When hiring a virtual assistant (VA) to handle tasks like customer support, sales calls, or appointment scheduling, one of the first questions that arises is: what software will they be using to make these calls? In today’s digital world, there are several reliable and cost-effective tools that allow virtual assistants to make calls, track communication, and stay organized — all without being physically present in your office.

In this blog, we’ll explore the top software solutions that virtual assistants commonly use for making calls and managing phone-based tasks.

1. VoIP Services (Voice over Internet Protocol)

VoIP (Voice over Internet Protocol) software allows your virtual assistant to make calls over the internet, rather than traditional phone lines. VoIP services are extremely popular because they are cost-effective and offer high-quality calls from any location with an internet connection.

Common VoIP Services:

Skype: One of the most widely used VoIP platforms, Skype allows virtual assistants to make voice and video calls to individuals or groups. With Skype’s affordable calling plans, VAs can call landlines or mobile phones, as well as hold virtual meetings.

Google Voice: Google Voice is another popular option, especially in the U.S. It provides a dedicated phone number that your VA can use to make and receive calls. Google Voice is great for small businesses because it integrates well with other Google Workspace tools like Gmail and Google Calendar.

Zoom: While primarily known as a video conferencing tool, Zoom also offers VoIP calling features that your VA can use for one-on-one calls or group meetings. Zoom’s easy interface and excellent call quality make it a top choice for many businesses.

RingCentral: This VoIP service provides advanced phone solutions, including call recording, messaging, and faxing. It’s perfect for virtual assistants who need to manage multiple communication channels while maintaining a professional business phone system.

2. Cloud-Based Call Center Software

If your virtual assistant is handling a higher volume of calls, such as customer service or sales inquiries, cloud-based call center software may be the best option. These tools are designed for managing large volumes of inbound and outbound calls, and they often come with additional features such as call routing, recording, and analytics.

Common Call Center Software:

Freshcaller (now Freshdesk Contact Center): A cloud-based call center platform that is ideal for handling customer service and sales calls. It allows VAs to manage inbound and outbound calls, track performance metrics, and integrate with CRM systems like Freshdesk.

Aircall: Aircall is a cloud-based phone system built for teams that handle customer support or sales. It allows virtual assistants to handle calls, record conversations, and integrate with CRM tools like Salesforce or HubSpot to keep track of client interactions.

Five9: A robust solution for virtual call centers, Five9 is perfect for businesses with high call volumes. It offers features like call routing, monitoring, and analytics to ensure your VA can manage calls efficiently and meet customer needs.

3. CRM-Integrated Calling Software

Customer Relationship Management (CRM) tools with built-in calling features are excellent for businesses that want to centralize client interactions. These tools allow virtual assistants to make calls directly from the CRM platform while keeping track of customer information, previous interactions, and call outcomes.

Common CRM-Integrated Calling Tools:

HubSpot CRM: HubSpot CRM includes a built-in calling feature that allows your VA to make calls directly from the platform. It logs call details, provides insights, and integrates with email marketing and sales automation features.

Zoho CRM: Zoho CRM’s integrated phone system allows virtual assistants to make and receive calls, record conversations, and set reminders for follow-ups. The platform also offers analytics and reporting features to track communication performance.

Salesforce: Salesforce integrates with several calling solutions, such as RingCentral or Twilio, to allow virtual assistants to manage calls and customer information seamlessly. This is a great choice for businesses with complex sales or customer service needs.

4. Calling Apps for Mobile and Desktop

Many virtual assistants prefer using mobile or desktop calling apps for quick and easy communication. These apps offer flexibility, allowing VAs to make calls from their smartphone, tablet, or computer without being tied to a specific location.

Popular Calling Apps:

WhatsApp: WhatsApp isn’t just for personal chats — many businesses use it to communicate with clients and customers. Virtual assistants can use WhatsApp for voice calls, video calls, and messaging, especially when dealing with international clients.

Viber: Viber is another app that supports free voice and video calls over the internet. It’s a useful tool for virtual assistants who need to stay in touch with clients or team members worldwide.

Telegram: Telegram offers voice calling features that virtual assistants can use for secure, encrypted communication. It’s particularly popular for privacy-conscious businesses.

5. Softphone Software

Softphones are software applications that mimic traditional telephones on your computer or mobile device. Virtual assistants can use softphones to make and receive calls using a headset and microphone, creating a professional and efficient communication setup.

Common Softphone Solutions:

3CX Softphone: This software allows VAs to make calls over the internet using their computer or mobile device. It supports features like call transfers, voicemails, and conferencing, making it an ideal choice for professional environments.

Bria Softphone: Bria is a VoIP softphone that offers excellent call quality and integrates with multiple VoIP providers. Virtual assistants can use it to manage business calls efficiently from anywhere.

Zoiper: Zoiper is a flexible softphone solution that works with various VoIP providers. It supports voice, video, and fax, making it a versatile tool for virtual assistants.

6. Tools for Call Recording and Transcription

If you need your virtual assistant to record calls for quality assurance, training, or legal reasons, call recording and transcription software is essential. These tools allow your VA to automatically capture conversations and store them for future reference.

Common Call Recording Software:

Rev Call Recorder: Rev offers a call recording app that works on iPhone and Android devices. Virtual assistants can use it to record conversations and then easily transcribe them if needed.

Otter.ai: Otter is a popular tool for call transcription. Your VA can use it to transcribe phone or video calls in real-time, making it easier to keep accurate records of important conversations.

CallRail: CallRail is a call tracking and recording platform used for marketing and sales. It allows businesses to analyze call data and assess the effectiveness of call campaigns.