How do I monitor virtual assistants?

To monitor virtual assistants, you’ll need to rely heavily on free time tracking software and employee monitoring tools. These tools give you an accurate glimpse into hours worked, earnings, and even the websites and apps your VAs are using. Even with the right time tracking software for virtual assistants, make sure to set KPIs, OKRs, or other goals to avoid micromanagement and ensure the right work is getting done.

How do I maximize my virtual assistant?

The best way to maximize your virtual assistant’s abilities is to provide them with the right tools to maximize their time. Utilize a time tracking and employee productivity tool to ensure you’re maximizing their hours without overworking them. From there, delegate your most straightforward tasks like email management, employee timesheets, meeting scheduling, customer service, bookkeeping, or travel assistance.

How does Hubstaff handle payroll and invoicing for VAs?

Hubstaff offers built-in invoicing features. Create custom invoices and create automated line items, add branding, and email them out to your VAs directly from the Hubstaff app. Hubstaff also functions as a versatile virtual assistant payroll tool. Through payroll integrations with tools like PayPal, Deel, Wise, and Gusto, you can pay VAs anywhere in the world in their preferred currency and payment method directly from the app.

Is Hubstaff secure and privacy-friendly for remote virtual assistants?

Yes. At Hubstaff, we take privacy and compliance seriously. In addition to following our guiding principles of transparency, access, and control over your data, we ensure our time tracking tools are up to date on the latest industry-standard compliance trends like: GDPR, HIPAA, SOC 2 Type II. You can also check out the Hubstaff Privacy Policy for more information on how Hubstaff stores and protects data.

Virtual Assistant Time Tracking for Global Teams

Track time and activity, generate automated timesheets, and pay virtual assistants anywhere in the world with Hubstaff.

G2 Leader Summer 2025

No credit card required

Time tracking

Real-time time tracking

Easily track work hours with precision and accuracy for your VA teams. See time spent on specific projects and tasks for more accurate project tracking. Add pay rates for real-time budgeting and future project planning.

Hubstaff Dashboard showing weekly time, activity, projects, and budget tracked for your team

Timesheets

VA Timesheet management

Hubstaff’s automatic timesheets simplify workflows and streamline payments. Have VAs track time for specific tasks and projects. Hubstaff begins generating itemized timesheets instantly. From there, VAs and managers can reduce admin time with one-click submissions and approvals that trigger timely payments.

View and edit time sheets for your VA team members with Hubstaff

Project management

Task and project management

Combine the power of a productivity tracking software with an agile project management add-on, Hubstaff Tasks, or other popular project management tools. See time spent on specific tasks and real-time project spending so you can make adjustments mid-project.

Product Designers tracking task progress using Hubstaff Tasks

Activity monitoring

Boost efficiency and monitor workloads for your virtual assistants with productivity tracking software. With Hubstaff, you can ensure you're paying for VA work that actually gets done — not idle hours. Measure the productivity of your VA team members with activity rates, focus time, and time classification by job type. Then, identify inefficiencies, balance workflows, and gain insights into how focused your VAs are.

Track time and view screenshots of hybrid and remote employees in the Hubstaff Dashboard

Reporting and analytics

Reporting and analytics for your VAs

Use Hubstaff’s productivity tracking software to gain real-time insights into how VAs are performing from the fully customizable Hubstaff dashboard. Drag and drop widgets for hours worked, earnings, keyboard and mouse activity, and more. For more in-depth data, choose from one of 20+ detailed reports like Time and Activity, Apps & URLs, or Payments.

Hubstaff Productivity Insights with focus time, activity, and utilization data

Automated payroll

Simplify payments with integrated time and payroll tracking. Use our payroll processing to set custom pay rates for each team member to ensure accurate and streamlined payments. Utilize payment integrations to pay each employee directly from Hubstaff on their preferred payroll app.

Hubstaff payroll dashboard showing team members, integrations, pay period, rates, and status

Shift scheduling

Shift scheduling and time off requests

Create new or recurring shifts for each of your VAs for round-the-clock coverage. Then, set up alerts for missed, late, or abandoned shifts. You can also add paid or unpaid time off policies, break policies, and shift schedules and approve VA time off requests for better shift planning.

View scheduled shifts, holidays, and PTOs for team members in the Hubstaff calendar

Access control and security

Our guiding principles are transparency, access, and control. In other words, users have full autonomy over Hubstaff’s employee productivity tracking software. Track, eliminate, or blur screenshots, websites, apps, and more to manage VAs your way. You can also set role-based permissions to protect sensitive data and secure the storage of activity logs.

Manage activity tracking, timesheets, time & tracking, and screenshots in the Hubspot app

How Hubstaff Time Tracking for Virtual Assistants Works

Focused woman in a bright yellow sweater working on a desktop computer in a modern office setting

Invite your VAs to download Hubstaff
Virtual Assistants can download Hubstaff for Windows, Mac, Linux, Android, or iOS to track time or use the Google Chrome extension.
Assign tasks and track VAs time and productivity
Once they're set up with Hubstaff, virtual assistants can log billable hours with a single click to track time for specific tasks, projects, clients, or work assignments.
Pull productivity reports to analyze performance
Clients and managers can view detailed time reports to see how Virtual Assistants allocate their working hours. Productivity Insights can improve task estimates, streamline workflows, and ensure projects are completed on budget and on schedule.

Deel

Easily streamline your global payroll by connecting Hubstaff with Deel for seamless contractor payments.

See integration >

Wise

Integrate Hubstaff with Wise to make fast, low-cost international payments directly to your team.

See integration >

ClickUp

Track time to tasks in this cloud-based project management tool for better visibility into project spend.

See integration >

Slack

Get Slack alerts for time tracking and project updates to stay in sync with your virtual assistant.

See integration >

PayPal

Send payments to your team instantly and securely using Hubstaff’s seamless integration with PayPal.

See integration >

Asana

Track time to Asana projects and tasks for better project planning and VA project management.

See integration >

Cost savings by eliminating wasted tasks

10% - 25%
Project savings

25%
Cost reduction from bad hires

We work in a lot of different industries, so I can’t always know what’s a 45-minute task and what’s a four-hour task. With tools like Hubstaff, you can tell. You then decide if a whole project should’ve taken 16 hours or if someone is just not the right fit.Solomon ThimothyOneIMS President

Faster project completion

Bookkeeping reduced from
1 week to 1-2 days

Over 100% ROI
By improving productivity and visibility

My people need to document their work so that I can have visibility into what they did during the day. Using Hubstaff reduces the meeting time I needed and gives me clarity into what was done and what wasn’t.Brian DordevicDirector of Strategic Planning

Reduction in check-in meeting time

10% - 25%
Increase in activity level

100% Confidence
in running a remote operation

Without Hubstaff, I wouldn’t be confident in running a remote business. We used the platform from the first day we opened the office in India, so I knew it would give me the insights and confidence to commit to remote working.Ross CrawfordManaging Director

4.6 out of 5 stars from 1500 reviews
4.6 out of 5 stars from 1500 reviews
4.5 out of 5 stars from 1270 reviews

Automate payroll functionality and much more

The Ultimate List of Tasks to Outsource to a Virtual Assistant

Feeling overwhelmed but not sure how to delegate? Consider outsourcing to a virtual assistant. Check out these tasks you can assign to virtual assistants to reduce administrative time and help you focus on high-value work.

Virtual assistant tasks

Best Virtual Assistant Software Tools

A virtual assistant is only helpful with the right tools. Check out our list of the best virtual assistant tools to see what software you can add to your tech stack to empower your virtual assistants to do their best work.

Best Virtual Assistant Tools

Versatile Virtual Assistant Payroll

Streamline payroll with easy time tracking, automated timesheets, and versatile payroll. Pay VAs on tools like PayPal, Deel, and Wise directly from the Hubstaff app.

Simplify VA Payroll

How virtual teams optimize productivity and workflows using Hubstaff's time tracking and reporting tools

Actionable tips for managing VAs

New to managing virtual assistants? Here are a few tips to help you utilize Hubstaff to manage VAs more efficiently and effectively:

Set clear time tracking goals: Define what to track and why.
Use automated features: Leverage Hubstaff’s automation to save time.
Share reports regularly: Build trust by providing transparent updates.
Optimize workflows: Use productivity insights to refine daily routine.

Frequently asked questions

Your questions, answered

To monitor virtual assistants, you’ll need to rely heavily on free time tracking software and employee monitoring tools. These tools give you an accurate glimpse into hours worked, earnings, and even the websites and apps your VAs are using. Even with the right time tracking software for virtual assistants, make sure to set KPIs, OKRs, or other goals to avoid micromanagement and ensure the right work is getting done.
The best way to maximize your virtual assistant’s abilities is to provide them with the right tools to maximize their time. Utilize a time tracking and employee productivity tool to ensure you’re maximizing their hours without overworking them. From there, delegate your most straightforward tasks like email management, employee timesheets, meeting scheduling, customer service, bookkeeping, or travel assistance.
Hubstaff offers built-in invoicing features. Create custom invoices and create automated line items, add branding, and email them out to your VAs directly from the Hubstaff app. Hubstaff also functions as a versatile virtual assistant payroll tool.

Through payroll integrations with tools like PayPal, Deel, Wise, and Gusto, you can pay VAs anywhere in the world in their preferred currency and payment method directly from the app.
Yes. At Hubstaff, we take privacy and compliance seriously. In addition to following our guiding principles of transparency, access, and control over your data, we ensure our time tracking tools are up to date on the latest industry-standard compliance trends like:
You can also check out the Hubstaff Privacy Policy for more information on how Hubstaff stores and protects data.

Try Hubstaff free for 14 days. See how your team can save time, increase productivity, and bill more accurately with Hubstaff.

Try Hubstaff now

Virtual Assistant Time Tracking for Global Teams