Are you considering starting your virtual assistant agency but unsure where to begin?
You’re in the right place.
I’ve been in your shoes before, wondering how to get clients, what services to offer, and how to build something that works. After years of running my agencies and helping others do the same, I compiled this complete guide to walk you through the process.
Whether you’re just getting started or already freelancing and want to turn it into something bigger, this blog will show you how to set up your agency the right way, from choosing a niche, building your brand, pricing your services, and getting clients, to growing past $50/month.
Let’s break it down step by step.
Step 1: Choose the Right Niche
Identifying a specific niche is the first move toward building a focused, profitable agency. A clear niche not only helps define the brand’s messaging but also attracts ideal clients.
General VA Services
These cover basic tasks that apply to nearly all industries:
- Admin assistance
- Email and calendar management
- Data entry
- Document handling
Specialized VA Services
Agencies offering specialized skills often stand out:
- SEO
- Graphic design
- Social media management
- Customer support
Industry-Specific VA Services
Targeting a particular industry can lead to faster trust and referrals:
- Real estate support
- eCommerce operations
- Coaching and consulting assistance
- Virtual help for healthcare professionals
Choosing a niche allows the agency to market more effectively and deliver results with confidence.
Step 2: Build the Brand and Website
Once the niche is selected, it’s time to set up the online foundation.
Business Name
A relevant and recognizable business name that combines the keyword “VA” or “Outsourcing” with a unique identity works best—like “Outsourcing Bar.”
Brand Identity
This includes the visual and messaging elements that make the agency stand out:
- A professional logo
- Consistent color palette and font styles
- Visuals and content that align across platforms like Facebook, Instagram, and LinkedIn
Register the Business
Depending on the location, registration as an LLC, sole proprietorship, or another legal entity may be necessary. This builds trust and opens doors for payment processors, contracts, and partnerships.
Domain and Hosting
A .com domain should be prioritized. Reliable domain registrars include Namecheap, GoDaddy, and Google Domains. For hosting, Kherk recommends SiteGround and InMotion Hosting.
Business Email
Create a branded email address (e.g., hello@youragency.com) to build credibility with potential clients.
Step 3: Define Services and Set Pricing
Clearly defined service offerings help potential clients make quick decisions.
Pricing Models
Virtual assistant agencies typically use one or a mix of these:
- Hourly Rates – Ideal for recurring work
- Monthly Retainers – Encourages long-term relationships
Fixed Packages – Offers predictable, transparent pricing
Hourly rates are often best for beginners building their client base.
Service Packages
Offer three tiers to help clients choose with ease:
- Basic
- Standard
- Premium
Add-On Services
Additional services—such as lead generation, social media, or setup tasks—can increase each client’s value without requiring a bigger client list.
Step 4: Attracting Clients
Without clients, even the most polished agency can’t grow. Fortunately, there are multiple ways to get those first few contracts and keep leads flowing.
Start With the Inner Circle
Friends, family, and colleagues can help spread the word, refer potential clients, or even become clients themselves.
Marketplaces
Freelance platforms like Upwork, Fiverr, and OnlineJobs.ph are excellent places to build experience, get reviews, and land consistent work.
Content Marketing
Social media platforms, especially Facebook and LinkedIn, are excellent tools for showcasing expertise. Sharing tips, client success stories, and behind-the-scenes content can attract attention organically.
Community Building
Instead of relying solely on Facebook groups, agencies can create their own communities or email lists to engage with a more loyal audience.
YouTube Channel
Educational videos are a great way to establish expertise and build an audience of business owners in need of VA services.
Event Networking
Whether attending in-person conferences or online summits, making connections helps build a reputation within the business community.
Cold Outreach
With the help of tools like MightyCall for cold calling and Instantly for cold emailing, outreach becomes more structured and efficient.
Referrals
Past clients can become powerful referral sources. Don’t hesitate to ask for introductions once trust has been built.
Ads (Optional)
If the budget allows, paid ads on Facebook or Google can drive fast results—though it’s best to explore this once services and processes are well established.
Step 5: Delivering Services (Fulfillment)
Great marketing gets clients in the door. Great delivery keeps them around.
Build the Right Team
Start small. Only hire when absolutely necessary. A remote VA team can offer flexibility, while in-house support may provide more control—each has its pros and cons.
Hire an Account Manager
This team member handles communication, sets expectations, and ensures the client’s goals are being met.
Streamline Processes
Documenting every task—from onboarding to project delivery—makes training and delegation easier.
Recommended tools include:
- ProofHub – for managing internal tasks
- SPP (Service Provider Pro) – for handling client deliverables
- Agency Handy – for tracking client interactions
Upsell Opportunities
Adding additional services or offering extended contracts helps maximize client lifetime value.
Step 6: Keep Clients Happy
Client retention is the backbone of consistent revenue. Here are key strategies to maintain strong client relationships:
- Provide a smooth onboarding experience
- Communicate often and clearly
- Assign a dedicated account manager
- Follow through on promises
- Gather feedback and act on it
- Always aim to deliver outcomes that exceed the client’s expectations
When clients feel cared for and see consistent results, they’re more likely to stick around and refer others.
Step 7: Grow to $50K per Month and Beyond
Once the foundation is solid, scaling becomes more achievable.
Offer Monthly Retainers
Recurring income allows agencies to plan, hire, and invest in growth more effectively.
Productize Services
Fixed packages (Starter, Growth, Premium) make it easier for prospects to say yes—and for teams to deliver consistently.
Build a Personal Brand
Agencies benefit when their founders or leaders are visible. Sharing case studies, going live on social platforms, and hosting webinars can build trust with the target audience.
Expand the Team
As the client base grows, more VAs and managers can be hired to handle fulfillment and operations.
Diversify Income Streams
To go beyond agency work, some business owners also:
- Partner with white-label providers
- Offer coaching or consulting
- Sell courses or training
- Explore other industries like real estate
One stream of income may start the journey—but long-term stability often comes from having several.
Conclusion
Starting a virtual assistant agency isn’t just about launching a business—it’s about building something that brings value, creates freedom, and supports others. With the right steps, systems, and mindset, it’s possible to build a stable agency that serves both clients and the team behind it.
For those ready to begin, Kherk Roldan offers support through coaching, training, and partnership opportunities.
Those who want to build a virtual assistant agency without the pressure of managing fulfillment can also partner with Kherk Roldan’s Coaching for additional support and guidance.
