Software for Managing your Amazon Virtual Assistant
When you bring on a virtual assistant, the tools you use shape how efficiently they can work.
The goal isn’t to add complexity — it’s to create a setup that keeps work organized, communication clear, and performance easy to manage.
Time Tracking: Visibility Without Micromanaging
When someone is working remotely, you need a clear view of how time is being spent.
Tools like Insightful or Hubstaff track hours and take periodic screenshots during work sessions. This gives you a reliable way to understand output and spot issues early.
Used properly, this isn’t about control — it’s about having accurate information so you can make better decisions.
Communication: Keep It Consistent
Clear communication matters most in the early stages.
WhatsApp works well for quick updates, while Slack or Discord can add more structure with separate channels.
What matters is having a consistent rhythm.
Your VA should:
Message at the start of their shift
Ask questions as they come up
Send a short summary at the end of the day
This keeps everything moving without constant check-ins.
Password Management: Secure Access from Day One
Sharing passwords manually quickly becomes a problem.
A tool like LastPass or Bitwarden allows you to grant access without exposing credentials. You can update or remove access at any time.
It’s a simple setup that prevents bigger issues later.
Sourcing Tools: Where the Work Happens
For Amazon arbitrage, your VA will spend most of their time in a small number of tools.
At a minimum:
Keepa for pricing history and sales data
SellerAmp for evaluating deals
Each VA should have their own Keepa account, while SellerAmp can often be shared.
These are the tools that directly impact results.
Training & Documentation: Build Once, Reuse
Clear documentation saves time.
Loom is useful for recording short walkthroughs, and tools like Scribe can turn processes into written SOPs.
Store everything in one place, such as Notion or Google Sheets.
Over time, this reduces repeated questions and makes onboarding faster for future hires.
Meetings & Live Training
For real-time training, Zoom or Google Meet work well.
A simple approach is to have your VA share their screen and complete tasks while you watch. This makes it easier to catch mistakes and reinforce the right process.
Recording sessions also gives them something to refer back to later.
VPN: Keep Results Consistent
If your VA is working from another country, a VPN helps ensure they’re seeing the same search results and product listings as you.
This keeps sourcing consistent and avoids unnecessary confusion.
Keep It Simple
Most operations don’t need a long list of tools.
A small, well-chosen setup is easier to manage and scales better over time.
Focus on:
Visibility
Communication
Secure access
Core sourcing tools
Documentation
Everything else can be added as needed.
A clean, well-organized setup makes your VA easier to manage — and your business easier to scale.