Common VA Struggles (and the Tools That Saved Me!)

When I first started as a Virtual Assistant, I thought I had to do everything manually to prove my value. That meant staying up until 2am for client calls, writing every single proposal from scratch, and juggling endless emails across different accounts.

The result? Burnout. 😅

It wasn’t until I discovered the right tools that things changed — not just for me, but for the clients I work with. Being a VA isn’t about doing more. It’s about working smarter and treating this role like a business.

Here are the most common struggles I (and many entrepreneurs too!) faced — and the exact tools that helped me turn chaos into systems:

1. Too many client tasks, not enough time

My struggle: I had so many projects on my plate that deadlines kept sneaking up on me.
The fix: GoHighLevel – It became my all-in-one CRM and automation hub. Workflows, lead tracking, and follow-ups are automated.
💡 For entrepreneurs: You’ll never lose a lead because the system nurtures clients for you.

2. Canva burnout 😅

My struggle: Some days I’d open Canva and just stare at a blank screen.
The fix: ChatGPT + Jasper – I now generate captions, blog outlines, and design ideas in minutes.
💡 For entrepreneurs: No more “writer’s block” — you’ll always have content ideas ready to go.

3. Inbox = warzone

My struggle: Waking up to 200+ emails and not knowing which one to answer first.
The fix: Missive or Gmail with Zapier automations – Emails get filtered, tagged, and even assigned automatically.
💡 For entrepreneurs: Customer inquiries don’t get buried, and you spend less time stuck in your inbox.

4. Staying awake for 2am client calls

My struggle: Time zones can be brutal.
The fix: ☕ Coffee (non-negotiable 😂).
💡 For entrepreneurs: While some things can’t be automated, showing up consistently builds trust.

5. Clients need branding but I’m not a designer

My struggle: I’m not a professional graphic designer, but clients still needed polished branding.
The fix: Canva Pro + StockAI – Ready-to-use templates and AI images gave me a shortcut to professional designs.
💡 For entrepreneurs: Build a consistent, attractive brand without hiring a full design team.

6. Writing proposals takes forever

My struggle: Each proposal felt like starting from zero.
The fix: ChatGPT with proposal prompt templates – Now, I just tweak and personalize instead of rewriting from scratch.
💡 For entrepreneurs: Faster proposals = faster client onboarding.

7. Tracking messy client projects

My struggle: I had files in emails, tasks in chats, and notes all over.
The fix: Notion + Trello with AI integrations – A simple dashboard keeps everything in one place.
💡 For entrepreneurs: Stay organized, delegate tasks, and monitor progress with clarity.

8. Wanting to grow, not just survive

My struggle: At one point, I felt stuck in repetitive admin work.
The fix: Investing in AI tools, CRM systems, and digital ads training.
💡 For entrepreneurs: Upskilling isn’t an expense — it’s how you future-proof your business.

👉 The truth is, whether you’re a VA or an entrepreneur, you don’t need to “do it all.” You need to build systems that give you back time and energy. With the right tools, you can grow, scale, and actually enjoy the work you do.