AstrolinksYou finish a shift at six in the morning. Three clients are still asleep. Each one wants to know what you did, and each one wants it a little differently. One reads Slack. One wants an email with bullet points. One just wants the hours. The virtual assistant end of day report is the last job of every shift, and it is the one you are least awake for.
Astrolinks is a small desktop app for Mac that takes that job off your plate. It keeps a private log of your day while you work, then drafts each client's report at clock-out. You read it, fix anything, and send it.
What a VA's day really looks like
Most VA days are not one long task. They are forty short ones.
You answer a patient email for the dental office. You move three appointments in Calendly. You hop into the realtor's Airtable to update a listing. Someone pings you in Slack about an invoice. You fix the invoice in Google Sheets, then go back to the listing, then get pulled into a Zoom call.
By the end of the night you know you were busy. You just can't remember what you did between 01:00 and 02:30. So you scroll through browser history, check your sent folder, and try to piece the night back together. That takes twenty minutes on a good day.
And it repeats for each client.
How Astrolinks fits into a VA shift
It notes what you work on, quietly
While Astrolinks runs, it notes which app and window are in front every 5 seconds, plus the web address in supported browsers. It doesn't record keystrokes, screenshots or your clipboard. Time away from the keyboard is taken back, so a coffee break doesn't count as work. Calls keep counting, if you leave that setting on.
You give each client a rule or two: a word from their window titles, a website, or an app. After that, every entry in today's log shows whose time it was. If one lands in the wrong place, click the client name and pick the right one. Choose Always and the next ones go there by themselves.
Quick notes for the things a log can't see
Some work doesn't show up in a window title. A decision on a call. A blocker. Something to pick up tomorrow. Press ⌃⌥N in any app, type a line, and press Return. Start it with "blocked" or "tomorrow" and it lands under Blockers or Tomorrow in your report.
Each client gets their own report
At the end of the shift, press Summarize my day. The Summary page has a tab for each client. Each one gets a report built from that client's time and notes, in the sections you chose for them.
Every client can have:
- their own sections, in their order (Done today, Blockers, Tomorrow, Time by project)
- their own report language, such as English, Spanish, Filipino or Portuguese (Brazil), with Pro
- their own time zone, so the report says "from 18:02 to 00:53 Pacific Time"
- a report they liked, kept with Write like this one (Pro), so the next ones follow its shape
Sending is one click per client
When a report reads right, send it the way that client likes: Send to Slack, Email draft, or Copy. If your internet drops at 05:58, a report you pressed Send for waits on your computer and goes once you're back online, for up to a day. You can read more on the end-of-day reports feature page.
An example night, start to finish
This is an illustrative example, not a real customer.
Maya is a VA in Cebu. She works 21:00 to 06:00 for three US clients: a dental office in San Diego, a small design studio, and a real estate team.
At 21:00 she opens Slack and starts on the dental office's inbox. Astrolinks files those entries under Halcyon Dental, because "Halcyon" is in the window titles. At 23:40 she switches to the design studio's Canva board. At 01:15 she has a 30-minute call with the realtor, then updates their listings. Along the way she presses ⌃⌥N twice: "blocked: waiting on Dr. Patel's new rates" and "tomorrow: finish the Alder St listing copy".
At 05:45 she presses Summarize my day. Three tabs. The dental report is in English, with times in Pacific Time, and lists the invoices, the reconciling in QuickBooks and the scheduling. The blocker sits under Blockers. She adds one line by typing it into the chat beside the report, reads it once, and presses Send to Slack. The design studio gets an email draft. The realtor gets a copied report pasted into their shared doc.
She's done by 05:58. She didn't open her browser history once.
Your clients' trust, and your privacy
Many VAs have been asked to install tools that take screenshots every few minutes. Astrolinks works the other way round. The log is yours. It stays on your computer and nothing leaves without a click.
If you use Write with AI, Claude gets a summary of your day for that client, never the raw log. Emails and phone numbers are hidden first. A client you mark Private never goes to AI at all, which matters if you handle patient names or other sensitive records. See the privacy-first page for the full list of what is and isn't recorded.
Hours and invoices for hourly clients
If you bill by the hour, add each client's rate in their own currency: 25 USD, 18.50 EUR, 900 PHP. Hours shows each client's time by day and what to bill. With Pro, Make invoice saves a PDF or CSV for one client and one date range, on your computer. Nothing is sent anywhere until you send it yourself.
Where to go next
- A ready-made EOD report template for virtual assistants
- How night-shift VAs keep US clients updated
- How freelancers with several clients use the same tools
- If you work inside an agency, see Astrolinks for agencies