You need a VA. Dozens of platforms promise the best talent. How do you choose?
The wrong pick costs more than money. Bad hires waste weeks of your time. Security gaps put your data at risk. Low-quality work means you do it yourself anyway.
This guide cuts through the noise. We'll compare the main options so you can hire with confidence.
Key Takeaways
- General freelance platforms offer huge talent pools but need heavy vetting
- Specialized VA services save 20-40 hours through pre-screening
- Total agency costs often beat marketplace costs when you factor in time
- Match your platform to your project type and risk level
In This Article:
- Types of VA Marketplaces
- General Freelance Platforms
- Specialized VA Services
- VA Agencies: A Different Approach
- How to Choose
- Frequently Asked Questions
- Your Next Steps
Types of VA Marketplaces
VA hiring options fall into three buckets. Each works best for different needs.
General Freelance Platforms
Sites like Upwork and Fiverr connect you with millions of freelancers. You post a job. People apply. You pick someone.
Pros: Huge talent pools. Low starting rates. Good for one-off projects.
Cons: Quality swings wildly. You do all the vetting. No guarantees if things go wrong.
Specialized VA Platforms
Services like Belay and Time Etc focus only on virtual assistants. They screen candidates before you see them.
Pros: Better average quality. Less vetting work for you. Usually offer some support.
Cons: Higher rates. Smaller talent pools. May limit hours or task types.
Managed VA Agencies
Full-service firms like The VA Group handle everything. They vet, match, and support you ongoing.
Pros: Lowest risk. Replacement guarantees. Account management included.
Cons: Premium pricing. Less direct control over hiring.
General Freelance Platforms
These platforms give you access to millions of workers worldwide.
Upwork
The biggest name in freelancing. Over 12 million freelancers across all skills.
- Rates: $15-75/hour for VAs
- Fees: 5-20% platform fee
- Best for: Tech tasks, short projects, specialized skills
You'll find talent here. But you'll also wade through many unqualified applicants. Plan to spend 10-20 hours finding and testing candidates.
Fiverr
Known for fixed-price "gigs." Good for simple, well-defined tasks.
- Rates: $5-200 per project
- Fees: Built into seller pricing
- Best for: One-time tasks, quick turnaround needs
Fiverr Pro offers vetted sellers. It costs more but saves time. Quality still varies, though.
Freelancer.com
Large platform with a bidding system. Good for projects where you want options.
- Rates: $10-50/hour
- Fees: 10-20% on payments
- Best for: Contest-based work, development projects
The bidding model can drive prices down. But rock-bottom bids often mean rock-bottom quality.
Specialized VA Services
These platforms focus only on virtual assistants. They do some vetting for you.
Belay
US-based VAs with rigorous screening. Less than 1% of applicants get accepted.
- Rates: $35-50/hour
- Specialties: Executive support, bookkeeping, web management
- Best for: High-stakes work needing reliable US talent
The quality shows. But you pay for it. Harvard Business Review research shows specialized platforms consistently outperform general ones on quality.
Time Etc
UK and US assistants with an average of 12 years' experience.
- Rates: $29-35/hour
- Specialties: Admin tasks, research, project help
- Best for: Ongoing administrative support
They match you with assistants based on your needs. Less work than hiring yourself.
Virtual Staff Finder
Philippine-based VAs with cultural training and ongoing support.
- Rates: $6-15/hour
- Specialties: Admin, customer service, general support
- Best for: Cost-conscious businesses wanting long-term help
The direct-hire model means you employ the VA. They handle finding and training.
VA Agencies: A Different Approach
Agencies take a full-service approach. They handle the hard parts of hiring.
Why Agencies Stand Out
After working with hundreds of businesses, we've seen what causes VA hiring to fail. Most problems trace back to vetting gaps.
Agencies fix this with multi-stage screening:
- Resume and application review (cuts 80-90%)
- Skills testing with real work samples
- Background and reference checks
- Video interviews for soft skills
- English and communication testing
- Ongoing performance monitoring
Top agencies accept just 1-5% of applicants. Compare that to zero barriers on freelance sites.
When you work with trusted VA services, you skip the vetting headaches. Someone else already did the hard work.
Security Advantages
Verizon's 2025 Data Breach Report shows small businesses face rising security threats. Giving unvetted freelancers system access creates real risk.
Agencies provide:
- Verified, vetted professionals
- English proficiency standards
- 30-90 day replacement guarantees
- Security training and protocols
- Backup coverage when your VA is out
Real Cost Comparison
People assume agencies cost more. The math often says otherwise.
Marketplace hiring (40 hours/month, first year):
- VA rate: $20/hour = $9,600
- Platform fees: $1,920
- Your vetting time (20 hours): $2,000
- Failed hire costs: $2,000
- Management overhead: $3,000
- Total: ~$18,520
Agency hiring (40 hours/month, first year):
- All-inclusive rate: $25/hour = $12,000
- Minimal vetting time: $200
- Replacement guarantee: $0
- Reduced management: $600
- Total: ~$12,800
The agency costs less when you count your time. And you get better support.
How to Choose
Match your platform to your situation.
Choose an Agency When:
- Quality and reliability matter most
- You lack time for extensive vetting
- Security is a major concern
- You want ongoing support
- You're scaling and need multiple VAs
Best for: Professional services, healthcare, e-commerce, growing teams
Choose a Marketplace When:
- Projects are short-term and low-risk
- You have time to vet candidates
- Budget is the main driver
- You need a rare, specialized skill briefly
Best for: One-off projects, technical tasks, overflow work
The Hybrid Approach
Many businesses use both. Agencies handle core operations. Marketplaces fill specialized, short-term gaps.
This captures the best of both. Reliable support for critical work. Flexibility for project needs.
Frequently Asked Questions
Which VA marketplace has the best quality?
Specialized agencies consistently deliver higher quality because they vet candidates before you see them. On general platforms, quality varies widely. You might find gems, but expect to interview 10-20 people first. If quality matters and time is short, agencies save headaches.
How much should I expect to pay for a good VA?
Rates range widely. Offshore VAs cost $5-15/hour. US-based VAs run $25-50/hour. Agency rates include vetting and support. When comparing, add platform fees and your time spent hiring. A $25/hour agency VA often beats a $15/hour marketplace hire on total cost.
Is it safe to give a VA access to my business systems?
Safety depends on your precautions. Use password managers and role-based access. Require two-factor authentication. Start with limited permissions. Agencies reduce risk through background checks and security training. Never give financial access before building trust.
How long does it take to find a good VA?
On marketplaces, plan for 2-4 weeks of posting, interviewing, and testing. Agencies can match you in days since they've already vetted candidates. The right choice depends on how urgently you need help and how much time you can invest.
Your Next Steps
Finding the right VA doesn't have to be hard. Here's how to move forward:
This week: Define what you need help with. List your top 5-10 tasks.
Next week: Research 2-3 platforms that fit your needs and budget.
Week three: Post jobs or contact agencies. Start conversations.
Week four: Interview, test, and make your choice.
For businesses that value time and reliability, professional VA services eliminate hiring risk. You get matched with vetted talent ready to contribute from day one.
The platform matters less than getting started. Every day you handle tasks alone is a day you could spend on growth.
Which approach fits your needs?
Related Reading:
- VA Cost Savings Guide - Calculate your potential savings
- VA vs Employee Comparison - When each option makes sense
- Tasks to Outsource - What to delegate first