sample business plan for virtual assistant

Virtual Assistant Business Plan Template

Written by Dave Lavinsky

Over the past 20+ years, we have helped over 1,000 entrepreneurs and business owners create business plans to start and grow their virtual assistant businesses. On this page, we will first give you some background information with regards to the importance of business planning. We will then go through a virtual assistant business plan template step-by-step so you can create your plan today.

Download our Ultimate Business Plan Template here >

What is a Virtual Assistant Business Plan?

A business plan provides a snapshot of your virtual assistant business as it stands today, and lays out your growth plan for the next five years. It explains your business goals and your strategy for reaching them. It also includes market research to support your plans.

Why You Need a Business Plan for a Virtual Assistant Agency

If you’re looking to start a virtual assistant business, or grow your existing virtual assistant business, you need a business plan. A business plan will help you raise funding, if needed, and plan out the growth of your virtual assistant business in order to improve your chances of success. Your virtual assistant business plan is a living document that should be updated annually as your company grows and changes.

Sources of Funding for Virtual Assistant Businesses

With regards to funding, the main sources of funding for a virtual assistant business are personal savings, credit cards, bank loans and angel investors. With regards to bank loans, banks will want to review your business plan and gain confidence that you will be able to repay your loan and interest. To acquire this confidence, the loan officer will not only want to confirm that your financials are reasonable, but they will also want to see a professional plan. Such a plan will give them the confidence that you can successfully and professionally operate a business. Personal savings and bank loans are the most common funding paths for social media marketing businesses.

Finish Your Business Plan Today!

If you want to start a virtual assistant business or expand your current one, you need a business plan. Below are links to each section of your virtual assistant business plan template:

Executive Summary

Your executive summary provides an introduction to your business plan, but it is normally the last section you write because it provides a summary of each key section of your plan.

The goal of your Executive Summary is to quickly engage the reader. Explain to them the type of virtual assistant business you are operating and the status. For example, are you a startup, do you have a virtual assistant business that you would like to grow, or are you operating virtual assistant businesses in multiple markets?

Next, provide an overview of each of the subsequent sections of your plan. For example, give a brief overview of the virtual assistant industry. Discuss the type of virtual assistant business you are operating. Detail your direct competitors. Give an overview of your target customers. Provide a snapshot of your marketing plan. Identify the key members of your team. And offer an overview of your financial plan.  

Company Analysis

In your company analysis, you will detail the type of virtual assistant business you are operating.

For example, you might operate one of the following types of virtual assistant businesses:

• Administrative virtual assistant : this type of virtual assistant business focuses on a variety of tasks such as bookkeeping, email management, scheduling appointments, preparing expense reports, and filing paperwork.
• Bookkeeping virtual assistant: this type of business specializes in keeping accurate records for their employer’s company and supports the finance teams and small business owners.
• Social media virtual assistant: this type of virtual assistant is responsible for managing social media accounts on behalf of their employer. They keep track of all posts, schedule posts in advance, write posts, and manages comments.

In addition to explaining the type of virtual assistant business you will operate, the Company Analysis section of your business plan needs to provide background on the business.

Include answers to question such as:

• When and why did you start the business?
• What milestones have you achieved to date? Milestones could include the number of employers served, type of work completed, number of positive reviews , etc.
• Your legal structure. Are you incorporated as an S-Corp? An LLC? A sole proprietorship? Explain your legal structure here.

Industry Analysis

In your industry analysis, you need to provide an overview of the virtual assistant industry.

While this may seem unnecessary, it serves multiple purposes.

First, researching the virtual assistant industry educates you. It helps you understand the market in which you are operating. 

Secondly, market research can improve your strategy, particularly if your research identifies market trends.

The third reason for market research is to prove to readers that you are an expert in your industry. By conducting the research and presenting it in your plan, you achieve just that.

The following questions should be answered in the industry analysis section of your virtual assistant business plan:

• How big is the virtual assistant industry (in dollars)?
• Is the market declining or increasing?
• Who are the key competitors in the market?
• Who are the key suppliers in the market?
• What trends are affecting the industry?
• What is the industry’s growth forecast over the next 5 – 10 years?
• What is the relevant market size? That is, how big is the potential market for your virtual assistant business? You can extrapolate such a figure by assessing the size of the market in the entire country and then applying that figure to your local population.

Customer Analysis

The customer analysis section of your virtual assistant business plan must detail the customers you serve and/or expect to serve.

The following are examples of customer segments: small businesses, social media content bloggers, finance and accounting firms, and real estate agents.

As you can imagine, the customer segment(s) you choose will have a great impact on the type of virtual assistant business you operate. Clearly, prospective clients would respond to different virtual assistant skills than real estate agents, for example.

Try to break out your target customers in terms of their demographic and psychographic profiles. With regards to demographics, include a discussion of the ages, genders, locations and income levels of the customers you seek to serve. Because most virtual assistant businesses primarily serve customers in larger cities or towns, such demographic information is easy to find on government websites.

Psychographic profiles explain the wants and needs of your target customers. The more you can understand and define these needs, the better you will do in attracting and retaining your customers.

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Competitive Analysis

Your competitive analysis should identify the indirect and direct competitors your business faces and then focus on the latter.

Direct competitors are other virtual assistant businesses. 

Indirect competitors are other options that customers have to purchase from that aren’t direct competitors. This includes temp agencies or staffing agencies. You need to mention such competition as well.

With regards to direct competition, you want to describe the other virtual assistant businesses with which you compete. Most likely, your direct competitors will be virtual assistant businesses with the same skill set as you.

For each such competitor, provide an overview of their businesses and document their strengths and weaknesses. Unless you once worked at your competitors’ businesses, it will be impossible to know everything about them. But you should be able to find out key things about them such as:

• What types of customers do they serve?
• What types of products and/or services do they provide?
• What is their pricing (premium, low, etc.)?
• What are they good at?
• What are their weaknesses?

With regards to the last two questions, think about your answers from the customers’ perspective. And don’t be afraid to ask your competitors’ customers what they like most and least about them.

The final part of your competitive analysis section is to document your areas of competitive advantage. For example:

• Will you provide a better variety of  services and/or availability?
• Will you provide services that your competitors don’t offer?
• Will you provide better customer service?
• Will you offer better pricing?

Think about ways you will outperform your competition and document them in this section of your plan.  

Marketing Plan

Traditionally, a marketing plan includes the four P’s: Product, Price, Place, and Promotion. For a virtual assistant business plan, your marketing plan should include the following:

Product : In the product section, you should reiterate the type of virtual assistant company that you documented in your Company Analysis. Then, detail the specific products you will be offering. For example, in addition to virtual assistant services, will you provide accounting, human resources, or any other services?

Price : Document the prices you will offer and how they compare to your competitors. Essentially in the product and price sub-sections of your marketing plan, you are presenting the services you offer and their prices.

Promotions : The final part of your virtual assistant marketing plan is the promotions section. Here you will document how you will drive customers to your location(s). The following are some promotional methods you might consider:

• Online advertising 
• Social media marketing 
• Reaching out to local businesses

Operations Plan

While the earlier sections of your business plan explained your goals, your operations plan describes how you will meet them. Your operations plan should have two distinct sections as follows.

Everyday short-term processes include all of the tasks involved in running your virtual assistant business, including managing schedules, compiling expense reports,creating social media posts, and daily bookkeeping. 

Long-term goals are the milestones you hope to achieve. These could include the dates when you expect to obtain your 10th business client, or when you hope to reach $X in revenue. It could also be when you expect to expand your virtual assistant business to a new industry.  

Management Team

To demonstrate your virtual assistant business’ ability to succeed, a strong management team is essential. Highlight your key players’ backgrounds, emphasizing those skills and experiences that prove their ability to grow a company. 

Ideally you and/or your team members have direct experience in managing virtual assistant businesses. If so, highlight this experience and expertise. But also highlight any experience that you think will help your business succeed.

If your team is lacking, consider assembling an advisory board. An advisory board would include 2 to 8 individuals who would act like mentors to your business. They would help answer questions and provide strategic guidance. If needed, look for advisory board members with experience in managing and running small businesses .  

Financial Plan

Your financial plan should include your 5-year financial statement broken out both monthly or quarterly for the first year and then annually. Your financial statements include your income statement, balance sheet and cash flow statements.

Income Statement : an income statement is more commonly called a Profit and Loss statement or P&L. It shows your revenues and then subtracts your costs to show whether you turned a profit or not.

In developing your income statement, you need to devise assumptions. For example, will you obtain one new client per month or per quarter ? And will revenue grow by 2% or 10% per year? As you can imagine, your choice of assumptions will greatly impact the financial forecasts for your business. As much as possible, conduct research to try to root your assumptions in reality.

Balance Sheets : Balance sheets show your assets and liabilities. While balance sheets can include much information, try to simplify them to the key items you need to know about. For instance, if you spend $50,000 on building out your virtual assistant business, this will not give you immediate profits. Rather it is an asset that will hopefully help you generate profits for years to come. Likewise, if a bank writes you a check for $50,000, you don’t need to pay it back immediately. Rather, that is a liability you will pay back over time.

Cash Flow Statement : Your cash flow statement will help determine how much money you need to start or grow your business, and make sure you never run out of money. What most entrepreneurs and business owners don’t realize is that you can turn a profit but run out of money and go bankrupt. 

In developing your Income Statement and Balance Sheets be sure to include several of the key costs needed in starting or growing a virtual assistant business:

• Office Location lease (if necessary)
• Cost of computer equipment and supplies
• Payroll or salaries paid to staff (if necessary)
• Business insurance
• Taxes and permits
• Legal expenses

Attach your full financial projections in the appendix of your plan along with any supporting documents that make your plan more compelling. For example, you might include past examples of virtual assistant work you have completed in the past.  

Putting together a business plan for your virtual assistant business is a worthwhile endeavor. If you follow the template above, by the time you are done, you will have an expert virtual assistant business plan; download it to PDF to show banks and investors. You will really understand the virtual assistant industry, your competition, and your customers. You will have developed a marketing plan and will really understand what it takes to launch and grow a successful virtual assistant business.

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Since 1999, Growthink has developed business plans for thousands of companies who have gone on to achieve tremendous success.   Click here to see how Growthink’s professional business plan consulting services can create your business plan for you.

Other Helpful Business Plan Articles & Templates

Virtual Assistant Business Plan Template

Written by Dave Lavinsky

Virtual Assistant Business Plan

You’ve come to the right place to create your Virtual Assistant business plan.

We have helped over 1,000 entrepreneurs and business owners create business plans and many have used them to start or grow their Virtual Assistant companies.

Below is a template to help you create each section of your Virtual Assistant business plan.

Executive Summary

Business overview.

Kayla For Hire is a new company based in Lexington, Kentucky that offers administrative virtual assistant services. Some of these services include scheduling appointments, responding to emails, and managing social media accounts. Kayla For Hire aims to provide high-quality services and great customer service in order to establish long-lasting relationships with clients and partner companies.   Kayla For Hire is run solely by Kayla Smith, who has been providing administrative assistant services for ten years. She operated as an administrative assistant for a variety of companies, juggling a large list of responsibilities that are essential for a business’s survival and growth. After mastering multiple skills and receiving many positive testimonials and reviews, Kayla Smith is ready to establish her own administrative virtual assistant business and help clients worldwide.

Product Offering

Kayla For Hire offers a variety of administrative virtual assistant services to help companies and solopreneurs. Some of these services include:

• Scheduling appointments and manage calendars
• Scheduling travel arrangements
• Making and taking phone calls
• Writing and responding to emails
• Researching leads
• Basic accounting tasks
• Social media management

Customer Focus

Kayla For Hire will work with any companies or solopreneurs in need of a temporary or permanent administrative virtual assistant. Though the company is based in Lexington, Kentucky, the company operates remotely, which makes it available to most companies in need of these services.

Management Team

Kayla For Hire is run solely by Kayla Smith, who has been providing administrative assistant services for ten years. She operated as an administrative assistant for a variety of companies, juggling a large list of responsibilities that are essential for a business’s survival and growth. After mastering multiple skills and receiving many positive testimonials and reviews, Kayla Smith is ready to establish her own administrative virtual assistant business and help clients worldwide.

Success Factors

Kayla For Hire will be able to achieve success by offering the following competitive advantages:

• Client-oriented service: Kayla For Hire will tailor its services to meet each client’s needs. Kayla Smith will work to establish trust and a relationship before starting work so that the company knows that she is the best assistant for their needs.
• Management: Kayla Smith has been extremely successful as an administrative assistant and has years of experience in most of the tasks that clients will request. Her knowledge and skills will provide a high-quality experience.
• Relationships: Having been an administrative assistant for ten years, Kayla Smith has established a great rapport with many of her previous employers. Therefore, she has many testimonials and recommendations that will help her build a strong client base.

Financial Highlights

Kayla For Hire is currently seeking $50,000 to launch. Specifically, these funds will be used as follows:

• Equipment: $15,000
• Three months of overhead expenses (payroll, rent, utilities): $20,000
• Marketing costs: $5,000
• Working capital: $10,000

The following graph below outlines the pro forma financial projections for Kayla For Hire.

Company Overview

Who is kayla for hire.

Kayla For Hire is a new company based in Lexington, Kentucky that offers administrative virtual assistant services. Some of these services include scheduling appointments, responding to emails, and managing social media accounts. Kayla For Hire aims to provide high-quality services and great customer service in order to establish long-lasting relationships with clients and partner companies.

Kayla For Hire History

Kayla Smith incorporated Kayla For Hire as an LLC on May 1st, 2023. The business is currently being run out of Kayla’s home office but will move to an office location once the lease is finalized.

Since incorporation, the company has achieved the following milestones:

• Found office space and signed Letter of Intent to lease it
• Developed the company’s name, logo, and website
• Hired an interior designer for the decor and furniture layout
• Determined equipment and fixture requirements

Kayla For Hire Services

Industry analysis.

Virtual assistants are the backbone of any business. No company can operate without the administrative tasks that a great virtual assistant can provide. Traditionally, companies would hire a receptionist or administrative assistant to take on these duties. However, with the growth of the freelance/gig economy and the popularity of remote work, virtual assistants are quickly taking over this position. Virtual assistants provide all the work of administrative assistants but save companies an enormous amount of money. Therefore, these essential employees are in greater demand than ever.

Many markets and industries have responded positively to the availability of virtual assistants. According to PRNewswire, the virtual assistant industry is expected to grow at a rate of 11.79% over the next few years. This is substantial growth and just goes to show how essential virtual assistants are for companies. Therefore, there has never been a better time to start a virtual assistant business.

Customer Analysis

Demographic profile of target market.

Kayla For Hire will provide services to businesses and solopreneurs across the globe. Since Kayla For Hire is a remote virtual assistant business, Kayla Smith will be open to helping most companies or entrepreneurs who need administrative help.

Customer Segmentation

Heritage Farm will primarily target the following customer profiles:

• Small businesses
• Medium-sized businesses
• Solopreneurs

Competitive Analysis

Direct and indirect competitors.

Kayla For Hire will face competition from other companies with similar business profiles. A description of each competitor company is below.

Time etc. is a virtual assistant company that connects companies with a network of experienced virtual assistants. Each virtual assistant that works for the company has five to eight years of experience, meaning clients are ensured great quality work and professionalism.

Though Time etc. is full of quality virtual assistant companies, the company itself needs to make a profit, so its services are often more expensive than just hiring a virtual assistant directly. This keeps many companies from utilizing their services and finding a virtual assistant they can hire directly instead.

Upwork has been the most popular freelance platform in the world for years. Companies have instant access to millions of freelancers who provide a variety of services, from writing and translation to coding or legal services. Companies can post a job for freelancers to apply to our purchase service packages that freelancers offer.

Though Upwork has been the #1 freelancing platform for years, the platform is often flooded with freelancers that vary in their quality, and it can be hard to find the right virtual assistant for one’s needs. Furthermore, the platform can be confusing to navigate, making the hiring process much more difficult.

Fiverr is another freelancing platform that connects businesses with millions of freelancers located all around the globe. Businesses can find freelancers that offer all sorts of functions, from writing and marketing to data entry and coding. Whatever project or service is needed, a business can find a freelancer to help them out.

Despite Fiverr’s popularity, it is not a great service for companies looking to form long-term relationships with their virtual assistants. The primary form of connecting with a freelancer is by purchasing a one-time service. This makes it hard to find a virtual assistant to help out with ongoing tasks and responsibilities. Virtual assistant services are often ongoing, meaning it is not a great platform to find a long-term virtual assistant.

Competitive Advantage

Kayla For Hire will be able to offer the following advantages over their competition:

Marketing Plan

Brand & value proposition.

Kayla For Hire will offer the unique value proposition to its clientele:

• Client-focused virtual assistant services, where the company’s interests are aligned with the customer
• Service built on long-term relationships
• High-quality work across a variety of services

Promotions Strategy

The promotions strategy for Kayla For Hire is as follows:

Website/SEO

Kayla For Hire will develop a professional website that showcases Kayla Smith’s experience, portfolio, and professional services provided. It will also invest in SEO so that the company’s website will appear at the top of search engine results.

Social Media

Kayla Smith will create social media accounts and invest in ads on all social media platforms. The company will use targeted marketing to appeal to our target demographics.

Kayla For Hire understands that the best promotion comes from satisfied customers. The company will encourage its clients to refer other individuals by providing discounts on future services for every new client produced. This strategy will increase in effectiveness over time.

Special Offers

Offers and incentives are an excellent approach to bringing in new customers. The company will introduce special offers to attract new consumers and encourage repeat services, which will be quite advantageous in the long run.

Kayla Smith will charge her services on an hourly basis of $20/hr. This hourly rate will remain the same no matter what client she works with or which services she provides.

Operations Plan

The following will be the operations plan for Kayla For Hire. Operation Functions:

• Kayla Smith will be the sole employee for Kayla For Hire. She will manage all the contracts, bookkeeping, and marketing functions in addition to providing virtual assistance to her clients.

Milestones:

Kayla For Hire will have the following milestones completed in the next six months.

• 07/202X – Finalize lease agreement
• 08/202X – Design and build out Kayla For Hire
• 09/202X – Kickoff of promotional campaign
• 10/202X – Launch Kayla For Hire
• 11/202X – Reach break-even

Financial Plan

Key revenue & costs.

Kayla For Hire’s revenue will primarily come from the fees charged for the virtual assistant services.

The major cost drivers include the purchase and maintenance of equipment and the lease costs.

Funding Requirements and Use of Funds

Key assumptions.

The following outlines the key assumptions required in order to achieve the revenue and cost numbers in the financials and pay off the startup business loan.

• Number of contracts per year

Financial Projections

Income statement.

Balance Sheet

Cash Flow Statement

Virtual Assistant Business Plan FAQs

What is a virtual assistant business plan.

A virtual assistant business plan is a plan to start and/or grow your virtual assistant business. Among other things, it outlines your business concept, identifies your target customers, presents your marketing plan and details your financial projections.

You can easily complete your Virtual Assistant business plan using our Virtual Assistant Business Plan Template here .

What are the Main Types of Virtual Assistant Businesses?

There are a number of different kinds of virtual assistant businesses , some examples include: Administrative virtual assistant, Bookkeeping virtual assistant, and Social media virtual assistant.

How Do You Get Funding for Your Virtual Assistant Business Plan?

Virtual Assistant businesses are often funded through small business loans. Personal savings, credit card financing and angel investors are also popular forms of funding.

What are the Steps To Start a Virtual Assistant Business?

Starting a virtual assistant business can be an exciting endeavor. Having a clear roadmap of the steps to start a business will help you stay focused on your goals and get started faster.

1. Develop A Virtual Assistant Business Plan - The first step in starting a business is to create a detailed virtual assistant business plan that outlines all aspects of the venture. This should include potential market size and target customers, the services or products you will offer, pricing strategies and a detailed financial forecast.

2. Choose Your Legal Structure - It's important to select an appropriate legal entity for your virtual assistant business. This could be a limited liability company (LLC), corporation, partnership, or sole proprietorship. Each type has its own benefits and drawbacks so it’s important to do research and choose wisely so that your virtual assistant business is in compliance with local laws.

3. Register Your Virtual Assistant Business - Once you have chosen a legal structure, the next step is to register your virtual assistant business with the government or state where you’re operating from. This includes obtaining licenses and permits as required by federal, state, and local laws.

4. Identify Financing Options - It’s likely that you’ll need some capital to start your virtual assistant business, so take some time to identify what financing options are available such as bank loans, investor funding, grants, or crowdfunding platforms.

5. Choose a Location - Whether you plan on operating out of a physical location or not, you should always have an idea of where you’ll be based should it become necessary in the future as well as what kind of space would be suitable for your operations.

6. Hire Employees - There are several ways to find qualified employees including job boards like LinkedIn or Indeed as well as hiring agencies if needed – depending on what type of employees you need it might also be more effective to reach out directly through networking events.

7. Acquire Necessary Virtual Assistant Equipment & Supplies - In order to start your virtual assistant business, you'll need to purchase all of the necessary equipment and supplies to run a successful operation.

8. Market & Promote Your Business - Once you have all the necessary pieces in place, it’s time to start promoting and marketing your virtual assistant business. This includes creating a website, utilizing social media platforms like Facebook or Twitter, and having an effective Search Engine Optimization (SEO) strategy. You should also consider traditional marketing techniques such as radio or print advertising.

Learn more about how to start a successful virtual assistant business:

• How to Start a Virtual Assistant Business

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How to Write a Virtual Assistant Business Plan [Sample Template]

Are you about starting a virtual assistance business? If YES, here is a complete sample virtual assistant business plan template & feasibility study you can use for FREE . If you are a content creator, a computer cum web utility person or a graphic designer, amongst others, there is no limit to the amount you can make as a professional especially if you know how to generate doable business ideas.

The truth is that many content creator, computer cum web utility person and talented graphic designers (graphic artist) et al gets stranded because they lack innovative ideas to transform their talents (skills) into a money making venture.

The bottom line is that if you want to make more money as a graphic designer, content creator, editor, computer cum web utility person, then you should be ready to go out of your way to develop innovative business ideas that is in sync with your skills; ideas that won’t take you too far from your core area of business. Ideas like starting a virtual assistant business is perhaps one of the ideas you should embrace.

A Sample Virtual Assistant Business Plan Template

1. industry overview.

Virtual assistant services falls under The Business Process Outsourcing (BPO) Services industry and virtual assistant line of business comprises of individuals as well as enterprises who work remotely as an independent professional, providing a wide range of products and services both to businesses as well as consumers.

Basically a virtual assistant is self-employed and provides professional administrative, technical, or creative (social) assistance to clients remotely from a home office. Since virtual assistants are independent contractors rather than employees, clients are not responsible for any employee – related benefits such as medical, taxes, insurance and other benefits. Although, some clients factor such benefits into the total contract package.

The Business Process Outsourcing (BPO) Services industry performed pretty well in the last decade. This is due to the improving US economy, coupled with rising revenue in the finance and accounting sectors, credit card services and the insurance and human resource industries et al.

In addition, employers have experienced ever-increasing expenses, due to wage increases and rising health insurance costs, which is why it is economical to contracted BPO service providers as a means of controlling all these expenditures.

Going forward, The Business Process Outsourcing (BPO) Services industry will continue to flourish, as revenue generated by organizations will be pressured by increasing wage and burgeoning employer healthcare costs and other expenses.

The Business Process Outsourcing (BPO) Services industry is indeed a growing industry and pretty much active in all the parts of the world. Statistics has it that in the united states of America alone, there are about 162,002 registered companies in this industry, employing about 905,485 and the industry rakes in a whooping sum of $136bn annually.

The industry is projected to continue to grow at a 4.0 percent rate. It is important to state that there is no company with a dominant market share in the industry. There are loads of players in this industry simply because the entry barriers for the Business Process Outsourcing Services industry are low.

As a matter of fact, the required startup costs for new organization can be as low as the cost of acquiring a computer / laptop and internet device and the can successfully swing into full – time operations without the need of employees, significant capital expenses or even an office.

Over and above, The Business Process Outsourcing (BPO) Services industry is very open to any aspiring entrepreneur who has the required skills to start his or her own virtual assistant business and of course make good money from the industry.

As a matter of fact, it was projected that over the next five years, new technology will continue to emerge that will make it easier for more players to come into the industry hence increasing the competition in the industry.

2. Executive Summary

Do It All® Virtual Support Services, LLC is a registered and standard virtual assistant services company that will be based in the United States of America, but operate all over the globe. We have been able to secure a standard and well – positioned office facility in a busy business district in Baltimore, the largest city in Maryland where we intend coordinating all our freelancers from all over the world.

We are a virtual assistant service company that is set to compete in the highly competitive Business Process Outsourcing (BPO) Services industry not only in the United States market, but also in the global market. Do It All® Virtual Support Services, LLC will be involved in virtual support services such as providing outsourcing services for work related to finance and accounting functions, providing outsourcing services for work related to:

• Human resource functions
• Providing outsourcing services for customer relations management
• Providing outsourcing services for sales fulfillment and order management
• Providing outsourcing services for document management
• Providing outsourcing services for supply chain management and engineering functions
• Freelance writing
• Copywriting
• Translation
• Freelance web design
• Graphic services
• Video editing and photo editing et al

Our business goal is to become one of the leading virtual assistant services company in the United States and we will make sure that every outsource jobs that we handle for our clients favorable compete with the best in the industry.

Our freelance team will be selected from a pool of talented and highly creative professionals with various skills as it relates to the services we offer in and around Baltimore and also from any part of the world. We will make sure that we take all our freelance workers through the required trainings that will position them to meet the expectation of the company and to compete with leading virtual assistant services companies in the United States and throughout the globe.

At Do It All® Virtual Support Services, LLC, our client’s best interest come first, and everything we do will be guided by our values and professional ethics. We will ensure that we hold ourselves accountable to the highest standards by meeting our client’s needs precisely and completely. We will cultivate a working environment that provides a human, sustainable approach to earning a living, and living in our world, for our partners, freelance workers and for our clients.

Do It All® Virtual Support Services, LLC is founded by Larry Clinton and his friend and business partner for many years Ken Bradford. They have a combine experience in freelance writing, editing, accounting and bookkeeping support services, consulting, corporate branding and advertising, cartoon and animations, graphic and commercial art services and print media design.

3. Our Products and Services

Do It All® Virtual Support Services, LLC is established with the aim of maximizing profit in The Business Process Outsourcing (BPO) Services industry. We want to compete favorably with the leading virtual assistant services companies in the United States which is why we have but in place a competent quality assurance team that will ensure that all our services meet and even surpass our customers’ expectations.

We will work hard to ensure that Do It All® Virtual Support Services, LLC is not just accepted nationally in the United States of America, but also in other parts of the world. Our products and services are listed below;

• Providing outsourcing services for work related to finance and accounting functions
• Providing outsourcing services for work related to human resource functions
• Freelance writing, editing, copywriting, researching, data entry and translation et al
• Freelance web design, graphic design services, video editing and photo editing et al

4. Our Mission and Vision Statement

• Our vision is to establish a standard virtual assistant services company whose services and brand will not only be accepted in the United States of America, but also in other parts of the world.
• Our mission is to provide professional and highly creative freelance services that will assist businesses, individuals and non-profit organizations in achieving their business goals.
• We want to build a virtual assistant services company that can favorably compete with other leading brands in the industry.

Our Business Structure

Do It All® Virtual Support Services, LLC, is a virtual assistant services company will be launched in Baltimore, but hope to grow big and secure outsourced jobs from big corporations from all over the world. We are aware of the importance of building a solid business structure that can support the picture of the kind of world class business we want to own.

This is why we are committed to only hire the best hands (freelancers and back office staff) within our area of operations. At Do It All® Virtual Support Services, LLC, we will ensure that we hire people that are qualified, hardworking, creative, customer centric and are ready to work to help us build a prosperous business that will benefit all the stake holders (the owners, workforce (freelancers), and customers).

As a matter of fact, profit-sharing arrangement will be made available to all our senior management staff and it will be based on their performance for a period of five years or more as agreed by the board of trustees of the company. In view of the above, we have decided to hire qualified and competent hands to occupy the following positions;

• Chief Executive Officer
• Creative Director

Human Resources and Admin Manager

• Sales and Marketing Executive
• Graphic Artist
• Freelancers

Client Service Executive

5. Job Roles and Responsibilities

Chief Executive Officer – CEO:

• Increases management’s effectiveness by recruiting, selecting, orienting, training, coaching, counseling, and disciplining managers; communicating values, strategies, and objectives; assigning accountabilities; planning, monitoring, and appraising job results; developing incentives; developing a climate for offering information and opinions; providing educational opportunities.
• Responsible for providing direction for the business
• Creates, communicates, and implements the organization’s vision, mission, and overall direction – i.e. leading the development and implementation of the overall organization’s strategy.
• Responsible for signing checks and documents on behalf of the company
• Evaluates the success of the organization

Creative Director:

• Serves as project manager of the organization; works directly with freelancers
• Responsible for designing concepts for advertisements and other promotional needs for client (s)
• In charge of copy writing and laying out chronological advertisement plans
• Develops strategic plan by studying technological and financial opportunities; presenting assumptions; recommending objectives.
• Accomplishes subsidiary objectives by establishing plans, budgets, and results measurements; allocating resources; reviewing progress; making mid-course corrections.
• Coordinates efforts by establishing procurement, production, marketing, field, and technical services policies and practices; coordinating actions with corporate staff.
• Builds company image by collaborating with customers, government, community organizations, and employees; enforcing ethical business practices.
• Maintains quality service by establishing and enforcing organization standards.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; benchmarking state-of-the-art practices; participating in professional societies.
• Makes certain that production and development department perform efficiently, coordinate employee efforts, and facilitate communications between management and graphic designer
• Ensures that the organization work in line with international best practices.
• Responsible for overseeing the smooth running of HR and administrative tasks for the organization
• Defines job positions for recruitment and managing interviewing process
• Carries out staff induction for new team members
• Responsible for training, evaluation and assessment of employees
• Responsible for arranging travel, meetings and appointments
• Oversee the smooth running of the daily office and factory activities.

Sales and Marketing Manager

• Manages external research and coordinate all the internal sources of information to retain the organizations’ best customers and attract new ones
• Models demographic information and analyze the volumes of transactional data generated by customer
• Identifies development opportunities; follows up on development leads and contacts; participates in the structuring and financing of projects; assures the completion of development projects.
• Writes winning proposal documents, negotiate fees and rates in line with organizations’ policy
• Responsible for handling business research, market surveys and feasibility studies for clients
• Responsible for supervising implementation, advocate for the customer’s needs, and communicate with clients
• Develops, executes and evaluates new plans for expanding increase sales
• Creates new markets cum businesses for the organization
• Empowers and motivates the sales team to meet and surpass agreed targets

Accountant / Cashier:

• Responsible for preparing financial reports, budgets, and financial statements for the organization
• Provides managements with financial analyses, development budgets, and accounting reports; analyzes financial feasibility for the most complex proposed projects; conducts market research to forecast trends and business conditions.
• Responsible for financial forecasting and risks analysis.
• Performs cash management, general ledger accounting, and financial reporting for one or more properties.
• Responsible for developing and managing financial systems and policies
• Responsible for administering payrolls
• Ensures compliance with taxation legislation
• Handles all financial transactions for Do It All® Virtual Support Services, LLC
• Serves as internal auditor for Do It All® Virtual Support Services, LLC.

Freelance Graphic Designers

• Liaises with clients to determine their requirement and budget
• Responsible for developing concepts, graphics and layouts for product illustrations, company logos, and websites
• Responsible for managing client proposals from typesetting through to design, print and production
• Responsible for reviewing final layout and suggesting improvement if necessary
• Responsible for working with clients, briefing and advising them with regards to design style, format, print production and timescales et al
• Determines size and arrangement of illustrative material and copy, and font style and size
• Responsible for liaising with external printers on a regular basis to ensure deadlines are met and material is printed to the highest quality
• Responsible for preparing drafts or material based on an agreement brief.
• Researches and advices the organization on style, genre and other trendy info as it relates to graphic design.
• Responsible for designing models, background, sets, characters, objects and the animation environment
• Works creatively to produce original and aesthetically pleasing designs and solutions
• Using specialist computer software applications such as Maya, Lightwave, Softimage, Cinema 4D, Flash and After Effects
• Presents designs to customers for evaluation

Freelance Workers (Work from any part of the world)

• Provider outsourcing services for work related to finance and accounting functions
• Provides outsourcing services for work related to human resource functions
• Provides outsourcing services for customer relations management
• Provides outsourcing services for sales fulfillment and order management
• Provides outsourcing services for document management
• Provides outsourcing services for supply chain management and engineering functions
• Welcomes clients by greeting them in person or on the telephone; answering or directing inquiries.
• Ensures that all contacts with clients (e-mail, walk-In center, SMS or phone) provides the client with a personalized customer service experience of the highest level
• Through interaction with clients on the phone, uses every opportunity to build client’s interest in the company’s products and services
• Manages administrative duties assigned by the chief executive office in an effective and timely manner
• Consistently stays abreast of any new information on the organizations’ products, promotional campaigns etc. to ensure accurate and helpful information is supplied to clients when they make enquiries

6. SWOT Analysis

Do It All® Virtual Support Services, LLC engaged the services of a core professional in the area of business consulting and structuring to assist our organization in building a well – structured virtual assistant services business that can favorably compete in the highly competitive Business Process Outsourcing (BPO) Services industry in the United States and the world at large.

Part of what the team of business consultants did was to work with the management of our organization in conducting a SWOT analysis for Do It All® Virtual Support Services, LLC. Here is a summary from the result of the SWOT analysis that was conducted on behalf of Do It All® Virtual Support Services, LLC;

Our core strength lies in the power of our team; our back office workforce. We have a team of creative and highly proficient team with excellent qualifications and experience in various niche areas in the Business Process Outsourcing (BPO) Services industry. Aside from the synergy that exists in our carefully selected back office staff, our services will be guided by best practices in the industry.

As a new virtual assistant services company, it might take some time for our organization to break into the market and gain acceptance especially from top profile clients in the already saturated and highly competitive Business Process Outsourcing (BPO) Services industry; that is perhaps our major weakness. Another weakness is that we may not have the required cash to promote our business the way we would want to.

• Opportunities:

No doubt, the opportunities in the Business Process Outsourcing (BPO) Services industry is massive considering the number of individuals and corporate organizations whose businesses depends on the services of freelancers and those who would want to cut cost. As a virtual assistant services company, we are ready to take advantage of any opportunity that is available in the industry.

Just like any other business, one of the major threats that we are likely going to face is economic downturn. It is a fact that economic downturn affects purchasing / spending power.

7. MARKET ANALYSIS

• Market Trends

The internet has truly opened up loads of business opportunities and virtual assistant services industry is one of them. It is a fact that the common means of communication and data delivery in the virtual assistant industry include the Internet, e-mail and phone-call conferences, online work spaces, and fax machine et al.

More and more Virtual Assistants are leveraging on technology platforms such as Skype as well as Google Voice to carry out their services. Professionals in this line of business work on a contractual basis or a retainer – ship basis.

The trend is that, in recent years Virtual Assistants Service Providers have also worked their ways  into many mainstream businesses and with the advent of VOIP services such as Skype it has been possible to have a Virtual Assistant who can answer your phone remotely without the end user’s knowledge. As a result if this, it is now easier for organizations to add a personal touch in the form of a receptionist without the additional cost of hiring someone.

Another common trend in the virtual line of business is that, most virtual assistant services companies no longer settle for clients within the location where there physical office is located but also from any part of the world. The truth is that with the advent of the internet, it is now easier for virtual assistant service providers to work for clients in any part of the world.

A virtual assistant services company can be located in the United States of America and have their biggest client in United Arab Emirates or Australia; many thanks to the power of the internet. Lastly, the Business Process Outsourcing (BPO) Services industry will continue to evolve due to the advancement of computer technology and software applications et al.

Before starting our virtual assistant services company, we were certain that there was a wide range of both corporate and individual clients who cannot successfully run their businesses without outsourcing some of their operations to a third party service provider.

As a matter of fact, without virtual assistants like content writers cum freelance journalists, online publications and web industry would be a  struggle. In view of that, we have created strategies that will enable us reach out to various corporate organizations and individual who we know can’t afford to do without our services.

We have conducted our market research and survey and we will ensure that the services we offer well accepted in the market place. Below is a list of the people and organizations that we have specifically market our products and services to;

• Bloggers and website owners
• Banks, Insurance Companies and other related Financial Institutions
• Blue Chips Companies
• Corporate Organizations
• Manufacturers and Distributors
• Real Estate Owners, Developers, and Contractors
• Research and Development Companies
• The Government (Public Sector)
• Religious Organizations
• Political Parties
• Television Stations
• Printing Press (Publishing Houses) and Authors
• Branding and Advertising agencies
• Entrepreneurs and Start – Ups

8. Our Target Market

Our Competitive Advantage

No doubt the competition in the Business Process Outsourcing (BPO) Services industry is getting stiffer by the day, you have to be highly creative and come up with detailed services, graphic designs and concepts in order to survive in the industry.

The Business Process Outsourcing (BPO) Services industry is indeed a very prolific and at the same time, a highly competitive industry. Clients will only hire your services if they know that they can get nothing but the best from you.

We are quite aware that to be highly competitive in the Business Process Outsourcing (BPO) Services industry means that you are not only expected to be able to deliver consistent and highly creative jobs, but you must be able to meet set targets. No one would want to continue to hire your services if don’t always meet up with the target date of completion of projects.

Our competitive advantage lies in the power of our team and management; our workforce (Freelancers all over the world). We have a team of creative and highly proficient freelancers in various niche areas in the Business Process Outsourcing (BPO) Services industry, a team with excellent qualifications and experience. Aside from the synergy that exists in our carefully selected freelancers, our fees and services will be guided by best practices in the industry.

Lastly, all our employees will be well taken care of, and their welfare package will be among the best within our category (startups virtual assistants businesses in the United States) in the industry. It will enable them to be more than willing to build the business with us and help deliver our set goals and achieve all our business aims and objectives.

9. SALES AND MARKETING STRATEGY

• Sources of Income

Do It All® Virtual Support Services, LLC is established with the aim of maximizing profits in the Business Process Outsourcing (BPO) Services industry and we are going to go all the way to ensure that we do all it takes to meet and surpass the expectations of all our clients.

Do It All® Virtual Support Services, LLC will generate income by offering the following graphic design related services;

10. Sales Forecast

One thing is certain; there would always be corporate organization and individual who would need the services of virtual assistant companies.

We are well positioned to take on the available market in the Business Process Outsourcing (BPO) Services industry and we are quite optimistic that we will meet our set target of generating enough income / profits from the first six month of operations and grow our virtual assistant company to enviable heights.

We have been able to critically examine the virtual assistant market and we have analyzed our chances in the industry and we have been able to come up with the following sales forecast. The sales projection is based on information gathered on the field and some assumptions that are peculiar to similar startups.

Below is the sales projection for Do It All® Virtual Support Services, LLC, it is based on the location of our business and of course the wide range of our services and target market;

• First Year-: $10 0,000
• Second Year-: $200,000
• Third Year-: $ 450,000

N.B : This projection is done based on what is obtainable in the industry and with the assumption that there won’t be any major economic meltdown. Please note that the above projection might be lower and at the same time it might be higher.

• Marketing Strategy and Sales Strategy

We are mindful of the fact that there is stiffer competition in the Business Process Outsourcing (BPO) Services industry; hence we have been able to hire some of the best marketing experts to handle our sales and marketing.

Our sales and marketing team will be recruited based on their vast experience in the Business Process Outsourcing (BPO) Services industry and they will be trained on a regular basis so as to be well equipped to meet their targets and the overall business goal of Do It All® Virtual Support Services, LLC.

Our goal is to grow Do It All® Virtual Support Services, LLC to become one of the top 10 virtual assistant service provider in the United States of America which is why we have mapped out strategy that will help us take advantage of the available market and grow to become a major force to reckon with not only in the United States of America but also in other parts of the world.

Do It All® Virtual Support Services, LLC is set to make use of the following marketing and sales strategies to attract clients;

• Introduce our virtual assistant company by sending introductory letters / emails alongside our brochure to corporate organizations, religious organizations and key stake holders.
• Promptness in bidding for graphic design contracts from the government and other cooperate organizations
• Advertise our business in relevant business magazines, newspapers, TV stations, and radio station.
• List our business on yellow pages ads (local directories)
• Attend relevant international and local expos, seminars, and business fairs et al
• Create different packages for different category of clients in order to work with their budgets and still deliver excellent design and services
• Leverage on the internet to promote our business
• Engage direct marketing approach
• Encourage word of mouth marketing from loyal and satisfied clients

11. Publicity and Advertising Strategy

We have been able to work with our in house brand and publicity consultants to help us map out publicity and advertising strategies that will help us walk our way into the heart of our target market. We are set to become the number one choice for both corporate clients and individual clients in the whole of the United States and beyond which is why we have made provisions for effective publicity and advertisement of our virtual assistant company.

Below are the platforms we intend to leverage on to promote and advertise Do It All® Virtual Support Services, LLC;

• Place adverts on both print (newspapers and magazines) and electronic media platforms
• Sponsor relevant community based events / programs
• Leverage on the internet and social media platforms like; Instagram, Facebook , twitter, YouTube, Google + et al to promote our services
• Install our Bill Boards on strategic locations all around Baltimore – Maryland and other key cities in the United States of America.
• Distribute our fliers and handbills in target areas
• Contact corporate organizations by calling them up (emailing them as well) and informing them of Do It All® Virtual Support Services, LLC and the services we offer
• List our virtual assistant company in local directories / yellow pages
• Advertise our virtual assistant company in our official website and employ strategies that will help us pull traffic to the site.
• Ensure that all our staff members wear our branded shirts and all our official vehicles are well branded with our company logo et al.

12. Our Pricing Strategy

At Do It All® Virtual Support Services, LLC we will keep the prices of our services below the average market rate for all of our customers by keeping our overhead low and by collecting payment in advance from corporate organizations who would hire our services. In addition, we will also offer special discounted rates to all our customers at regular intervals.

We are aware that there are some one-off jobs or government contracts which are always lucrative; we will ensure that we abide by the pricing model that is expected from contractors or organizations that bid for such contracts.

• Payment Options

At Do It All® Virtual Support Services, LLC, our payment policy will be all inclusive because we are quite aware that different people prefer different payment options as it suits them. Here are the payment options that we will make available to our clients;

• Payment by via bank transfer
• Payment via online bank transfer
• Payment via check
• Payment via bank draft
• Payment via mobile money

In view of the above, we have chosen banking platforms that will help us achieve our plans with little or no itches.

13. Startup Expenditure (Budget)

In setting up any business, the amount or cost will depend on the approach and scale you want to undertake and the nature if the business. If you intend to go big by renting a place, then you would need a good amount of capital as you would need to ensure that your employees are well taken care of, and that your facility is conducive enough for workers to be creative and productive.

This means that the start-up can either be low or high depending on your goals, vision and aspirations for your business. The materials and equipment that will be used are nearly the same cost everywhere, and any difference in prices would be minimal and can be overlooked.

As for the detailed cost analysis for starting a virtual assistant company; it might differ in other countries due to the value of their money. However, this is what it would cost us to setup Do It All® Virtual Support Services, LLC in the United of America;

• Business incorporating fees in the United States of America will cost – $750.
• The budget for Liability insurance, permits and license will cost – $3,500
• Renting / leasing a small office space that will accommodate the number of employees for at least 6 months (Re – Construction of the facility inclusive) will cost – $150,000.
• Equipping the office (computers, printers, projectors, markers, servers / internet facility, furniture, telephones, filing cabinets, and electronics) will cost – $10,000
• Amount required to purchase the needed software applications – $ 3,500
• Launching an official Website will cost – $500
• Amount need to pay bills and staff members for at least 2 to 3 months – $70,000
• Additional Expenditure such as Business cards, Signage, Adverts and Promotions will cost – $5,000

Going by the report from the market research and feasibility studies conducted, we will need about two hundred and fifty thousand (250,000) U.S. dollars to successfully set – up a medium scale but standard virtual assistant company firm in the United States of America.

Please note that you can successfully launch this type of business from any part of the world in your bedroom with just a functional laptop, internet facility and the required software applications. But if you choose to build a business with structure, a business that does not revolve around one man or woman, then you should follow the above structure.

Generating Funding / Startup Capital for Do It All® Virtual Support Services, LLC

Do It All® Virtual Support Services, LLC is a business that will be owned by Larry Clinton and his friend and business partner for many years Ken Bradford. They are the sole financial of the business which is why they decided to restrict the sourcing of the start – up capital for the business to just three major sources.

These are the areas we intend generating our start – up capital;

• Generate part of the start – up capital from personal savings and sale of his stocks
• Generate part of the start – up capital from friends and other extended family members
• Generate a larger chunk of the startup capital from the bank (loan facility).

N.B: We have been able to generate about $100,000 (Personal savings $85,000 and soft loan from family members $15,000) and we are at the final stages of obtaining a loan facility of $150,000 from our bank. All the papers and document has been duly signed and submitted, the loan has been approved and any moment from now our account will be credited.

14. Sustainability and Expansion Strategy

The future of a business lies in the numbers of loyal customers that they have the capacity and competence of the employees, their investment strategy and the business structure. If all of these factors are missing from a business (company), then it won’t be too long before the business close shop.

One of our major goals of starting Do It All® Virtual Support Services, LLC is to build a business that will survive off its own cash flow without the need for injecting finance from external sources once the business is officially running. We know that one of the ways of gaining approval and winning customers over is to consistently offer excellent services at a very competitive price than what is obtainable in the industry.

Do It All® Virtual Support Services, LLC will make sure that the right foundation, structures and processes are put in place to ensure that our staff welfare are well taken of. Our company’s corporate culture is designed to drive our business to greater heights and training and re – training of our workforce (freelance workers inclusive) is at the top burner.

As a matter of fact, profit-sharing arrangement will be made available to all our management staff and it will be based on their performance for a period of three years or more. We know that if that is put in place, we will be able to successfully hire and retain the best hands we can get in the industry; they will be more committed to help us build the business of our dreams.

Check List / Milestone

• Business Name Availability Check:>Completed
• Business Incorporation: Completed
• Opening of Corporate Bank Accounts various banks in the United States: Completed
• Opening Online Payment Platforms: Completed
• Application and Obtaining Tax Payer’s ID: In Progress
• Securing a small but standard office facility : Completed
• Application for business license and permit: Completed
• Purchase of All form of Insurance for the Business: Completed
• Conducting Feasibility Studies: Completed
• Generating part of the start – up capital from the founders: Completed
• Writing of Business Plan: Completed
• Drafting of Employee’s Handbook: Completed
• Drafting of Contract Documents: In Progress
• Design of Logo for the business: Completed
• Secure trademark for our products: In Progress
• Graphic Designs and Printing of Packaging Marketing / Promotional Materials: Completed
• Recruitment of employees: In Progress
• Purchase of the Needed furniture, office equipment, software applications, electronic appliances and facility facelift: In Progress
• Creating Official Website for the business: In Progress
• Creating Awareness for the business: In Progress
• Health and Safety and Fire Safety Arrangement: In Progress
• Establishing business relationship with vendors and key players in various industries: In Progress

More on Online Startups

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Virtual Assistant Business Plan

If you enjoy helping people and are extremely organized, then you might want to start a virtual assistant business. For many entrepreneurs and small firms, it might be the ideal solution because you have the flexibility to work from anywhere you wish, and the companies you work with receive the assistance they require when they need it.

Whether you’re thinking about how to launch a virtual assistant business or grow an existing one you will need a plan for both.

Need help writing a business plan for your virtual assistant business? You’re at the right place. Our virtual assistant business plan template will help you get started.

Free Business Plan Template

Download our free virtual assistant business plan template now and pave the way to success. Let’s turn your vision into an actionable strategy!

• Fill in the blanks – Outline
• Financial Tables

How to Write a Virtual Assistant Business Plan?

Writing a virtual assistant business plan is a crucial step toward the success of your business. Here are the key steps to consider when writing a business plan:

1. Executive Summary

An executive summary is the first section planned to offer an overview of the entire business plan. However, it is written after the entire business plan is ready and summarizes each section of your plan.

Here are a few key components to include in your executive summary:

• Introduce your business: Start your business overview section by briefly introducing your business to your readers.
• This section may include the name of your virtual assistant business, its location, when it was founded, etc. Market opportunity: Summarize your market research, including market size, growth potential, and marketing trends. Highlight the opportunities in the market and how your business will fit in to fill the gap.
• Virtual assistance services: Highlight the virtual assistant services you offer your clients. The USPs and differentiators you offer are always a plus.
• For instance, your services may include administrative tasks, content creation, marketing, bookkeeping, etc.
• Marketing & sales strategies: Outline your sales and marketing strategies—what marketing platforms you use, how you plan on acquiring customers, etc.
• Financial highlights: Briefly summarize your financial projections for the initial years of business operations. Include any capital or investment requirements, associated startup costs, projected revenues, and profit forecasts.
• Call to action: Summarize your executive summary section with a clear CTA, for example, inviting angel investors to discuss the potential business investment.

Ensure your executive summary is clear, concise, easy to understand, and jargon-free.

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2. Business Overview

The business overview section of your business plan offers detailed information about your company. The details you add will depend on how important they are to your business. Yet, business name, location, business history, and future goals are some of the foundational elements you must consider adding to this section:

• General virtual assistant
• Social media virtual assistant
• Technical virtual assistant
• Personal virtual assistant, etc
• Describe the legal structure of your virtual assistant company, whether it is a sole proprietorship, LLC, partnership, or others.
• Explain where your business is located and why you selected the place.
• Owners: List the names of your virtual assistant company’s founders or owners. Describe what shares they own and their responsibilities for efficiently managing the business.
• Mission statement: Summarize your business’ objective, core principles, and values in your mission statement. This statement needs to be memorable, clear, and brief.
• Business history: If you’re an established virtual assistant business provider, briefly describe your business history, like—when it was founded, how it evolved over time, etc.
• Additionally, If you have received any awards or recognition for excellent work, describe them.
• Future goal: It’s crucial to convey your aspirations and vision. Mention your short-term and long-term goals; they can be specific targets for revenue, market share, or expanding your services.

This section should provide a thorough understanding of your business, its history, and its future plans. Keep this section engaging, precise, and to the point.

3. Market Analysis

The market analysis section of your business plan should offer a thorough understanding of the industry with the target market, competitors, and growth opportunities. You should include the following components in this section.

• Target market: Start this section by describing your target market. Define your ideal customer and explain what types of services they prefer. Creating a buyer persona will help you easily define your target market to your readers.
• For instance, small business owners and entrepreneurs would be an ideal target audience for a virtual assistant business.
• Market size and growth potential: Describe your market size and growth potential and whether you will target a niche or a much broader market.
• Competitive analysis: Identify and analyze your direct and indirect competitors. Identify their strengths and weaknesses, and describe what differentiates your virtual assistant business from competitors. Point out how you have a competitive edge in the market.
• Market trends: Analyse emerging trends in the industry, such as technology disruptions, changes in customer behavior or preferences, etc. Explain how your business will cope with all the trends.
• For instance, the voice-activated assistant or AI has a booming market; explain how you plan on dealing with this potential growth opportunity.
• Regulatory environment: List regulations and licensing requirements that may affect your virtual assistant business, such as CCPA regulations for data privacy, intellectual property laws, consumer protection laws, cybersecurity, etc.

Here are a few tips for writing the market analysis section of your virtual assistant business plan:

• Conduct market research, industry reports, and surveys to gather data.
• Provide specific and detailed information whenever possible.
• Illustrate your points with charts and graphs.
• Write your business plan keeping your target audience in mind.

4. Products And Services

The product and services section should describe the specific services and products that will be offered to customers. To write this section should include the following:

• Administrative support
• Social media management
• Email management
• Bookkeeping, etc.
• Describe each service: Provide a detailed description of each service you provide, including the process involved, and the time required.
• Additional services: Mention if your virtual assistant business offers any additional services. You may provide a description of all the additional services too in this section.

In short, this section of your virtual assistant plan must be informative, precise, and client-focused. By providing a clear and compelling description of your offerings, you can help potential investors and readers understand the value of your business.

5. Sales And Marketing Strategies

Writing the sales and marketing strategies section means a list of strategies you will use to attract and retain your clients. Here are some key elements to include in your sales & marketing plan:

• Unique selling proposition (USP): Define your business’s USPs depending on the market you serve, the equipment you use, and the unique services you provide. Identifying USPs will help you plan your marketing strategies.
• For example, efficiency, multitasking, personalization, or 24*7 availability can be some of your USPs.
• Pricing strategy: Describe your pricing strategy—how you plan to price your services and stay competitive in the market. You can mention any discounts you plan on offering to attract new customers.
• Marketing strategies: Discuss your marketing strategies to market your services. You may include some of these marketing strategies in your business plan—social media marketing, Google ads, email marketing, content marketing, SEO, etc.
• Sales strategies: Outline the strategies you’ll implement to maximize your sales. Your sales strategies may include cold outreach, free consultation, etc.
• Customer retention: Describe your customer retention strategies and how you plan to execute them. For instance, introducing loyalty programs, discounts on annual membership, personalized service, etc.

Overall, this section of your virtual assistant business plan should focus on customer acquisition and retention.

Have a specific, realistic, and data-driven approach while planning sales and marketing strategies for your virtual assistant business, and be prepared to adapt or make strategic changes in your strategies based on feedback and results.

6. Operations Plan

The operations plan section of your business plan should outline the processes and procedures involved in your business operations, such as staffing requirements and operational processes. Here are a few components to add to your operations plan:

• Explain how these technologies help you improve the efficiency of your business operations.

Adding these components to your operations plan will help you lay out your business operations, which will eventually help you manage your business effectively.

7. Management Team

The management team section provides an overview of your virtual assistant business’s management team. This section should provide a detailed description of each manager’s experience and qualifications, as well as their responsibilities and roles.

• Founder/CEO: Mention the founders and CEO of your company, and describe their roles and responsibilities in successfully running the business.
• Key managers: Introduce your management and key members of your team, and explain their roles and responsibilities.
• It should include, key executives(e.g. COO, CMO.), senior management, and other department managers including their education, professional background, and any relevant experience in the industry.
• Organizational structure: Explain the organizational structure of your management team. Include the reporting line and decision-making hierarchy.
• Compensation plan: Describe your compensation plan for the management and staff. Include their salaries, incentives, and other benefits.
• Advisors/consultants: Mentioning advisors or consultants in your business plans adds credibility to your business idea.
• So, if you have any advisors or consultants, include them with their names and brief information consisting of roles and years of experience.

This section should describe the key personnel for your virtual assistant business, highlighting how you have the perfect team to succeed.

8. Financial Plan

Your financial plan section should provide a summary of your business’s financial projections for the first few years. Here are some key elements to include in your financial plan:

• Profit & loss statement: Describe details such as projected revenue, operational costs, and service costs in your projected profit and loss statement. Make sure to include your business’s expected net profit or loss.
• Cash flow statement: The cash flow for the first few years of your operation should be estimated and described in this section. This may include billing invoices, payment receipts, loan payments, and any other cash flow statements.
• Balance sheet: Create a projected balance sheet documenting your virtual assistant business’s assets, liabilities, and equity.
• Break-even point: Determine and mention your business’s break-even point—the point at which your business costs and revenue will be equal.This exercise will help you understand how much revenue you need to generate to sustain or be profitable.
• Financing needs: Calculate costs associated with starting a virtual assistant business, and estimate your financing needs and how much capital you need to raise to operate your business. Be specific about your short-term and long-term financing requirements, such as investment capital or loans.

Be realistic with your financial projections, and make sure you offer relevant information and evidence to support your estimates.

9. Appendix

The appendix section of your plan should include any additional information supporting your business plan’s main content, such as market research, legal documentation, financial statements, and other relevant information.

• Add a table of contents for the appendix section to help readers easily find specific information or sections.
• In addition to your financial statements, provide additional financial documents like tax returns, a list of assets within the business, credit history, and more. These statements must be the latest and offer financial projections for at least the first three or five years of business operations.
• Provide data derived from market research, including stats about the industry, user demographics, and industry trends.
• Include any legal documents such as permits, licenses, and contracts.
• Include any additional documentation related to your business plan, such as product brochures, marketing materials, operational procedures, etc.

Use clear headings and labels for each section of the appendix so that readers can easily find the necessary information.

Remember, the appendix section of your virtual assistant business plan should only include relevant and important information supporting your plan’s main content.

The Quickest Way to turn a Business Idea into a Business Plan

Fill-in-the-blanks and automatic financials make it easy.

This sample virtual assistant business plan will provide an idea for writing a successful virtual assistant plan, including all the essential components of your business.

After this, if you still need clarification about writing an investment-ready business plan to impress your audience, download our virtual assistant business plan pdf .

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Frequently asked questions, why do you need a virtual assistant business plan.

A business plan is an essential tool for anyone looking to start or run a successful virtual assistant business. It helps to get clarity in your business, secures funding, and identifies potential challenges while starting and growing your business.

Overall, a well-written plan can help you make informed decisions, which can contribute to the long-term success of your virtual assistant company.

How to get funding for your virtual assistant business?

There are several ways to get funding for your virtual assistant business, but self-funding is one of the most efficient and speedy funding options. Other options for funding are:

Small Business Administration (SBA) loan

Crowdfunding, angel investors.

Apart from all these options, there are small business grants available, check for the same in your location and you can apply for it.

Where to find business plan writers for your virtual assistant business?

There are many business plan writers available, but no one knows your business and ideas better than you, so we recommend you write your virtual assistant business plan and outline your vision as you have in your mind.

What is the easiest way to write your virtual assistant business plan?

A lot of research is necessary for writing a business plan, but you can write your plan most efficiently with the help of any virtual assistant business plan example and edit it as per your need. You can also quickly finish your plan in just a few hours or less with the help of our business plan software.

About the Author

Upmetrics Team

Upmetrics is the #1 business planning software that helps entrepreneurs and business owners create investment-ready business plans using AI. We regularly share business planning insights on our blog. Check out the Upmetrics blog for such interesting reads. Read more

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How to write a business plan for your virtual assistant services.

Starting a virtual assistant services is a great idea because it allows businesses to outsource tasks to a remote team without having to hire additional staff.

Virtual assistants are cost-effective and can offer a wide range of services, making them a great resource for businesses.

But, before that, you need a business plan.

Creating a business plan is essential before starting a new project, such as a virtual assistant services. A business plan helps to define the goals and objectives of the project, as well as the resources needed to achieve them. It also serves as a roadmap for the project, providing guidance and direction throughout the entire process.

In short, a good business plan will help ensure the profitability of your virtual assistant services .

What key details need to be in the business plan for a virtual assistant services? What is the recommended format? What are the essential financial measures to include? How can I make the process of writing a business plan more streamlined?

Rest assured that this article will comprehensively cover all these questions and provide answers!

One last thing: starting your business plan from scratch is optional.

Feel free to download our editable business plan for a virtual assistant services and adapt it to suit your business needs.

How to elaborate a business plan for a virtual assistant services

Do you need to develop a business plan for your virtual assistant services.

Yes, you need to develop a business plan for your virtual assistant services.

Creating an effective business plan will help you to:

• get familiar with the virtual assistant market
• stay current with consumer trends and infuse them into your project
• discover key elements for a solid and successful virtual assistant services
• understand clients' administrative tasks and business requirements to offer reliable and efficient virtual assistant services
• come up with a great value proposition for your remote administrative services
• compare and contrast competitor offerings
• discover competitive edges for your virtual assistant services
• find a business model that make you breakeven
• create and implement a winning strategy for both short and long-term success
• identify and manage risks specific to providing virtual assistant services, including data security, client confidentiality, and workload management

Our team has drafted a business plan for a virtual assistant services that is designed to make it easier for you to achieve all the elements listed.

How to structure a business plan for a virtual assistant services?

Your business plan incorporates a variety of useful information and details. It must be presented in a structured format, to make easy to read and digest.

When we built our business plan for a virtual assistant services , we ensured it was organized correctly.

This plan is structured into 5 sections (Opportunity, Project, Market Research, Strategy and Finances).

1. Market Opportunity

The primary section is titled "Market Opportunity."

Our team has compiled vital data and metrics about the virtual assistant services, providing insights and trends for entrepreneurs in the remote work and virtual support sector.

We constantly update all the data to ensure it's always fresh.

2. Project Presentation

The second part is where you introduce the "Project" of your virtual assistant services. You can describe the administrative tasks you assist with, your skills and expertise, client support hours, communication methods, data security measures, and the unique value proposition that provides efficient and flexible virtual assistance to individuals and businesses.

Remember to introduce yourself at the end of this section.

Discuss your expertise in virtual assistance, your range of services, and how you plan to provide efficient and reliable support to individuals and businesses. Highlight your organizational skills, your ability to handle diverse tasks, and your dedication to helping clients save time and increase productivity through your virtual assistant services.

In our business plan, we provided pre-existing content. Adjust it to align with your concept.

3. Market Research

After that, comes the "Market Research" section.

This section provides a description of the target market for your virtual assistant services.

It includes an analysis of the competition in the industry and highlights your competitive advantages. A customized SWOT analysis is also included.

4. Strategy

In the "Strategy" section, you will find a detailed growth plan for your virtual assistant services, outlining all the necessary steps and initiatives to ensure its high profitability.

Moreover, you'll find a marketing strategy, a risk management approach, and a Business Model Canvas tailored to virtual assistant services in this section.

5. Finances

Lastly, the "Finances" section is dedicated to illustrating the financial plan and numerical information for your project.

How to draft an Executive Summary for a virtual assistant services?

The Executive Summary offers a condensed introduction to the business plan of your virtual assistant services.

It should not be more than 2 pages, containing only the most essential elements of your business plan.

This is the beginning of your business plan that the financial institution will read first. It should catch their interest and make them want to read the rest of the plan.

In the Executive Summary of your virtual assistant services, address the following queries: what services do your virtual assistants provide? who is your target audience? are there other virtual assistant service providers in the market? what is your required funding?

How to do the market analysis for a virtual assistant services?

Analyzing the market for your virtual assistant services allows you to gain insights into factors such as client needs for administrative support, competition within the virtual assistant industry, and emerging trends in remote work solutions.

By conducting an extensive market analysis, a virtual assistant services company can identify client needs, offer efficient and reliable virtual assistance, optimize pricing strategies, and execute targeted marketing campaigns, ultimately leading to a larger client base, increased service contracts, and a prominent position in the virtual assistant industry.

Here's what we've incorporated into the "Market Research" section of our business plan for a virtual assistant services :

• market trends and data about virtual assistant services, including virtual assistant usage, industry growth, and the impact of remote work on virtual assistance
• a list of potential market segments for a virtual assistant services
• the competitor study
• the competitive advantages to build for a virtual assistant services

The key points of the business plan for a virtual assistant services

What's the business model of a virtual assistant services, business model of a virtual assistant services.

A virtual assistant services business model revolves around providing remote administrative, organizational, or creative support to individuals or businesses. Revenue is generated through service fees charged per hour or project.

The business model focuses on providing a wide range of virtual assistant services, effective communication and collaboration tools, delivering efficient and reliable support, effective marketing to target clients in need of virtual assistance, and building strong client relationships based on professionalism and task completion.

Success depends on versatile skills and expertise, maintaining a strong online presence, fostering positive client relationships, and continuously improving virtual assistant services to meet the evolving needs and expectations of clients in the digital age.

Business model vs Business plan

Don't misunderstand the terms "business plan" and "business model."

A business model is a framework that outlines how a company creates value, delivers products or services, and generates revenue.

In a business plan, you rely on the Business Model Canvas as a concise way to present the operational framework of your business.

And, of course, there is a Business Model Canvas (already completed) in our business plan for a virtual assistant services .

How do you identify the market segments of a virtual assistant services?

Market segmentation for your virtual assistant services involves dividing your potential clients into different groups based on their business needs, industry requirements, and demographics.

These categories may include factors such as administrative support, social media management, scheduling and calendar management, or clients seeking specific virtual assistant services or expertise (e.g., content writing, customer service, graphic design).

By segmenting your market, you can offer specialized virtual assistant services and solutions that cater to each segment's specific requirements. For example, you might focus on providing administrative support and handling tasks such as email management, data entry, or document preparation for businesses or individuals, offer social media management services and assist clients with content creation, scheduling, and engagement on various social media platforms, specialize in scheduling and calendar management to ensure efficient time management for busy professionals or entrepreneurs, or focus on specific virtual assistant services or expertise such as content writing, customer service, or graphic design to provide targeted solutions for clients with specific business needs.

Market segmentation allows you to effectively target your marketing efforts, communicate your skillset and capabilities as a virtual assistant, and provide reliable and professional support that meets the unique needs and preferences of each client segment.

In the business plan for a virtual assistant services , you will find a comprehensive market segmentation that will help you identify your potential customers.

How to conduct a competitor analysis for a virtual assistant services?

It's clear that you won't be the only provider of virtual assistant services. There are other professionals offering remote administrative and organizational support to clients.

There should be a comprehensive market study in your business plan. You should list your competitor's characteristics, but also their strengths and weaknesses.

Recognize their weaknesses (such as lack of responsiveness, limited skill set, or poor task management).

Why should you pay attention to these points? Because these weaknesses can impact client satisfaction when utilizing virtual assistant services. By addressing these aspects, you can provide efficient administrative support, offer clear communication and responsiveness, and maintain confidentiality and professionalism, positioning your virtual assistant services as a reliable and indispensable partner for remote business support.

It's what we call competitive advantages—cultivate them to make your business shine.

Here are some examples of competitive advantages for virtual assistant services: dedicated and reliable virtual assistants, wide range of administrative tasks supported, efficient time and task management, flexibility and availability, excellent communication and collaboration skills, confidentiality and data security.

How to draft a SWOT analysis for a freelance administrative assistant?

A SWOT analysis can help identify strengths, weaknesses, opportunities, and threats to ensure that a virtual assistant services is well-positioned for success.

As you can guess, there is indeed a completed and editable SWOT matrix in our business plan for a virtual assistant services

The strengths for a virtual assistant services

The "S" in SWOT symbolizes Strengths, indicating the project's internal factors that give it a competitive edge.

For a virtual assistant services, four possible strengths include the ability to provide 24/7 customer service, the ability to automate tasks, the ability to quickly respond to customer inquiries, and the ability to quickly identify and address customer needs.

The weaknesses for a virtual assistant services

The letter "W" indicates Weaknesses, representing the project's areas or aspects that need improvement.

For a virtual assistant services, potential weaknesses could include lack of physical presence, lack of specialized knowledge, potential security risks, and lack of personal connection.

The opportunities for a virtual assistant services

O stands for Opportunities in SWOT, indicating the external factors that can be capitalized on by the project.

In the case of a virtual assistant services, potential opportunities include providing customer support, managing email accounts, scheduling appointments, and providing data entry services.

The threats for a virtual assistant services

The letter "T" in SWOT signifies Threats, highlighting the potential obstacles or harmful factors that the project needs to consider.

How to outline a marketing strategy for a freelance administrative assistant?

A marketing strategy is vital in a business plan as it outlines how a business will draw in customers and generate revenue.

Virtual assistant services can appeal to busy professionals and entrepreneurs in need of administrative support by implementing a targeted marketing plan that showcases the virtual assistants' skills, reliability, and time-saving solutions for various tasks.

Businesses won't hire your freelance administrative assistant without effective marketing; emphasizing your organizational skills, efficiency, and ability to handle diverse tasks is necessary.

Have you explored marketing approaches to attract clients to your freelance administrative assistant services? Consider showcasing your range of administrative skills and expertise on your website or portfolio, utilizing online platforms to connect with potential clients, and offering free consultations to demonstrate your value.

Don't panic if you're completely unfamiliar with marketing and communication.

How to build a 3-year financial plan for a freelance administrative assistant?

A successful business plan must include detailed financial information, such as income and expense projections, cash flow statements, and a break-even analysis.

As part of your business plan, it will be necessary to forecast the revenue for your virtual assistant services.

The inclusion of a relevant and credible revenue forecast in your business plan adds credibility and enhances appeal to banks or investors.

Our financial plan for a virtual assistant services is straightforward and equipped with automated checks, enabling you to validate and adjust your assumptions easily. This way, we make sure you're building solid financial projections.

No doubt, you'll have to establish an initial budget for launching your virtual assistant services. Pay attention to every expense and don't leave any out (our financial plan includes a complete list for your convenience).

The break-even analysis plays a crucial role in the financial plan, as it helps determine whether your virtual assistant services will generate profits or not.

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Free Virtual Assistant Business Plan Template

Are you looking for a virtual assistant business plan template? If you are considering starting a business, this virtual assistant business plan checklist will help you step-by-step to start your business TODAY!

Here is the thing most people hear “business plan” and their eyes glaze over. Something about it sounds so incredibly boring, right?

When I started my virtual assistant business, it was less according to a business plan and more trying things to see what worked. And while I did double my old teacher income by working just 20 hours a week, it took longer because I didn’t have a plan.

So, I have developed this virtual assistant business plan to help you start your business and start landing clients ASAP!

Download the Virtual Assistant Business Plan Template

Following this checklist and using my other free resources will help you fast-track your virtual assistant business.

If you are ready to start today, Download the Free Virtual Assistant Business Plan Template Here !

So, let’s get into it!

Step 1: Prep and plan

In this step, you are going to prepare and plan your business. Because starting a business is more than just dreaming about it.

It is also:

• Planning out what you want to create
• Thinking about WHY you want it

This step might not be the most fun step in the process, but an important one. Knowing why you want to start this business will help you run your business. Your WHY will help you keep going, even on the hard days when you might want to give up.

Step 2: Identify your services

When starting your VA business, think about the services you can help businesses with. Can you organize an email inbox? Can you write social media posts? Can you create images in Canva?

Virtual assistant business service ideas

These are just a few services you can offer in your virtual assistant business. If you need more ideas, check out my list of 100 Virtual Assistant Services to give you an idea of how you can help business owners.

Here are a few ideas to get the ball rolling:

General Administration

• Email management
• Calendar management
• Appointment scheduling

Social Media

• Scheduling posts
• Creating graphics
• Writing post content
• Blog writing
• Email sequences
• Ghostwriting
• Landing page content
• Creating show notes
• Editing podcast episodes
• Audiographics

Learn how to  earn $3K a month+ as a freelancer  working less than 25 hours a week  even  if you think you have no experience.

This FREE crash course will teach you all about the freelance industry, so you can finally end the family vs. finances battle.

How to determine your virtual assistant services template

Do you want more help in determining your virtual assistant services Download the Freelance Skills Assessment for FREE here!

The freelance skills assessment is a brainstorming activity I created for you to help uncover your freelance skill set. You may feel like you have no experience or skills to start as a virtual assistant, but you more than likely do!

You just need to uncover the skills and talents you possess that you are not thinking about. These are things you do naturally every day or have done in past jobs that are probably second nature to you but are something a business owner either does not know how to do, does not want to do, or does not have time to do.

To get an idea of these skills you possess, consider these things and the skills you need for these:

• Past jobs you have held.
• Positions you have held, paid or volunteer positions.
• Daily responsibilities in life.

Download the Freelance Skills Assessment to walk you through this and determine your virtual assistant business services.

Step 3: Identify who you want to work with

The next step in the virtual assistant business checklist is to figure out who you want to work with and how you can help them. This step is where the traditional marketing analysis business plans start to emerge.

In this stage, you will need to do market research to understand your target audience, competition, pricing, and how you speak to your target audience so that your messaging attracts them.

Consider what clients are a match for you by understanding what services their business will need. How can your services help them? Knowing this will help you speak to them. Think about the words and phrases they use and incorporate those phrases into your messaging.

Craft all this market research and messaging to attract your ideal client, and write it out. It will form your ideal client avatar.

Step 4: Pricing and packaging

Now, we are getting to the fun part of the virtual assistant business plan checklist! You get to create your pricing and service packages.

When it comes to packages, there are 4 basic service packages you can offer. Those are Hourly retainer, project-based retainer, one-time project, and VIP intensive.

For more information on virtual assistant packages, how to set up packages, and common pricing mistakes, read this blog post about How To Create Virtual Assistant Packages .

Determining your packages and rates

When you are just beginning, I suggest offering a monthly retainer package. This type of package will keep income consistent and stable month to month.

In this package type, all services will be included in these hours, and you perform them month to month. Then the client will purchase one of your packages and get those services for the month.

An example is in the photo below. Include 3-5 services you will offer in package one for a set price. Package 2 offers the same services but increased hours and price. Same with package 3, your highest number of hours and price.

If you start your first package around $300, at 10 hours a month, that makes your hourly rate $30 an hour.

You can get additional help pricing your services with the Ultimate Pricing Calculator here!

Step 5: Develop your brand

Brand board.

Developing your brand is usually a fun part of the process! Choose your business name, brand colors, logo, images, and foundational copy in this step of the virtual assistant business plan!

This post on How To Create A Brand Board will help you with this step in the process.

Start by creating a free account in  Canva , then sign in. Search in the search bar for brand boards. This will bring up a ton of examples that you can use, to begin with and change to create your brand.

Find a template you like and customize it with colors you like for your brand. Then go back to the main screen to search for logos. Find one you like and update it to make it yours, then add it to the brand board template.

Here is an example of what mine might look like.

Virtual assistant mission statement

You will also want to develop a virtual assistant mission statement that describes what you do, what you will accomplish, or how you will help people. Just a short description is good, it doesn’t need to be anything long.

I often describe it as an elevator pitch, where you need to be able to pitch your company and services in a 30-second elevator ride.

Step 6: Connect with clients

There are a lot of ways to connect with potential clients.

• Facebook groups
• Direct outreach
• Social media
• Personal networking

This blog post will break down these methods for connecting with clients and can help you pick which route would be best for you!

Once you determine the route you want to take, you need to create our strategy to land clients. How often and how much time will you take to connect with clients?

Next, create your outreach templates. These might be different depending on the route you choose to land a client. For example, on Facebook, you will need a short pitch similar to your elevator template for comments. If you choose direct outreach, you will want to create an email template for reaching out to potential clients.

Step 7: Develop a portfolio

You will need a presence to show businesses that your virtual assistant business exists. That could be in the form of a website, social media profile, or digital portfolio.

Keep in mind, especially when you are starting, you do not need to spend money on a website to find and land clients. There are free options like a digital portfolio you can create and download for free in apps like Canva to send to potential clients!

Step 8: Landing and working with clients

After connecting with clients, you will likely have a fitting or discovery call. (A short meet and greet to see if you 2 will work well together.)

In this step, you will want to prepare a script for your discovery call, and get any proposal templates, contract templates, invoice templates, and onboarding process templates ready to go when you land the client and need to send these out!

There you have it, a free virtual assistant business plan to help you get your virtual assistant business running! Download the free template here to get the checklist and start working from home today !

The Live Free Academy

If you want additional help in actually executing the checklist, or you want the step-by-step process to getting your business up and running ASAP, join my program, The Live Free Academy. This program will give you everything you need to land clients fast and start making money from home!

You get the step-by-step training program, all the templates for connecting with and landing clients, skills training to level up your services, coaching calls, and monthly challenges.

Learn more about The Live Free Academy here!

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• Business plans

Virtual Assistant Business Plan

Used 4,872 times

Strategize your way to success with this customizable AI virtual assistant business plan template.

e-Sign with PandaDoc

Created by:

​ [Sender.FirstName] [Sender.LastName] ​

​ [Sender.Company] ​

Prepared for:

​ [Recipient.FirstName] [Recipient.LastName]

​ [Recipient.Company] ​

Company: [Sender.Company] ​

Address: [Sender.StreetAddress] [Sender.City] [Sender.State] [Sender.PostalCode] ​

Executive Summary

​ [Sender.Company] was created by (Founder.Name) in (Year). This business aims to provide virtual AI (Artificial Intelligence) assistants we can sell to other companies. [Sender.Company] will make different types of AI assistants that clients can choose from and even offer commissioning services should the client have a specific assistant type in mind.

We will need $(Amount) capital to fulfill this vision and have already collected $(Amount) of it from our existing investors, (Investor.Name) and (Investor.Name).

Business Description

​ [Sender.Company] was established in (Year) and has always been interested in technological advancements. As technology advances, it becomes more intertwined in our lives, AI software becomes all the more common. These days, AI chatbots are almost as common as live support agents.

We aim to deliver quality AI software to companies that allow them to install an AI virtual assistant onto their website. While we will focus on the United States of America at the start of this business, our goal is to expand to various other countries, including (Country) and (Country).

Mission Statement

​ [Sender.Company] aims to provide a comprehensive catalog of AI assistants, with the following final goals:

(Goal.Three)

We will complete the following objectives to ensure that our progress is kept in line with the projected timeline:

(Objective.One)

(Objective.Two)

(Objective.Three)

(Objective.Four)

(Objective.Five)

(Objective.Six)

In the (Industry) market, AI virtual assistants are becoming more popular. We have identified a niche in this market we believe we can fill, namely (Niche.Description). The industry is ever expanding, showing a growth rate of (Research) in the last few years. We believe now is the ideal time to enter the market and present our unique product.

We will provide our AI Assistant Products and Services to (Target.Market), especially business owners, freelancers, and other entities that can use these virtual assistants. The specifics of our Target Market will be:

Gender: (Gender)

Age: (Age.Range)

Job Title: (Job.Title)

Income Level: (Income.Level)

Location: (Location.Range)

Status of Ownership

​ [Sender.Company] will be a (Company.Type), with the primary owners being (OwnerOne.Name) and (OwnerTwo.Name). Investors will receive a company share, depending on their investment.

Competitors

During our research, we have identified the top competitors for this business plan:

(Competitor) – (Competitor.Description)

These businesses deliver similar services and products, which might result in lower sales for our company.

Still, we have multiple strengths that mean we will be a better option than our competitors, and that plays in our favor when gathering and keeping clients.

(Strength) – (Strength.Description)

AI Products and Services

​ [Sender.Company] will focus on weak and general AI Assistants, with the following types available:

Rule-Based Chatbots

Menu or Button-Based Chatbots

AI-Powered Chatbots

Generative Chatbots

Voice Assistants

Specialized Virtual Assistants

The following AI Assistant Products and Services will be the focus of this business plan:

The benefits of these products are:

(Benefit) – (Benefit.Description)

The benefits of these services are:

Marketing Plan

We will distribute our products and services using the (Distribution.Channel) and (Distribution.Channel0. To make customers more aware of our AI Assistant Products and Services, we will place advertisements in:

(List sources)

We will also offer the following promotions and deals to encourage customers to choose our services:

(Promotion) – (Promotion.Description)

Operations Plan

​ [Sender.Company] will work from the Headquarters, located in (HQ.Location). We will purchase a company car for any client visits our technicians need to make. We will use the following software to create and implement AI Assistants: (Software.Name), (Software.Name), and (Software.Name).

To complete our daily operations, we still need to fill the following positions:

(Number) (Job.Title)

We forecast that our daily operations will result in the following monthly expenses:

​ [Sender.Company] has many vital figures that ensure the business runs smoothly and can lend their expertise to this venture:

(Owner/CEO.Name)

(Owner/CEO.Introduction)

(President.Name)

(President.Introduction)

(ExecutiveVicePresident.Name)

(ExecutiveVicePresident.Introduction)

(Director.Name)

(Director.Introduction)

(FinancialManager.Name)

(FinancialManager.Introduction)

(OperationsManager.Name)

(OperationsManager.Introduction)

Financial Plan

​ [Sender.Company] requires $(Capital) to start up, and below we show a breakdown of how we use that capital:

We have received $(Amount) funding so far and still require $(Amount). To ensure our business is successful, we have created a detailed five-year financial plan and forecast for when we will break even and start making a profit:

Cash Flow Spreadsheet

(CashFlow.Spreadsheet)

Fiscal Year and PV of Cash Flow

(FiscalYear.PVCashFlow)

Cash Received, Expenditure, and Net Cash Flow

(CashReceived.Expenditure.NetCashFlow)

Profit and Loss Analysis Sheet

(ProfitandLoss.AnalysisSheet)

Break-Even Analysis Sheet

(Break-Even.AnalysisSheet)

Financial Milestones

Part of ensuring we stay on track is setting financial milestones for ourselves. Through careful research and our five-year forecast, we have identified the following milestones:

We have added the following documents as appendixes to provide more insight into this business plan:

Technical Drawings

Projections

Confidentiality Statement

By signing below, the Recipient agrees not to reproduce, distribute, disclose, or otherwise share any part of this AI Virtual Assistant Business Plan without the prior written consent of [Sender.FirstName] [Sender.LastName] , [Sender.Title] in [Sender.Company] . This signature will not, in any way, constitute an agreement to this business plan as a whole.

Should the Recipient reveal any part of this business plan without the express consent of the [Sender.Company] , it might result in the Sender taking legal action against the Recipient.

​ [Recipient.FirstName] [Recipient.LastName] ​

Thank you for consideration

Call [Sender.Phone] or email [Sender.Email] to speak with [Sender.FirstName] [Sender.LastName] at [Sender.Company] about investing in this unique opportunity. If you want more information, we look forward to discussing it in detail and answering any questions or concerns you might have. Become one of our esteemed investors and take the next step into the future of AI.

By signing below, the Recipient agrees to invest in the business plan and will be contacted by the Sender within (Number) hours/days.

Care to rate this template?

Your rating will help others.

Thanks for your rate!

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Virtual Assistant Business Plan Template [Updated 2024]

Virtual Assistant Business Plan Template

If you want to start a virtual assistant business or expand your current virtual assistant company, you need a business plan.

Fortunately, you’re in the right place. Our team has helped develop over 100,000 business plans over the past 20 years, including thousands of virtual assistant business plans.

The following virtual assistant business plan template and example gives you the key elements you must include in your plan. In our experience speaking with lenders and investors, the template is organized in the precise format they want.

You can download our Business Plan Template (including a full, customizable financial model) to your computer here.  

Example Business Plan For Virtual Assistant Businesses

I. executive summary, business overview.

[Company Name] is a new company based in [location] that offers administrative virtual assistant services. Some of these services include scheduling appointments, responding to emails, and managing social media accounts. [Company Name] aims to provide high-quality services and great customer service in order to establish long-lasting relationships with clients and partner companies.

Services Provided

[Company Name] offers a variety of administrative virtual assistant services to help other companies and solopreneurs. Some of these services include:

• Schedule appointments and manage calendars
• Schedule travel arrangements
• Make and take phone calls
• Write and respond to emails
• Research leads
• Basic accounting tasks
• Social media management

Customer Focus

[Company Name] will work with any companies or solopreneurs in need of a temporary or permanent administrative virtual assistant. Though the company is based in [location], the company operates remotely, which makes it available to most companies in need of these services.

Management Team

[Company Name] is run solely by [Founder’s Name], who has been providing administrative assistant services for [X] years. She operated as an administrative assistant for a variety of companies, juggling a large list of responsibilities that are essential for a business’s survival and growth. After mastering multiple skills and receiving many positive testimonials and reviews, [Founder’s Name] is ready to establish her own administrative virtual assistant business and help clients worldwide.

Success Factors

[Company Name] is uniquely qualified to succeed due to the following reasons:

• [Founder’s Name] has a track record of success as an administrative assistant.
• [Company Name] is fully online and remote, meaning it can serve companies from all over the world.
• Virtual assistants are in high demand worldwide by companies of all industries and markets.

Financial Highlights

[Company Name] is currently seeking $50,000 to launch. Specifically, these funds will be used as follows:

• Equipment: $15,000
• Working capital: $35,000 to pay for marketing and lease costs until [Company Name] reaches break-even

Top line projections over the next five years are as follows:

II. Company Overview

You can download our Business Plan Template (including a full, customizable financial model) to your computer here.

Who is [Company Name]?

[company name]’s history.

[Founder’s Name] incorporated [Company Name] as an LLC on [date of incorporation]. The business is currently being run out of the [Founder’s Name]’s home office but will move to an office location once the lease is finalized.

Since incorporation, the Company has achieved the following milestones:

• Found office space and signed Letter of Intent to lease it
• Developed the company’s name, logo, and website located at [website]
• Hired an interior designer for the decor and furniture layout
• Determined equipment and fixture requirements

[Company Name]’s Products/Services

Iii. industry analysis.

Virtual assistants are the backbone of any business. No company can operate without the administrative tasks that a great virtual assistant can provide. Traditionally, companies would hire a receptionist or administrative assistant to take on these duties. However, with the growth of the freelance/gig economy and the popularity of remote work, virtual assistants are quickly taking over this position. Virtual assistants provide all the work of administrative assistants but save companies an enormous amount of money. Therefore, these essential employees are in greater demand than ever.

Many markets and industries have responded positively to the availability of virtual assistants. According to PRNewswire, the virtual assistant industry is expected to grow at a rate of 11.79% over the next few years. This is substantial growth and just goes to show how essential virtual assistants are for companies. Therefore, there has never been a better time to start a virtual assistant business.

IV. Customer Analysis

Demographic profile of target market.

[Company Name] will provide services to businesses and solopreneurs across the globe. Since [Company Name] is a remote virtual assistant business, [Founder’s Name] will be open to helping most companies or entrepreneurs who need administrative help.

Customer Segmentation

Though [Founder’s Name] is open to working with a variety of businesses, she expects to work primarily with the following three customer segments:

• Small businesses : Small businesses often see rapid growth and find themselves overwhelmed with all the day-to-day functions as they expand and take on new customers and clients. They need an experienced virtual assistant to help with the basic administrative tasks so they can focus on their services and products.
• Medium-sized businesses : Though medium-sized businesses are often stable enough to hire their own team of administrative assistants, many still look to virtual assistants to help with certain mundane administrative tasks and to cut down on costs.
• Solopreneurs : Solopreneurs often take on quite a bit of work but don’t have the resources to do it themselves or hire a large team. Therefore, they are often eager to hire a virtual assistant to help them with some of the more basic and routine tasks.

V. Competitive Analysis

Direct & indirect competitors.

The following companies and establishments are popular within the virtual assistant industry and, therefore, directly or indirectly compete with [Company Name].

Time etc. Time etc. is a virtual assistant company that connects companies with a network of experienced virtual assistants. Each virtual assistant that works for the company has five to eight years of experience, meaning clients are ensured great quality work and professionalism.

Though Time etc. is full of quality virtual assistant companies, the company itself needs to make a profit, so its services are often more expensive than just hiring a virtual assistant directly. This keeps many companies from utilizing their services and finding a virtual assistant they can hire directly instead.

Upwork Upwork has been the most popular freelance platform in the world for years. Companies have instant access to millions of freelancers who provide a variety of services, from writing and translation to coding or legal services. Companies can post a job for freelancers to apply to our purchase service packages that freelancers offer.

Though Upwork has been the #1 freelancing platform for years, the platform is often flooded with freelancers that vary in their quality, and it can be hard to find the right virtual assistant for one’s needs. Furthermore, the platform can be confusing to navigate, making the hiring process much more difficult.

Fiverr Fiverr is another freelancing platform that connects businesses with millions of freelancers located all around the globe. Businesses can find freelancers that offer all sorts of functions, from writing and marketing to data entry and coding. Whatever project or service is needed, a business can find a freelancer to help them out.

Despite Fiverr’s popularity, it is not a great service for companies looking to form long-term relationships with their virtual assistants. The primary form of connecting with a freelancer is by purchasing a one-time service. This makes it hard to find a virtual assistant to help out with ongoing tasks and responsibilities. Virtual assistant services are often ongoing, meaning it is not a great platform to find a long-term virtual assistant.

Competitive Advantage

[Company Name] enjoys several advantages over its competitors. These advantages include:

• Client-oriented service : [Company Name] will tailor its services to meet each client’s needs. [Founder’s Name] will work to establish trust and a relationship before starting work so that the company knows that she is the best assistant for their needs.
• Management : [Founder’s Name] has been extremely successful as an administrative assistant and has years of experience in most of the tasks that clients will request. Her knowledge and skills will provide a high-quality experience.
• Relationships : Having been an administrative assistant for [X] years, [Founder’s Name] has established a great rapport with many of her previous employers. Therefore, she has many testimonials and recommendations that will help her build a strong client base.

VI. Marketing Plan

You can download our Business Plan Template (including a full, customizable financial model) to your computer here. [Company Name] seeks to position itself as a respectable and highly rated virtual assistant company. Clients can expect to receive professional virtual assistant services for a moderate hourly rate.

The [Company Name] Brand

The [Company Name] brand will focus on the Company’s unique value proposition:

• Client-focused virtual assistant services, where the Company’s interests are aligned with the customer
• Service built on long-term relationships
• High-quality work across a variety of services

Promotions Strategy

[Founder’s Name] seeks to position herself as a high-quality, friendly, and convenient administrative virtual assistant. Clients can expect to receive high-quality services and create a long-lasting professional relationship with [Founder’s Name].

Website/SEO [Company Name] will develop a professional website that showcases [Founder’s Name]’s experience, portfolio, and professional services provided. It will also invest in SEO so that the company’s website will appear at the top of search engine results.

Social Media [Founder’s Name] will create social media accounts and invest in ads on all social media platforms. The company will use targeted marketing to appeal to our target demographics.

Referrals [Company Name] understands that the best promotion comes from satisfied customers. The company will encourage its clients to refer other individuals by providing discounts on future services for every new client produced. This strategy will increase in effectiveness over time.

Special Offers Offers and incentives are an excellent approach to bringing in new customers. The company will introduce special offers to attract new consumers and encourage repeat services, which will be quite advantageous in the long run.

Direct Mail [Company Name] will blanket local businesses surrounding its locations with direct mail pieces. These pieces will provide general information on [Company Name] and [Founder’s Name], and provide incentives to utilize her services.

Publications [Company Name] will advertise its services in key publications, including newspapers and area magazines. Additionally, the company will print brochures and place them at local businesses that may be interested in hiring a virtual assistant.

Pricing Strategy

[Founder’s Name] will charge her services on an hourly basis of $20/hr. This hourly rate will remain the same no matter what client she works with or which services she provides.

VII. Operations Plan

Functional roles.

In order to execute [Company Name]’s business model, the Company needs to perform several functions, including the following:

Service Functions

Administrative Functions

• Correspond with clients
• Create invoices
• Marketing functions

VIII. Management Team

Management team members, hiring plan.

[Founder’s Name] will solely run [Company Name] as a solopreneur and therefore doesn’t have a plan to hire other personnel at this time. However, if the company is in great demand, she will consider hiring other virtual assistants to take on some of the load.

IX. Financial Plan

Revenue and cost drivers.

[Company Name]’s revenue will primarily come from the fees charged for the virtual assistant services.

The major cost drivers include the purchase and maintenance of needed equipment and the lease costs.

Capital Requirements and Use of Funds

Key assumptions.

5 Year Annual Income Statement

5 Year Annual Balance Sheet

5 Year Annual Cash Flow Statement

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Virtual Assistant Business Plan Template

Published May.23, 2018

Updated Apr.24, 2024

By: Noor Muhammad

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Table of Content

Virtual assistant business plan for your own VA service

Are you planning to open a virtual assistant business? Nowadays, having a VA for your business is essential to be successful. Entrepreneurs, startups and small business owners struggle with common problems from time, creativity, technological knowledge, organization skills, lack of staffing and directions to mention but a few. Virtual assistants assist you to ruin your business smoothly, balance and securely. According to research, many people across the United State agree there are many benefits of virtual assistants. More than 60 percent respondents indicate convenience in daily life by using VA services.

Executive Summary

2.1 the virtual assistant business.

The Virtual Assistant business will be registered using the name Working Bee and will be situated in San Francisco, California. The business will be owned by Nellie Daniel who is an experienced virtual assistant.

2.2 Management of Virtual Assistant Service

Nellie Daniel manager and owner of Working Bee is an expert virtual assistant who has worked extensively in the virtual assistant industry for over 20 yrs. During her career, Nellie worked with top Virtual assistant companies across the United States. Considering her extensive VA experience, it wasn’t a challenge for her to come up with a virtual assistant business model .

2.3 Customer Focus

Prior starting a virtual assistant business, it is essential to have an in-depth understanding of your local VA market and analysis. Working Bee plans to set up its operation in a strategic location with many entrepreneurs, startups and small business owners. Nellie plans on starting a virtual assistant business checklist to make sure the business starts on the right footing to be successful.

2.4 Business Target

Working Bee plans to offer virtual assistant services to a wide range of customers around the facility. Working Bee intends to come up with a creative marketing approach to stay on top of competition and get good market.

Company Summary

3.1 company owner.

Nellie Daniel is an experienced virtual assistant specialist with a successful career journey in the VA industry. Having worked for different companies across the United States, she understands the necessary procedures on how to start virtual assistant business .

3.2 Aim of Starting the Virtual Assistant Business

Nowadays, small businesses and entrepreneurs need to outsource some of their responsibilities to VA companies for their businesses to grow. The fact that virtual assistants contribute a lot to business growth has made many people opt to use them. With VA trend sweeping across the U.S. Nellie thought it was the right time to start a virtual assistant company to address the market needs.

3.3 How the Virtual Assistant Business will be Started

With over twenty years’ experience in the virtual assistant industry, Nellie Daniel enjoys great experience in the industry. For this reason, she has a keen understanding on what is required to start the business. After carefully studying virtual assistant trends, Nellie has worked closely with experts to come up with a detailed financial plan.

Services for Customers

Virtual assistant companies offer a wide range of services to make a business run smoothly. Instead of small businesses and entrepreneurs hiring full time employees, virtual assistant companies avail services at an affordable fee in accordance to customer preferences. Working Bee intends to offer a wide range of VA services to cater for the needs of various customers. When planning how to start your own virtual assistant business , you should carry out a survey on the market to determine which kind of customers you are looking for. In this case, Working Bee plans to offer the following services:

• Offer a wide range of services in virtual assistant and admin.
• Offer web design and SEO services.
• Offer social media and digital marketing services.
• Offer graphic and banner services.

The virtual assistant industry is ranking in impressive numbers in recent years and for this reason, people venturing into the industry are witnessing fast growth and high profitability.

Marketing Analysis of Virtual Assistant Business Company

According a survey by the Virtual Business Alliance, a global consortium of virtual assistant trade organizations, the average full-time virtual assistant working in the United States grossed $39,452 last year.

When coming up with a virtual assistant business plan , it’s essential to do your homework well. Understanding your local market is the ticket to give you intimate knowledge of local trends. Many virtual assistant companies are being set up to meet the growing demand for VA services and an attractive customer business plan virtual assistant approach is required.

5.1 Market Segment

In order to ensure Working Bee meets its responsibilities, the company will focus of offering on demand VA services. The aim is to keep introducing a wide array of services associated with virtual assistant. A good virtual assistant business plan template should effectively identify potential customers for the business. Working Bee will basically reach out to small businesses and entrepreneurs interested in VA services. After an in-depth market research, Working Bee has identifies the following customer to patronize the company.

5.1.1 Small Businesses

One of the biggest markets for Working Bee is small businesses who are don’t want to have employees full time. The concept of virtual assistant has been embraced by many small businesses that still don’t have enough money to commit to full time employees but want to outsource some of their services. Some of the common services these businesses need a help with include data entry, lead generation, inbound campaigns and customer care services among others.

Statistics indicate small businesses that have been successful have used the services of a virtual assistant on their businesses. The growth witnessed in the virtual assistant industry has been attributing to an increase number of small businesses who wish to grow and be successful. This free virtual assistant business plan template is designed to focus on reaching out to current small businesses in bid to encourage them to use VA services.

5.1.2 Entrepreneurs

This group consists of customers who are looking running their businesses from home. Today, many people have embraced entrepreneurship and thus the need of VA services has grown tremendously. Working Bee plans to create a comprehensive and attractive VA services plan that will attract entrepreneurs to use its services. Working Bee will have an experienced team that will handle entrepreneur’s needs perfectly for them to grow their business.

5.1.3 Digital Marketing Companies

The use of virtual assistant services has gained momentum attracting even digital marketing companies. Today, many small businesses and entrepreneurs are in need of digital marketing services to grow their businesses. With the flow of ready customers for digital marketing companies, they require VA services to deliver their services smoothly. With the increase interest in virtual assistant services, there’s a great market for Working Bee to explore.

5.1.4 Writing Companies

According to Working Bee free virtual assistant business plan , writing companies are also a big market to pursue. Working Bee plans to offer writing, translation and transcribing services to these companies.

5.2 Business Target

Everyone wants to become a VA and Working Bee has an excellent opportunity to launch its services on the market. San Francisco is a big city and Working Bee intends to set up in a strategic location with many small businesses, entrepreneurs and startups. In order to boost revenue, Working Bee plans to offer a variety of services for its customers. With a good strategy in place, Working Bee hopes to achieve a 60-70% increase in annual sales.

5.3 Product Pricing

When you decide to start virtual assistant business , it is necessary to do a market study and compare prices from competitors. Given the increasing number of VA companies, Working Bee is keen to have competitive pricing in order to stay on top of the games and complete with other industry players.

The VA industry is experiencing rapid growth as the virtual assistant services are becoming more embraced by many companies and businesses. With more businesses and entrepreneurs keen on running their businesses smoothly to achieve growth, outsourcing their work to virtual assistant companies has become inevitable. Working Bee plans to use the best virtual assistant business ideas to remain relevant in the fast growing industry.

6.1 Competitive Analysis

Working Bee plans to come up with a business model that will sustain business operations and ensure customers enjoy superior quality products. There are other virtual assistant companies in the city but the business has identified strategies to help remain ahead of competitors.

6.2 Sales Strategy

For Working Bee to attain its sales goals, the following strategies plans have been identified to help market the business.

• Plan an event to show customers what kind of services you plan to offer.
• Offer product and customer service training sessions to keep staff up to date about the latest virtual assistant services available. Doing this empowers staff to convince customers why they should spend their money on Working Bee.
• Embrace SMS text messaging as a way to retain clients and build long-term customer relationships and loyalty.
• Place signage at strategic points within the customer target areas to create awareness and market the business.
• Advertise the virtual assistant business on local media channels such as radio, newspapers and television
• Use social media channels such as Facebook, Twitter and Instagram to market Working Bee.

6.3 Sales Forecast

To achieve its targets, Working Bee has formulated a sales forecast to demonstrate how the business will perform when it starts operations. In order to be successful, you need to learn how to start your own virtual assistant business with the right sales forecast.

Personnel Plan

Working Bee hopes to employ well trained and experienced team to run the operations of the virtual assistant company on a daily basis. Starting your own virtual assistant business , you should include a personnel budget to enable the business have an idea of how much it will spend on salaries.

7.1 Personnel Plan

Working Bee is owned by Nellie Daniel who will also be the manager of the VA Company. As preparations are put in place for the business to start operations to the public, the following staff will be employed in the company.

Owner/Manager 2 Marketing Executives 1 Cashier 5 Writers 2 Translators 10 Virtual Assistants

Successful applicants will be undergo training to familiarize themselves with company operations to boost productivity and performance. They will also be allocating some time for bonding activities to encourage the team work spirit.

7.2 Average Salaries

Working Bee plans to compensate its members of staff the following salaries within the first three years of operation. If you plan to start a virtual assistant business , you must allocate finances for their salaries.

Financial Plan

Working Bee has come up with a detailed financial plan that will guide the operations of the company. Initial capital and business expenses need to be well-defined when starting a virtual assistant business . In this business plan, Nellie Daniel will finance the virtual assistant business assisted by two investors. Once a defined approach on how to set up a virtual assistant business has been unveiled a bank loan for business will be secured to help finance budget deficiencies.

8.1 Important Assumptions

Financial forecast for Working Bee shall be based on the assumptions below.

8.2 Brake-even Analysis

The Brake-even Analysis for Working Bee is shown in the graph below.

8.3 Projected Profit and Loss

Profit and Loss information for the virtual assistant calculated on a monthly and annual basis is shown below.

8.3.1 Monthly Profit

8.3.2 Yearly Profit

8.3.3 Monthly Gross Margin

8.3.4 Yearly Gross Margin

Profit and Loss Analysis for Working Bee is shown below.

8.4 Projected Cash Flow

Below is a summary of pro forma cash flow, subtotal cash received, subtotal cash spent on operations, subtotal cash spent and subtotal cash from operations.

8.5 Projected Balance Sheet

Below is a Projected Balance Sheet for Working Bee that shows assets, capital, liabilities, long term assets and current liabilities.

8.6 Business Rations

The following is the Ratio Analysis, Business Ratios and Business Net Worth for the virtual assistant company.

Download Virtual Assistant Business Plan Sample in pdf

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Setting Up A Virtual Assistant Business Without Getting Stuck In Analysis Paralysis

Setting up a Virtual Assistant business is overwhelming, isn’t it? There are pages and pages about it on the web. It’s hard to know what to do first or where to start. In this blog post, I’ll share an overview of the steps and processes you need for setting it up and getting it running.

This post is part of The Ultimate VA Success Guide: How To Start A VA Business In 2022 . Below you’ll find an overview of all blog posts it includes:

• Setting Up A VA Business Without Getting Stuck In Analysis Paralysis
• Ready To Create Your VA Business Plan? Start With These 9 Untypical Questions
• The 4 VA Key Business Systems That Will Make Or Break Your VA Business
• The 5 VA Business Operations Systems That Will Make Your Biz Run Smoothly!
• Set Up These 16 Must-Have Tools For VAs Before You Launch Your Biz!

So, let’s get started. I remember what it was like when I started way back in 2009. I found tons of helpful information. But the problem was that it was not a complete system or process. I had to try and put all the information together myself and hope I had it right. Sometimes I did, and sometimes I didn’t.

It took lots of trial and error AND time to figure out what I needed and in what order. To help you avoid the same mistakes that I made, I thought I would share my system. Setting up a Virtual Assistant business, after all, is just a series of systems working together.

#1 – Create A Virtual Assistant Business Plan

When setting up a Virtual Assistant business, you need a plan for how and when you will do the necessary work to make it happen. I have a DIY step-by-step Business Launch BluePrint  that walks you through everything you need to set up your business systems; it’s a big old list of tasks to follow.

#2 – Know What To Expect

You need to realize that you feel overwhelmed whenever you do something new because it’s new and you’ve never done it before. Understand going in that you are going to be overwhelmed. You may also feel confused because it’s something you’ve never done before.

For most of us starting, we’ve never built a business before. I was an employee for over 20 years – I had NO clue how to build a business when I started. Expect confusion and overwhelm when you’re starting any new venture. It could be a diet; it could be an exercise routine; it could be a business.

Just go in with your eyes open and an idea of what you’re getting into. It’s NOT easy, regardless of what others may say—it takes hard work to build a successful business, and that includes setting up a Virtual Assistant business.

#3 – Don’t Collect Gurus

Don’t add to your sense of overwhelm or confused by doing what I call “collecting gurus.” What I mean is listening to several different people on how to do something specific—like setting up a Virtual Assistant business.

You may join multiple VA groups on Facebook and subscribe to numerous VA coaches or trainers on YouTube looking for advice or how-tos. The problem with this is you hear, read, or watch eight different ways to do the same thing! You get more confused because I may say one thing and someone else says something completely different.

It’s not that any of the advice is wrong – there is more than one way to set up a VA business. There’s no right or the best way; it just depends on who you’re listening to and the method that they’re using.

Trust me, I know – I am a research junkie, I love to collect research, and I fell into this same trap myself. I listened to podcasts, watched videos, and read every blog post I could find on being a Virtual Assistant. I collected so much data (I had a spreadsheet with 11 different tabs) that I got stuck in Analysis Paralysis and ended up with a massive headache to boot!

Because I had listened to too many people, I had no clue which one to follow or which system to implement. They were all different. I finally had to choose which person I would follow and do what they were teaching or suggesting. Otherwise, I would have stayed stuck  forever!

So if you find yourself collecting gurus, PICK THE ONE that resonates with you the most and follow their advice. Do what they’re suggesting! How do you know if what they’re saying works unless you do it? Whether that’s me or someone else, take action and do the work until you get results. If you don’t get the results, you move on, and if it does work, think how happy you’ll be!

By collecting gurus and experts, you get different opinions on different things. Still, the problem is that you get overwhelmed, even more confused, and then stuck because you don’t know what to do or who to follow. You have to make a decision and then take action.

#4 – Know What It Takes

It takes hard work to launch and set up a Virtual Assistant business. There is a lot to do when you’re building a business, whether it’s a VA business or you’re knitting sweaters for a living. Whatever it might be, there is so much that goes into it.

It’s not something you’re going to do in 30 days. It’s not something you’re going to do in one weekend. Now, you probably could, but the question is, do you want long-term success? If you want long-term success, you have to put in the groundwork.

You have to build the foundation for a solid, long-standing business. You need to put the time and energy into your business’s back end—your business systems. A business is made up of systems, and you need to make sure that those systems are in place.

Besides systems, you also need the skills that clients want. Just like in the job world, it’s all about your skills and expertise. You need to look at your current skill set and how you can use it to your advantage. You don’t need any special Virtual Assistant certification  to be successful.

#5 – Realistic Expectations Are A Must When Setting Up A Virtual Assistant Business

I know I had unrealistic expectations when I started my business because I thought, “Yeah, I can do this, and I can get out of my soul-sucking job in six months.” Ha, was that ever unrealistic? I really didn’t understand what I was getting into or the amount of work that it takes. I’m painting a real picture here for you. Make sure that you set realistic expectations for whatever your life and schedule are.

If you’re working in a 50-hour career plus you’ve got three kids and a two-hour commute, you’re probably not going to build a business in 30 days, at least not one that’s long-standing and successful. Just set realistic expectations and go for it, but be aware of what you’re getting into. It’s not easy.

#6 – Take Action

All right, so part of building a business or anything is taking action to get where you want to go. One of my favorite sayings is, “ Take imperfect action every day.” I am a recovering perfectionist and an overthinker.  I can be my own worst enemy and get in my way all the time, so I have to focus on taking imperfect action every day.

Think about how you can take imperfect action every day to get one step closer to your dream. Whether it’s quitting your job or just making some extra money on the side, you need to take imperfect action to achieve it.

Start With Your Key Business Systems

You could start by implementing your key business systems. These systems are the foundation of your business. Without them, your business is on shaky ground. Remember, a business is a system. We will be diving into each one of these key systems, along with planning and understanding what it takes to set up a Virtual Assistant business that’s successful in this blog series.

Do you have a plan for setting up a Virtual Assistant Business? Feel free to post below and let me know what action you’re taking today to set up your VA biz. All comments and questions are welcome.

Thanks for reading – Susan

PS: Ready to embark on the journey of building a freedom-based business? Join me in Techie Biz in a Box , your comprehensive guide to leveraging systems, automation, and tech. Discover how to streamline your processes and reclaim precious time for the things you love. 

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22 Comments

Thankful for all your info! I’ve joined the free training vault, but I’m confused as to what the difference between the $39 Action Plan and the $5 Getting Started training.. You’ve done a wonderful job putting out a lot of great and simple info and I’m still finding myself a little lost! For someone who is interested in the back end, techie type VA services that has absolutely ZERO experience in any of this (I’m a hair stylist by trade) where would you suggest I start? I am a plan, list type of person. So a checklist of sorts is most beneficial for my brain. Thanks so much!!

Hi Jess, thank you! The Action Plan is a DIY program where the Getting Started System is hands-on training with ongoing support. If you’re looking to learn Tech Skills I would recommend checking out the Techie VA Training Vault at https://www.techiementortraining.com/tva-sales . It focuses on all things techie.

You must have been reading my mind because there is SO much information out there and it makes my head hurt! Love these suggestions and I have enjoyed your webinars and look forward to more great information!

Hi Kara, thank you for taking the time to comment and thanks for your kind words. Be sure to subscribe here or on my podcast or YouTube channels to stay up to date!

Great post! There is soooo much info out there! I’m looking forward to your next posts!

Thank you Justina, glad you liked it!

Hello Susan,

Twice in one day, you’ve taught me – updated my LinkedIn profile, and I need to create systems!

Awesome, so glad you’re inspired and thank you for taking the time to comment.

I love this! There’s so much information out there that it’s so easy to fall into “research mode” and put off actually getting started. I really look forward to reading the content you’ve provided for us! And a step by step system is such a great tool…so thank you!

Thank you Lisa – I hear you on the research mode. You can get stuck in what I call “analysis paralysis”!

Absolutely it needed and you took time to put very details that people need to think about before starting one.

Thank you Jeanine – much appreciated!

Great information! I look forward to the rest of the series as it is definitely overwhelming to get started. I feel like I’ve been running in circles trying to figure things out. I haven’t launched yet due to all the information and fear of messing things up. Thanks so much for sharing!

Thank you Rhonda – much appreciated.

This is fantastic !!! Exactly what I needed to start up VA. Thank you Susan for this awesome blog waiting for the next!

Thank you Concepcion – much appreciated!

Looking forward to future installments of this series.

Thank you Kealoha – much appreciated.

Great post!

Thank you Sheila – much appreciated!

Great blog! I am looking forward to reading on about starting a VA business, as you are absolutely right, it is so confusing and overwhelming to start. Thanks so much for sharing this information in a step by step fashion with us struggling to take it all in.

Hi Debbie, thank you so much for taking the time to comment. I remember what it was like, and now there is even more information out there then when I started!

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How To Start Virtual Assistant Service Business [PLAN]

Virtual office assistant business plan.

A virtual assistant business is self-employed. It falls under the Business Process Outsourcing (BPO) industry, and it is particularly concerned with providing several professional products and services to both individuals and businesses.

If you are very interested in starting up a virtual assistant business and are set to write a simple business plan for your business, then you will find this virtual assistant BUSINESS STARTUP GUIDE useful.

Here is how to start a virtual secretary business.

BUSINESS NAME:  All For You Virtual Support Services, LLC.

Executive Summary

• Our Products and Services

Vision Statement

Mission Statement

Business Structure

• Market Analysis

Sales and Marketing Strategy

• Financial Plan

Sales Forecast

All For You Virtual Support Services, LLC is a business in the Business Processing Outsourcing services industry that will be headquartered in Boston, United States. The business has been duly registered and licensed to operate in the United States.

All For You Virtual Support Services, LLC will be owned and managed by both Jerry Thompson and Benjamin Jackson, both of whom have been long-time friends and business partners. They will both contribute equally towards the startup capital of $300,000, while the remainder will be sourced from the bank.

All For You Virtual Support Services, LLC is committed to becoming ranked among the leading virtual assistant businesses in the United States. Our products and services will reach various places all around the world, not just the United States.

Our Products and Services

All For You Virtual Support Services, LLC is a business in the Business Processing Outsourcing Services industry that will be located in Boston, United States. We are in this line of business for the sole purpose of making profits, and we will do well in our business to be able to favorably compete with the top businesses in the industry. We will do well to provide top-quality products and services to our customers. The following are the products and services which we will be providing to our customers:

• Provision of outsourcing services for works relating to accounting and finance functions
• Provision of outsourcing services for sales fulfillment as well as order management
• Provision of outsourcing services for work relating to human resources functions
• Provision of outsourcing services for document management
• Provision of outsourcing services for customer relations management
• Freelance writing, copywriting, editing, researching, etc.

Our vision in the industry is to become a reputable virtual assistant brand that will be providing its products and services to customers not just in the United States, but all around the globe. We will be very focused on establishing our business as one of the leading virtual assistant brands in the United States of America.

Our mission in the industry is to offer the very best quality products and services to our esteemed customers which will assist them (individuals, businesses, organizations) towards accomplishing all of their business goals. Our business will do well to take its place among the leading brands in the industry.

All For You Virtual Support Services, LLC is a virtual assistant business that will be very focused and committed to growing to become one of the biggest virtual assistant businesses in the United States.

We know how important it is to build a very strong business structure, especially one that can fully support our line of business and help us achieve our goals. This is why we will not take lightly the recruitment process for our business. The following roles will be occupied by competent, hardworking, and qualified individuals:

• Chief Executive Officer
• Human Resources and Admin Manager
• Creative Director
• Accountant / Cashier
• Freelancers
• Sales and Marketing Executive
• Client Service Executive
• Graphic Artist

Market Analysis Market Trend

The advent of the internet has brought about loads of business opportunities that otherwise would not be available.

The virtual assistant business is one whose mode of communication includes the internet, phone calls, e-mail, fax machine, online workspace, just to mention but a few.

Target Market

• Bloggers and website owners
• Blue Chips Companies
• Financial institutions such as Banks and insurance companies.
• Manufacturers and Distributors
• Research and Development Companies
• Real Estate Owners, Developers, and Contractors
• Religious Organization
• Television Stations
• Public Sector
• Entrepreneurs and Startups
• Printing Press

We well know, and we are not strangers to the fact that there is very fierce competition in the Business Process Outsourcing industry. This is why we will not take lightly our sales and marketing campaigns because this is what will help us set our business apart in the industry. We have thus far been able to consult top sales and marketing experts to help us in drafting the most suitable sales and marketing campaign for our business:

• We will make the introduction of our virtual assistant business to various groups that make up our target market through introductory letters, our business brochure, and emails.
• We will make sure to advertise our virtual assistant business in newspapers, magazines, TV and radio stations, etc.
• We will promote our business through various social media platforms such as Facebook, Twitter, and Instagram.
• We will make sure to engage in direct marketing.
• We will make sure to create different packages to meet the budget of various categories of clients.

Financial Plan Source of Startup Capital

The startup capital to fund the launching of our virtual assistant business will be contributed by the owners; Jerry Thompson and Benjamin Jackson and from the bank too. The owners have been long-time friends and business partners, and they will both contribute $100,000 each to make up $200,000 towards the required $300,000. The other $100,000 will be sourced from the bank.

First Fiscal Year $150,000 Second Fiscal Year $250,000 Third Fiscal Year $500,000

The above is what we have projected as our sales revenue for the first three years immediately after we fully launch our business.

Above is a virtual assistant BUSINESS STARTUP GUIDE with the business name ‘All For You Virtual Support Services, LLC’.

The business will particularly be focused on offering its products and services to customers not just in the United States but all around the world.

All For You Virtual Support Services, LLC will be owned by both Jerry Thompson and Benjamin Jackson, both of whom are long-time friends and business partners.

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LABOR DAY SALE HAPPENING NOW!! The SavvyVualt: VA GROWTH MEMBERSHIP

Free Checklist & Starter Kit

entrepreneurship I Don't Know Where To Start virtual assisting

Free virtual assistant business start-up plan (10 steps to start your va biz), abbey ashley.

Wondering how you can make money working from home as a virtual assistant? The best way to begin is by starting your own VA business.

I remember when I first started mine in 2015. I didn’t even know what a VA was. 

My friend had just told me about it and after doing some research, I realized it was the PERFECT job for me. Pretty soon after that, I started calling myself a VA. Just ONE month after calling myself a virtual assistant, I was already booked out of my services.

Today I’m sharing with you the same steps I took to set up my VA business so that you can get started quickly.

(Make sure you read till the end because I’m also giving you a FREE download of my VA Starter Kit which breaks this entire blog post down in a step-by-step checklist.)

Table of Contents

Setting Up Your Business

When you’re first setting up your virtual assistant business, it can be a little overwhelming. There are SO many things to do at once and you might wonder…where do I even start? What order do I take?

I’m going to walk you through some of the very first steps you need to take before launching your business. 

1. Choose the services that you will offer in your business. 

One of the first things I recommend doing as you start your business is to choose your services! Is there a particular niche or set of skills that you want to focus on in your business? 

Do you want to offer administrative services, technical services, or creative services? 

Read More:  Top 3 Services for Virtual Assistants in 2021

It can be easy to get stuck on this part and spend hours agonizing over where to begin, but the BEST way to start is by offering services that match your current skills.

You ALREADY have natural abilities and skills that you’ve been using in other roles. Why not monetize those skills by using them to help other business owners?

Download the 101 Services To Offer as a Virtual Assistant workbook!

Maybe you’re great at networking and connecting with people. Have you thought about becoming an outreach specialist or social media manager?

Maybe you’re super computer savvy and LOVE all things tech. You can zero in on those skills and specialize in a particular program like WordPress, Elementor, or Kajabi. 

Do you love art? Maybe you’re super creative and want to create documents or graphics in Canva. There are plenty of business owners willing to pay for that!

Action step: Write a list of skills and interests you already have, and see which ones are the strongest. Do any of them overlap? Consider finding services related to the skills or interests that rank highest on your list! 

2. Decide on the hourly rate that you will charge for your services. 

Once you’ve decided on your services, it’s time to decide your rate!

When you’re first starting out, a good starting point is anywhere between $20-$25 per hour. If you have previous experience or qualifications you’re going to want to charge more.

Remember that you won’t be working as a W2 employee but as an independent contractor. That means you will be responsible for withholding your own taxes and paying for your own supplies.

Keep all of this in mind when setting your rate, because you want to make sure you earn enough to cover expenses and make a profit for yourself that you can realistically live off of. 

Read more: How To Set Your Rates As A Virtual Assistant

You also might want to consider offering your services as a package instead of an hourly rate .

One method of setting your rates is to work backward. Start by estimating how much you need to make each month from your VA business. Then decide on how much time you can work. 

Lets say you need to make a minimum of $2,000 per month and you have 20 hours per week to dedicate to your business. You may spend anywhere from 2-5+ hours on non-billable tasks such as marketing, invoicing, and networking. (Non-billable means you complete the task for your business and aren’t directly paid for by clients).

That means you will have at least 15-18 hours per week left to do client work. In order to make $2,000 per month, you’d need to charge around $26-$30 per hour to make.

(You can adjust those numbers accordingly by taking the number of billable hours for clients and multiplying that by 4. Then divide the amount you want to make each month by the result.) 

Once you’ve decided on what you will charge, create a pricing sheet to send to clients when they inquire about your offers. 

Action step: it’s time to decide your rate!

3. Create a mission statement for your business. 

Before you start branding and marketing your business, you should create a mission statement that will set the direction for all your marketing materials.

It can be as simple as saying. “My name is _____, and I assist (ideal client) with (your service) so that they can (achieve this goal).”

In case you were wondering how this looks once completed, I’ll share my mission statement!

“I’m Abbey Ashley, and I help virtual assistants start, grow, and scale their own business from scratch.”

Action step: write a simple mission statement for your VA business. 

Once you have the basics set up in your business, you’re ready to start branding yourself! Before you start though, I highly recommend doing one important thing, which is deciding WHO you’re targeting (you may have already done this while writing your mission statement). 

4. Learn your ideal client 

Your target audience or ideal client is the type of person that you would like to work with in your business. By studying your ideal client you’ll be able to brand yourself in a way that speaks and relates to them.

There are a few things you can ask yourself that really help:

• What industry do they work in? (i.e. real estate, coaching)
• What problem do they face that your services can solve?
• What age or gender are they?
• Can you identify them as a certain group? (i.e. work from home moms, disabled business owners)

Once you’ve nailed who your perfect client would be, you can do further research by going to where they hang out. For example, can you find a Facebook group that caterers to life coaches or real estate agents? You can pay attention to the needs they have in their business and other pain points.

Action step: create a profile of your ideal client. 

Learn more about naming your business here! 

5. Choose a name

So, it’s time to choose a name, and being that this is the FIRST thing that clients typically see about you, it is something you want to put some thought into. You want to make sure it properly reflects your mission statement and embodies some of your personality. 

Do me a favor here though … PLEASE do not let naming your business stop you from moving forward! I’ve seen so many VAs get caught up in this one step that they never even get around to actually getting clients.

(I REALLY don’t want that to be you.)

So choose a name that you like, but don’t let it take up TOO much of your time. 

Once you have a name picked out, do a little research and make sure it’s available. You can search using the U.S. Patent & Trademark Office’s website . If it’s not taken you’ll want to purchase the domain name and claim the username on social media right away. 

Read More: Choose a Name for Your Virtual Assistant Business… Today!

Action step: choose a name for your business, and reserve the domain name and social media accounts.

6. Decide your brand fonts and colors

If you’re a creative person like me, you’re probably really looking forward to working on the aesthetic part of your brand. You can use a tool like Canva to create a brand board with your logo, fonts, and colors that you’ll be using for your business.

Not sure where to start? Just type in “color palettes” or “font combinations” on Pinterest to instantly access thousands of FREE ideas. 

Action step: choose the brand colors and fonts you’ll use in your brand materials.

7. Create Your Processes

One of the BIGGEST favors that you can do yourself, is to create processes early in your business. 

It’s actually a lot easier to do than you might think–all you have to do is record the steps you’re going to take to accomplish different tasks.

How will you conduct your discovery calls? What’s your process for invoicing clients? How will you onboard or fire a client? 

Take time to write out a list of the different tasks you’ll complete, and move down the list documenting a step-by-step process.

(By the way, this will make it REALLY easy for you to hire subcontractors later.) 

You can use a simple Google Sheet or a program like Trello or ClickUp to do this.

Action step: record the process for accomplishing different actions in your business.

8. Get Legal

By now you have all the basics down in your business, and it’s time to get your business legal! While I’m not qualified to get you official legal advice, I do have some contracts written by a REAL lawyer that can help you protect yourself.

Click here to check out my virtual assistant contract templates.

You’ll also want to decide which kind of business you’ll be (i.e. sole proprietorship, LLC).

A lot of virtual assistants ask me if they need to get an LLC, but here is what I want to make sure you understand. You don’t need an LLC to legally operate your business, however, it does add a layer of protection over your assets in the event that your business is sued. It separates you from your business so that it’s treated as its own entity.

You’ll also want to make sure that you check the local laws in your city or state for other licenses that may be required. SCORE is a great resource that can help with this. I highly recommend checking them out.

9. Get Clients!

One of the BIGGEST questions I get from virtual assistants is how to find clients. 

If you’re just starting out, it can be a little intimidating and this is usually when a feeling of fear can take over. That’s totally normal, and I don’t want you to let it stop you!

If I did it, I know that you can too!

I created a free training just for you where I go in-depth and spill my secrets on how to book out your services pretty quickly. 

I will share a little bit about it down below, but for a more detailed training be sure to check out the free video .  

Friends & Family Referrals

One of my FAVORITE ways to find virtual assistant clients fast is through friends and family. It’s so easy to do, and since you already have a relationship with the person, the know/like/trust factor is already present.

Chances are you know someone who owns a business, or someone you know does. So as soon as you launch your business you’ll want to make sure to let everyone know you’re offering virtual assistant services! (You’d be surprised how many VAs actually skip this easy step and miss out on potential clients!)

In my free training, I actually share an outreach script that you can customize and use when reaching out. 

Facebook Groups

Another excellent way to find literally thousands of potential clients is on Facebook. I highly recommend joining as many groups as you can related to business or the specific industry you want to serve. After joining, you should interact daily to build your network and showcase your expertise by giving valuable responses to people’s questions. 

LinkedIn Connections

If you’re not already on LinkedIn, I highly recommend creating a new profile and connecting with other VAs and professionals that fit your ideal client profile. 

This is actually one of the strategies that helped me book out my services early on!

Set up a client attraction system

Social media is a great way to find VA clients fast, but you don’t want to be “hustling” forever. 

You need a long-term strategy so that clients are consistently flowing into your business without you always having to go out there and chase leads.

That is why I highly recommend creating a client attraction system so that clients are coming to YOU.

This can be as simple as creating a landing page with a free download that someone can get in exchange for their email. Or maybe you have a blog with keyword-rich content that can lead clients to your website. You just need a way that people can find you and experience a taste of what you offer. 

Learn more about how to hire subcontractors here!

10. Build a Team

If you’ve made it this far, congrats because I’ve just given you a step-by-step breakdown of what it takes to get your virtual assistant business started from scratch! Now you get to decide if you want to SCALE to the next level by building your team.

Read More: Hiring Subcontractors for Your VA Business .

Abbey Ashley is the Founder of The Virtual Savvy. She helps aspiring virtual assistants launch and grow their own at-home business from scratch. She's since gone on to grow a multi-six figure business and retire her husband ALL from her at-home business. It's now her passion to help others start their own VA business so they can taste the freedom and flexibility of entrepreneurship as well.

This free one-hour training combines thousands of hours of research, years of experience in growing a virtual assistant business!

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17 Comments

Dear abbey Thank you for this useful information last year i was thinking to start working as a virtual assistant , but I could not because fear That i do not have skills to start , and afraid of failure I was thinking about it all the time ! Today I decided to take this huge step and change my life. I am going to join the savvy’s basic program and i am so excited to learn more skills and launch my own business ! Isra

That’s so exciting! You are on a journey Isra…you can do this! I’m so glad to have you in my program!

Hi, Abbey! Thank you again and again for all the useful, practial, and stress-relieving information! I’ve been locked in analysis paralysis and overthinking for a month now. I have the skills and experience and just need to “find my people”! With this list, I see I have most things ready, so now the fun begins! Eileen

Hi Eileen! So glad this helped give you clarity! You got this!!!!

Abbey! Please accept my heartfelt gratitude for all of the information you have made available on your website. Considering I’m just getting started, I’m finding it difficult to process the vast amount of information that’s available to new Virtual Assistants. I appreciate how helpful and easy to understand the information you provide. More of your tutorials will be read with interest, I am sure.

So glad I could simplify the information for you! You can do this!!!

Thank you so much for sharing this! This is very informative!

You’re welcome!!!

Great Article. I really Like the article. Thank You For Sharing This useful information

So glad you enjoyed it!

Thanks Abbey for those very informative tips

Thanks for such nice steps mentioned in short so easy to understand.

Hi there! What is a realistic goal to start working towards for a beginner when thinking about how much we want to make each month? I work full time right now and have 10-15 hours a week to dedicate towards VA.

Hi Alexia, great question! This is definitely dependent on the individual and their goals. We like to say that you should be able to have at least 5 hours a week available (which it sounds like you do!) and then you’ll want to set your hourly rate to start. So, for example, if you have 5 hours and your starting rate is $25/hour then you can make an extra $125/week. You get to choose your rates, services and availability so your numbers might be higher. Hope that helps! – Team TVS

“This is a very informative post. Thank you for writing and sharing it.

You’re very welcome, Christina. – Team TVS

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Laptop Work From Home Job You Can Start TODAY

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How to Start a Virtual Assistant Business

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If you’re highly organized, love to support others and want to work remotely, you may consider starting a business as a virtual assistant. It can be a perfect solution for many entrepreneurs and small businesses: You have the freedom to work from wherever you like and the businesses you work with get the help they need, when they need it.

Whether you’re considering how to start a virtual assistant business or are looking to learn more about this flexible career path, this guide will break down everything you need to know.

What is a virtual assistant?

A virtual assistant, sometimes referred to as a VA or administrative freelancer, is generally a contractor who is hired to complete administrative tasks for a small business. The “virtual” in virtual assistant comes from the fact that virtual assistants work remotely, rather than in an office. This allows them to work from anywhere — whether a different state or even country — and have as many clients as they can effectively manage.

A virtual assistant role is highly customizable, depending on your skills, what services you want to provide, when you want to work and from where you want to work. This customizability is one of the many reasons that being a virtual assistant is a competitive field.

The best part about starting a virtual assistant business is that you need no prior experience. However, you will want a proven track record of strong organization, project management, communication and more to stand out in the field. Of course, most of these skills are used by many traditional office workers in their day-to-day routine, meaning you likely won’t need specialized training to start a virtual assistant business.

How much do you need?

with Fundera by NerdWallet

We’ll start with a brief questionnaire to better understand the unique needs of your business.

Once we uncover your personalized matches, our team will consult you on the process moving forward.

Services offered by virtual assistants

One of the many benefits of becoming a virtual assistant is the wide variety of services that you can offer or specialize in. Many virtual assistants start out with basic administration tasks and find their niche down the road.

While you can do it all as a virtual assistant, it can be easier to market your skills if you specialize in two to three services or specific business niches.

General administration

Many virtual assistants start by offering general administration services. That might include:

Email management.

Calendar management and scheduling.

Customer service over email or phone.

Accounting, invoicing and bookkeeping.

Business marketing

Some virtual assistants specialize in business marketing skills, including:

Blog writing and content creation.

Drafting and sending email newsletters.

Video editing.

Tracking sales.

Facebook ads.

Social media management.

Community management.

SEO services.

Updating and maintaining the editorial calendar.

Ghostwriting.

Creation of social media graphics.

Affiliate management.

Other branding services.

Distributing press releases.

Specialized services

Depending on your previous experience and skills, you might be able to offer specialized services as a virtual assistant, such as:

Graphic design.

Website design and maintenance.

Webinar setup.

Proofreading.

Transcription.

Data entry.

How to start a virtual assistant business in 6 steps

If these skills and services sound like something you’d like to explore, read on for how to start a virtual assistant business of your own.

1. Pick your niche or services offered

One of the first steps you need to complete when starting a virtual assistant business is to decide what type of services you will offer. While it’s possible to do any number of things as a virtual assistant, you should choose a niche based on your specific skills and previous experience.

Most virtual assistants start with basic office and business management skills such as emailing, scheduling, customer support and website maintenance.

Many virtual assistants will also market themselves to an industry in which they have prior experience. For instance, if you’ve previously worked with construction companies, you may decide to specifically market yourself to these companies and their specific needs as a way to set yourself apart from the competition.

2. Write a business plan

One of the most crucial steps when starting any business is to write a business plan . Taking the time to put together this document will help you uncover what the demand is for this type of business, who your competitors are, what services you’ll offer and what you’ll charge, what kind of capital you’ll need to get started, when you can expect to turn a profit and more.

Think of it like this: Your business plan is a contract with yourself (at a minimum; if you plan to seek funding or a business partner down the line, you’ll likely need to share your business plan with them). It’s a place where you can write down your plans, your goals and even your dreams for your business, but it should also be grounded in research and facts. Your business plan should be used as a tool to check in with yourself on your progress and to hold yourself accountable to your business.

Your business plan will serve as a sort of roadmap for your business and will help you stay on track during those crucial first months and years. Of course, this isn’t a one-time exercise; you can and should revisit and update your business plan as your goals and plans change.

3. Register and name your business

The next step in starting your virtual assistant business is to choose a name for your business and to choose your business entity.

When naming your business, you want to choose a name that’s personal to you and that describes your business, while also being available to use and easy to pronounce and remember. You can conduct a business name search on your secretary of state’s website to ensure the name you want isn’t already in use.

At this stage, you will also want to choose the business entity that’s right for you. The most common business entity types are sole proprietorship, LLC and corporation. Each type of business has its benefits and drawbacks and you’ll want to consider your options carefully, as the business entity you choose will affect how you’re taxed, your degree of personal liability and more. We recommend consulting with a business attorney at this stage to make sure you’re weighing all of your options and choosing the best one for your virtual assistant business. Once you’ve made this decision, you can register your business in the state where your business will be based.

4. Invest in the tools of the trade

Once you have a good conceptual idea of what your business is going to look like and have created a plan for how you’ll build it, it’s time to get into the actual operations of your business. Luckily, there’s very little needed to start a virtual assistant business.

Essentially, there are only two things you absolutely need to start a business as a virtual assistant: a laptop with calling capabilities and a stable WiFi connection. However, in addition to these things, you may also consider some additional tools, including:

Business management tools

While these tools aren’t necessary for starting your virtual assistant business, they can be useful to add to your arsenal as your business starts to take off.

Time tracking: One of the ways that many virtual assistants charge clients is by the hour. If you’re working with multiple clients and on multiple projects, a time tracking tool can help you keep track of it all so you know what to charge each client.

Invoicing and accounting: Another tool that can be helpful for operating your virtual assistant business efficiently is invoicing and accounting software . This can make tracking your income and expenses easier, as well as billing your clients and tracking when you’ve been paid.

Project management: Project management tools — such as Trello, Asana, Basecamp and Evernote — can help you keep track of your various clients and the tasks you need to complete for each of them so you can stay on top of your schedule, as well as those of your clients.

Marketing materials

Unless you already have clients lined up when you launch your business, you will need to invest in some marketing materials to spread the word about your new business. These marketing tools don’t need to cost a lot, but they can make a serious difference in your business’s success. Here are a few to consider:

Business website : One of the best ways to show that your virtual assistant business is legitimate is to create a professional-looking website. There are many free and inexpensive tools for building a website. Make sure to include your skills, experience and contact information.

Social media : Another way to present your business as credible is to create a social media presence. The one that makes the most sense for a virtual assistant business is LinkedIn. Create a profile for your business and start sharing industry news, participating in discussions and more to get your business’s name in front of potential new clients.

Business cards : While a little more old-school, business cards can be a great way to spread the word about your business. You never know when you could meet a potential new client — or someone who knows a potential new client — and having a business card on hand to share is key, whether you’re at a networking event or at your local coffee shop.

5. Choose how to price your services

There are many different ways in which to price your time and services as a virtual assistant, but you should decide on pricing before you start taking on clients, so you both know what to expect before entering into a contract.

If you’re not sure how to price your services, do some research to find out what other virtual assistant businesses charge and set your prices accordingly. Here are some pricing formats to keep in mind. (Keep in mind, the example prices below are not necessarily market rates.)

Hourly rate : As you’re getting started as a virtual assistant, the easiest way to price your product is at an hourly rate. You choose what you would like to be paid per hour of work and then bill accordingly. (This is where time tracking tools can really come in handy.)

Hourly packages : Another way to price your time is to offer hourly packages. If your hourly rate is $100 per hour, you can offer a 10-hour package for a slight discount, say $925. The benefit of offering an hourly package and a discount is that you get the total for those hours upfront.

Service packages : Another way to package your time is through a service package. This can be a more complicated pricing structure for those just starting in the virtual assistant business, as you likely don’t know how long a specific task will take. An example of a service package would be a monthly bookkeeping service that you charge a flat fee of $1,200 for. In this case, the number of hours it takes you to complete this task won’t affect how much you make.

Monthly retainer : A favorite pricing option of virtual assistants is the monthly retainer. A monthly retainer is an upfront payment agreed upon between the virtual assistant and the client. That amount gets paid each month no matter how much work you do. A virtual assistant might receive a monthly retainer of $1,500 per month for calendar scheduling. This gives you a predictable source of income, while also ensuring your client will have the help they need.

One-time flat fee : Sometimes a virtual assistant is hired for a specific task. For this type of work, you’ll provide the client with a bid for a one-time flat fee. An example of this is that you might help them plan a set up and run a webinar for $2,000.

6. Create a contract

Before you start work with a client, you’ll need a contract. This contract is an agreement between you and the client. It clearly defines the scope of work you’re being hired for, including what tasks you’ll perform and for how long; the payment terms, including your pricing structure; your status as a contractor; and more.

You will want to give your client time to review this contract before you sign on to work with them. And make sure both parties have agreed to it and signed before you begin work, so you can ensure you’ll be paid appropriately. You can find many examples of virtual assistant contracts online to get you started. You’ll also want to make sure your client sends you the proper tax forms, as well as any ACH deposit paperwork if that’s your preferred payment method.

LLC Formation

Pros and cons of starting a virtual assistant business

If you’re considering how to start a virtual assistant business, evaluating the pros and cons can be a great way to discover if this is the right position for you. As well, you might consider it from the perspective of your clients, there are pros and cons to hiring virtual outsourced labor. Get to know it from both sides to make an informed decision.

Let’s start with the benefits of this line of work.

1. Low overhead costs

A big pro of starting a virtual assistant business is the low startup and overhead costs. A virtual assistant needs only a computer and WiFi, which are two resources most people already have. With that, you’ve got a business.

2. No formal education needed

You don’t need any specialized education to become a virtual assistant. Most of the skills needed to be a virtual assistant are things learned in the day-to-day life of the traditional office employer, or even in daily life.

3. Customizable schedule

One of the best parts about being a virtual assistant is that you get to set your schedule. While many clients might want you to be available during the traditional 9-to-5 workday, you always have the option to find clients in different time zones or with more flexible needs so that you can work the hours you want.

That said, let’s consider the downsides to this business, as well.

1. Finding clients

While this isn’t specifically a con to starting a virtual assistant business, it is a difficulty you will face. Finding the first few clients could be difficult, unless you already have clients lined up from previous jobs. While you’re building your experience and network, you will likely have to hustle to find work. However, once you’ve landed your first few clients — and provided a quality service — it will be easier to find more people to work with.

2. Staying up to date with the latest tech

This may not be a drawback depending on your background and interests, but you will need to stay up to date with the latest operating system and tools. Your clients may all use different email and calendar systems, for instance, and you’ll need to know how to work seamlessly in all of them in order to be an effective virtual assistant.

3. Unsteady income

As is true with any freelance or contract business, you won’t have a reliable paycheck every other week like you would with a salaried job. Even when you have a full client list, your contract may be for only a few weeks or months, and then you’ll need to find something new. To stay on top of this, note in your own calendar when contracts are ending and when you should do outreach to onboard new clients. The good news is, this should be relatively easy since organization is in your blood.

This article originally appeared on JustBusiness, a subsidiary of NerdWallet.

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Top 10 Virtual Assistant Proposal Templates with Samples and Examples

Deepika Dhaka

A virtual assistant services company is an entity that provides remote administrative and support services to businesses and individuals. Their range of services encompasses data entry, customer support, scheduling, and more, all activities that a skilled team of virtual assistants executes. These companies empower clients to delegate tasks and enhance operational efficiency without the necessity of employing in-house personnel.

According to Forbes , the best Virtual Assistant Companies in 2023 are:

Fancy Hands: Best for quick requests

Time etc: Best for entrepreneurs

Uassist.ME: Best for bilingual

Prialto: Best for large teams

WoodBows: Best for customer satisfaction

If you are a virtual assistant company struggling to win projects and clients, then you’ll need an outstanding Virtual Assistant Proposal to secure your business. But how do you go about writing a perfect proposal? That’s where we come in – Enter the Virtual Assistant Proposal Template from SlideTeam.

How to Write a Winning Virtual Assistant Proposal

This blog comprises a comprehensive Virtual Assistant Proposal Template, guiding you on the components to incorporate in your proposal. You will be glad to know that using our customizable pre-designed template, thousands of certified virtual assistants have found their careers through websites like Upwork, Toptal, Behance, SimplyHired, Fiverr, Dribbble, and Freelance. Whether you are a company looking to attract more clients or a freelancer looking for projects and contracts, this Virtual Assistant Proposal is your go-to solution. With this handy template, you can edit your proposal in minutes, send it off with just a click, and win more clients.

Let’s explore this proposal without any delay!

Template 1: Cover page for Virtual Assistant Proposal 

An attractive cover page not only makes your proposal look better but also enhances its effectiveness in communicating your message, increasing its chances of acceptance. Use this cover page template to showcase your professionalism, branding, and clarity of your services. Tailor it with your logo, related image, and a tagline to create an everlasting first impression. Download now to ensure your proposal is shortlisted among thousands of options available to your prospects.

Download this template

Template 2: Cover Letter for Virtual Assistant Proposal

Crafting a cover letter that catches clients' attention is paramount to bagging projects. Use this cover letter template to summarize key benefits you offer and why you are the ideal choice for the client's requirements. Highlight that you understand the issues the prospect is facing and how your services can provide the most effective solutions. A cover letter allows you to highlight your expertise and dedication to the job. Get it now!

Explore How AI Chatbots are revolutionizing industries i n this blog.

Template 3: Proposal Context for Virtual Assistant Proposal

Display a clear comprehension of the client's needs, aligning services with requirements using this cover letter template. Help them see the direct relevance and benefits of your services within the scope of their project, making the proposal more compelling. This resource can make clients believe that you have a genuine understanding of challenges and can help them overcome these in an effective way. Download it today and tailor it to the project's unique context, highlighting how your skilled virtual assistants can provide valuable support.

Template 4: Our Services for Virtual Assistant Proposal

The next step is to provide a comprehensive list of services, ensuring the client understands the scope of support available. Depending on your expertise, it can include offerings such as call answering services, event planning, booking and accounting, and many more. Use this PPT Template to demonstrate transparency in service offerings, building trust and avoiding misunderstandings about what's included. Also, it will let you highlight the flexibility to customize services to the client's needs, showing your ability to provide tailored solutions. Get it today!

Learn Everything About Natural Language Processing (NLP) for Artificial Intelligence in this guide replete with PowerPoint Templates.

Template 5: Action Timeline for Virtual Assistant Proposal

Your clients should know the timeline of the services they are outsourcing and what inspection and analysis your virtual assistants need to do before starting with the solutions. Providing an action timeline in your proposal will help you set clear expectations, demonstrate accountability and reliability, and assure project control. Download it now to give clients confidence that the project will be managed in a practical way, instilling trust in the company's capabilities. 

Template 6: Introducing Virtual Assistants to Clients

This PPT Slide aims to show the virtual assistants' skills and expertise as a team or an individual. Make your prospects comfortable with the responsible person by highlighting his/her experience and skills. Provide a clear understanding of virtual assistants and how they can benefit clients, especially if they are new to working with VAs. Include this template now to set the client’s expectations and build confidence. 

Template 7: Your Investment for Virtual Assistant Proposal

Providing a transparent breakdown of the investment required is crucial, ensuring clients understand the pricing structure. Use this PPT Template to provide transparent investment details such as services, specific details, and the price with additional tax. Including this information will help clients align their budget with the proposed services, enabling informed decision-making. You can also showcase the return on investment and value clients can expect in exchange for their money in the notes section at the end of this page. Grab it now!

Template 8: About Us for Post Virtual Assistant Proposal

This PPT template aims to showcase details of the organization providing process improvement as a service they provide. Here, you can give a brief description of your company, its background, vision, and mission. It will help you strengthen the client's trust in the company's ability to deliver services and drive process improvements. You can add your company’s logo here and add some attractive images of your company. Download now!

Template 9: Case Study for Virtual Assistant Proposal

Use this PowerPoint Template to present the case study of a similar project that your organization has completed. Showcase real-world examples of how the company's services have benefited clients, highlighting their track record of success. Give some pointers on the project description, results, and budget. In this slide, you can also highlight the project timeline. This resource works like an infographic. Isn’t it convenient? Download it now to provide evidence and inspire confidence.

Template 10: Terms and Conditions for Virtual Assistant Proposal

It is vital to provide a clear outline of the terms of engagement, including payment terms, service delivery, contract termination terms, notice and renewal, and any specific conditions, ensuring both parties have a mutual understanding. Use this PowerPoint Slide to protect the interests of both the company and the client by formalizing the agreement and addressing potential disputes or issues. It allows you to demonstrate a commitment to professionalism and ethical conduct, which can build trust with clients and lead to a win-win situation. 

Wait! We Have More to Offer

You will be glad to know that these ten templates act as the teaser of this complete Virtual Assistant Proposal Template. Besides these pages, it also includes content-rich slides for “ our management team,” “Contact us,” and more. On download, you will also get slides of related icons, graphs and charts, roadmaps, and 30-60–90-day plans. Download it once and make it yours forever. You can also use it for these projects by customizing it as per the client's needs. 

PS. If you plan to open your Company, explore this Virtual Assistant Business Plan Template to get started.

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Marketing For Virtual Assistants: How To Create a Winning Marketing Plan + Template

As a virtual assistant, it is important to have a winning marketing plan in order to attract new clients.

As the owner of a virtual assistant business, you know that having a good marketing plan is essential to your success. After all, without customers, your business will not survive.

But what goes into a good marketing plan? Below, we will go over some of the key components of a successful marketing plan for a virtual assistant business.

Download the Ultimate Marketing Plan Template

Key Components of a Virtual Assistant Marketing Plan

A great marketing plan has eleven sections as follows:

Executive Summary

Target market segments.

• Unique Selling Proposition (USP)

Pricing and Positioning Strategy

Distribution strategy, marketing materials, promotions strategy, digital marketing plan, conversion, referral, and retention strategy, financial projections.

We provide more detail for each of these key components below.

The executive summary is a brief overview of your entire marketing plan. It should include your overview information from each of the other sections, such as your target market, unique selling proposition, key promotions strategies, and financial projections.

When it comes to marketing a virtual assistant company, it is important to identify your target market segments. Who are your most likely customers? Consider factors such as age, gender, income, location, and lifestyle when determining your target market segments.

For example, the customers of a virtual assistant business may include small business owners, entrepreneurs, busy professionals, stay-at-home parents, or retirees.

Break down each of these segments even further by considering their needs, wants, and pain points. For example, the needs of the  customers of a virtual assistant may  include wanting to add staff assistance without bringing in full-time employees, or needing someone for a short project. By understanding your target market segments, you will be better equipped to create marketing messages that resonate with them.

Unique Selling Proposition

Your unique selling proposition (USP) is what sets your virtual assistant company apart from other virtual assistant businesses. What do you offer that nobody else does?

For example, your USP could be that you offer virtual assistant services to small businesses in the United States. Or, your USP could be that you offer flat-rate pricing for your virtual assistant services.

No matter what your USP is, make sure it is clear in your marketing materials. Your clients should be able to see immediately what makes you different from the other business in their area.

Your pricing and positioning strategy will be determined by your target market segments and your unique selling proposition.

For example, if your target market is small businesses in the United States, you may want to position yourself as a budget-friendly option. Alternatively, if your target market is busy professionals, you may want to position yourself as a premium option.

No matter what your positioning strategy is, make sure your pricing strategy is competitive. Consider conducting a market analysis to see what other virtual assistant businesses with which you compete are charging for similar offerings.

Your distribution strategy is how you will get your virtual assistant services into the hands of your target market.

For example, will you offer your services directly to clients? Or, will you partner with another business, such as an online marketplace or a staffing agency, to reach your target market?

Your distribution strategy documents how customers will buy from you. For example, will they buy directly from you in-person? Will they buy online? Will they purchase from your partners, distributors, etc. 

Providing offers through your business is a great way to entice customers to make a purchase. For virtual assistant companies, some common offers include discounts, free trials, or money-back guarantees.

Your offers should be aligned with your business goals. For example, if your goal is to increase sales by 10% in the next quarter, you may want to offer a discount on your virtual assistant services. Alternatively, if your goal is to increase customer loyalty, you may want to offer a money-back guarantee.

Make sure your offers are clear and easy to understand. Your customers should know exactly what they are getting when they take advantage of your offer.

Your marketing materials should be based on your unique selling proposition and target market segments. They should be designed to grab attention and generate interest in your business.

Some of the marketing materials you might want to create include product brochures, flyers, and website banners. You will also want to make sure your branding is strong and consistent across all of your marketing materials.

Your promotions strategy includes the methods you will use to attract new customers. It should be designed to generate excitement and encourage customers to try your business. 

Virtual assistant businesses should consider the following promotional strategies:

• Host a webinar or online conference.
• Sponsor a charity event or visit schools to talk to students about careers in virtual assistance.
• Give a free consultation to potential clients.
• Run a contest or giveaway on social media.
• Collaborate with other businesses in your industry to offer bundled services.
• Offer a discount to first-time customers.
• Publish articles or blog posts about your business on external websites.
• Give presentations at local business events or meetups.
• Attend trade shows or host your own virtual assistant event.
• Advertise your business on online directories or classified websites.

In today’s digital age, it’s important to have a solid digital marketing plan. This will help you reach a wider audience and drive more traffic to your business.

Some of the digital marketing tactics you might want to use include search engine optimization (SEO), pay-per-click advertising, social media marketing, and email marketing. You will also want to make sure your website is mobile-friendly and easy to navigate.

Virtual assistant businesses should consider the following digital marketing strategies:

• SEO: Optimize your website for search engines so that your business will show up in the results pages when people search for keywords related to your business.
•  PPC: Use pay-per-click advertising to drive traffic to your website. You can do this by bidding on relevant keywords or phrases and placing ads on search engines, websites, and social media platforms.
• Social Media Marketing: Use social media platforms, such as Facebook, Twitter, and LinkedIn, to promote your business. Make sure to post interesting and engaging content that will get people talking about your business.
• Email Marketing: Send newsletters, special offers, and other promotional materials to people on your email list. You can grow your list by offering a freebie in exchange for signing up.
• Content Marketing: Write blog posts, articles, and other types of content that will help promote your business. Make sure to include keywords and phrases that people are trying to find.
• Online Advertising: Place ads on websites, search engines, and social media platforms. You can use text, images, or videos in your ads.
• Local Listings: Get your business listed on online directories, such as Google My Business and Yelp. This will help people find your business when they search for local businesses.
• Mobile Marketing: Use text messages, apps, and other mobile-friendly marketing tactics to reach people on their smartphones and other devices.
• Affiliate Marketing: Find websites that are relevant to your business and offer to place ads on their site. You will pay the website owner a commission for each person who clicks on your ad and visits your website.
• Viral Marketing: Create content that is so compelling that people can’t help but share it with their friends and followers. This can be done through social media, email, or word-of-mouth.

Your conversion, referral, and retention strategy should be designed to keep customers coming back. Consider offering loyalty rewards, discounts for referrals, and other incentives to encourage customers to continue using your business.

You will also want to make sure your customer service is top-notch. Respond quickly to any complaints or concerns, and always go above and beyond to exceed customer expectations.

Virtual assistant businesses should consider the following conversion, referral and retention strategies:

• Offer loyalty rewards, discounts for referrals, and other incentives to encourage customers to continue using your business.
• Respond quickly to any complaints or concerns, and always go above and beyond to exceed customer expectations.
• Create content that is so compelling that people can’t help but share it with their friends and followers.
• Offer a free trial or money-back guarantee to show customers that you are confident in your business.
• Get involved in the community and build relationships with other businesses and organizations.

Last but not least, you will need to create financial projections for your business. This will help you track your progress and ensure you are on track to meet your goals.

The key information to include in these financial projections are your monthly marketing expenditures and expected sales. Be sure to update your projections on a regular basis to reflect any changes in your business.

Financial projections for a startup virtual assistant business may include:

• Monthly marketing expenditures
• Expected sales
• Operating expenses
• Profit and loss
• Balance sheet

A marketing plan is an essential part of any business, and virtual assistant businesses are no exception. By creating a marketing plan, you can develop strategies to reach your target market and promote your business.  

By following these steps, you can develop a quality marketing plan that will help you successfully launch and grow your virtual assistant business. Just remember to be creative, think outside the box, and always put your customers first. With a little hard work and dedication, you will be well on your way to success!

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Virtual Assistant Industry Analysis: Demand, Statistics, Market Trends & Future Outlook

10 Virtual Assistant Content Ideas To Post & Share On Social Media

How To Create a Virtual Assistant Business Name & 15 Business Name Ideas

How To Advertise Your Virtual Assistant Business

• Hire Developers

How to Hire a Virtual Assistant: A Guide for Business Owners

As a small business owner or startup founder, you’re juggling everything—strategy, growth, customer service, and countless daily tasks. But what if you could offload those time-consuming tasks to someone else, allowing you to focus on what really matters?

That’s where a virtual assistant (VA) comes in—your secret weapon for staying ahead without burning out. Whether it’s managing your inbox, handling customer inquiries, or keeping your social media on point, a VA frees up your time and mental energy so you can drive your business toward bigger goals. Ready to see how a VA can fit into your business? Let’s dive in.

What is a Virtual Assistant?

Think of a virtual assistant (VA) as your right-hand person—just not physically in the office. A VA is a remote professional who handles tasks that you don’t have time for or that pull you away from growing your business. Whether it’s providing administrative support work, technical support, or creative projects, a VA steps in and gets things done without being in the same location as you.

One of the best parts? VAs work remotely, often from their home office or a co-working space. This means you’re not tied to local talent—you can hire someone from anywhere in the world with the exact skills you need. VAs can help with anything from managing emails to customer service, social media marketing, content creation, or even bookkeeping. By delegating these tasks , you free up your time to focus on what you do best: running your business.

👉🏻 Find Your Perfect Match—View Top VA Profiles + Save

Why Should You Hire a Virtual Assistant?

Hiring a virtual assistant lightens your load. If you’ve ever wished for more hours in the day, a VA might just be the answer. By handing off time-consuming admin tasks elsewhere, you can focus on the big picture—like business development, strategy, and driving revenue.

If you don’t have an assistant, you are the assistant.

Cost is another big win here. For example, hiring a VA from a country like the Philippines often means you’ll pay a fraction of what you would for in-house help, without compromising quality. This cost efficiency lets you allocate more resources toward growth and less toward overhead.

And don’t forget, VAs bring a wide range of skills to the table. Whether you need help with data entry, social media management, customer service support, administrative services or something more specialized like web development, there’s a VA out there who can meet your needs. Plus, you have the flexibility to scale up or down depending on your workload, without the hassle of traditional hiring.

Which Administrative Tasks to Hand Off to Your VA?

The key to a successful relationship with your VA is knowing which tasks to delegate . Start by looking at your to-do list and identifying the repetitive, time-consuming tasks that don’t require your personal touch.

Examples of tasks to delegate include:

• Data entry and organization
• Calendar management and scheduling
• Email sorting
• Social media management
• Basic graphic design or editing
• Customer service
• Booking travel arrangements

The beauty of hiring a VA is that you can customize their role to fit your needs. Need help with SEO, content uploads, or even some coding? There’s a VA for that.

But remember, VAs aren’t meant to handle everything. Delegate tasks that don’t require your specific expertise, so you can focus on what only you can do: steering your business.

Where to Find a Virtual Assistant?

When it comes to hiring a virtual assistant, you’ve got two main options: go the DIY route on a platform like Upwork or Fiverr , or let a platform like Arc handle the heavy lifting for you.

Hiring on Freelance Platforms vs. Arc

The DIY Approach on Freelance Marketplaces

Sites like Upwork or Fiverr offer a pool of freelancers with a range of specialized skills here. You can often find great talent at competitive rates, especially if you’re open to hiring from countries with a lower cost of living. Direct communication with candidates makes it easier to find the right fit.

But here’s the catch: it’s time-consuming. You’ll need to write detailed job descriptions on posts, sift through applications, conduct interviews, and manage the onboarding process yourself. Even with reviews and ratings, it’s tough to gauge someone’s true capabilities without extensive vetting.

Arc’s Stress-Free Solution

Arc simplifies hiring a remote assistant by handling everything—including sourcing and vetting the best candidates. We’ll help find the right VA based on your specific needs and even take care of all the paperwork. Arc is all about making remote hiring easy, so you can save time and avoid the hassles of DIY hiring.

If you’d rather focus on running your business than getting bogged down in the minutia of the hiring process, Arc might be the way to go.

How Much Does It Cost to Hire Virtual Assistants?

The cost of hiring a virtual assistant will vary depending on location, experience level, and the type of tasks you need help with.

Location: If you hire a VA from countries like the Philippines, India, or other regions with a lower cost of living, you can expect to pay anywhere from $5 to $15 per hour for general administrative support tasks. In contrast, hiring a VA from the United States, Canada, or Western Europe might cost between $20 and $40 per hour or more.

Experience and Skills: The more specialized the skills, the higher the cost. For instance, a VA who handles basic administrative tasks like email management and data entry for multiple clients will generally cost less than one with expertise in areas like SEO, web development, or advanced graphic design. Experienced VAs with a proven track record of specialized services can command higher rates, ranging from $15 to $50 per hour, depending on their skill set.

Full-Time vs. Part-Time: You can hire VAs on an hourly basis, part-time, or full-time. If you’re looking for full-time virtual assistance only, some VAs might offer a discounted rate. For example, a full-time VA from the Philippines might cost between $800 to $1,500 per month, while in higher-cost regions, this could range from $2,000 to $5,000 per month.

Hiring Through an Agency vs. Direct Hiring: If you use a third-party service provider, the cost might be higher because they handle the vetting, hiring, and onboarding processes for you. This could add a premium of 10-20% on top of the VA’s hourly rate . However, this cost might be worth it for the time and effort you save.

Overall, the cost of hiring a virtual assistant is flexible and can be tailored to fit your budget and business needs.

Read More : How to Pay Freelancers: A Complete Guide for 2024

How to Write a Job Description That Works

When you’re hiring a virtual assistant, the job description is crucial. Get this part right, and you’re halfway to finding the perfect VA.

Be Clear and Specific: Outline exactly what personal and professional marketing tasks your VA will handle. Instead of saying “manage social media,” say, “create and schedule posts, engage with followers, and track analytics on Facebook, Twitter, and Instagram.”

Highlight the Must-Haves: List the skills and qualifications your VA absolutely needs. If they need to be a whiz with Excel or have top-notch writing project management skills, say so upfront.

Give Some Context: Let candidates know about your company and what you value. This helps attract people who align with your culture.

Mention What’s in it for Them: Even a short note on perks like flexible hours or opportunities for growth can make a difference in attracting top candidates.

Here’s an example of an actual VA job description used by founder Calvin Rosser as a reference:

By being clear, specific, and upfront, you’ll attract the right candidates and set the stage for a successful working relationship.

The Importance of Assessments

Assessing a candidate’s skills before hiring is crucial. Doing a skills assessment ensures you don’t waste time and money making a hire that’s not the right fit for what you actually need.

Assign a paid test task that reflects the work they’ll be doing. This allows you to see how they handle the work, their attention to detail, and their ability to follow instructions.

While setting up these assessments can be time-consuming, they’re invaluable for ensuring you hire someone who can truly deliver. If you’re strapped for time, services like Arc can manage this process for you, vetting candidates so you only meet with the best.

FAQs When Hiring Your First Virtual Assistant

How do i get candidates to apply.

Once you’ve posted your job on a platform like Upwork, it’s a good idea to proactively invite candidates to apply. Start by filtering for candidates who meet your specific criteria. For example, if you’re looking for someone from the Philippines who charges around $7 per hour and has positive reviews from previous clients, focus on that group. Invite a few promising candidates to apply, then wait a day or two to see who responds.

How Do I Review Candidate Applications?

When the applications start rolling in, it’s time to evaluate them. Look for candidates who meet your key criteria: strong written English skills, relevant experience, and good reviews from past clients. Narrow it down to the top three to five candidates.

Once you have your shortlist, reach out to each candidate and let them know they’ve been selected to complete an assessment. Give them clear instructions and a deadline—typically, 72 hours is reasonable. You’ll pay each candidate for their time on the assessment, usually around $10, so your total cost for this part of the process will be $30 to $50.

How Do I Evaluate the Assessments?

After receiving the completed assessments, review them holistically. Ask yourself if you’d be happy with the work if the candidate were part of your team. Is the quality at a level where you wouldn’t need to micromanage?

Next, evaluate the candidate’s performance on each core skill you’ve identified as important. Rate them on a scale of 0 (terrible) to 5 (excellent). While it’s rare to find someone who scores perfectly across the board, anyone scoring a 0 on a critical skill, like English proficiency, should be eliminated from consideration.

From this pool, invite the top two candidates for a Zoom interview .

What Do I Ask in the Interview?

The final interview is your opportunity to get to know the candidate better and assess their fit for the role. Be intentional about the questions you ask . On the technical side, inquire about their experience with specific tools and how they handled the assessment. On the personal side, ask about their motivations, career goals, and interests outside of work.

Ask About Their Skills: Test them with real-life scenarios. How would they handle a specific problem or use a particular tool? See how they think on their feet.

Explore Soft Skills: Ask how they manage time and personal tasks, prioritize tasks, and adapt to new challenges.

Cultural Fit: Learn about their motivations and long-term goals. Do they align with what you’re looking for? Ensure their availability and work style match your needs.

Sample VA interview questions you can ask:

• What led you to become a virtual assistant?
• Which tasks do you excel at? What areas would you like to improve? What work do you prefer to avoid?
• How did you approach the assessment? Any challenges?
• If you misunderstood an assignment, how would you correct it?
• What’s your first step if your computer crashes or the internet goes down on a tight deadline?
• Have you used tools like Slack or Asana? How do they fit into your workflow?
• How do you prefer to receive feedback?
• Do you have experience with WordPress? What do you enjoy about it?
• Are you working with other clients? What’s your availability?

End the interview by outlining the next steps. If you’re ready to hire the candidate, let them know and send over a contract. If not, be transparent about your decision. If you need more time to interview other candidates, give them a timeline for when they’ll hear back from you.

Onboarding and Training Your VA

Congratulations! You’ve hired a virtual assistant. Now, let’s set them up for success.

Start with a solid onboarding process. Introduce them to your business, explain your goals, and walk them through their specific tasks first. Ensure they have access to all the tools and resources they need.

Next, create a training plan. This could include video tutorials, written guides, or one-on-one sessions. Be patient—give them time to get up to speed, and check in regularly to see how they’re doing.

Keeping Your Relationship Strong

Hiring a virtual assistant is just the beginning. To get the most out of this partnership, focus on maintaining a strong, positive relationship.

Communicate Regularly:  Keep communication open with regular phone calls and check-ins. This keeps things on track and allows you to address any issues before they become problems.

Provide Feedback:  Constructive feedback helps your VA improve. Make sure to acknowledge their hard work, too—everyone likes to feel appreciated.

Cultural Awareness:  Be mindful of cultural differences. For instance, many companies in the Philippines give a 13th-month bonus, which could be a nice gesture if you’re working with someone from that region.

Involve Them in the Team:  Even if they’re remote, make them feel included. Invite them to team meetings, celebrate wins together, and keep them in the loop.

By following these steps, you’ll build a strong, productive relationship with your VA, leading to long-term success for both of you.

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Christine Orchard

MBA, Arc's Head of Marketing & Remote Work Advocate

Christine leads marketing operations at Arc, where her areas of expertise include marketing strategy, remote management, cross-cultural management, and strategic communications. Originally from Ohio, US, she now calls Taipei, Taiwan home.

Further reading

The Benefits of Staff Augmentation for Your Team

How to Find Developers: 20 Expert Tips & Essential Strategies for 2024

Beyond LinkedIn Recruiter: 14 Other Top Recruitment Tools for Hiring Developers

Managing a Distributed Software Development Team: 5 Lessons Learned

How To Build Your DEI Hiring Strategy In 2024

Senior Developer vs Lead Developer: What’s the Difference?