What is a Virtual Assistant?
What can a Virtual Assistant do for me?
What if I only need you to answer my phones?
Why should I go with you and not outsource my admin with another provider?
What hours do you work?
What tools do you use to get your job done?
How do we share files?
Will you sign a confidentiality agreement?
How do you answer our telephone calls?
How can I hand over my email inbox to you?
How do you access my contacts, calendar and email account?
How often do you invoice me?
What are your payment terms?
What are my payment options?


What is a Virtual Assistant and what does a Virtual Assistant do?

We’ve put these questions together because they get frequently, and one generally follows the other.

This is our definition of a Virtual Assistant, although it can vary:

A Virtual Assistant is an office administration professional that works from the comfort of their own home office or a leased office space or anywhere they want to be! They are generally sole traders, carrying their own ABN and working the hours of their choosing.

What does a Virtual Assistant do? 

Well, there are endless ways this can be answered, but in short, a Virtual Assistant does the majority of things that a personal assistant or office administrator does, but they’re never in your office. Answering telephones, replying to emails, invoicing your clients… anything you can do online, your Virtual Assistant can help you with.

What can a Virtual Assistant do for me?

Advancing technology means that you don’t need to hire an administration professional to sit in your office. Below is a tiny list of tasks that our VAs regularly carry out for our clients:

  • Taking incoming calls and scheduling bookings;
  • Updating the content of your websites;
  • Updating your social media accounts and replying to your customers;
  • Replying to your client’s enquiries via email;
  • Debt collection and accounts receivable tasks;
  • Data entry;
  • Calendar management;
  • Booking travel;
  • Writing board reports;
  • and much, much more!

What if I only need you to answer my phones?

Not a problem! We’re professional and can a have dedicated line set up for you within about 30 minutes (once the admin part of the process is done)…

Why should I go with you?

If you’re weighing up the pros and cons, we’d suggest giving both a trial run. You can then decide based on results, not on words. We often speak to clients who’ve not had much success with overseas VA’s, and want someone that they know they can rely on, that speaks our language and understands business in Australia – and that’s important!

What hours do you work?

Our VA’s work to their own timetable and we can discuss your needs with them to find the right fit. Most VA’s work normal 9 to 5 business hours on Monday to Friday – those are our core business hours.

What tools do you use to get your job done?

We love living in this era of technology! There are so many tools available to us online to make working remotely easy for everyone. We love Dropbox for file sharing, we use Google Apps for our email, calendar and contacts, we use Skype for communicating – just to name a few. Of course, you may recommend new technologies that you use in your business and we are more than happy to use these also.

How do we share files?

With the use of Dropbox you can share the files that you want to share with us, so that we work in real-time on the same documents. There is no need to send files via email and there will be no chance of duplicate documents. It works just like a normal server, just in the cloud. We also use Google Drive if that’s your preference. It’s up to you!

Will you sign a confidentiality agreement?

Yes – this is part of our Service Agreement. It protects you and us and is a benefit for all parties.

How do you answer our telephone calls?

There are a number of ways to set up the technical side: by diverting your number through to us for instance, but we work that out after having a chat to you to find out what you need. And yes – we can do it from home and your clients won’t know the difference!

How can I hand over my email inbox to you?

If you want us to manage your email inbox, it’s easy. We simply set up a copy of your email account on our desktop and manage it from there. Or, if you’re already in the cloud ie. Gmail, we can simply log on intermittently throughout the day and service you that way.

How do you access my contacts, calendar and email account?

A lot of our clients are already in the cloud and use services such as Google Apps or iCloud for their email, contacts and calendar. If you aren’t setup in the cloud and would like to be, we can certainly offer this service for you. Or, we can recommend someone that can help.

How often do you invoice me?

If you purchase a pre-paid package or are a retainer client, we request that the money reaches our account before we commence work with you. Retainer clients have different guidelines than pre-paid package clients, but you still need to be financially viable with us for us to keep working.

What are your payment terms?

We have a strict 7 day payment term. If payment is not received within the 7 days, we get sad and you may incur late fees and have your services suspended…

What are my payment options?

Payment options vary from VA to VA, but generally speaking:

  • Direct deposit into the TVA bank account is usually the best way…
  • We do accept credit card payment (call us to process) – charges are 1.4% of invoice total + $0.29c transaction fee (due to the bank charging us, unfortunately we need to onpass the fees)…

All the payment details you need will be on your invoice.