Task portal
Requests per client.
Virtual assistant task portals, hours & invoices
Virtual assistants: tasks, hours and invoices organised. Clients see what you've done.
Tasks in email, hours tracked in apps and invoices made by hand. We build task portals for virtual assistants.
Looking for virtual assistant client portal software?
VAs juggle many clients' tasks. We build portals for requests, hours and invoices.
Wollopit builds client portals, quoting tools, billing systems and integrations for virtual assistants around how your business actually works. We connect the tools you already use, replace the ones holding you back and look after the lot on our own servers, so your team can focus on clients instead of shuffling data between apps.
01The problems
What we hear from virtual assistants
Does your virtual assistant business have these problems? Here's how we'd fix them.
Most virtual assistants we talk to are running on a stack of subscriptions that almost talk to each other, glued together with copy and paste.
- The problemTasks in emailMissed.How we fix itTask portal.
- The problemHours tracked separatelyErrors.How we fix itTime per task.
- The problemRetainersHours unclear.How we fix itRetainer tracking.
- The problemInvoicesManual.How we fix itAutomatic invoices.
- The problemClient accessLogins shared insecurely.How we fix itSecure credentials.
- The problemReportingClients ask.How we fix itActivity reports.
02What we build
Solutions
What we build for virtual assistants. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Time tracking
Per task.
Retainers
Hours used.
Invoicing
Automatic.
Secure credentials
Stored safely.
Activity reports
Shared.
03How it changes
Before and after
A month of client work, wolloped.
Here's how a typical day could change. Every business is different, so we map yours first.
Before
- Tasks in email
- Hours in an app
- Invoice by hand
- Client asks what was done
After
- Tasks in portal
- Hours logged
- Invoice automatic
- Report shared
04Services
Everything under one roof
Software, websites and systems for virtual assistants.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for virtual assistants
Built around how your virtual assistant business actually runs: task portal, time tracking and the admin in between, in one system you own.
Websites for virtual assistants
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Virtual assistant business system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for virtual assistants
Retainers and invoicing: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Xero, Stripe and HubSpot so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your virtual assistant business, looked after by the people who built it.
05Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside the ones you're happy with or replace the ones holding you back.
- Xero
- Stripe
- HubSpot
- Microsoft 365
- Google Workspace
- Slack
- Jira
- Zapier
- Twilio SMS
- Calendly
06How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your virtual assistant business: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend time with the people doing the work, see where the hours go and work out what's actually slowing you down.
- 02
Archi-tech
We plan it before writing code: your data, customers, payments, the tools you keep, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win quickly.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
07Questions
FAQ
Things virtual assistants ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can clients see remaining retainer hours?
Yes. Clients see hours used and remaining.
How much does it cost?
It depends on what you need, so we quote up front once we understand your virtual assistant business. No surprise invoices, no lock-in and you own what we build.
Can you replace some of our subscriptions?
Often, yes. If you're paying for several tools that each do a bit, we can build one system that does exactly what you need. We'll show you the numbers first.
Can you integrate with our existing stack?
Yes. We connect to common platforms and APIs so data moves on its own instead of being copied between tabs.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most virtual assistants we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a virtual assistant business problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.