Tools

The AI tool stack for VAs

The short list of tools I'd use to run the client kits and the agents in 20 AI Agents. You don't need all of them. Start with one AI assistant and add the rest only when a client's workflow needs it.

Some links on this page may be affiliate links, which means I may earn a commission if you sign up, at no extra cost to you. I only list tools I'd recommend anyway, and the list would be the same without them. Always check a tool's privacy and data settings before you use it with client information (here's how).

AI assistant

Claude

The assistant every kit is written for first. Projects, connectors and scheduled tasks make it a good home for client agents.

ChatGPT

Every kit also works here. Pick one and learn it well; switching costs more time than either plan.

Meeting notes

Fathom

Records and transcribes calls so the Meeting Notes agent has something to work from.

Otter

Another good transcript tool, especially for in-person meetings recorded on a phone.

Automation and scheduling

Zapier

Moves files and form answers between apps, for example dropping each new receipt into the right folder.

Cal.com

Booking links that check more than one calendar. It's what I use for discovery calls.

Projects and content

Notion

A tidy home for client SOPs, voice guides and content calendars.

Asana

Task tracking for clients with a team, so the action items from meeting notes actually get done.

Canva

Turns the Social Content Kit's drafted posts into graphics.