Text Expander for Virtual Assistants
Handle more clients, respond faster, and deliver polished communication every time - without spending half your day composing the same recurring messages.
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Handle more clients, respond faster, and deliver polished communication every time - without spending half your day composing the same recurring messages.
Start Free - no credit card required
4.6/5 stars on Chrome Web Store
Privacy-focused - your data stays local
Responsive support - real humans, quick replies
Save your best responses once: Weekly updates, invoice reminders, task confirmations, onboarding emails - store them all with proper formatting
Create simple shortcuts: Like weeklyupdate\ or invoice1\ or taskack\ - whatever makes sense across your clients
Type anywhere, expand instantly: Works in Gmail, ClickUp, Asana, Notion, WordPress, CRM dashboards - any web-based tool you manage for clients
Every client gets the same quality: Keep your communication consistent whether you're managing two clients or ten
Here are real examples of shortcuts virtual assistants use every day:
weeklyupdate\ → "Here's your weekly update for [week of date]. Completed: [tasks]. In progress: [tasks]. Blockers: [none/details]. Up next: [priorities]..."
monthlyrecap\ → "Here's a summary of this month's work. Total hours: [X]. Key deliverables: [list]. Notes for next month: [priorities/deadlines]..."
projectstatus\ → "Quick status check-in: [project name] is currently [on track/behind/ahead]. Next milestone is [deliverable] due [date]..."
taskack\ → "Got it - I've added this to my list and will have it done by [date]. Let me know if the priority changes before then..."
taskblock\ → "I've hit a blocker on [task] - I need [information/access/decision] from you before I can proceed. Can you send that over by [date]?..."
taskcomplete\ → "Just letting you know [task] is done. Here's where to find it: [link/location]. Let me know if you'd like any changes..."
invoice1\ → "Friendly reminder that invoice #[number] for [amount] was due on [date]. Please find it attached - you can pay via [method]..."
invoice2\ → "Following up again on invoice #[number] for [amount], now [X] days past due. Please let me know if there's an issue or if you need me to resend..."
expensereport\ → Monthly expense summary with category breakdown, receipts attached, and total amount for client approval
onboarding\ → "Welcome! Here's what we need to get started: [tool access list]. Best way to send tasks: [method]. I'm available [hours/timezone]. Kickoff call: [link]..."
ooo\ → "I'll be unavailable from [date] to [date]. For urgent matters, contact [backup]. I'll respond to everything else when I'm back on [date]..."
handover\ → Structured handover note covering active tasks, status of each, pending decisions, and login/access details for coverage
Save weekly update formats, invoice reminders, task confirmations, and onboarding emails for every client you manage. No cap - free to start.
Save structured updates with task lists, bold section headers, and clear layout. Every client-facing message looks polished and consistent without any cleanup after expansion.
Leave gaps for client name, task details, invoice number, or dates. Fill them in at expansion time - your message format stays consistent across every client.
Organize shortcuts by client or task type and find the right one instantly with Ctrl+Space. Essential when you're managing multiple clients and can't memorize every shortcut.
Type a word and find the right shortcut in seconds - no need to remember the exact trigger. Keeps you moving fast when you're juggling tasks across different client tools.
Use a built-in date variable in your weekly updates, invoice reminders, and status notes. Today's date appears automatically - no typing, no errors.
* available on Plus for as low as €1.99/month
I run weekly updates for six clients. Before, that was a Friday afternoon. Now I type weeklyupdate\, fill in the tasks, and I'm done in minutes.
Invoice reminders used to be the worst part of the month. Two shortcuts handle the first nudge and the polite follow-up. Cash flow improved without me feeling pushy.
Works in Gmail, ClickUp, Asana, and Notion the same way. One library across every client tool. The Ctrl+Space search is essential when you can't remember every shortcut.
Onboarded a new client this week. Sent the onboarding\ email, set up the handover\ template for vacation coverage, looked totally professional in 10 minutes.
Yes, if they're web-based. Confirmed working: Gmail, ClickUp, Asana, HubSpot, Zoho, Notion, and most CRM dashboards. It's a Chrome/Firefox extension - no setup needed on the client's side.
Yes. You can organize shortcuts by category or client, and use the quick search (Ctrl+Space) to find the right one fast. Many VAs use a naming convention like [clientinitial]update\ to keep everything organized.
The free version supports up to 300 characters per shortcut. The Plus plan removes all limits - which is what you'll want for full weekly updates, onboarding emails, or multi-step handover notes.
Yes. The Plus plan includes smart cursor positioning - you set where the cursor lands after expansion, so you can quickly fill in the client name, date, task list, or invoice number without editing the rest of the message.
Your shortcuts are stored locally in your browser. Nothing is sent to external servers. No client names, task details, or business information is ever transmitted or logged.
Edit it once in your library and it's updated everywhere you use it. No hunting through sent emails to find the version you liked, and no risk of sending an outdated format by mistake.
Virtual assistants succeed by being reliable, fast, and professional across every client relationship simultaneously. The administrative communication that supports that reputation - updates, reminders, confirmations, recaps - is essential but highly repetitive. Web Text Expander lets you handle more clients without sacrificing response quality, because the structure of every message is already built. VAs using the extension typically save 5-7 hours per week on routine communication and eliminate the inconsistency that creeps in when messages are composed from scratch under time pressure.
Start with the Web Text Expander free version (and register for a free 14-day Plus trial, no card required). See how much time it saves. Upgrade when you need unlimited template length and advanced features.