A retainer can become an unlimited request list
A client may add a new process or ask for urgent work outside the original arrangement. Define the service boundaries and how additional work is agreed before the task list expands.
Software for virtual assistant business owners
Make the support agreement visible in the work.
By the end of the day, you have moved between client calls, research and document revisions without one obvious finished deliverable. Keep the agreed support scope, tasks and time connected to billing so the work behind the fee remains understandable.
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The everyday details
You know the work.
The admin adds up.
Switching accounts hides small amounts of time
A short call, a status update and a document revision may be scattered through the day. Reconstructing them later makes it difficult to see which client used your working capacity.
Client access is not an ordinary job note
Credentials and confidential business material need the handling process you have agreed with the client. General task notes should explain the work without duplicating sensitive information.
Client delays can leave tasks administratively open
A task may depend on a decision, approval or document from the client. Record that dependency clearly so a waiting item is not mistaken for unfinished support work that your business can complete without further input.
How Microtra helps
Keep the business connected.
Use the tools that fit your day, with your records ready on your phone or on the web.
Turn the agreement into clear service lines
Use estimates with descriptions for the administrative services, units and scope you provide. Keep separately authorized projects distinct from an ongoing support arrangement.
Explore this featureKeep work responsibilities together
Create tasks and notes with the client work record. Record the administrative action, responsibility and status rather than pasting confidential client content into general notes.
Explore this featureRecord effort while it is clear
Start a timer or enter time manually against work and staff. Review entries before preparing a time-based invoice or discussing a retainer's future scope.
Explore this featureKeep the account understandable
Save client contacts and document history, share invoice PDFs from your device and record payments received through your established method. Review outstanding balances alongside the service delivered.
Explore this featureKeep service delivery costs visible
Capture expenses and billable client costs with receipt photos where relevant to the agreement. Review business spending alongside recorded time and invoices before expanding the services included in a support arrangement.
Explore this featureA day in the life
From the first quote to paid.
Agree the support boundaries
Confirm the services, communication arrangement and handling of extra requests. Keep client access and confidential material in the approved processes outside general work notes.
Prepare the administrative tasks
Create a usable work list and schedule the meetings or visits you have agreed. Identify what depends on the client supplying a decision or information.
Capture time and changes
Log effort as the day moves between clients. Raise work outside the agreement before assuming it belongs inside the existing fee.
Review the billing period
Check time and authorized service quantities, then prepare and share the invoice PDF. Record money received and use the effort record when discussing the next arrangement.
Your words
Find your way around.
Choose Other when you set up Microtra and these are the labels you start with. Change them, and the tools you use, any time in Modules & terms.
- Your work
- Job
- Your customer
- Client
Room to get started
Plans from $5.99/month.
Start with a 14-day free trial. No card needed. Compare plans to find the tools and invoice allowance that fit your business.
Your business. Your next step.
Try Microtra on your phone and on the web. Review plan details before choosing the right fit.
Compare plansA few useful answers
Questions from virtual assistant business owners.
Will Microtra connect to and manage client inboxes?
Microtra does not operate client inboxes, execute client tasks or supply an AI assistant service. It organizes the business records around the administrative work you provide.
What labels does the setup use?
Other begins with Job and Client, with no linked records. Scheduling and timesheets start on, while optional modules can be adjusted in Modules & terms.
Can I prepare an invoice from tracked hours?
The invoicing features include time-and-materials invoices from jobs. Review the time, billing rates and agreement before sharing the invoice so recorded effort is billed appropriately.
Should I store client passwords in work notes?
Keep passwords, access codes and private client documents in the handling systems you have agreed with the client. Use business notes for scope, responsibilities and status.
How can I distinguish routine support from a special project?
Give the project a separate estimate description and define its deliverables, units and approval responsibility. Link the administrative work to the relevant client so the account remains connected without making the ongoing support fee appear to include the new scope.
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You do the work. Microtra gives you the software to run the business. Start your 14-day free trial. No card needed.
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