One of the biggest challenges new and experienced virtual assistants face is setting their rates confidently. Charge too little, and you’ll struggle to make a sustainable income. Charge too much without the right strategy, and potential clients may look elsewhere. So how do you find the sweet spot where you’re getting paid what you deserve while remaining competitive in the market?
This guide will help you determine your VA pricing structure, understand industry rates, and confidently charge what you’re worth.💡 Want a step-by-step guide to launching and growing a successful VA business? Get access to expert strategies in our Virtual Assistant Course!
1. Understand the Different VA Pricing Models
Before setting your rates, it’s important to understand the different pricing structures virtual assistants use. Each has its own benefits and works best for different types of clients.
A) Hourly Rate
Most beginner virtual assistants start by charging hourly rates, which means you’re paid for the exact number of hours you work.
✅ Best for: New VAs, clients with fluctuating workloads
✅ Pros: Easy to track, fair payment for time worked
❌ Cons: Limits your income (earning is based on time, not value)
💡 Pro Tip: As you gain experience, try shifting away from hourly rates to more profitable pricing models.
B) Package Pricing (Flat Rate)
A service package means charging a set rate for specific services. For example, you might offer a Social Media Management package that includes content creation, scheduling, and engagement for a fixed monthly fee.
✅ Best for: VAs offering specialized services (social media, bookkeeping, email marketing)
✅ Pros: Predictable income, clients pay for value instead of time
❌ Cons: Needs careful scope definition to avoid overwork
💡 Pro Tip: If you can automate or batch tasks, package pricing allows you to earn more while working less!
C) Retainer Model
A retainer agreement means clients pay a set amount upfront each month for a guaranteed number of hours or services.
✅ Best for: Established VAs with recurring clients
✅ Pros: Predictable monthly income, builds long-term client relationships
❌ Cons: Clients may expect extra work beyond the agreed hours💡 Pro Tip: This is ideal for long-term contracts—just make sure your hours are clearly defined in a contract.
2. Research Industry Standard Rates
Your pricing should be competitive but also reflect your experience, niche, and location. Here’s a breakdown of general VA rates:
- Entry-Level VAs (0-1 year experience): $15 – $30 per hour
- Intermediate VAs (1-3 years experience): $30 – $50 per hour
- Specialized/Expert VAs (3+ years experience): $50 – $100+ per hour
💡 Niche services like bookkeeping, project management, and automation tend to command higher rates than general admin tasks.
3. Determine Your Ideal Rate
Use this simple formula to calculate a sustainable rate:
📌 (Desired Monthly Income + Expenses) ÷ Billable Hours = Minimum Hourly Rate
Example Calculation:
- Goal: Earn $4,000 per month
- Expenses: $500 per month (software, taxes, etc.)
- Available billable hours: 80 hours per month
📌 ($4,000 + $500) ÷ 80 = $56 per hour
This means to meet your financial goals, you should charge at least $56 per hour.💡 Pro Tip: Many VAs undercharge because they forget to factor in non-billable hours (marketing, admin work, training). Always add a buffer to ensure profitability.
4. Increase Your Rates with Confidence
As you gain experience and demand grows, increasing your rates is a natural next step. But many VAs hesitate, fearing they’ll lose clients. Here’s how to raise your rates without losing business:
Step 1: Assess Your Value
Ask yourself:
✔️ Have I gained new skills or certifications?
✔️ Have I improved client results (e.g., increased engagement, saved them time)?
✔️ Is demand for my services growing?
If the answer is yes, you’re ready for a rate increase.
Step 2: Inform Clients Professionally
Raising your rates can feel intimidating, but communicating the change professionally and confidently is key to keeping your clients on board. The way you present your new pricing can make all the difference in how your clients react.
Here’s what to keep in mind when informing clients about a rate increase:
✅ Give Advance Notice – Clients appreciate transparency, so let them know about your updated rates at least 30 to 60 days in advance to allow them time to adjust their budgets.
✅ Highlight the Value You Provide – Instead of focusing only on the price change, emphasize the skills, expertise, and results you bring to their business. If you’ve streamlined their workflow, improved their social media presence, or saved them hours of admin work, remind them of that value.
✅ Be Clear & Direct – There’s no need to over-explain or apologize for your price increase. Keep it professional and confident—you’re running a business, not negotiating favors.
✅ Offer a Smooth Transition – If needed, you can introduce a new pricing package or phased approach for existing clients to make the transition easier. Some VAs choose to grandfather in long-term clients at a slightly lower rate than new clients.
✅ Expect Some Resistance (and Be OK With It!) – Some clients may hesitate or push back, but that’s a natural part of business. Clients who truly value your services will stay, and those who leave will make room for higher-paying clients who recognize your worth.
💡 Want exact scripts and strategies to confidently raise your VA rates without losing clients? Get them inside the VA Course and start earning what you deserve!
5. Charge for Your Worth, Not Your Time
One of the biggest mistakes VAs make is undervaluing themselves. Instead of focusing on how much time a task takes, focus on the value you provide.
For example:
✅ Social media management that grows engagement and leads = High value
✅ Automating business processes that save time = High value
✅ Handling customer inquiries professionally = High value
If you’re saving your clients time and increasing their profits, you should be charging accordingly.
💡 Pro Tip: Stop thinking in hours worked and start pricing based on results delivered. This shift will help you charge premium rates!
Final Thoughts: Set Your VA Rates with Confidence!
Pricing your virtual assistant services doesn’t have to be overwhelming. By choosing the right pricing model, researching industry rates, and valuing your skills, you can confidently set rates that reflect your expertise.
💡 Want expert guidance on pricing, client acquisition, and business growth? Get the strategies you need in our VA Course and start earning what you deserve! 🚀