Sign the client, track the hours, send the invoice, pay your team
Contracts, client portals, retainer billing, and the VAs you subcontract to — in one system instead of five browser tabs and a spreadsheet.
14 days free · No credit card required
Still using multiple tools to run your VA business?
- Spreadsheets→client tracking
- Asana→task management
- Clockify→time tracking
- QuickBooks→invoicing
Four subscriptions. Four logins. None of them talk to each other, so you enter the same client three times and still don't know what you're owed.
FocalVA replaces all four — and adds the two things none of them have: client portals, and payroll for the VAs you employ.
Why not just use Asana or Notion?
- They're built for internal teams, not client businesses
- No native invoicing, contracts, or client billing
- No way to pay the VAs you subcontract to
- You'll still need a separate time tracker and accounting tool
FocalVA is built around the thing those tools ignore: the client on the other side of the work.
Built with virtual assistants, not guessed at
Every feature in FocalVA started as a complaint from a working VA — about chasing invoices, about clients asking for status updates, about paying subcontractors out of a spreadsheet. We built the system we kept hearing described.
Start free trialEverything between the first discovery call and the last invoice
Get the client
Put a booking link on your site so prospects book a discovery call without the email tug-of-war. Send a retainer agreement with templates and e-signature — it can go out automatically when a quote is approved. Onboarding sequences run themselves.
Do the work
Projects, tasks, and time tracking that knows what you charge. Log hours against a retainer and see how much of it is used before the month ends — not after you've eaten twenty unbilled hours.
Keep clients out of your inbox
Every client gets one link: contracts, invoices, files, project status, and a support center where they can message you without your personal email. The single biggest reduction in "just checking in" emails you'll get.
Bill and get paid
Retainers bill on schedule without you remembering. Invoice from the same place the work lives. Clients pay through their portal. You keep your own Stripe rates — we don't take a cut.
Grow without more admin
Focal AI drafts client updates, categorizes time entries, and flags hours you forgot to bill. Automations handle follow-ups. Social posts get written and scheduled, so marketing yourself stops being the thing you do at 10pm.
Plus: file storage, email and calendar integration, reporting on which clients are actually profitable, and payroll for the people you subcontract to.
The VAs you hire don't cost extra
When you take on more than you can handle alone, most software starts charging you for it. Every tool in this category bills per user.
FocalVA doesn't. You pay for seats — the people running the business, with full access to clients, contracts, billing, and payroll. The VAs you subcontract to are assistants: their own portal with assigned work, time tracking, and notes. No client list, no billing, nothing they shouldn't see.
Twenty assistants are included on Team. Unlimited on Agency. No per-head charge, ever.
They get their own logins. You keep the client relationships.
Get started in minutes
Create your account
Sign up in under two minutes. No card required.
Bring your clients over
Import from a spreadsheet, or add them as you go.
Set up how you work
Your rates, retainer terms, contract templates, and automation rules. Turn on Focal AI.
Start billing better
Track hours against retainers, send invoices, and give each client a portal link.
What FocalVA is — and what it isn't
FocalVA runs your business, not your clients' businesses.
You'll still work inside your clients' tools — their inbox, their CRM, their project tracker. That's their side. FocalVA is everything on yours: who your clients are, what you agreed to, what you've done, what you're owed, and who on your team did it.
The portal your assistants use is a responsive web app today.
Not a native mobile app — but it works on any phone. A native app is our next major release.
Pricing
Plans start at $29/month. The VAs you subcontract to are included — you only pay for the people running the business.
See plans and pricingNot ready to start a trial?
Get the Virtual Assistant Client Management Kit — A Google Sheets toolkit — client tracker, task tracker, time tracker, and invoice template. Free, no trial required.
Not quite a VA?
If you go to your clients' locations — cleaning, inspections, mobile services — see FocalVA for service businesses
If you consult, keep books, or design for clients, see FocalVA for consultants and creatives
Questions about whether FocalVA fits how you work? Get in touch or book a demo.