Time Tracking for Virtual Assistants
Know exactly what your VA is working on and how they spend their time. Automatic screenshots, approved timesheets, and invoicing — so you pay for productive hours, not reported hours.
No credit card required · $5/user/month · Works across time zones
The Challenge of Managing Virtual Assistants
Hiring a VA saves time and money. But without the right tools, managing them creates new problems.
You cannot see what they are working on
Your VA works remotely — often in a different country and time zone. Without visibility, you are relying on trust alone to verify that billed hours are productive hours.
Timesheets are based on self-reporting
Manual timesheets are easy to inflate. Without automatic tracking, you have no way to verify that the hours reported match actual work performed.
No proof of work for billing disputes
When a VA bills 20 hours for a task you expected to take 10, you have no evidence to evaluate the discrepancy. Screenshots provide objective proof of what was done.
Multiple VAs are hard to manage
As you scale from one VA to several, tracking hours, managing tasks, and approving timesheets across multiple people becomes chaotic without a system.
Invoicing is disconnected from time tracking
You track hours in one tool, create invoices in another, and reconcile manually. Errors creep in and time is wasted on administrative overhead.
How HiveDesk Solves VA Management
Every feature you need to track, verify, and pay your virtual assistant — in one $5/month tool.
Automatic Time Tracking
Your VA installs the HiveDesk app on their computer. When they start working, they select a project and click start. Time is logged automatically until they stop — no manual timesheets to fill out or inflate.
Screenshot Monitoring
HiveDesk captures periodic screenshots at intervals you set (every 5, 10, or 15 minutes). You can see exactly what your VA is working on during billed hours — actual proof of work, not just a time entry.
Activity Level Tracking
Keyboard and mouse activity levels show whether your VA is actively working or idle during tracked time. Combined with screenshots, this gives you a complete picture of productivity.
Project and Task Organization
Create projects and tasks for your VA to track time against. See how hours are distributed across different work streams — admin, client work, research, etc.
Timesheet Approval
Review your VA's timesheets weekly or bi-weekly. Approve hours before they are finalized. If something looks off, you can review the corresponding screenshots before approving.
Built-in Invoicing
Generate invoices directly from approved timesheet data. Set hourly rates per VA or per project. No more manual invoice creation or reconciliation with time logs.
How It Works
Create your account and add your VA
Sign up for HiveDesk (14-day free trial, no credit card). Add your virtual assistant as a team member and create the projects they will work on.
Your VA installs the app
Your VA downloads the HiveDesk desktop app (Windows, macOS, or Linux) or uses the Chrome extension. They log in with their credentials.
They start tracking when they work
Your VA selects a project, clicks start, and works normally. HiveDesk runs in the background — capturing time, screenshots, and activity levels automatically.
You review and approve
Review timesheets and screenshots on your dashboard. Approve hours, generate invoices, and pay your VA based on verified, approved work.
Simple Pricing for VA Management
$5 per VA per month (minimum 3 users). All features included. No tiers, no add-ons.
3 VAs
$15/month
$180/year
5 VAs
$25/month
$300/year
10 VAs
$50/month
$600/year
Screenshots, activity tracking, project management, timesheet approval, and invoicing all included. 14-day free trial, no credit card required.
Who Uses HiveDesk for VA Management
Small Business Owners
Hire a VA for admin, social media, or customer support and track their hours with screenshots and timesheets.
Agencies
Manage multiple VAs across client projects. Track billable hours per client and generate invoices from approved timesheets.
E-Commerce Operators
Hire VAs for product listing, customer service, and order processing. Verify work with screenshots.
Real Estate Professionals
Use VAs for lead generation, listing management, and transaction coordination. Track hours by property or project.
Consultants
Delegate research, scheduling, and admin tasks. Pay only for verified productive hours.
Startups
Scale your team with remote VAs. Keep overhead low with $5/VA/month monitoring and invoicing.
Frequently Asked Questions
Have your VA install the HiveDesk desktop app. When they start working, they select a project and click start. HiveDesk automatically logs their hours, captures periodic screenshots, and tracks keyboard/mouse activity. You review their timesheets and screenshots on your dashboard. $5/user/month with all features included.
Yes. HiveDesk captures screenshots of your VA's screen at configurable intervals (every 5, 10, or 15 minutes). You can review these screenshots on your dashboard at any time. Combined with activity level tracking, you get a complete picture of how your VA spends their time.
HiveDesk prevents overbilling through three mechanisms: automatic time tracking (eliminates manual timesheet inflation), screenshot monitoring (verifies the VA is actually working during billed hours), and timesheet approval (you review and approve hours before they are finalized). If a VA bills 8 hours but screenshots show 3 hours of idle screens, the discrepancy is immediately visible.
Yes. Your VA installs the HiveDesk desktop app on their computer (available for Windows, macOS, and Linux) or uses the Chrome browser extension. The app runs in the background during work sessions. It only tracks time when the VA actively starts a session — it does not monitor them outside of work hours.
HiveDesk costs $5/user/month with all features included — time tracking, screenshots, activity monitoring, project tracking, timesheet approval, and invoicing. There are no tiers, no add-ons, and no hidden costs. A 14-day free trial is available with no credit card required.
Yes. Add as many virtual assistants as you need (minimum 3 users). Each VA gets their own login and tracks time independently. You can see all VAs on a single dashboard, compare hours across team members, and approve timesheets individually. Each VA costs $5/month.
Yes. HiveDesk tracks time in each user's local time zone and displays it on your dashboard in your time zone. This works well for VAs in the Philippines, India, Latin America, or any other location. You can review their work the next morning regardless of when they completed it.
Ready to Get Started?
Join teams worldwide who trust HiveDesk for workforce management, time tracking, and employee monitoring. $5/user/month, all features included.