Client task portal
Each client gets a login to send requests, attach files, set due dates and see progress on every job.
Virtual assistant software: task portals, hours & invoices
Virtual assistants: every client, task and hour in one place. Clients see what you've done.
Tasks arrive by email, Slack, text and voice memo. Hours get logged in one app, invoices get built by hand on a Sunday night and clients still ask what you actually did this month. We build task portals, time tracking, retainers and invoicing for virtual assistants and VA agencies. Then we host them and look after them.
Looking for virtual assistant software that handles client tasks, hours and invoices?
A virtual assistant business is ten small jobs for ten different bosses, every one of them with their own inbox, their own logins and their own idea of urgent. Most VAs end up running it on a task app, a timer app, an invoicing app and a lot of memory. The work gets done. The admin about the work is what eats your evenings.
Wollopit builds custom VA software around how you actually work. Clients send requests into their own portal. Every task has a timer, so hours land on the right retainer without a second thought. Invoices build themselves from what you logged and go straight into Xero. Clients log in to see what's done and what's left. We connect the tools you already like and host the lot on our own servers, so you can spend your billable hours on billable work.
01The problems
What we hear from virtual assistants
Does your virtual assistant business have these problems? Here's how we'd fix them.
Most VAs we talk to are brilliantly organised for their clients. Their own business runs on five apps and a Sunday night catch-up.
- The problemTasks scattered everywhereRequests land in email, Slack, WhatsApp, Asana comments and the odd voice memo. Something always slips through.How we fix itOne portal per client for requests. Emails and Slack messages can turn into tasks on their own so nothing hides in your inbox.
- The problemHours tracked somewhere elseYou do the job in one place and log the time in Toggl or Clockify later, mostly from memory.How we fix itA timer on every task. Start it and stop it. The hours land on the right client and retainer automatically.
- The problemRetainer hours nobody can seeClients have no idea how many hours are left until the invoice arrives. Then there's an awkward conversation.How we fix itLive retainer balances you both can see, alerts at 80% used and top-up hour packs clients can buy themselves.
- The problemInvoices built by handEnd of month means exporting timesheets, copying hours into Xero and chasing the ones who pay late.How we fix itInvoices built from logged hours and retainers, pushed into Xero and paid by card through Stripe with automatic reminders.
- The problemClient logins shared insecurelyPasswords sent by email, kept in a spreadsheet or scribbled on a sticky note. Nobody changes anything when a VA leaves.How we fix itA secure credentials vault per client with access logs and permissions per team member.
- The problem"So what did you do this month?"Clients forget the hundred small things you handled and only remember the one thing that's still waiting.How we fix itActivity reports built from completed tasks and time logged, sent automatically or always visible in the portal.
- The problemOnboarding drags on for weeksAgreement, intake form, logins and the first payment all chased separately over a fortnight.How we fix itOne onboarding link: proposal, signed agreement, intake questions, credential requests and first payment in order.
- The problemRecurring tasks done from memoryThe weekly newsletter, the monthly BAS reminder, the Friday inbox clean-up. Miss one and the client notices.How we fix itRecurring task templates that create themselves on schedule, each with its checklist attached.
- The problemEvery client's way of doing things lives in your headClient A wants calendar invites colour coded. Client B never wants Friday meetings. It's all in a doc nobody can find.How we fix itA process library per client, linked to the tasks that use it, so anyone on the team can pick up the work.
- The problemRunning a VA team gets messyWho's working on what, who's flat out and who logged eight hours to a five hour job?How we fix itA team workload board, task assignment, timesheet approvals and contractor pay worked out from approved hours.
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.
Email & Slack to task
Forward an email or react to a Slack message and it becomes a task on the right client's board.
Time tracking per task
One-click timers, manual entries and billable or non-billable flags, all tied to the task and client.
Retainers & hour packs
Monthly retainers, rollover rules, low balance alerts and top-up packs clients can buy online.
Automatic invoicing
Invoices from retainers and logged hours, synced to Xero or MYOB with Stripe card payments and reminders.
Credentials vault
Client logins stored encrypted with per-person access, access logs and one-click revoke when someone leaves.
Activity reports
Monthly summaries of tasks done and hours used, branded and sent automatically or shown live in the portal.
Client onboarding flow
Proposal, agreement signing, intake form, access requests and first payment in one tidy link.
Recurring tasks & SOPs
Task templates on a schedule with checklists and the client's preferred way of doing it attached.
Team & capacity board
Assign work across your VAs, see who has room and approve timesheets before they're billed.
Contractor pay
Pay calculated from approved hours per VA, with rates per client and exports ready for payment.
A website that books clients
Hand-built and quick on mobile, with service packages, a Calendly discovery call and an enquiry form that feeds onboarding.
03The systems
The big ones
Your whole VA business, on one system.
These are the systems virtual assistants ask us about most. Each one works on its own. They get properly clever when they're joined up.
Client task portal
Every request in one place. Nothing lost in the inbox.
Each client gets their own portal to send requests, drop files and check progress. Emails and Slack messages can become tasks on their own, so your inbox stops being your to-do list.
- A portal login per client
- Requests with files and due dates
- Email forwarding into tasks
- Slack messages into tasks
- Priority and status at a glance
- Comments on each task
- Recurring task templates
- Client SOPs linked to tasks
- Notifications when work is done
- Your branding on every screen
Time & retainers
Hours logged as you work. Retainers that add themselves up.
A timer sits on every task so time lands on the right client and retainer without retyping. You and your clients see exactly how many hours are used and how many are left.
- One-click timer on every task
- Manual entries and edits
- Billable and non-billable time
- Monthly retainers and hour packs
- Rollover rules you set
- Alerts at 80% and 100% used
- Top-up packs bought online
- Clients see their balance live
- Time reports per client and VA
Invoicing & reports
Month end without the Sunday night.
Invoices build themselves from retainers and logged hours, then go straight into Xero or MYOB with a Stripe payment link. A tidy activity report goes with each one, so clients see the work behind the number.
- Invoices from logged hours
- Retainer billing in advance
- Overage hours added automatically
- Synced to Xero or MYOB
- Stripe card and direct debit
- Automatic payment reminders
- Branded monthly activity reports
- Reports live in the client portal
- Late payer list at a glance
Agency & team
Grow from solo VA to a team without losing track.
Assign work across your VAs, see who has room and keep client logins locked down to the people who need them. Approved timesheets flow into client invoices and contractor pay at the same time.
- Workload board per VA
- Assign and reassign tasks
- Timesheet approvals
- Contractor pay from approved hours
- Rates per VA and per client
- Encrypted credentials vault
- Access per person per client
- Access logs and one-click revoke
- Handover notes between VAs
04How it changes
Before and after
A month of client work, wolloped.
Here's how month end could change. Every VA business is different, so we map yours first.
Before
- Tasks dug out of email, Slack and texts
- Hours pieced together from a timer app and memory
- Retainer balances worked out in a spreadsheet
- Invoices typed into Xero one by one
- Clients email asking what was done this month
After
- Every request already sitting in the client's portal
- Hours logged on each task as you worked
- Retainer balances live for you and the client
- Invoices built and sent to Xero automatically
- Activity reports went out with the invoice
05Services
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: client task portal, email & Slack to task 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
Time tracking per task and retainers & hour packs: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Xero, MYOB and QuickBooks 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.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside the apps you're happy with or replace the ones holding you back.
- Xero
- MYOB
- QuickBooks
- Stripe
- HubSpot
- Microsoft 365
- Google Workspace
- Slack
- Asana
- Trello
- ClickUp
- Monday.com
- Toggl Track
- Clockify
- Calendly
- Dubsado
- HoneyBook
- 1Password
- Zapier
- Twilio SMS
07How 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 sit with you through a normal week of client requests, timers and invoices, then work out where the admin is leaking hours.
- 02
Archi-tech
We plan it before writing code: your clients, retainers, task flow, team, logins, integrations, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you feel the win before next month end.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
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 their remaining retainer hours?
Yes. Clients log in to see hours used and hours left, with alerts when they're getting close so there are no surprises on the invoice.
Can emails and Slack messages turn into tasks?
Yes. Clients can forward emails to a task address and Slack messages can become tasks on the right client's board.
Is it safe to store client logins in it?
Credentials are encrypted, access is limited to the people you choose and every view is logged. You can revoke access in one click when someone leaves.
Do I have to stop using Asana, Trello or Xero?
No. If they're working for you we build around them and connect everything up. If something is holding you back we'll show you what replacing it involves before anything changes.
Will it work if I grow into a VA agency?
Yes. It can start with just you and add team members, workload boards, timesheet approvals and contractor pay when you need them.
How much does a system for a VA business cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like a client portal or automatic invoicing can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
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.