Hyre Nova’s virtual assistant services start at USD 8 per hour for general admin, or AUD 10 or CAD 11 if you’re billed in Australian or Canadian dollars. Legal, medical and insurance admin starts at USD 9 per hour, and outbound sales starts at USD 12. You pay monthly, only for the hours actually worked.
If you’re asking how much does a virtual assistant cost, this guide covers the numbers and the parts that don’t always show up on the first quote. We’ll go through what drives the price, how billing works, how agencies compare with freelancers, and what to check before you sign anything.
What affects virtual assistant services cost?
Virtual assistant cost comes down to a few things. Some matter more than others.
Skill level. We group work into four levels. The first is task work that follows a set process, with daily supervision. The second is specialist work in one area. The third is skilled work the person owns end to end. The fourth is team lead or senior specialist work. Moving up a level comes with a rate increase, so the level matters more than anything else.
Task type. Sending calendar invites is different from running a sales pipeline or handling payroll questions. The more judgment a task needs, the higher the level it sits at.
Regulated industries. Legal, medical and insurance admin needs more care and more training. That’s why these roles start higher than general admin.
Time zone. Every virtual assistant works fully remotely from the Philippines, during your business hours in the US, Australia or Canada. The time zone doesn’t change the rate, but it does shape how your working day runs.
Hours. A full time role and a part time role are priced at the same hourly rate. What changes is the total, because the total depends on how many hours you use.
Currency. You’re billed in your own currency. Our rates are quoted in USD, AUD or CAD, so the number you see is the number you’ll pay.
Small firms often start with one virtual assistant covering several jobs. In that case, the role is quoted at the level of the hardest task. If most of the work is simple but one part needs specialist skill, the whole role is priced at that specialist level. It’s worth splitting your tasks into simple and hard before you ask for a quote.
Hourly or monthly: which is cheaper?
Neither is cheaper by default. It depends on how much work you have and how steady it is.
At Hyre Nova, we bill monthly in arrears for hours actually worked. We don’t use a fixed 160 hours. If your virtual assistant works fewer hours in a slow month, you pay for fewer hours. If the workload grows, you pay for the extra time that was logged.
“In arrears” means you pay after the work is done. Invoices are due 3 days after the invoice date, so you always know what you’re paying for before the bill arrives.
Monthly billing for actual hours often suits small businesses because workloads change. A fixed monthly block can leave you paying for time you don’t use. An hourly model with real tracking lets you match your spend to the work in front of you.
Here are our virtual assistant rates by task type:
| Task type | USD/hr | AUD/hr | CAD/hr |
|---|---|---|---|
| General admin | from 8 | from 10 | from 11 |
| Specialist work in one area | 9 to 11 | 11 to 14 | 12.50 to 15 |
| Legal, medical and insurance admin | from 9 | from 11 | from 12.50 |
| Outbound sales (cold calling, appointment setting) | from 12 | from 15 | from 16.50 |
| Skilled work owned end to end | 12 to 15 | 15 to 19 | 16.50 to 20.50 |
| Team lead or senior specialist | from 18 | from 22.50 | from 24.75 |
These are starting points. Your final rate depends on the role and the level it sits at.
Agency vs freelancer vs marketplace: what’s the real difference?
When you look for help, you’ll usually see three options. You can use an agency, find a freelancer yourself, or post a job on a marketplace and browse who applies. The real differences aren’t in the hourly rate.
Vetting. An agency does the first round of checking for you. You don’t have to read through dozens of applicants or run every first interview. With a freelancer or a marketplace, that work falls to you.
Replacement. If a freelancer stops replying or the fit isn’t right, you start the search again. With an agency, you can ask for a new match. At Hyre Nova, we give you a shortlist of 3 to 5 candidates for each role, and you can ask for more searches.
Management. Someone still has to direct the work. Freelancers often expect you to manage every task and every deadline. Agencies help with onboarding and check-ins, but you still set the priorities.
Risk. A freelancer can stop working with little notice. Agencies have set terms for notice periods and deposits, so you know what happens if things change.
The right choice depends on how much time you want to spend on hiring, and how much you want to spend on the work itself. If you’d rather not run the search yourself, a virtual assistant agency is built for that.
What hidden costs should you watch for?
Run through this short checklist with any provider, including us:
- Setup or search charges. There’s no charge for the search at Hyre Nova. Ask any provider to confirm their search costs in writing before you sign.
- Minimum hours. Ask whether any minimum applies. We bill for hours actually worked, so you only pay for what’s used.
- Replacement cost. If the first virtual assistant isn’t the right fit, the deposit carries over to the replacement.
- Currency and transfer charges. Refunds are paid through Wise, and you pay any Wise and currency transfer charges on a refund. Check how refunds are sent before you commit.
- Deposits and their terms. Before the virtual assistant starts, you pay a refundable deposit equal to 11 working days of the billing rate. A full time role at USD 8 per hour needs a deposit of USD 704. A part time role at 4 hours a day needs USD 352. The deposit is returned after 12 months, or applied to your final pay, unpaid invoices or notice period if you leave earlier.
- Management time. Your own time has a cost too. Setup, weekly check-ins and clear instructions all take hours. Plan for them before you start.
How do you choose the right virtual assistant agency?
Start with a few simple questions. The answers will tell you more than a rate card will.
Ask how they price each role. You should get a clear rate, in your own currency, tied to a level. Vague answers are a warning sign.
Ask how they search. You want to know how many options you’ll see, how people are checked, and whether you can ask for more.
Ask about AI tools. Some virtual assistants use tools like ChatGPT or Claude every day, and some don’t. At Hyre Nova, each virtual assistant’s details show which AI tools they use and how well they use them, so you can match the skill to your work.
Ask about the deposit and the end of the arrangement. Read the terms for refunds, notice periods and what happens if you need to change direction.
Ask what happens when the fit isn’t right. A good agency has a plan for this and explains it up front.
Finally, ask for a quote based on your actual tasks. Describe your normal week. That gives you a number built on real work.
FAQ
How much does a virtual assistant cost per month?
It depends on the hours and the level. Hyre Nova bills monthly in arrears for hours actually worked, so your monthly total follows your real usage. A full time role at USD 8 per hour is billed for the hours it works in that month.
How much does a virtual assistant cost compared to hiring locally?
Local hiring comes with costs that are easy to miss, like recruiting, payroll admin and the time you spend managing someone. Hyre Nova’s rates are in the table above, so you can work out your own numbers. We don’t compare our prices against other providers here.
Do I pay anything before the virtual assistant starts?
Yes, you pay a refundable deposit equal to 11 working days of the billing rate. It’s returned after 12 months, or applied to your final pay, unpaid invoices or notice period if you leave earlier. There’s no charge for the search.
Can I change the virtual assistant if it’s not working out?
Yes. The deposit carries over if a virtual assistant is replaced. You can also ask for another shortlist of 3 to 5 candidates.
What rate should I expect for my role?
Start with the task type. General admin starts at USD 8, AUD 10 or CAD 11 per hour. Legal, medical and insurance admin starts at USD 9, AUD 11 or CAD 12.50. Outbound sales starts at USD 12, AUD 15 or CAD 16.50. Higher levels cost more, and your final rate depends on the role.
Featured photo by Vlada Karpovich on Pexels
Ready to see who’s on the shortlist? Book a consultation and we’ll talk through the work you’d like off your desk.