virtual assistant time tracking

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 Spring 2025

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Powerful features for managing virtual assistants

Check out Hubstaff’s full suite of features for managing virtual assistants.

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.

VA time tracking dashboard
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.

Virtual assistant timesheets
Project management

Task and project management

Combine the power of productivity tracking software with Hubstaff’s Agile project management add-on, 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.

Virtual assistant project productivity tracking
Activity monitoring

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.

Screenshot VA work progress
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.

Remote VA work insights
Automated payroll

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.

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.

Access control and security

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.

How Hubstaff Time Tracking for Virtual Assistants Works

agency time tracking software

  1. 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.

  2. 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.

  3. 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.

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.

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. 

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. 

automatic Windows time tracker

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

Improve time tracking for virtual assistants

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