A virtual assistant for sales support tasks manages lead research, coordination, and follow-up. They support the sales process across all the stages of the sales funnel (TOFU + MOFU + BOFU). This allows sales teams to concentrate on customer conversations and closing decisions rather than routine operational work.
Sales rarely fail because of poor products! The issue is modern VPs or directors are too busy chasing leads, replying to emails, and updating CRMs. As a result, there are no new brand associations or area expansions.
The worst? This is not unique to one industry. Studies show that in real estate alone, admin work consumes 30 to 40% of a professional’s time. Okay, is there any solution? Yes, and that’s offered by virtual sales assistants (VSA). A recent survey found that VSAs:
- Improve lead response times by up to 25%
and
- Lift conversions by around 20%.
One investor even saved over $60,000 a year by hiring a remote admin for property tasks.
Want to enjoy similar benefits? Read this article to learn how to use virtual assistants for sales support tasks (across the three stages of a US sales funnel). But first, let’s understand who a virtual sales assistant is and what functions they perform.
Who is a Virtual Sales Assistant?
A Virtual Sales Assistant (VSA) is a remote professional who supports your sales process. They work online and do not meet customers in person. Their role is to manage the background work that supports sales, so VPs, directors, and senior sales managers can focus on speaking with customers + closing deals.
Okay, can a VSA replace a salesperson? No! That’s because they do not negotiate prices or make final sales decisions. Instead, they only support the sales journey from the first contact to post-meeting follow-ups.
In a business setup, a VSA helps by:
- Researching potential customers
- Organising lead information
- Keeping sales records updated in tools such as a CRM
- Managing email follow-ups
- Scheduling calls and demos
- Tracking customer responses
Besides, they also prepare reports that show which leads are active, which deals are delayed, and what actions are needed next. Moreover, a VSA also supports outreach through email and social platforms.
Does your D2C company or consumer brand sell to the US customers? A virtual sales assistant, hired from Atidiv, can even work during US business hours (including weekends). Atidiv’s VA doesn’t just follow KPIs. Instead, they own the outcome! Also, they are duly supervised by team leaders and account managers. Book a free call to learn more!
How to Use Virtual Assistants for Sales Support Tasks in 2026 (US Sales Funnel-Wise)?
A trained virtual sales assistant can support the entire US sales funnel:
- Starting from lead generation
and
- Continuing through follow-ups + deal closing
For growing US businesses, this model can reduce staffing costs by up to 78% compared to hiring in-house employees. But how? That’s because VAs handle routine and repeatable sales tasks such as:
- Lead research
- Data entry
- Follow-ups
- CRM updates using tools like Salesforce or HubSpot.
This allows sales teams to spend more of their time on sales calls, negotiations, and customer decisions instead of administrative work. Want to create a more organised sales pipeline in 2026? Learn how to use virtual assistants for sales support tasks:
I) Awareness Stage (Top of the Sales Funnel)
The awareness stage is the first step in the sales funnel. At this stage, potential customers do not know your business yet. Here, the goal is not to sell. Instead, it is to “make people aware” that your business exists.
In this stage of the funnel, a VSA does preparation work so that more people can discover your business. Let’s check out what all they do:
1. Finding Potential Customers
A VA researches people or companies who may need your product or service. They look for basic details such as:
- Name
- Company
- Job role
- Location
- Contact information
This creates a list of possible leads.
2. Organizing Customer Information
The VA enters this data into your CRM or spreadsheet. Each contact is labelled using tags such as:
- Industry (for example: real estate, healthcare, retail)
- Stage (new lead, contacted, engaged)
- Activity (opened an email, visited a website)
The benefit? You can now understand who your audience is and where they stand.
3. Maintaining and Updating Records
A VA regularly cleans the database by:
- Removing duplicate entries
and
- Updating old contact details
This ensures the data stays accurate, which prevents confusion later in the sales process.
4. Social Media Monitoring
The VA tracks social media platforms to identify people talking about problems your business solves. They may also follow relevant pages, groups, or hashtags to spot potential leads.
5. Preparing Awareness Content
A VA plans for content that attracts attention, such as:
- Blog topic lists and posting schedules
- Email campaign drafts and contact lists
- Basic social media post calendars
Always remember that their primary role is just to “prepare the structure”. Ultimately, you have the authority to approve the message.
II) Interest Stage (Middle of the Sales Funnel)
The interest stage comes after awareness. At this point, people know about your business but are not ready to buy. Reason? They are still:
- Learning
- Comparing options
- Deciding whether to engage further
So, what does a VSA do here? They try to keep their interest and guide them toward serious consideration. Primarily, the VA supports this stage by managing communication and tracking customer behavior. Let’s see what all they perform:
1. Following Up with Interested Leads
The VA sends follow-up emails after someone:
- Visits your website
- Signs up for a newsletter
- Downloads content
These emails acknowledge the action taken. Such an effort keeps the conversation active without direct selling.
2. Sending Personalized Messages
The VA customises emails using the lead’s name, industry, or previous activity. For example, a retail business owner may receive different content than a healthcare professional. This makes communication more relevant.
3. Managing Email Sequences (Drip Campaigns)
A VA sets up a series of scheduled emails sent over days or weeks. Each email shares useful information such as:
- Guides
- Case examples
- Event invitations
These messages are sent automatically once the sequence is active.
4. Inviting Leads to Webinars or Demos
The VA sends invitations to:
- Online events
- Product demos
- Workshops
They also track registrations and attendance. These events allow leads to understand your offering in more detail.
5. Tracking Lead Behavior in the CRM
Using CRM tools, the VA records actions like:
- Email opens and clicks
- Webinar registrations
- Website visits
The advantage? A 100% clear history for each lead gets created.
6. Scoring and Identifying Serious Leads
Based on activity, the VA assigns a score to each lead. Someone who opens multiple emails or attends a webinar is marked as “more interested”. Next, leads with higher scores are flagged for you or your sales team.
III) Decision Stage (Bottom of the Sales Funnel)
The decision stage is the final step of the sales funnel. At this point, the potential customer is close to buying. Now, they need:
- Clear information
- Timely responses
- Confidence before making a decision
The primary goal here? It is to support the sales conversation and remove delays or confusion. At this stage, a VSA handles coordination and record-keeping tasks. Let’s again see what all they perform:
1. Scheduling Demos and Meetings
When a lead requests a demo or sales call, the VA schedules the meeting using tools such as Calendly. They:
- Confirm time zones
- Send calendar invites
- Share meeting links
This avoids back-and-forth communication.
2. Preparing Sales Materials
The VA prepares pitch decks, proposals, or basic presentations. They follow your approved structure and update details such as pricing, features, or client examples. As a result, you only focus on the conversation (no need to pay attention on document setup).
3. Researching the Buyer and Objections
Before meetings, the VA researches:
- The buyer’s company and size
- Industry challenges
- Common questions or objections
This gives you background information for sales discussions.
4. Updating the Sales Pipeline
After each call or demo, the VA updates the CRM. They:
- Change deal stages
- Record next steps
- Note expected closing dates
This keeps the pipeline current.
5. Tracking Deal Status and Reports
The VA creates reports showing:
- Deals close to completion
- Deals delayed or inactive
- Reasons deals may stall
The business benefit? As a senior sales manager, you can now focus only on leads most likely to convert.
6. Managing Post-Meeting Notes and Follow-ups
After meetings, the VA records notes, action items, and follow-up tasks. They ensure no lead is forgotten and deadlines are tracked.
Searching for Trained Virtual Sale Assistants in 2026? Hire From Atidiv Starting Only $15 Per Hour!
So now you know how to use virtual assistants for sales support tasks. A Virtual Sales Assistant (VSA) can support a D2C company or consumer brand across all the three stages of the sales funnel: Awareness (TOFU), Interest (MOFU), and Decision (BOFU) in the following manner:
| At The “Awareness Stage” | At The “Interest Stage” | At The “Decision Stage” |
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If you want to hire an experienced + trained Sales Virtual Assistant, you may consult Atidiv in 2026. We are a digital customer experience solutions provider and VA agency serving 70+ global clients. We offer VAs across Paid Ads, FB Ads, Web, Customer Support, Media Operations, Ecommerce, Data Entry, Accounting, and core business functions.
Our services start at $15 per hour (minimum 168 hours). Get a dedicated resource in just 7 days. Book a free call to learn more.
How to Use Virtual Assistants For Sales Support Tasks FAQs
1. Will a virtual sales assistant really save me time as a small business owner in 2026?
Yes, in your business, a virtual sales assistant can handle:
- Lead research
- Follow-ups
- CRM updates
- Scheduling
These tasks often consume many hours each week. Studies show that by delegating them, your sales leaders can reclaim 60+ hours every month.
2. How does a virtual sales assistant help increase sales revenue?
A VSA ensures leads are:
- Followed up
- Tracked
- Moved through the funnel without gaps
In US sales environments, this can lead to revenue growth between 15% and 40% due to higher conversion rates + fewer lost opportunities.
3. What does a virtual sales assistant do at the “awareness stage” (TOFU)?
At the awareness stage, a VA does not sell. They help people find your business by:
- Building lead lists
- Organizing data
- Monitoring online activity
- Preparing content
This creates a strong base for the next stages of the sales funnel.
4. What does a virtual sales assistant do at the “interest stage” (MOFU)?
At the interest stage, a VA keeps potential customers engaged. They:
- Manage follow-ups
- Run email sequences
- Track behavior
- Highlight serious leads
The benefit? Such effort moves people from “basic awareness” to “active consideration”.
5. What does a virtual sales assistant do at the “decision stage” (BOFU)?
At the decision stage, a VA does not sell for you. They support the closing process by:
- Managing schedules
- Preparing materials
- Updating records
- Tracking deals
This reduces missed follow-ups and promotes the conversion of interested leads into paying customers.