One of the most difficult questions new virtual assistants ask is: “How much should I charge?”
It’s a fair question — and the truth is, there’s no one-size-fits-all answer. But by understanding how pricing works, what factors to consider, and how to calculate your rate, you can set prices that reflect your value, attract the right clients, and build a sustainable business.
Let’s break it all down.
1. Understand the Common Pricing Models
Before you choose your rates, it’s important to understand how most virtual assistants charge. You can choose from several pricing models, or even combine them depending on the task or client.
The most common models:
- Hourly rate: You’re paid for every hour worked. Great for flexible or ongoing tasks.
- Package rate: You offer a set bundle of services (e.g., social media management, email support) for a fixed price.
- Monthly retainer: Clients pay you a fixed fee each month for a set number of hours or tasks.
- Project-based rate: A flat rate for a specific project, like building a database or organizing an inbox.
Many beginners start with hourly rates to keep things simple, and then transition to packages or retainers as they gain experience.
2. Research What Other VAs Are Charging
It’s helpful to get a sense of the market. Here are average ranges based on industry research:
- Beginner VA: $10–$25/hour
- Intermediate VA: $25–$40/hour
- Specialized VA (design, marketing, tech): $40–$75+/hour
These numbers vary by country, niche, and experience. For example, VAs in the U.S., Canada, or Australia tend to charge more than those in regions with lower living costs. But remember — you’re not competing on price alone. You’re offering value.
3. Factor in Your Skills and Experience
The more value you offer, the more you can charge.
Consider charging higher if you:
- Have previous admin, marketing, or tech experience
- Speak multiple languages
- Can use advanced tools (like Dubsado, Notion, or Zapier)
- Offer niche services (e.g., podcast support, email marketing)
- Are known for being extremely reliable or efficient
Even if you’re new to VA work, any past job that required organization, customer service, or digital skills can boost your value.
4. Calculate Your Minimum Rate
It’s easy to pick a number out of thin air — but it’s smarter to calculate what you need to earn first.
Step-by-step:
- Decide your ideal monthly income (example: $2,000/month)
- Estimate your billable hours per month (e.g., 80 hours if you work part-time)
- Divide income by hours ($2,000 ÷ 80 hours = $25/hour)
This gives you a base rate. If your market or niche supports it, you can price even higher.
Don’t forget to factor in:
- Business expenses (software, internet, laptop)
- Taxes (self-employed taxes can be 20–30% depending on your country)
- Vacation time (you won’t be paid when you take time off)
A good rule of thumb: Charge 25–30% more than you need, to cover non-billable time and expenses.
5. Start with a Fair, Confident Rate
When you’re just starting, it’s okay to price slightly lower — but not too low. Undervaluing yourself:
- Attracts low-budget, high-stress clients
- Burns you out faster
- Makes it hard to raise prices later
It’s better to charge $20/hour and give top-tier service than to charge $10/hour and be overworked.
Be transparent with clients: “As a new VA, I’m offering an introductory rate of $X/hour while I build my portfolio.” Most clients will respect your honesty and appreciate the value.
6. Consider Offering Starter Packages
If you don’t want to price hourly, a beginner-friendly alternative is to create a starter package.
Examples:
- 10 Hours of VA Support — $200
(Great for new clients to “test” working with you) - Inbox Cleanup + Template Setup — $100
- Weekly Social Media Scheduling — $250/month
Packages help clients understand what they’re getting and make your pricing feel more professional.
7. Reevaluate Your Rates Every Few Months
Your rate shouldn’t stay the same forever. As you gain experience, take on more responsibilities, and deliver results, you should raise your rates.
Look out for signs you’re ready:
- You’re consistently booked
- Clients rave about your work
- You’ve learned new tools or systems
- You feel undervalued or overworked
A good strategy is to review your rates every 3–6 months. Even small increases ($2–$5/hour) can make a big difference over time.
8. Learn to Talk About Your Prices With Confidence
This might be the hardest part — but it gets easier with practice.
Here are some helpful phrases:
- “My current rate is $X/hour. I offer custom packages as well.”
- “I typically charge $X for this service, but I can tailor it to your needs.”
- “Here’s what’s included in this price…”
Avoid apologizing or justifying. If you’ve done your homework and you’re offering real value, your price is fair.
9. Avoid Common Pricing Mistakes
As a beginner, it’s easy to fall into traps. Avoid these:
- Charging too little just to get hired
- Not having a contract (even a simple one)
- Failing to track your time, leading to underpayment
- Letting scope creep slide — if clients keep adding tasks, raise the price
- Not raising your rates after 6–12 months
Think of yourself as a business owner, not just a freelancer. Your time and energy are valuable.
10. Remember: You Can Always Adjust
Your pricing journey won’t be perfect from day one — and that’s okay.
You’ll learn what clients are willing to pay, how long tasks really take, and which services you enjoy most. Use that information to evolve your pricing as you grow.
Final Thoughts: Charge Based on Value, Not Fear
You don’t need to be the cheapest VA to get hired. You need to be the VA who delivers results, communicates clearly, and shows up consistently. That kind of assistant is worth paying well.
So do your research, price with confidence, and give great service. The right clients will see your value — and pay for it.