Free CRM for virtual assistants: a simple setup that keeps clients from slipping
Quick answer
A free CRM for a virtual assistant only needs four things: a list of leads, a pipeline from new lead to won, a follow up date on every deal, and a place for notes. The Plainsort CRM does exactly that in your browser, free, with no sign up. Open it, drag each lead along the pipeline, and it shows who to follow up with today.
Most VAs lose clients before they ever start: a lead goes quiet, nobody follows up, and a week later someone else got the job. A CRM fixes that by showing you who to chase today. You do not need a big sales tool for it.
What a VA actually needs from a CRM
- One pipeline. New lead, contacted, proposal sent, negotiation, won or lost. You move each lead along as things happen.
- A follow up date on every deal. This is the part that wins clients. The CRM puts today's follow ups at the top.
- The deal value. So you can see what is in your pipeline this month, not just a list of names.
- Short notes. What they asked for, what you quoted, when you spoke.
Everything else, like email sequences, team seats and automations, is for sales teams. If you are one person with a few clients, it mostly adds setup you will skip.
Free CRM, spreadsheet or big CRM?
| Plainsort CRM | A spreadsheet | A big sales CRM | |
|---|---|---|---|
| Cost | Free (Pro sync $5 a month) | Free | Free plans, paid tiers |
| Setup | None, opens with example data | You build it | Long, made for teams |
| Pipeline you can drag | Yes | No | Yes |
| Today's follow ups | Yes | Only with formulas | Yes |
| Best for | Solo VAs and freelancers | A handful of clients | Agencies and sales teams |
Set it up in 10 minutes
- Open the free CRM. Look around the example data, then tap Start my own.
- Add every lead you are talking to right now, with a value and a follow up date.
- Each morning, open Tasks and do today's follow ups first. Drag a deal forward whenever something happens.
The follow up habit that wins clients
Most replies come after the second or third message, not the first. Set the next follow up date the moment you send anything. Two to three working days after a proposal is a good default. If they say "next month", put it in the CRM for next month and stop thinking about it.
Questions people ask
Is there a free CRM for virtual assistants?
Yes. The Plainsort CRM is free, runs in your browser and needs no sign up. Your data stays on your device. CRM Pro at $5 a month syncs it across devices.
Do VAs need a CRM or is a spreadsheet enough?
A spreadsheet works for a few clients. Once you send more than about ten proposals a month, a pipeline with follow up dates stops leads from slipping, which a plain list does not do.
What should a VA track in a CRM?
Lead name and company, where they came from, the service and value, the stage (new lead, contacted, proposal sent, negotiation, won or lost), the next follow up date and short notes after each call.
Can I use the Plainsort CRM on my phone?
Yes. It works on phones, tablets and laptops. On the free version each device keeps its own data; CRM Pro keeps them in sync.
Free tool
Plainsort CRM
Leads, deals and follow ups in one pipeline. Free in your browser, no sign up. It opens with example data so you can see how it works first.
Open the free CRMPrefer a spreadsheet? The Income Tracker logs every client payment and shows who is late.