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Spreadsheet · Digital download

Virtual Assistant Business Kit

Run a VA business: retainer and hourly rate list, client quote, retainer plan, work log, income & expense, rate calculators, plus a services agreement, onboarding, access, brief, report and SOP templates.

DOCXXLSXPDF12 files1.1 MB
Price $39.99USD

  • Instant digital download — nothing is shipped.
  • Secure checkout by Stripe.
  • Version 1.0.0 · updated Nov 10, 2026.

Description

Built for freelance virtual assistants and small VA teams who sell monthly retainers, hourly support and fixed-price projects to remote clients.

The workbook's rate list covers 10-, 20- and 40-hour retainers, hourly admin, inbox, calendar and bookkeeping support, social media packages, newsletters, podcast show notes, CRM setup, SOP writing, onboarding and overage hours, each with your time and software cost so you see the margin per hour. The Quote sheet prices a proposal with rush, after-hours, prepaid or nonprofit adjustments. Recurring Plan lays out a client's monthly package over a year, including a busy season.

Log every retainer month, hourly week and project on the Work Log with a status (Scheduled, Done – not billed, Invoiced, Paid, Written off, Cancelled). Balances, hours and profit fill in; Clients shows revenue and balance per client; Income & Expense and the Dashboard show the year by month. The calculators set your hourly rate from an income goal, price a retainer, work out retainer usage, rollover and overage, check the effective rate on a flat-fee project and estimate card fees. The worked example is a fictional VA business with 13 clients.

The editable documents: a VA services agreement (independent contractor, retainer rollover, time zones, secure access, confidentiality and a HIPAA business associate agreement note); a client onboarding questionnaire; an access and credentials checklist; a task brief; a weekly client report; an inbox and calendar management SOP; a retainer hours log; and a client-facing service menu.

Included: an XLSX workbook in worked-example and blank copies (11 sheets, 6,722 formulas: price list with 14 virtual assistant services, quote calculator, recurring plan calculator, client list, work log log, expenses, monthly income & expense, dashboard and 5 calculators); 8 editable DOCX documents (Virtual Assistant Services Agreement; Client Onboarding Questionnaire; Access and Credentials Checklist; Task Brief; Weekly Client Report; Inbox and Calendar Management SOP; Retainer Hours Log; Virtual Assistant Service Menu and Rates); and a 16-page guide and printables PDF in US Letter and A4 with every document as a print-ready page, a worked quote and a blank quote form.

The agreement and policy documents are templates, not legal advice: have them reviewed for your jurisdiction before you use them. General information, not tax, insurance or accounting advice.

Who it's for: Freelance virtual assistants and small VA agencies offering admin, inbox, calendar, bookkeeping, social media and project support to remote clients..

Included files

  • virtual-assistant-business-kit-v1.0.0-all-files.zipAll files in one ZIP (includes licence)ZIP
  • Virtual-Assistant-Kit-Workbook-Example.xlsxWorkbook with a worked example: 11 sheets, 6,722 formulasXLSX
  • Virtual-Assistant-Kit-Workbook-Blank.xlsxBlank workbook ready for your businessXLSX
  • Virtual-Assistant-Kit-01-Virtual-Assistant-Services-Agreement.docxEditable DOCX: services, independent contractor status, retainer rollover, invoices, time zones, access and passwords, confidentiality, HIPAA note, noticeDOCX
  • Virtual-Assistant-Kit-02-Client-Onboarding-Questionnaire.docxEditable DOCX: business, goals, tools, communication preferences, priorities and boundariesDOCX
  • Virtual-Assistant-Kit-03-Access-and-Credentials-Checklist.docxEditable DOCX: secure access log: account, access type, 2FA, granted and removed dates, offboarding checklistDOCX
  • Virtual-Assistant-Kit-04-Task-Brief.docxEditable DOCX: task brief: goal, steps, tools, deadline, approval, definition of doneDOCX
  • Virtual-Assistant-Kit-05-Weekly-Client-Report.docxEditable DOCX: weekly report: completed tasks, in progress, needs from client, retainer hours used and remainingDOCX
  • Virtual-Assistant-Kit-06-Inbox-and-Calendar-Management-SOP.docxEditable DOCX: daily inbox triage and calendar routine: folders, response rules, scheduling and time-zone checksDOCX
  • Virtual-Assistant-Kit-07-Retainer-Hours-Log.docxEditable DOCX: monthly retainer time log with rollover, hours used, remaining and overageDOCX
  • Virtual-Assistant-Kit-08-VA-Service-Menu-and-Rates.docxEditable DOCX: client-facing service menu with retainer packages, hourly services and project ratesDOCX
  • Virtual-Assistant-Kit-Guide-and-Printables-Letter.pdfGuide and printables (US Letter, 16 pages)PDF
  • Virtual-Assistant-Kit-Guide-and-Printables-A4.pdfGuide and printables (A4, 14 pages)PDF
  • LICENCE.txtLicence summaryTXT
  • Plus a single ZIP with every file and the licence (888 KB).

How to use

Open the blank workbook and read Start Here. Set your packages and rates on the Price List, add clients and log each retainer month, hourly week and project on the Work Log. Have the agreement reviewed, then send each new client the agreement, onboarding questionnaire and access checklist.

Customer reviews

No reviews yet. Reviews can only be written by customers who own this product.

Frequently asked questions

Is this a physical product?

No. This is a digital download. Nothing is shipped — you download the files from your account after purchase.

How do I get my files?

After payment, go to My Downloads in your account. Your purchase stays available there to re-download.

What can I do with it?

Use for yourself, your household or your own business. Print unlimited copies for that use. No reselling or sharing the files.

How do retainers and rollover work in the workbook?

Each retainer month is one row on the Work Log, and overage hours are a separate row. The Calculators sheet works out hours available, overage to bill and rollover using the cap in your agreement.

I work with healthcare clients. Is the agreement HIPAA-ready?

No single template makes you HIPAA compliant. The agreement notes that a separate business associate agreement must be signed before you handle protected health information; get that document from the client or a professional.

Can a VA agency use this?

Yes. Track each client and job as usual, and enter subcontractor or team pay on the Expenses sheet.

Can I edit the documents and add my logo?

Yes. The DOCX files are fully editable: add your business name and logo, change any wording, then save or print. The same documents are in the PDF as ready-to-print pages.

Are the agreement and policy templates legally checked?

No. They're practical starting points in plain English, not legal advice. Have them looked over by a qualified professional for your state, province or country before you use them.

Which apps has it been tested in?

The workbook was recalculated in LibreOffice Calc and checked against independently computed values; the DOCX files were rendered in LibreOffice Writer. Not tested in Microsoft Excel or Word, Google Sheets or Docs, or Apple Numbers or Pages.

US Letter or A4?

Both: the guide and printables come as separate US Letter and A4 PDFs. The DOCX files are set to US Letter; switch to A4 in your word processor's page setup.

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