Virtual Assistant Rate Calculator
VAs juggle multiple clients in the same day, which lowers real utilization compared to a single-client role — this calculator accounts for that directly.
Recommended hourly rate
—
Break-even rate
—
Billable hours/year
—
10-hour package price
—
20-hour package price
—
VA-specific cost considerations
- Context-switching between multiple clients in a day reduces effective utilization compared to working for a single employer — 65-75% is a realistic range for most VAs.
- Unpaid onboarding and process-documentation time for new clients is easy to under-count.
- Many VAs sell hour "packages" (10/20/40 hours/month) at a modest discount versus pure hourly billing — this calculator shows both.
Package prices shown are the recommended hourly rate applied directly with no discount — apply your own package discount policy on top if you offer one.
Worked example
$50,000 income, $4,000 overhead, 48 weeks, 35 hrs/week, 70% utilization, 10% reserve, 10% margin:
- Billable hours: 48 × 35 × 0.70 = 1,176 hours/year
- Recommended revenue: $54,000 ÷ 0.80 = $67,500
- Recommended rate: $67,500 ÷ 1,176 ≈ $57.40/hour
Related calculators
Frequently asked questions
Should I discount hour packages?
Many VAs offer a modest 5-10% discount for larger monthly hour commitments in exchange for more predictable income — that is a business-policy choice on top of this calculator's base rate.
Match a virtual assistant rate to responsibility
Administrative support, executive assistance and specialist operations work carry different value and risk. Start with the sustainable rate, then adjust packages for complexity, availability, software expertise and ownership of outcomes.
Create a workable offer
- Define response windows, communication channels and the hours included each month.
- Separate routine execution from project coordination or specialized technical work.
- Use rollover and overage rules so unused or unexpected hours are handled consistently.
Capacity checks
- Many small clients can create more coordination time than fewer larger retainers.
- Time-zone coverage and urgent availability reduce the capacity you can sell elsewhere.
- Security-sensitive access may require paid tools, insurance and documented processes.