A virtual assistant is like a personal secretary. They provide customer support, write, answer calls, transcribe, do research, etc. They basically work at home and communicate with their Employer through the Internet or through phone. One method many companies take to maximize the likelihood of having a positive experience in retaining a virtual assistant is by going through a virtual staffing agency. These virtual staffing agencies operate similarly to conventional staffing agencies. When setting up the structure of a virtual assistant business, the owner must decide how he or she will collect the money earned for the services performed.
Traditional Invoicing/Net 30 Days If the virtual assistant does a lot of work for larger corporate clients, she may find that her clients will only do business with her if she extends Net 30 Day terms. With this arrangement, the virtual assistant will issue an invoice at the specified time periods or at the end of a project, whatever is agreed to prior to starting the project.
Traditional Invoicing/Due Upon Receipt Issuing the purchase order or having an agreement where the terms are Due Upon Receipt will help the virtual assistant to get paid much quicker. Just like Net 30 Day terms, the virtual assistant will send an invoice at specified times or at the end of the project and wait for the company to send a check.
Credit Card Payment The virtual assistant can set-up a merchant account and collect payment from the client using a credit card. An invoice will usually still need to be given to the client, but payment can be processed immediately at specified times. The virtual assistant can keep the clients credit card number on file and charge it as soon as a project is completed and the invoice is approved. Credit card payments can also be processed through PayPal without setting-up a merchant account.
Retainer Many virtual assistants collect a retainer from their clients. Often a discount is given when the client agrees to a certain number of hours of work per month charged if it is used or not. Since the client has already paid, they will most likely use the time, however, this is a nice way for the VA to estimate how much he or she will work in a month because the client as already committed to a certain number of hours.
A Pennsylvania Retainer Agreement for Virtual Assistant Services is a legally binding contract that establishes the terms and conditions between a virtual assistant and their client. This agreement outlines the scope of work, payment terms, and obligations of both parties involved in the virtual assistant-client relationship. In Pennsylvania, there are several types of Retainer Agreements for Virtual Assistant Services, including: 1. General Virtual Assistant Retainer Agreement: This agreement covers a wide range of virtual assistant services, such as administrative tasks, data entry, customer support, social media management, and email management, among others. 2. Specialist Virtual Assistant Retainer Agreement: This type of agreement is tailored for virtual assistants with specialized skills, such as graphic design, content writing, website development, or marketing expertise. It outlines the specific services and deliverables provided by the virtual assistant. 3. Project-specific Retainer Agreement: This agreement is used for a specific project or short-term engagement. It clearly defines the project goals, timeline, and payment structure, ensuring clarity for both parties involved. 4. Ongoing Monthly Retainer Agreement: This type of retainer agreement is based on a recurring monthly fee, typically for a fixed number of hours and services. It sets clear expectations regarding availability, response times, and the virtual assistant's responsibilities for the duration of the retainer period. Key elements commonly included in a Pennsylvania Retainer Agreement for Virtual Assistant Services may include: a) Scope of Work: A detailed description of the tasks and services the virtual assistant will provide, including any limitations or exclusions. b) Payment Terms: The agreed-upon fee structure, payment schedule, and any additional expenses that may be incurred during the provision of services. c) Confidentiality: A clause outlining the confidential nature of the client's information and the virtual assistant's responsibility to maintain the confidentiality and security of such data. d) Term and Termination: The duration of the retainer agreement, including start and end dates, as well as the conditions under which either party can terminate the agreement. e) Intellectual Property: Clarification on the ownership of any intellectual property created during the course of the virtual assistant's services, ensuring it is appropriately assigned to the client. f) Indemnification and Liability: The allocation of responsibility for any losses, damages, or claims arising from the virtual assistant's services. g) Dispute Resolution: A clause outlining the process for resolving any disputes or disagreements that may arise during the retainer agreement. h) Governing Law: The choice of Pennsylvania law to govern the interpretation and enforcement of the retainer agreement. It is important for both the virtual assistant and the client to thoroughly review and understand the terms and conditions outlined in the Pennsylvania Retainer Agreement for Virtual Assistant Services before signing. Seeking legal advice is recommended to ensure compliance with state laws and protect the interests of both parties involved.
