Work Less + Make More Money By Offering VA Service Packages (2024)

One of the things that drives me crazy about the VA Industry is there are no standard definitions and terms. Coming from both the IT and Project Management worlds, I love standards.

I see the use of retainers and Virtual Assistant packages being mixed, and I believe it starts to cause some confusion, especially for those new to the industry. So here are my definitions for all of them – the same ones I used in my business.

What Are Retainers?

• They are buckets of hours.
• They are billed before the work is started.
• They can be used for any task. They’re getting a blended rate.
• You must track your time.
• They have an expiration date.
• The client pays for your time.

A Retainer is a pre-paid bucket of hours that can be used for any tasks your clients need. The client dictates what the hours are used for and is paying for your time vs. your expertise. They are typically billed at the beginning of the month and have an expiration date of anywhere from 30 to 90 days from the invoice date.

Time is tracked on all the tasks completed against the retainer, and the client is given a report showing how the hours were used. Sometimes, clients may question why it took so long to complete a specific task when they see your monthly report. Especially if you do several things for them. It’s because they:

• Don’t understand how long it takes to do a specific task.
• Don’t know all the steps involved.
• Are looking at the time involved instead of the expertise.
• Bought your time, not your expertise.

When Does It Make Sense To Use Retainers?

Now, retainers are great if you’re just getting started. They allow you to get a feel for how long it takes to do the work, plus all the tasks involved. They’re also great if you only do one type of work for a client (using only one expertise).

When Is It Better To Consider An Alternative To Retainers?

If you’re doing more than one thing, you’re getting paid one flat rate for doing multiple types of work that could include several different types of expertise. This is known as a blended rate.

I don’t want to be paid the same rate I would charge for data entry if I set up Infusionsoft campaigns. They require vastly different skills. Infusionsoft is a beast and takes time to master, while data entry is relatively simple, and almost anyone can do it.

So, if you’re doing a variety of skills for clients and only charging them one rate, say $40 an hour, you’re leaving money on the table. You could set different hourly rates for other skills, but tracking and managing is a nightmare. (Trust me on this one, I tried it)

A much easier way is to offer packages based on the expertise provided. This takes the time element out of it, and clients have a much better understanding of what they’re getting for their money. Remember, if you’re selling your time, it’s NOT a package; it’s a retainer, and you’re tracking billable hours.

What Are Virtual Assistant Packages?

• They deliver a specific set of items or deliverables.
• They have a fixed price.
• They have a specific deadline.
• They don’t require you to track your time.
• They are invoiced 50% upfront and 50% on delivery. Or you can invoice for the whole package upfront – your business, so it’s your choice.
• The client pays for your expertise, NOT your time.

A package is a set of deliverables (tasks) based on expertise, such as creating a WordPress website, implementing 1ShoppingCart, or sending out a monthly e-zine. Clients are paying you for specific expertise.

Virtual Assistant packages are billed upfront or 50% before the start and the remaining 50% on delivery. Or 100% upfront. They are for a fixed price and have a specific deadline. Clients understand precisely what they’re getting and what they’re paying for.

Virtual Assistant Packages are based on expertise. For some reason, there is a perception that people who charge by the hour get paid less than those who work with packages. I believe it’s because time seems less valuable than specific expertise. Again, it’s a perception.

The beauty of packages is you can define them by your expertise AND control precisely what is included. If you have several types of expertise, you can offer several other packages showcasing each. Or you can take one expertise and create various packages for different audiences. Voila, you now have multiple income streams!

How To Create Virtual Assistant Packages:

Remember, you can package anything if you quantify all the pieces. What do I mean? Let’s say you want to create Virtual Assistant packages for email management. You’d want to quantify the number of emails you would respond to in a specific amount of time. For example:

• Up to 50 emails per day for $25.00 (example rate).
• Up to 100 emails a week for $75.00 (example rate).
• Up to 1,000 emails per month for $150.00 (example rate).

You may have noticed that I said “up to” instead of just a number. It just makes it easier if you only do 40 in a week; it all works out in the averages.

Here’s another example. Say you create a package for monthly blog posts.

• Up to 4 blog posts per month (content provided by client)
• Proofing of each post
• Adding up to 2 images provided by the client
• Adding up to 5 keywords provided by the client
• Scheduling each post
• Sharing on three social media platforms using Buffer App
• The price is $300.00 (just an example)

Your clients understand what they’re getting and for how much. It’s clear what expertise they’re paying for. It’s crucial to be as detailed as possible when putting together your Virtual Assistant packages. You don’t want any gray areas.

Oh, and you can’t package something you’ve never done before. You need to know all the tasks and how long it takes to complete them. It’s essential for pricing and delivering your Virtual Assistant packages.

Must-Haves For Your Packages

Let’s dive into the essential elements that every package must have:

• Name: When naming your packages, my best advice is to keep it straightforward. Fancy names might confuse your audience, leading to hesitation in purchasing. Remember, clarity in naming encourages buying; complexity drives them away.
• Description: This is as crucial as the package contents. Craft a description that makes it easy for people to grasp the intended audience. For instance, I once offered a package named the 1-Page Starter Website. The description clearly stated it was tailored for those starting a business or at a point where a simple website was essential. Clarity in descriptions ensures your audience knows exactly who the package is designed for.
• Contents: Clearly outline what the package includes.
• Quantity: Specify the amount of each item or service included in the package.
• Duration: Clarify whether the package is a one-time or ongoing service.
• Price: Remember to state how much the package costs.

The must-haves for successful packages include a clear and straightforward name, a descriptive explanation targeting the right audience, a detailed list of contents, quantity specifications, duration clarity, and transparent pricing. This ensures potential clients understand, value, and are more likely to invest in your offers.

How To Price Virtual Assistant Packages

First, you need to know:

• All the tasks involved in your Virtual Assistant packages.
• And the total time it takes to complete the entire package.

I mentioned that you can’t package something you’ve never done. Pricing is an art and a science. It’s not about multiplying your hourly rate by the time it takes to complete the package. This is what many people teach. That’s incorrect!

The problem with that method is that most Virtual Assistants don’t charge enough, and it’s not about time; it’s about delivering expertise and value. I can’t tell you what to charge; I say it’s an art and a science. But you can start with the hourly rate x amount of time and then add 25%.

For example: $30 x 45 hours = $1,350 + 25% = $1,687.50.

Why 25%? It’s a place to start to add the value and expertise your package delivers. But you have to believe you’re worth and what you’re charging, which is a different conversation.

Before you can price your Virtual Assistant packages, you must know how much you need to earn. That is the baseline number you should be starting with. I used both retainers and packages in my business. Remember, your business – your choice. Do what works best for you and your clients.

What Are Projects?

Projects are similar to Virtual Assistant packages, but the significant difference is who determines the scope (what’s included). When you create a service package, you pick the scope of what is included in the package your client is buying.

For a project, the client determines the scope with your help. This is what Project Managers do – they work with their clients to determine what is included in the project and create the project scope. That’s the most significant difference.

Are you ready to create your Virtual Assistant Packages? I’ve created a simple checklist that summarizes everything I talk about in this blog – feel free to download a copy if you’re interested. Just click the button below.

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I’d love to hear from you.

Feel free to post below and let me know what action you’re taking today to create your service packages. All comments and questions are welcome.

Thanks for reading – Susan