How To Start Working With Virtual Assistant Clients Without Feeling Like A Fraud

In this blog post and podcast, you’ll learn how to start working with Virtual Assistant clients in a professional way from the beginning. I’ll walk you through the list of mandatory things you need and the processes that you should have in place.

There are many people who are thinking of starting their own Virtual Assistant business and may have told everyone they know about it. I know that was me when I was first starting out. Even though I was still working in my JOB, I knew it was something I wanted to do so I shared it with fellow co-workers, friends, and family.

I told everybody I knew about my new VA business and I was lucky enough to get one of my first clients as a referral from a co-worker. I was so excited and then realized um, I don’t have anything ready to start working with Virtual Assistant clients.

Honesty Is Key When You Start Working With Virtual Assitant Clients

So, when I spoke to them, I was honest and told them that I was just starting out and really didn’t have the business set up yet. I wanted them to know because I knew there would be hiccups along the way.

Once we decided to work together my panic set in. I’m a systems person and it freaks me out a bit when I’m unprepared.  And I was – in my mind – unprepared because I didn’t have all my business “ducks” in a row.

I immediately starting searching for help – I needed to know the bare bones I need in place to start working with Virtual Assistant clients. Sadly, I didn’t find anything so I figured it out as I went along (not a method I recommend).

I know I’m not the only one that was lucky enough to get a client as a referral and wasn’t officially launched or open for business. That’s why I thought I would create a quick checklist of the things I think you need and one I wish I had all those years ago.

What Do You Need To Start Working With Virtual Assistant clients?

The Basics

  • Of course, you’ll need an internet connection, a computer, and a smartphone to start working with Virtual Assistant clients.
    • If you have to purchase a new one, buy a laptop for convenience.
  • Your baseline rate.
    • This is the minimum rate you can charge in order to keep the lights on.
    • You can’t charge less than this otherwise you’re not making enough.
  • The service you’re offering.
    • Understand what tasks you’re delivering.
  • How you’re charging for your services, hourly, packaged, or project-based.
    • Hourly = retainer
    • Package = service packages by expertise
    • Project = you’re building something
  • A client agreement – this is a MUST when you start working with Virtual Assistant clients. It’s protection for both parties.
  • What you’re using for invoicing and how you’re getting paid.

Must-Have Tech Tools

Always begin with the free versions when you start working with Virtual Assistant clients and upgrade when you have the income and know for sure you want to continue to use them.

  • Task management tool to track all your tasks and deadlines.
    • Such as Trello, Asana or Click Up
    • Be sure to try a few out to find the right one for you.
  • Email to send and receive email.
    • Such as Outlook, Gmail, or Thunderbird
  • E-signature to electronically sign documents.
    • Hello Sign or DocuSign
  • Invoicing to invoice and receive payments.
    • Invoice Ninja and Stripe
    • PayPal
  • Microsoft Office or similar
    • Open Office of Google Docs
  • Communications
    • Zoom
    • Skype
  • Cloud storage for easy storage and sharing documents
    • Dropbox
    • Google Drive

Minimum Biz Systems To Start Working With Virtual Assistant Clients

  • Day-to-day operations
  • New client on-boarding
  • Delivering what you sold

Remember, this is a list of the bare-bones minimum you need to start working with Virtual Assistant clients, it doesn’t mean you’re done setting up your business. There is still more to be done but this list will help you deliver a quality service to your new client.

The next steps are to continue setting up your business even as you work with this client. There is a lot to do when beginning a business and you want to be sure you have a solid foundation if you’re looking for long-term success.

For you DIY’ers have a look at my VA Biz Action Plan Bundle – it’s a step-by-step guide to set up and launch your Virtual Assistant Business with confidence.

If you’re looking for more in-depth training that includes ongoing support and community have a look at the VA Success System. It’s an affordable program that helps you to be fully prepared when you start working with Virtual Assistant clients, and so much more.

I hope you find this checklist helpful. I’d love to hear your comments and questions, please take a moment to leave them for me below.

Enjoy your day – Susan

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Written by Susan Mershon

Susan Mershon started The Techie Mentor™ in 2013 to teach Virtual Assistants her no-fluff approach to the systems and skills they need to build and automate a successful business.

With a strong base in project management, Susan brings her love of systems and teaching to offer in-depth training and mentoring to new and experienced Virtual Assistants.

She’s taught over 5,000 students her unique systems and strategies that focus on offering high-end skills that give you the freedom to work when and where you want.

To learn more about The Techie Mentor™ and the systems and skills she teaches without all the fluff or hype go to The Techie Mentor website.


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  1. Emma Bennett

    Hi Susan whilst I’ve been a VA for the past 30 months I’ve recently come across your website and the really useful information you offer.

    As additional to the above items you list how about the following:

    @ target market
    @ how are you going to market your services
    @ good internet presence – website – listings in online business directories

    Thank you for all your useful information Susan

    • SE Mershon

      Thank you Emma for taking the time to comment & I agree these are great additions to the list. Thanks again!

  2. Susan Mershon

    Thank you Nydia – I appreciate your comment. Enjoy your day!

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