How to become a virtual assistant

Time is a valuable resource that most businesses can’t afford to waste, so having a virtual assistant can be very useful.

Virtual assistants are a form of business process outsourcing (BPO) as they perform various administrative, technical, and creative tasks remotely for businesses looking to outsource these tasks to streamline operations and reduce costs.

Businesses typically outsource these tasks to streamline operations and reduce costs.

In the UK, the number of businesses in the BPO industry increased on average 2.5% year-on-year between 2018 and 2023.

A virtual assistant (VA) can be an asset to businesses of any size and industry.

Virtual assistance provides services to help other businesses reach their goals, stay organised and build customer relationships without needing to provide office accommodation.

Read on to learn how to become a virtual assistant and what you need to become your own boss.

What is a virtual assistant?

A virtual assistant is a professional who provides various administrative services to clients remotely.

This role typically involves administration, but the tasks a VA handles can vary depending on their skills and clients’ needs.

Tasks typically include:

• administration – email and calendar management, research, document preparation, or data entry
• customer service – dealing with clients and customers or processing orders
• technical support – updating websites or helping with IT issues
• marketing or sales support – writing content or creating social media posts, sending emails, or creating newsletters
• personal assistance – making travel arrangements, planning events, or booking appointments
• financial tasks – recording expenses or sending and processing invoices.

A virtual assistant can offer any service that can be done remotely, making them a versatile and valuable asset for businesses looking to streamline operations and improve efficiency.

The pros and cons of setting up as a virtual assistant

Pros of becoming a virtual assistant

• flexibility – you might have the ability to set your own hours and work schedule
• location independence – work could be potentially done from anywhere with an internet connection
• variety of work – gaining exposure to different industries and tasks can lead to diverse skill development
• lower overheads – you may be able to save on travel costs and other expenses associated with a traditional office job.

Cons of becoming a virtual assistant

• lack of job security – as a self-employed contractor, you might experience periods of financial uncertainty, particularly during the early stages of starting as a virtual assistant
• isolation – working remotely may lead to feelings of isolation and disconnection
• high competition – the field can be highly competitive, with many VAs offering similar services
• irregular work hours – depending on the client’s location and needs, you may need to work outside regular business hours.

What skills and qualifications do you need?

To succeed as a virtual assistant, there are several skills you may benefit from:

• time management – balancing multiple tasks and clients may require excellent time management skills
• communication skills – clear and effective communication is crucial for understanding client needs and delivering results
• technical proficiency – familiarity with digital tools such as email, calendar apps, project management software, and social media platforms could be helpful
• organisational skills – managing various tasks for different clients may require exceptional organisation.

No formal or strict qualifications are needed to become a virtual assistant; however, having relevant certifications could help you win business and perform at a higher level, providing better-quality services.

These could include certifications in digital marketing, bookkeeping, or office administration.

Experience working as a personal assistant or in related fields could benefit you.

This experience would allow you to understand your client’s needs on a deeper level while allowing you to hit the ground running.

How much does it cost to set up as a virtual assistant?

The initial costs to set up as a virtual assistant can be minimal, particularly if you already own essential kit such as a computer and a reliable internet connection.

Basic software such as email and office applications might have free or low-cost options, but specialised software for tasks like social media management, project tracking, or graphic design could come at an additional cost.

You may also be able to keep costs down by working from a dedicated workspace in your home rather than paying for the commuting and usage costs of using a co-working space.

Marketing your services, such as creating a website or advertising, could involve extra costs, but there may be affordable and free solutions available.

Starting a virtual assistant business can be a cost-effective choice, however there are multiple funding options available if you require financial assistance.

Holding professional liability insurance may be a requirement, and processes may need to be in place to secure sensitive data – from company finances to customer information.

A good knowledge of your data handling obligations is essential to comply with the Data Protection Act.

Setting up a virtual assistant business

Define your services

A virtual assistant may be able to perform a wide range of different services, or they may specialise in one particular area.

Before you can win clients and build long-term, successful working relationships, you may want to decide which services you will offer.

You may decide to offer straightforward but essential administration services such as email and calendar management, transcription, data entry, and customer service.

You may also prefer to offer specialised services such as social media or strategy or only services for specific industries – it could be a good idea to define your offerings before drafting your business plan.

Create a business plan

A business plan is a working document that describes your core business objectives and how you plan to achieve them over a set period.

It may include an outline of your services, funding options, marketing strategy, and business expenses.

Without one, you may find it difficult to secure funding to begin your virtual assistant journey and keep your long-term business goals in sight and achievable.

Download our free business plan template.

Choose a business structure

As a small business owner, you may have tax and legal obligations to meet to run a compliant business, including selecting a business structure.

Besides registering your business with HMRC, you will also need to decide whether you want to operate as a sole trader or a limited company.

Each has its own merits – as a sole trader, you would have complete control over your business decisions and have less complex paperwork, but as a limited company, your personal assets are protected if your start-up faces financial trouble, and it could be easier to expand.

Read our simple guide to start-up business structures.    

Register with HMRC

All UK businesses must register with HMRC for tax purposes.

You will need to provide personal details and information about your business to ensure you’re set up for self-assessment for income tax.

You can register with HMRC online via the Gov.uk website. 

Understand your tax obligations

Besides income tax, you may also need to pay other types of tax as a self-employed business owner.

If you grow your VA business and hire staff, you will need to pay Employers National Insurance (NI), and if you register a limited company, you will also have to pay Corporation Tax.

As a small business selling a service, you must register for and charge Value Added Tax (VAT) if your income is over £90,000 during any 12-month period.

Learn more about the taxes that apply to small businesses.

Price your services

Setting the price of your products or services is one of the most important decisions you’ll make for your business, but it can be tricky.

When pricing your VA services, you will need to consider several factors, including your salary, profit margins, fixed costs, variable costs, and what your competitors are charging.

Read our full guide on how to price your products and services.

Advertise your business

Without advertising and marketing your business, it might be challenging to attract the customers you need to grow.

You could advertise your VA business in various ways, including on social media, using PPC ads, placing ads in industry magazines and creating an SEO-optimised website.

You may also want to include a portfolio of your past work on your website, along with case studies from previous clients, to demonstrate to potential clients your success and how you work.