Virtual Assistant FAQ for Small Trade Businesses

A virtual assistant (VA) is a remote professional who provides administrative, bookkeeping, scheduling, customer communication, and business support services from their own location—helping business owners stay organized without needing onsite staff.

Virtual assistants are also commonly known as a remote assistant, digital assistant, virtual executive assistant, remote administrator, or online business manager (OBM) depending on the services they provide.

Unlike in-house assistants, VAs work remotely using your existing systems. This means no need for office space or equipment, and you save on overhead costs while still getting professional, reliable support.

Hiring a virtual assistant can save you money, time, and stress. You don’t need to provide office space, equipment, or pay for payroll taxes and benefits—we handle our own setup and you’re only billed for hours worked (plus HST, which is a business write-off). It’s also a flexible solution that adjusts to your busy seasons, without the pressure of filling full-time hours. You get the help you need, when you need it—no long-term commitment required.

Start by reaching out to schedule a call where we’ll discuss your business, goals, pain points, and budget. From there, I’ll prepare an estimate tailored to the services, level, and frequency that suit your needs. We can always adjust the plan as we go along to make sure it fits perfectly.

I provide virtual assistant (VA), bookkeeping, office administration, and online business management (OBM) support for small trade and contractor businesses.

Services can include customer communication, invoicing and estimates, scheduling, ordering supplies, payment collection, bookkeeping, payroll support, social media support, and general office management.

Whether you need help with a few admin tasks or someone to help run the day-to-day office, services are customized to fit your business.

Yes, you can adjust your service package at any time. Whether you need to scale up during busy periods or scale back when things slow down, I’m happy to work with you to customize your package so it fits your current business needs perfectly. Just let me know what changes you want, and we’ll make it happen smoothly.

Sometimes, certain tasks may require extra time to complete. You have two options: either reallocate time from other tasks within your current package, or keep your package as is, and I’ll bill you separately at my hourly rate for the additional work. This way, you only pay for the extra time needed without impacting your ongoing services.

That’s great! Just reach out with the details of the additional work, and I’ll review everything so I can provide you with an updated quote or adjust your service package as needed.

Yes, absolutely. If I’m not already familiar with a program you use, I’ll take the time to learn it—most platforms have excellent tutorials and support materials. Just like an in-house employee, I may not know every single tool right away, but I’m a quick learner and adaptable. With so many software programs out there today, flexibility is key—and I make it a priority to get up to speed efficiently so I can support your business effectively.

Pricing depends on the level of support you need and how often you need it. We’ll start with an onboarding period using prepaid hourly blocks so I can learn your systems and begin supporting your business right away. From there, we’ll review your needs and move into a personalized monthly service package that fits your workflow and budget.

My services start with an onboarding period using prepaid hourly blocks at $40/hour, which allows me to learn your systems and begin supporting your business right away. After that, we transition into a customized monthly service package based on the type of work, level of support, and how often you need assistance.

Let's talk about what kind of support you need, and I'll build a service package that fits your workflow and budget.

I offer service packages after an initial onboarding period. The onboarding phase allows me to learn your systems and workflow using hourly blocks, so we can build the right level of support from the start.

From there, service packages provide predictability—for both the work being done and the cost. You’ll always know what to expect each month, which makes it easier to plan your time and budget. It’s a simple, no-surprises approach that helps keep your business running smoothly.

I don’t offer formal trial periods, but we start with an onboarding phase using prepaid hourly blocks. This allows you to begin with your priority tasks while I get familiar with your systems and workflow.

From there, we can adjust and refine the level of support as we go, so everything is tailored to your business before moving into an ongoing service package.

Yes, a contract ensures clear expectations and protects both parties by documenting our agreement and project details.

I understand that business needs can change. If you decide to stop services completely, I require 30 days’ notice to wrap things up smoothly. If you’re looking to alter or reduce your service package, please provide at least 2 weeks’ notice. I’m happy to assist with any transition or adjustments to make the process easy for you.

Your privacy is a priority. I take confidentiality seriously and use secure systems, including a trusted password manager, to protect your information.

All client information is handled with care, and confidentiality is built directly into my service agreement, which acts as a mutual Non-Disclosure Agreement (NDA).

Billing begins with an onboarding period using prepaid hourly blocks, where payment is required before work starts. After onboarding, your custom service package is invoiced in advance of each billing cycle, with payment required upfront.

I don’t offer net terms, which keeps things straightforward—no guesswork, no unexpected charges. You’ll always know what’s included and when payment is due.

To help keep costs down for small businesses, my preferred payment method is e-transfer, which avoids processing fees. I also accept Visa and MasterCard; however, please note that a 2.4% processing fee will be applied to credit card payments.

I’m available via email, video calls, and phone—whichever works best for you.

In the first month, we’ll be in touch a few times a week as I get set up, learn your processes, and check in to make sure I’m handling things the way you like. Once the training period wraps up, I recommend a quick weekly check-in—about 15 minutes—just to go over any questions, updates, or important details. It keeps everything running smoothly without taking up too much of your time.

Training your virtual assistant is similar to bringing on any new in-house employee—there’s a learning period as I get familiar with your systems and preferences. If you already have manuals, cheat sheets, or step-by-step notes, I’ll use those to get up to speed quickly. If not, I’ll work with you to create a custom training manual as we go. Most clients start by walking me through priority tasks via a quick call, screen share, or by sending over instructions or recordings. From there, I take initiative, ask questions when needed, and develop repeatable systems so you’re not constantly re-explaining things. I make the onboarding process as smooth and efficient as possible.

To keep your information secure, I’ll first send you a simple form to fill out your login details—without the passwords. Once that’s submitted, I’ll connect with you by phone to collect your passwords directly. All credentials are then stored in a highly secure, encrypted password manager, so your sensitive information stays safe and protected at all times.

I use an online time-tracking system to log the hours spent on your projects. This helps me monitor whether I’m staying within the estimated time frames outlined in your service package. If things are taking more or less time than expected, we can adjust your package accordingly. Time reports are available upon request.

I work Monday through Friday, from 9 AM to 4 PM.

While I do my best to be responsive and flexible, I’m not available on demand. Unlike a traditional in-house employee dedicated solely to your business, I work with multiple clients and schedule set blocks of time to focus on each one—including yours. This approach helps me stay organized and ensures you get consistent, high-quality support. If something urgent comes up, just let me know, and I’ll do my best to prioritize it.

I handle all client work during my regular business hours to ensure consistent, focused support. That said, if something urgent comes up after hours, you’re always welcome to reach out. While I can’t guarantee availability, I’ll do my best to help if I’m able.

Yes, like a traditional in-house employee, I will occasionally need time off for personal reasons or appointments. I respect how valuable your time and business are, so I always provide as much advance notice as possible to help us plan accordingly. In many cases, I can still deliver the same level of service by adjusting my schedule slightly to accommodate any time away.

I always let clients know as far in advance as possible — typically at least two weeks for planned vacation. I coordinate with you beforehand so we can adjust priorities and make sure nothing falls through the cracks while I'm away. Your business keeps running smoothly, even when I'm not at my desk.

Once you’re ready to work with MGVA, I’ll send you an onboarding package, a Non-Disclosure Agreement (NDA), a contract detailing our agreed-upon services, and your invoice. It’s that simple!