity Scheduling giving you the option to pay a one-time fee for the software. No matter which pricing model you choose to go with, it’s essential that the software offers the best value for your business needs.
For example, if you run a business where your administrative assistant helps clients schedule appointments online, look for a tool that has multiple pricing tiers and allows unlimited appointments at each level. If not, think about how much time an administrator would spend scheduling every single appointment manually.
You want to avoid paying for a tool just to have it perform basic functionality that could be done without it or getting stuck with something that costs too much but doesn’t give enough features in return.
As part of your research on administrative management software products, also consider other fees such as those associated with upgrades or support services and figure out whether they’re included in the primary purchase price or paid separately.
Most importantly, read through any terms of service materials carefully so there aren’t any unexpected fees down the road after you’ve started using it regularly in your practice or organization. Finally make sure there isn’t a hidden cost happening – like needing 10 team members but only 5 being included on each tier price point before paying double-cost etcetera
Providing exceptional customer care is crucial for freelance administrative assistants. Discover valuable tips and strategies in our article on Tips to Help You Provide the Best Customer Care for Your Clients to deliver outstanding service and build strong client relationships.
Take The Free Trial
You have your list of potential software choices and it’s time to make a decision. While the trial period may seem like a no-brainer, keep in mind that it’s not just about seeing if you like the software it’s also a great opportunity to see if the company is reliable and responsive. Do they answer questions quickly? How do they help you with issues or problems that come up?
Take advantage of this time to get all your questions answered. The sales representative should be happy to answer questions or address specific concerns. You can ask yourself: What kind of support system will I have in place once I start my business? Don’t forget to take notes. This information may come in handy when talking with other companies on your list.
Final Thoughts
As a freelance administrative assistant, it’s important to have the best software and tools to support your business. Whether you’re looking for ways to manage your clients, improve productivity, or automate repetitive tasks, you’ll find a tool that works for you in this list. Remember that quality customer service is essential for growing your business and any software with built-in customer service functionality like live chat and email integration is a great choice.
If you need help choosing the best software for your freelance administrative assistant business, please reach out to our team of experts today! We will guide you through all of your options so that you can make an informed decision about which tools are right for [your/the client’s] company needs.
Further Reading
Here are some additional resources for further reading on software tools for administrative assistants:
Travelperk Guide: Software Tools for Administrative Assistants: Explore a comprehensive guide that highlights various software tools beneficial for administrative assistants. Learn how these tools can streamline your tasks and enhance your productivity.
Quidlo Blog: Best Virtual Assistant Software Tools: Discover a curated list of the best virtual assistant software tools available in the market. This blog post provides insights into the features and benefits of each tool, helping you make informed decisions.
Hubstaff Blog: Virtual Assistant Software: Read about the importance of virtual assistant software and how it can transform your administrative tasks. This blog post covers various software options and their functionalities, enabling you to choose the right tool for your needs.
People Also Ask
How Do I Start A Freelance Business?
The key to starting your freelance business is as follows: Find a niche by identifying what you’re good at, and determine how you can use that knowledge and skillset to benefit others.
This can be anything from web design to writing, accounting, or graphic design. Once you’ve determined your niche, consider if there’s enough demand for the service you offer. Do some research online to see if people are searching for it on Google. If so, it’s likely a good option to pursue.
Finally, hone in on what makes you unique within that specialty so that you stand out from other providers of similar services. This will also help potential clients understand why they should hire someone like yourself over any other provider in the field when they need assistance with whatever type of work it is that you specialize in excel
For instance, perhaps one of your greatest strengths when it comes to coding websites is creating user-friendly interfaces which will make customers happy something they may not initially think about when searching for someone who specializes in building websites
By emphasizing this point on your website or portfolio page (a place where potential clients can view examples of previously completed work), it becomes less likely for them not to realize what sets you apart from other providers offering similar services- and therefore more likely that they’ll choose *you* over all the rest,
How Do I Start A Freelance Business?
Starting a freelance business is fairly straightforward you just need to register your business name with your city or state (for example, if you live in New York City, you would register your LLC with the Department of State).
You also have to make sure any required licenses are in order (if you’re entering a field that requires one). To learn more about starting a freelance administrative assistant business, check out this guide from Thumbtack Pro.
How Do I Get Clients As A Freelancer?
It can be hard to get clients as a freelancer but it’s definitely possible! One way is by connecting with other people in your network who might know someone looking for an assistant like yourself.
Another way is through platforms like Upwork or FreelanceWritingGigs; on these sites, people looking for help with their businesses can browse through profiles of different writers/administrative assistants/etc., then decide whether they want to hire them (you!).
How Do I Get My First Client As A Freelancer?
One common tip we’ve heard across industries: ask everyone if they know anyone who’s looking for help with X type of thing you specialize in doing! For example: “Hey friend do you know anyone who needs help writing blog posts?” Sending cold emails can also work; check
Should I Use A Freelancer Or An Agency?
A freelancer will be more flexible than an agency in many ways, but you can expect to pay less for the services and work of an agency. Additionally, many agencies have systems and processes in place that allow them to handle a large volume of customers at once. If these are important considerations for your business, you may want to choose an agency.
What Is The Best Way To Find A Freelance Job?
Freelance jobs are available on job boards like Upwork, Freelancer.com, Guru, and PeoplePerHour (to name just a few). You can also network with other writers by connecting with them on LinkedIn or attending local events where writers network and share stories about their work.
Keep in mind that while city-specific events can be helpful if you’re looking for local clients, networking online allows you to meet people from all over the globe with whom you might enjoy working remotely.
How Do I Hire A Freelancer?
You generally don’t need to hire a freelancer if you already have one picked out; most freelance arrangements begin when the writer reaches out directly with their pitch and proposal.
In some cases, though such as if they don’t have enough experience yet you might consider hiring someone who has never written before through Upwork or another service such as Textbroker or iWriter (the latter two require payment upfront that doesn’t always guarantee good quality).
I am a content writer, and I love what I do! Writing makes me feel like the words are flowing through my fingers, and then onto the keyboard, like magic. My experience as a writer has taught me that writing makes me feel good, as well as helps others to feel better too!