Virtual Assistant Business Plan: Pricing, Packages, and SOPs

Virtual Assistant Business Plan: Pricing, Packages, and SOPs

Byelviswarutumo

Why your plan matters

If you want consistent clients (and cash flow), you need three things: pricing you can say out loud with confidence, clear packages clients can buy without thinking twice, and SOPs that let you deliver reliably—even on busy days.

Kenya‑friendly pricing models (use these as a starting point)

Hourly (good for one‑off tasks):

  • Beginner: KSh 500–800/hr (≈ USD 4–6)
  • Intermediate: KSh 800–1,500/hr (≈ USD 6–11)
  • Specialist: KSh 1,500–3,000/hr (≈ USD 11–22)

Monthly retainers (best for stability):

  • Starter: KSh 20,000–35,000 (light inbox + scheduling)
  • Core: KSh 35,000–70,000 (ops + content support)
  • Growth: KSh 70,000–120,000+ (ops + content + reporting)

Per‑project: Quote by scope, complexity, and turnaround (e.g., “Set up email + calendar + SOPs” or “30‑day content scheduling”).

Day rate (VIP day): KSh 12,000–20,000/day for focused implementation (calendars, templates, cleanup, automations).

Tip: Price retainers around the result (time saved, revenue, responsiveness), not just hours. Keep a private estimate of hours so you protect your margins.

3 simple packages clients understand

Starter (Focus: organization) — KSh 35,000/month

  • Inbox + calendar management (Mon–Fri)
  • 8 social posts scheduled/month (assets provided)
  • 6 basic Canva graphics/month
  • 24‑hour response window (business days)

Core (Focus: execution) — KSh 55,000/month

  • Everything in Starter
  • Up to 25 service hours/month
  • Comment/DM triage (Meta/IG/LinkedIn)
  • Weekly light report (KPIs + next actions)
  • 12 Canva graphics/month

Growth (Focus: leverage) — KSh 95,000/month

  • Everything in Core
  • Up to 45 service hours/month
  • Content coordination with creator/agency
  • Basic automations (Gmail filters, canned replies)
  • Monthly performance review call (45 min)

Popular add‑ons

  • Rush turnaround (<24h): +KSh 5,000 per request
  • Metricool setup + 30‑day scheduler: KSh 8,500
  • Simple landing page update (WordPress): KSh 7,500
  • Client onboarding assets (forms + folders): KSh 6,000

Keep add‑ons visible so clients can self‑select extra value without bloating your core packages.

Plug‑and‑play SOP mini‑templates

Copy these into Google Docs/Notion and adjust names and tools.

1) Email Management SOP

  • Goal: Inbox zero daily; priority replies within SLA.
  • Timing: 9:00, 13:00, 16:30 EAT sweeps.
  • Labels: 1‑Urgent, 2‑Today, 3‑This Week, Waiting, Finance.
  • Rules: Create filters for newsletters, receipts, and known senders.
  • Response: Use canned replies for FAQs; escalate exceptions via WhatsApp.

2) Calendar & Meetings SOP

  • Tools: Google Calendar + Meet links.
  • Standards: 45‑min default; 15‑min buffers; naming “Client | Topic | Owner”.
  • Prep: Agenda and files added 24h before.
  • Follow‑up: Send action notes within 6 hours; log in shared folder.

3) Social Scheduling SOP

  • Planner: 2‑week queue in Metricool or native Meta Suite.
  • Cadence: 3×/week; priority platforms agreed in kickoff.
  • Assets: Request folder structure “YYYY/MM/Platform”.
  • Approvals: Client approves copy/creative on Mondays.
  • Report: Snapshot KPIs every Friday (reach, saves, link clicks).

4) File‑Naming SOP

  • Pattern: YYYY‑MM‑DD_Project_Item_V1.ext
  • Example: 2025‑07‑29_Website_HomepageCopy_V2.docx
  • Storage: Google Drive > Client > 01 Admin / 02 Content / 03 Reports.

5) Onboarding SOP

  • Collect: Brand guide, logins, priority goals, KPIs, holidays.
  • Access: Gmail delegation (if needed), Drive/Dropbox, social pages, website.
  • Kickoff call: Confirm scope, SLAs, reporting day, escalation channel.

Contracts, payments, and boundaries

  • Proposal + contract before access. Scope, turnaround times, revisions, out‑of‑scope work, and data privacy must be clear.
  • Payments: Request 50% upfront (projects) or prepay monthly retainers. Accept M‑Pesa, bank transfer, PayPal, or Wise (choose what fits you).
  • Working hours & SLA: State your hours (e.g., Mon–Fri, 9–5 EAT) and response windows (e.g., 24h). Weekend work and urgent items are add‑ons.

Tools that keep delivery smooth

  • Communication: Gmail, WhatsApp Business, Google Meet
  • Organization: Google Drive, Notion or Google Keep
  • Content: Canva, Metricool/Meta Business Suite for scheduling

Learn the full system (class + templates)

Want done‑for‑you checklists, templates, and client scripts? Enroll in the How to Become a Virtual Assistant in Kenya & Africa (Complete Masterclass) and accelerate your setup: Enroll in the VA Masterclass

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