Hourly, retainer or project based?

When you’re thinking about hiring a Virtual Assistant, one of the first questions you’ll face is how you want to structure the working relationship. There’s no one-size-fits-all answer—it depends on your workload, your working style, and what kind of support you actually need.

Let’s break down the three most common ways to engage a VA: hourly, retainer, or project-based. Each comes with its own pros and cons, so here's what to consider when deciding what works best for you.

Hourly: flexibility first

Hourly contracts are ideal for ad hoc tasks or variable workloads. You’re only paying for time spent, so it’s easy to start small or test the waters. This option suits business owners who don’t need consistent support every week.

Pros:

• Pay only for what you use—great for fluctuating workloads.
• No long-term commitment required.
• Easy to trial a VA before committing to a bigger package.
• Good for one-off admin, tech issues, or occasional help.

Cons:

• Can be harder to budget month-to-month.
• Less incentive for the VA to prioritise your tasks during busy periods.
• You may need to wait in the queue if their time is fully booked.
• Not ideal for tasks that require long-term consistency or trust-building.

Retainer: the set and forget option

A retainer is a monthly agreement for a set number of hours. It ensures your VA has time allocated to your business on a regular basis. This arrangement is perfect for business owners who want ongoing support and to know their VA is at their desk when needed, like checking you inboxes at certain times of the day, or making sure your phones are covered over the lunch period.

Pros:

• Reserved time means consistent support and faster turnaround.
• Builds a deeper, more collaborative working relationship.
• Easier to plan your business operations around guaranteed help.
• Often includes lower hourly rates than ad hoc work (bundle discounts).

Cons:

• You’re paying for the hours whether you use them or not.
• Requires more upfront commitment—financially and relationally.
• May need regular check-ins to ensure hours are being used well.
• Not ideal if you don't have set tasks that need completing at set times.

Project-based: clear scope and deliverables

If you have a specific task or deliverable—like setting up a CRM, designing a resource, or formatting a digital product—a project-based contract might be best. This model is based on outcomes rather than hours, with a defined scope and set price. Think of it like the relationship you might have with a graphic designer.

Pros:

• Clear expectations on cost, timeline, and deliverables.
• Ideal for one-off jobs or when you need something done end-to-end.
• Less admin—no timesheets, just milestones and completion.
• Encourages efficiency and results-based thinking.

Cons:

• If the project scope changes you may need to renegotiate, which could be costly.
• Can require more back-and-forth upfront to define expectations.
• Not suitable for ongoing general admin or evolving workloads.
• Limited opportunity to build a long-term working relationship if the project is a one-off.
  

How to choose?

There’s no wrong answer here—it really comes down to how your business operates. If you’re testing the waters, hourly can be a great start. If you need reliable, ongoing help, a retainer might give you peace of mind. And if you’ve got a one-off job, a project-based contract keeps things focused and efficient.

Maybe you need a mix - you know you're going to have regular tasks that need to be completed each week, so it makes sense to lock in time for those tasks, an hour or two a day (5-10 hours per week) to make sure the important stuff gets done. And there'll always be those moments of 'I need this thing...',  or 'hey can you...' these are idea moments to tap into those ad-hoc, hourly options where time isn't critical, and stuff just needs to get done. 

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Help to find the right fit

​No matter where you are in your business journey, having the right kind of support can make all the difference. Whether you're looking for a few hours of help each month, a trusted partner on retainer, or someone to knock out a one-off project, there's a VA arrangement to suit.

​A good VA will talk you through the options, and many (myself included) will tailor a package to suit your needs if none of the usual models feel quite right.
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Need help figuring out what would work best for your needs? Feel free to get in touch—I'm always happy to chat about how a VA can fit into your workflow without adding more noise to your day.

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