Float Like a Butterfly, Automate Like a Legend: 3 AI Hacks to Transform Your VA Business
When you’re running a VA business, the hustle is real. It can feel like you’re constantly putting out fires. One client needs social media posts scheduled, another needs email templates formatted, and meanwhile, your inbox is overflowing.
One of the biggest game-changers? Automation. But not just any automation—the kind that makes you look like a well-oiled machine, even if you’re just a one-woman show.
So, if you’re still manually handling every task, it’s time to upgrade your workflow. Let me break down three next-level automation hacks that will make you feel like the boss you are.
1. Smart Client Management: Automate Your Intake and Onboarding
The Problem: You’re drowning in back-and-forth emails just to get a new client set up.
The Hack: Use Dubsado + Zapier for a fully automated onboarding experience.
Step 1: Create a Dubsado intake form that captures client details, project scope, and initial preferences.
Step 2: Set up a workflow in Dubsado that triggers the following when a new form is submitted:
Automated welcome email with a personalized touch
Contract and invoice generation (no more manual PDFs!)
Client portal link with access to their project timeline and tasks
Step 3: Use Zapier to connect Dubsado to your project management tool (like ClickUp), so client details and tasks auto-populate.
Why It Works: You’re not only saving time—you’re giving clients a polished, professional experience from day one.
Pro Tip: Customize your workflows for different service packages to keep everything streamlined.
2. AI-Driven Content Creation: Automate Your Social Media Strategy
The Problem: Creating content from scratch for every platform is eating up your week.
The Hack: Use Jarvis (Jasper AI) + Buffer + Google Sheets to generate and schedule content in one go.
Step 1: Set up Jarvis (Jasper AI) with content templates for different social media types:
Client Wins: Quick posts highlighting success stories
Industry Tips: Thought leadership and expert advice
Personal Reflections: Real, relatable content that builds connection
Step 2: Automate content planning with Google Sheets:
Create a content calendar template that automatically pulls ideas based on client feedback or trending topics.
Step 3: Integrate with Buffer using Zapier to auto-schedule posts directly from your content calendar.
Why It Works: You’re not just creating content—you’re building a consistent brand presence with minimal effort.
Pro Tip: Once your content is generated, use Grammarly to give it a final polish, making sure it aligns with your brand voice.
3. Building Your Own AI Assistant: Automate Client Support with Agent GPT
The Problem: Clients are constantly reaching out with the same questions, and you’re spending hours answering repetitive inquiries.
The Hack: Create your own Agent GPT using OpenAI API to handle FAQs, project updates, and basic client support.
Step 1: Learn the basics of Agent GPT builds in the Glow Lab AI Module.
Step 2: Train your AI on your business processes:
Feed it frequently asked questions and your standard responses.
Integrate it with your client management platform to pull in project-specific data.
Step 3: Set up an interface on your website or client portal so clients can access Glowy (your custom AI assistant) for quick answers.
Why It Works: You’re always available without being tied to your inbox. Clients feel supported, and you’re free to focus on strategic tasks.
Pro Tip: Want to learn how to build your own AI assistant? Check out the Glow Lab AI Module where I break it down step-by-step: The Glow Lab
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The Bottom Line? Automate Like a Legend
Legends don’t do everything themselves—and neither should you. By leveraging automation tools, you’re not just working faster—you’re working smarter.
When you start thinking like a business owner and less like a task-doer, everything changes. Your time, your energy, and your client relationships all improve.
These automation hacks aren’t just about efficiency—they’re about building a business that works for you, not the other way around. Ready to step into your CEO era? Start with one hack and build from there. You’ve got this!
—Monica ✌🏽❤️
