A virtual assistant (VA) is an independent, remote professional who provides administrative, technical, or creative support to businesses, entrepreneurs, and busy individuals.
From managing emails and calendars to running social media accounts or bookkeeping, VAs can fill a wide variety of roles.
The appeal of virtual assistance lies in its flexibility and minimal overhead. Y
ou can work from anywhere, set your own hours, and build a career based on your strengths.
The demand for VAs continues to rise as businesses seek cost-effective, scalable support without the need for physical office space.
Many startups, solopreneurs, and even larger organizations prefer hiring virtual assistants over full-time staff.
The growing gig economy and digital workspace tools have made it easier than ever to launch this kind of business.
This opportunity is perfect for stay-at-home parents, career changers, side hustlers, recent graduates, and anyone looking to create a location-independent income stream.
With little more than a laptop, internet connection, and some dedication, you can launch a VA business from scratch—even if you have no previous experience.
VA Business Setup Essentials
Choosing a Business Structure
Before taking on clients, you need to decide how to structure your business legally.
Your structure affects your taxes, personal liability, and how much paperwork you’ll need to maintain.
- Sole Proprietorship: This is the simplest structure and requires the least paperwork. It’s perfect for solo VAs starting out. However, it doesn’t offer liability protection—your personal assets are at risk if there’s a legal issue.
- LLC (Limited Liability Company): Offers liability protection and separates your personal and business assets. It’s a popular option for VAs who want a more professional image and peace of mind.
- Corporation: More complex, typically unnecessary unless you plan to grow into a larger agency. Has additional filing requirements and tax considerations.
Many virtual assistants begin as sole proprietors and transition to an LLC once they secure steady clients.
Registering Your Business Legally
- Pick a business name that reflects your brand, values, or the services you offer. Ensure it’s unique in your state by checking your Secretary of State website.
- Register your business locally or with your state, depending on the requirements where you live.
- Apply for an EIN (Employer Identification Number) through the IRS website. This is free and useful for opening a business bank account, filing taxes, and hiring future help.
- Check for required licenses or permits. Most VA services won’t require any special certifications, but it’s always best to check your city or county website.
Setting Up Finances and Tools
- Business bank account: Keep your personal and business finances separate. Look for low-fee online business banks like Bluevine or Novo.
- Accounting tools: Use platforms like Wave (free), QuickBooks, or FreshBooks to track expenses, send invoices, and manage taxes.
- Contracts: Create standard agreements that outline deliverables, payment terms, deadlines, and boundaries. You can find free or low-cost templates on sites like Hello Bonsai or Dubsado.
- Invoicing and payment software: Use tools like Wave, PayPal, or HoneyBook to streamline billing.
Do You Need Insurance?
While not mandatory, insurance can protect your business from legal or financial issues.
- General liability insurance: Protects against third-party claims like property damage or injury (even virtual ones).
- Professional liability insurance (Errors & Omissions): Covers mistakes, missed deadlines, or poor advice.
- Business equipment insurance: Covers your computer, phone, or home office tools in case of theft or damage.
Just keep in mind that there is insurance for everything and every situation.
Do your due diligence before purchasing or you could be buying more insurance than you need (especially if you find a good salesperson… or the salesperson finds you).
Services to Offer as a VA
Common Tasks
The tasks below are in high demand and can be done with basic tools and skills:
- Email and calendar management
- Data entry and research
- Travel planning
- File organization
- Customer service and inbox support
You may be wondering why somebody would pay a VA if they can do it themselves.
Well, just like any other service, it’s more convenient and you don’t have to do it. That’s why you pay somebody.
How many people have lawn service? Pool service? Cleaning service?
You the idea?
Those tasks can usually be done by the person who is paying for the service too.
Specialized Services
Once you get comfortable, consider more advanced or technical services:
- Social media management and content scheduling
- Basic graphic design using Canva
- Light bookkeeping with tools like Wave or QuickBooks
- Podcast editing using tools like Audacity or Descript
- Project management or client onboarding support
- Website updates or tech troubleshooting
Because these are more technical, you can also charge premium prices for them.
Generalist vs. Specialist
- Generalist VAs serve a wide range of industries and offer multiple services. This is a great way to gain experience and discover your strengths.
- Specialist VAs focus on one niche (e.g., real estate, ecommerce, coaches) or one type of service (e.g., social media). Specialists can charge higher rates and are easier to market.
How to Choose Your Services
- Write down your skills, software knowledge, and things you enjoy.
- Look at VA job boards or Upwork listings to find in-demand tasks.
- Select 2–4 core services to start. As your confidence grows, you can expand your offerings or niche down.
Don’t offer to do too much.
Sometimes less is more.
Focus on a few specific niches.
What do they say?… The riches are in the niches.
Tools and Software Needed
Communication Tools
- Zoom for virtual meetings
- Slack for client chats and team discussions
- Google Meet as a free alternative
Project Management Tools
- Trello: Great for managing simple to-do lists with clients.
- Asana: Used for client projects with timelines and collaboration.
- ClickUp: An all-in-one tool combining task management, docs, and time tracking.
File Sharing
- Google Drive: Store docs, spreadsheets, and slides.
- Dropbox: Good for sharing large media files with clients.
Time Tracking and Invoicing
- Toggl or Harvest: Track your billable hours.
- Wave, PayPal, or Square: Send professional invoices and accept payments.
Pricing Strategy
Hourly vs. Package Pricing
- Hourly rates are great when you’re starting. Most beginner VAs charge between $15–$30/hr, depending on location and services.
- Packages can be service-based (e.g., 20 social media posts/month) or time-based (10-hour retainer). They help stabilize income and manage expectations.
When it comes to building a sustainable business, either one of these can work.
If I were doing it, I would probably work on building up my packages.
For me, it just seems like it would be an easier way to scale and you’d be service a different clientele than the hourly rate.
For example, if you’re doing social media packages or retainers with tasks attached, you can train others to help you and pay them a nominal fee and then make the spread on your package.
It seems to me that would be more profitable in the long run because you only have so many hours a week you can personally work on something.
Calculate Your Minimum Viable Rate
- Add up your monthly business and personal expenses.
- Decide how many hours you realistically want to work.
- Divide your monthly goal by your available hours. This gives you your baseline hourly rate.
Raising Rates
- Raise rates as you gain experience, add skills, or improve your portfolio.
- Increase every 6–12 months with existing clients after delivering consistent results.
- Always give notice and explain your value growth.
Raising rates is good and bad.
For one, if you have a client you love working with who keeps you busy, part of you will want to not raise your rates.
However, 10 years down the road it will be hard to then raise rates.
If you raised them a little each year the client would expect it.
Landlords have this same issue.
The get a good tenant and want to keep them forever so they don’t raise rates.
Then the tenant stays for 3 years, 5 years, 10 years… or more.
Before you know it you’re renting for way under market value but if you raise the rate to what market value is the tenant will sure leave because it will be a huge jump after so many years of not raising it.
It’s a balance for sure.
So be careful and thoughtful about it.
What New VAs Undercharge For
- Time spent learning new tools or software
- Admin tasks (emails, follow-ups, calls)
- Rush projects or weekend work
- Revisions beyond agreed scope
Marketing Your VA Business
Build a Website or Portfolio
- Use WordPress, Wix, or Carrd to create a simple, professional site.
- Include a homepage, services page, about section, and contact form.
- Display client testimonials and clear calls to action.
Optimize Social Media
- LinkedIn: Update your headline, summary, and experience with VA keywords.
- Instagram/Facebook: Share tips, behind-the-scenes, client wins, and testimonials.
- Stay consistent with branding and post regularly.
Find Clients Online
- Platforms: Upwork, Fiverr, Freelancer, PeoplePerHour
- Job boards: Belay, Boldly, Time Etc, VA Networking
- Facebook groups for business owners (search for “coaches,” “solopreneurs,” etc.)
Cold Outreach and Networking
- Send personalized emails to local businesses or startups
- Join webinars, online workshops, and virtual networking events
- Get active in online communities and offer value before pitching
Referrals and Testimonials
- Ask happy clients for reviews after a completed project
- Offer an incentive (discount, bonus time) for referrals
- Collect reviews on LinkedIn, your site, or Google Business Profile
Working with Clients
Onboarding Process
- Book a discovery call to discuss needs and expectations
- Send a detailed proposal, contract, and invoice
- Share a welcome packet with tools, communication plans, and timelines
Time Management and Communication
- Use calendar blocking to plan your day
- Set weekly check-ins to keep aligned with clients
- Use Slack, Voxer, or email for clear updates
Handling Difficult Clients
- Set expectations early with contracts and boundaries
- Document everything in writing
- Have a clause in your contract for early termination
Setting Boundaries as a Remote Worker
- Define work hours and stick to them
- Turn off notifications outside of work
- Create a designated workspace for better focus
Scaling and Growth
From Freelancer to Agency
- Start subcontracting work to other VAs
- Offer team-based packages (e.g., VA + graphic designer)
- Build SOPs (Standard Operating Procedures) to manage workflow
Offer High-Ticket Services
- Launch support for coaches or course creators
- CRM and email automation setup
- Executive assistant services for CEOs
Add Passive Income
- Sell VA templates (onboarding docs, checklists, contracts)
- Offer coaching calls or group programs for new VAs
- Create an online course or ebook
Common Mistakes to Avoid
- Underpricing your services or lacking confidence
- Accepting every client, even bad fits
- Operating without contracts or clear communication
- Poor time tracking and overcommitting
Final Thoughts and Encouragement
Starting a virtual assistant business is an affordable, scalable way to work independently and earn a steady income from home.
Whether you’re looking to make a little extra money or build a full-time business, the VA world has something for everyone.
Take small steps, focus on your strengths, and remember—consistency is more powerful than perfection.
With time, experience, and the right mindset, you can build a thriving VA business that gives you freedom, income, and purpose.
Free Resources
- HubSpot Academy – Free training on CRM and digital marketing
- VA Networking – Job boards and support groups
- Toggl Plan – Free project management tool for VAs
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How to Flip Money FAST – Best Ways to Flip $1,000
Make Money w/Land Investing: The Ultimate Guide
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God Bless,
Jason and Daniele
