Virtual assistants send estimates when a prospective client wants to know what ongoing support or a defined project will cost. Clients usually compare hourly rates, retainer sizes, and what is included, so it helps to show expected hours and the types of tasks they cover.
When to use estimates: Use estimates to provide project quotes and get client approval before starting work. Once approved, convert your estimate to an invoice with one click to collect payment.
Create an invoice for payment collection
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Admin work is open-ended, and naming the tasks (inbox, calendar, travel, data entry) keeps scope clear.
Clients need to budget, and you need to know whether the work fits your capacity.
Stating what happens when the client goes past the included hours avoids surprise charges.
Expectations about same-day replies, time zones, and availability are a common source of friction.
Clients often need to provide email, calendar, password manager, or software access, and any subscriptions you will need to be covered must be named.
Tasks like design, bookkeeping, or ad management may be separate services at a different rate.
Retainer work needs a clear start date and how much notice either side must give to end it.
| Service | Priced | Typical range |
|---|---|---|
| General administrative support (email, calendar, data entry) | per hour | $20-45 |
| Customer support and inbox management | per hour | $20-40 |
| Social media scheduling and community management | per hour | $25-55 |
| Bookkeeping support and invoicing/AP entry | per hour | $30-60 |
| Executive assistant / project coordination | per hour | $35-75 |
| Monthly retainer (20 hours) | per month | $500-1,200 |
| Podcast or video editing and show notes | per episode | $75-250 |
| CRM, spreadsheet, or workflow setup | flat fee | $250-1,500 |
Typical US ranges. Rates vary by region, experience, and job size.
Presenting 10, 20, and 40 hour options with a small discount at higher tiers helps clients choose without negotiating your hourly rate.
A 30-day trial at a defined number of hours lets both sides test the fit and gives you real data on how long tasks take before you commit to a long-term price.
For fixed-price work like a database cleanup, estimate your hours, then add 15 to 25 percent for revisions and unclear instructions, and state how many revision rounds are included.
Clients who compare you to offshore or entry-level rates often want a different service. Show the specific skills, reliability, and time zone coverage you offer rather than cutting your rate.
Ask for a list of recurring tasks and how often they happen, then estimate each. If it is still unclear, propose a short trial retainer and adjust after the first month based on logged time.
For hourly or retainer work, an estimate is a projection, and you should say that the final bill depends on actual hours. For fixed-price projects, state that the price holds for the defined scope and that changes will be quoted separately.
Short intro calls are normally free. If the client wants a detailed process audit or workflow plan before hiring you, many VAs charge for that as a paid first project.
Thirty days is common. Your availability can change quickly as you take on other clients, so a validity date helps you avoid holding a slot for free.
Use the Virtual Assistant invoice template to bill the client, or convert this estimate once it's approved.
Virtual Assistant invoice template