Software for virtual assistant business owners
Keep each client's working agreement within reach.
An inbox request, a document deadline and a question about billable time can arrive in the same afternoon. Separate the client relationship from the individual tasks. Microtra helps you organize contacts, work notes and billing records while the actual administrative work stays in the systems agreed with your client.
Make room for the real work.
- Administrative support inquiry
- Document preparation task
- Calendar administration request
- Research assignment
- Agreed retainer work review
- Client handover conversation
How it works.
Capture the business relationship safely
Create the Client contact, billing preferences and appropriate operational notes. Other setup uses Job and Client, with linked records off. Keep passwords, access keys and sensitive client data in the approved systems for them rather than putting them in general business notes.
See the clients featureTurn a request into a defined task
Use Job details, tasks and notes to identify the deliverable, agreed scope and next action. Distinguish work you are considering from work you have accepted. A request to help with a presentation should say whether the assignment is formatting, research or drafting before you reserve time.
See the jobs featureConnect time to the agreed billing basis
Record work time against the relevant job and review it before billing. Explain your service arrangement clearly in the estimate or invoice notes. A record of hours does not decide whether a task falls inside a retainer; compare it with the agreement you made.
See the time featurePrepare the next client conversation
Review estimates, invoices and recorded payments in the contact history before discussing more work. Bring forward unresolved tasks yourself and record the next action after the conversation. Share relevant PDFs through your device when a client needs the document.
See the clients feature
Useful answers.
Will this manage my client's inbox or calendar?
This page describes your own business contacts, jobs and billing records. It does not promise connected inbox access, external calendar control or automatic administrative work. Carry out those services through the systems and permissions agreed with the client.
How do I separate work for different clients?
Choose the correct contact and job when recording tasks and time. Use a deliverable description that makes sense without opening a message thread. Review the client and billing period before preparing an invoice from those records.
Can it calculate what remains in a retainer?
Use the recorded time and your written arrangement to review the work yourself. This workflow does not promise a dedicated retainer utilization calculation. Check what counts toward the agreement and how additional work must be approved.
Does it automatically follow up on inquiries?
Automatic reminders are not available. Review your tasks and contact notes, decide the next action and communicate directly. The client portal is coming soon, so arrange document exchanges through your established process.
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