Virtual Assistant Agency Pricing Models Explained

The Three Common Pricing Models

Hourly Billing

You pay for the hours worked. This suits variable workloads and short projects because you are never paying for idle time. The downside is unpredictability. A busy month means a big invoice, and budgeting is harder.

Monthly Retainer

You pay a fixed fee for a set number of hours or a dedicated assistant. It is easier to budget, and it encourages a stable long-term relationship where the assistant learns your business. The trade-off is that you pay even if a slow week leaves hours unused.

Placement Fee

You pay once to be matched with a vetted candidate, then employ or contract them directly. This can be the lowest cost over a long horizon, but you take on management, payroll, and compliance. Globaltize’s approach to fees is described on its pricing page, and its recruitment overview explains what a managed search includes.

Side-By-Side Comparison

What Should Be Included

Ask every provider to spell out:

• Vetting. How are English, skills, and work history checked?

• Replacements. Is there a replacement guarantee, and for how long?

• Payroll and compliance. Who handles taxes and contracts? See Globaltize’s EOR and contractor payments page.

• Tools and equipment. Are they included?

• Minimum commitments. Is there a notice period or lock-in?

Hidden Fees To Watch For

Some quotes look low until you find setup fees, currency conversion costs, extra charges for replacements, or fees for changing hours. Our article on hidden costs lists the common ones.

How To Choose

1. Decide how hands-on you want to be.

2. Estimate your weekly hours for the next six months.

3. Price each model for that period.

4. Weigh risk: who bears it if the hire does not work out?

If you are comparing several providers, our guide to virtual assistant vs. freelancer vs. agency and the best virtual assistant companies list can help.

A Real-World Example

An e-commerce owner compared two quotes. One was a low hourly rate with a separate fee for replacements and payroll. The other was a flat monthly price that included vetting, replacements, and payments. Once she added everything up, the flat price was cheaper and simpler.

Always compare the total monthly number, not the headline rate.

A Quick Checklist Before You Start

Before you sign with any provider, ask:

• What is the total monthly cost with all fees?

• What happens if the person leaves in month two?

• Who handles payroll, taxes, and compliance?

• Is there a minimum contract length?

• Are there setup or exit fees?

See our cost overview or the hidden costs guide.

Questions Owners Ask

Is hourly or monthly cheaper?

Monthly is usually cheaper for steady work. Hourly is better when the workload changes a lot week to week.

What is a placement fee?

A one-time fee to find and vet a person. After that, you pay the person directly and there is no ongoing markup.

Next Steps

Tell us your role and hours and we will explain the fee structure for your search. For a neutral look at contractor classification rules in the U.S., see the IRS guidance on independent contractors.