Virtual assistants must price services to cover software subscriptions, skill level, and service packages. Set hourly or retainer rates that ensure business sustainability.
Optimize your pricing strategy with AI-powered insights
Enter your shop name for a personalized PDF report with your business name.
How many items do you expect to sell each month?
💡 Why needed? Fixed costs (Rent/Labor) must be split by each item. Lower sales = Higher cost per item. We need this to calculate your min break-even price.
Percentage of items that are wasted or unsold.
✅ Price is above break-even $18.35. You are making profit!
How much will you charge for one item?
Net Profit
$3325
per month
Margin
26.6%
profit margin
Break-Even
312
units/month
✓ Margin Detected: Your 26.6% profit margin is healthy for the cafe industry. You need to sell 312 units to break even, currently projecting 500 units.
Required Volume Growth ≥17% to break even
Current Expectation: 30% ✅
Virtual assistants price hourly ($15–50+/hr depending on skill and region) or via monthly retainers that stabilize income. Specialized skills — bookkeeping, ads management, tech setup — command far more than general admin. Software subscriptions and unbilled admin are real costs, so price your billable hour to cover them, and use retainer packages to lock in steady work and reduce the churn of hourly gigs.
General inbox management and skilled bookkeeping or ads work aren't worth the same rate. Charge premium rates for specialized skills.
Pure hourly income is unstable and caps you at hours sold. Monthly retainer packages stabilize cash flow and client commitment.
Subscriptions for the tools you use to deliver are real overhead. Factor them in or your effective rate is lower than your quoted one.
Onboarding, communication and admin aren't always billable. Price so paid hours cover the unpaid ones around them.
Once your pricing works, these are the tools small operators use to take payments, keep books, and market.
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General VA work commonly runs $15–50+/hr depending on skill and region, with specialized services higher. Retainers stabilize income. The calculator above helps you set a rate that covers software and unbilled time.
Retainers are usually better — they provide predictable monthly income and client commitment, versus hourly work that's unstable and capped at hours sold. Many VAs offer tiered monthly packages.
Charge more for skills like bookkeeping, ads management, funnel or tech setup. They deliver more value than general admin, so they should command rates well above your base hourly.
Yes. Project management, design or automation tools you pay for to do the work are overhead. Build them into your rate so they don't quietly reduce your take-home.
Onboarding, client communication and your own admin aren't always billable. If a chunk of your week is unpaid, your billable rate must be high enough to cover it and still hit your income goal.
Many small business owners use the "3x material cost" rule or simply match competitor prices. The problem? This ignores your unique cost structure. Your rent might be higher, your waste rate different, or your labor costs vary by location. This calculator reveals your true break-even point and ensures sustainable pricing.
Download a clean, shareable PDF of your pricing breakdown — cost structure, break-even point, and profit scenarios — completely free, with no sign-up. Useful for partners, lenders, or your own records.