Essential Tools for a Remote-First Business

When you run a remote-first business, your tech stack isn’t just helpful — it’s essential. It’s how your team stays connected, how work gets done, and how you ensure nothing falls through the cracks while juggling clients, emails, and countless other tasks.

At Streamline VA, we manage multiple clients, systems, and deliverables daily — and we couldn't do it without our favourite digital tools. These platforms keep our operations smooth, our communications clear, and our time well-tracked.

Whether you're building your virtual team or ready to upgrade from spreadsheets and sticky notes, here’s a look at the tools we rely on — and how we can help you set them up, too.

The Importance of a Robust Tech Stack

A well-structured tech stack is vital for any remote business. It enhances productivity and ensures that your team can collaborate effectively, regardless of their location. The right tools can transform how you manage projects, communicate, and track time.

Why You Need a Tech Stack

A tech stack is more than just a collection of tools. It’s the backbone of your operations. Here are a few reasons why investing in a robust tech stack is crucial:

• Improved Collaboration: Tools like Slack and ClickUp facilitate seamless communication and collaboration among team members.

• Enhanced Productivity: Time tracking tools like Harvest help you stay on budget and accountable.

• Centralised Information: Google Workspace allows for easy access to documents and files, ensuring everyone is on the same page.

  
  

By leveraging these tools, you can streamline your processes and focus on what truly matters — growing your business.

Google Workspace: The Backbone of Digital Operations

While tools like ClickUp, Slack, and Harvest keep our workflows moving, Google Workspace is the foundation that ties everything together. We use it for everything from calendar coordination to document collaboration — and many of our systems are designed to integrate directly with it.

Why Google is essential to our workflow:

• Google Drive for shared folders and file management

• Google Calendar synced with Slack and task systems

• Google Docs & Sheets for collaborative client documents and SOPs

• Secure sharing with permission controls

• Easy access for distributed teams

  
  

💡 Whether you're already using Google or just getting started, we can help you optimise it for visibility, security, and ease — plus integrate it into your wider tech ecosystem.

ClickUp: Team Collaboration, Organised

ClickUp is where our work lives — and it’s the platform we recommend most often to clients looking for a smart, flexible project management system.

From one-off admin tasks to recurring client work, ClickUp gives our team full visibility on what needs to be done, when it’s due, and who’s doing it. We can collaborate on tasks in real time, assign responsibilities, and keep all related notes, comments, and documents in one place.

Why we use and love ClickUp:

• Clean views: List, Board, Calendar, and more — your brain, your choice

• Tasks with assignees and watchers so nothing is missed

• In-task comments = all communications in one place

• Recurring tasks for ongoing workflows

• Automations for admin (yes, you can skip the Monday reminders)

• Built-in docs, SOPs, and templates

  
  

🛠 We offer full ClickUp setup, including custom workflows, task templates, and training so your team is set up for success — not just handed a blank workspace.

Harvest: Track Time Like a Pro

Time is money — especially for service-based businesses. We use Harvest internally to track every billable hour, every client project, and every task. It ensures that we stay on budget, stay accountable, and invoice accurately.

And yes — it’s the tool we use to generate your reports and retainer overviews.

Why Harvest is essential:

• Start/stop timers or log time manually

• Track time by client, task, or project

• Budget warnings so no one over-serves without noticing

• Integrates beautifully with ClickUp, Slack, and Xero

• Simple, professional invoice creation

• Reporting that actually makes sense

  
  

🛠 We can fully set this up for your business, too — with project budgets, rates, user permissions, and reports tailored to your needs. Whether you're new to time tracking or just need a better system, we’ll help you get it right from the start.

Slack: Smart Communication Without the Clutter

Slack is our internal go-to for team communication — and it’s also a great platform for client interactions when used intentionally. Instead of getting lost in a sea of email threads, Slack allows us to centralise conversations by client or task. We can loop the right people in (and leave the rest out), share quick updates, and even integrate ClickUp and Harvest directly so your messages and your work stay in sync.

Why we use Slack daily:

• Channels by client, team, or workflow

• In-line replies = context stays where it belongs

• Integrates with Google Calendar for meeting reminders and status updates

• Connects with ClickUp and Harvest to update tasks and log time

• Great for async check-ins and quick collaboration

  
  

🛠 We’ll help you set up Slack for your team or client-facing communications, create smart notifications, and keep it from becoming just another distraction.

1Password & LastPass: Secure Access for Remote Teams

When you work with multiple platforms and people, secure access is critical. We use 1Password and LastPass to store, manage, and share client credentials without compromising security.

Every client gets a dedicated vault — and only their assigned VA or bookkeeper has access. No more digging through spreadsheets or sending passwords over email.

Why this matters:

• Central storage for logins, links, and sensitive info

• Shared securely with only the right team members

• Easy to update and maintain

• Peace of mind for you, and compliance for us

  
  

🛠 Not sure which password manager is right for you? We’ll help you choose, set it up, and organise access across your team.

Xero: Our Bookkeeping Backbone

We’re Xero people through and through. Whether we’re managing your books weekly, sending invoices, or filing GST, Xero is our trusted tool for everything financial. We use it internally for our own accounts, and we support dozens of clients in maintaining clean, accurate, and timely bookkeeping in Xero.

Why we recommend Xero:

• Seamless bank feeds and reconciliation

• User-friendly interface for both business owners and bookkeepers

• Works beautifully with Harvest, Stripe, Hubdoc, and more

• Scales with your business as it grows

• Perfect for both small business owners and growing teams

  
  

🛠 Our services include Xero setup, catch-up, and ongoing bookkeeping. We’re Xero certified — and we don’t miss a beat.

Want Your Systems to Work This Smoothly Too?

Tech doesn’t need to be overwhelming. With the right tools — and the right team to set them up — your business can run more efficiently, securely, and without the constant “what did I forget?” feeling.

At Streamline VA, we not only use these tools — we help our clients implement, customise, and manage them every day. Whether you need setup, cleanup, or just want someone to handle it all for you — we’re here for it.

📩 Reach out for a systems audit, software setup, or full implementation support. We’ll help you build your tech stack and streamline your business from the inside out.