Virtual Assistant Pricing 101: Hourly vs. Retainer vs. Per-Task—Which Model Fits Your Business?

One of the first questions business owners ask before hiring a Virtual Assistant (VA) is: “How much will this cost—and what’s the best way to pay?”

The truth: there isn’t one universal pricing model. Instead, you’ll find three common structures in 2025: hourly, retainer, and per-task. Each has strengths and trade-offs depending on your workload, budget, and management style.

Let’s break down each model with real-world examples so you can choose the one that fits your business best.

The 3 Main Virtual Assistant Pricing Models

1. Hourly Pricing

The most common and flexible model.

• How it works: You pay by the hour, tracked through tools like Hubstaff, Toggl, or Upwork.
• Typical 2025 rates:
  • Generalist VAs on freelance marketplaces: $10–$20/hr
  • Managed VA services (U.S.-based): ~$35–$38/hr equivalents
  • Premium/specialty VAs: $50–$80/hr+

Best for:

• Startups testing delegation
• Variable workloads
• Short-term projects

Pros:
✔ Pay only for what you use
✔ Easy to scale hours up/down
✔ Great for testing different VAs

Cons:
✘ Harder to budget
✘ Incentive misalignment—VA is paid for time, not output

2. Retainer / Monthly Package

Flat-fee arrangements for a set number of hours each month.

• How it works: You prepay for a block of hours (e.g., 40 hrs/month). Hours roll over or expire depending on the provider.
• Typical 2025 pricing:
  • Time etc: Plans ranging from 10 hrs at $380 ($38/hr) down to 60 hrs at $2,100 ($35/hr).
  • Full-time remote EAs: Starting at $3,999/month flat.

Best for:

• Consistent recurring tasks
• Businesses that want predictable billing
• Entrepreneurs who value continuity with one VA

Pros:
✔ Easier to budget
✔ Builds loyalty & stability with your VA
✔ Incentive to use hours efficiently

Cons:
✘ Risk of paying for unused hours
✘ Less flexible for seasonal work

3. Per-Task / Project Pricing

You pay for deliverables, not time.

• How it works: Each task/project has a fixed price (e.g., $50 for a podcast transcript, $200 for a CRM cleanup).
• Common in: Design, research, lead generation, podcasting support, transcription, and social media batches.

Best for:

• Businesses with clear, repeatable deliverables
• One-off projects
• Founders who dislike tracking hours

Pros:
✔ Pay for outcomes, not time
✔ No wasted hours
✔ Easier to compare providers by output

Cons:
✘ Harder for open-ended roles (inbox, scheduling)
✘ Less flexibility for ad hoc tasks
✘ May discourage VAs from going “above and beyond”

Which Model Should You Choose?

• Choose hourly if you’re just starting with delegation or have unpredictable workloads.
• Choose retainer if you have consistent recurring needs (inbox, calendar, invoicing).
• Choose per-task if your work is project-based or deliverable-focused.

👉 Pro Tip: Many businesses start with hourly, then shift to retainer once tasks stabilize.

Cost Comparison (Example: 40 hrs/month)

ModelCost Estimate (2025)NotesHourly (freelance VA)$10–$20/hr → $400–$800Lowest cost, but more management overheadHourly (managed service VA)$35–$38/hr → $1,400–$1,520Vetted + backup coverageRetainer (managed package)$2,100 for 60 hrs (~$35/hr)Predictable, scalableFlat full-time EA$3,999/monthStrategic partner, higher-level supportPer-taskVaries: $50–$500/taskIdeal for repeatable deliverables

Common Mistakes When Choosing a Pricing Model

❌ Going hourly with recurring tasks (you’ll overpay vs. retainer).
❌ Choosing a retainer but not having enough tasks to fill hours.
❌ Using per-task for roles that need real-time responsiveness (like inbox or scheduling).

Final Thoughts

There’s no one-size-fits-all pricing model for Virtual Assistants. The key is to match the model to your workload:

• Start small with hourly.
• Scale into a retainer when you’re consistent.
• Use per-task for well-defined projects.

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