Virtual assistants are chronically underpriced because the work looks simple from the outside. Admin, research, inbox management, and scheduling all have real market rates. This calculator helps you find a number based on your actual costs, not what clients expect to pay.
// frequently asked questions
How do I move from general VA to specialist VA pricing?
Specialisation is the fastest path to higher rates. A general VA handles any task; a specialist VA handles a defined domain: executive support, podcast production, ecommerce operations, or CRM management. Pick one area where you have depth and market yourself there exclusively. Specialist VAs charge 50-100% more than generalists for the same hours because clients pay for expertise, not just availability.
Should I charge hourly or by retainer as a VA?
Retainers are almost always better for both sides. Clients get predictable capacity; you get predictable income. Quote retainers as a fixed monthly fee for a defined number of hours, with a clear rate for hours beyond the cap. Never offer unlimited hours for a flat fee: VA work expands to fill whatever time is available.
How do I handle clients who keep adding tasks outside scope?
Scope creep is the most common VA problem. Solve it in the contract, not the conversation. Define exactly what tasks are included in your retainer and what falls outside it. When a client adds something new, acknowledge it, confirm it is out of scope, and quote the additional hours before starting. This is not confrontational; it is professional.
What billable percentage should I plan for as a VA?
VAs typically bill 65-75% of working hours. Tool familiarisation, onboarding new clients, and communication overhead are real costs. Your rate needs to absorb them, especially in the first months with a new client.
// how does VA pricing compare to bookkeeper?
Both roles are retainer-friendly and operationally focused, but
bookkeepers command significantly higher rates because they require regulated knowledge and carry financial liability. A VA handling light financial admin (expense tracking, receipt organisation) is not doing bookkeeping and should not be priced as such. If you do both, separate the billing and charge the bookkeeping work at bookkeeper rates.