Your competitor just hired three VAs for less than you pay one admin. And those VAs handle twice the work.
This happens every day. Business owners who get VA pricing gain a real edge. Those who don't? They overpay while margins shrink.
This guide shows you how VA cost savings work. You'll get real numbers, simple math, and the pricing data you need.
Key Takeaways
- Businesses save 50-78% on costs with VAs versus full-time hires
- ROI runs 5x to 12x depending on how you use VA support
- Executive assistants save leaders 2-3 hours daily
- Offshore VAs cost $5-15/hour versus $25-45/hour in the US
In This Article:
- The Real Cost Gap: VA vs Employee
- VA Pricing by Region
- How to Calculate Your ROI
- Savings by Industry
- Getting the Most Savings
- Frequently Asked Questions
- Making It Work
The Real Cost Gap: VA vs Employee
VAs cost much less than employees. Why? You cut almost every overhead expense tied to in-house staff. The math is clear.
A US admin employee earns about $45,000-65,000 per year in salary. Add benefits, taxes, office space, and equipment. Now you're at $70,000-100,000 total.
A VA doing the same work? $15,000-30,000 per year. Same skills. Fraction of the cost.
What You Stop Paying For
The savings add up fast. Here's what VAs don't need:
Costs you cut with VAs:
- Office space ($3,000-8,000 per person yearly)
- Equipment and supplies ($2,000-5,000 to start)
- Health insurance ($6,000-15,000 per person)
- Payroll taxes (7.65% of salary)
- Paid time off (4-8% of salary)
- Training costs ($1,000-3,000)
- Manager time (10-15% of salary)
VPM Solutions research shows many businesses hire 2-3 VAs for the cost of one employee. That's not a small win. It changes what's possible.
The 78% Savings Mark
Data shows businesses save 50-78% on costs by using VAs instead of in-house teams. The exact number depends on where you are, where your VA is, and what tasks you give them.
Companies using professional VA services often save at the high end. They skip the trial-and-error costs of hiring directly.
VA Pricing by Region
VA costs vary a lot by location. Knowing the rates helps you find the sweet spot.
2026 Rates by Region
| Region | Hourly Rate | Monthly (Full-Time) | Best For |
|---|---|---|---|
| United States | $25-45/hr | $4,000-7,200 | Complex tasks, native English |
| Latin America | $9-18/hr | $1,440-2,880 | Same time zone, bilingual |
| Philippines | $5-12/hr | $800-1,920 | Admin, customer service |
| India | $4-10/hr | $640-1,600 | Tech, data entry |
| Eastern Europe | $15-30/hr | $2,400-4,800 | Tech, design |
There Is Talent reports rates from $7 to $65 per hour in 2026. Where you land depends on skill level and experience.
Pricing by Skill Level
Entry-level VAs start at $5-10/hour for offshore help. Mid-level VAs with special skills run $10-25/hour. Expert VAs in marketing, legal, or executive support cost $25-50/hour or more.
Here's the key insight: a $12/hour Filipino VA with good English often matches a $35/hour US assistant for basic admin work. That's where the big savings come from.
How to Calculate Your ROI
Raw cost gaps tell part of the story. ROI math shows the full picture.
Simple formula: ROI = (Time Saved Value + New Opportunities) ÷ VA Cost
Let's run a real example.
Sample ROI Math
Setup: Business owner spends 15 hours weekly on admin tasks
- Owner's time value: $150/hour
- Admin time: 15 hours/week = $2,250/week lost
- Monthly lost value: $9,000
VA solution:
- Full-time offshore VA: $1,200/month
- VA handles 90% of admin tasks
Results:
- Time saved: 13.5 hours/week
- Value of saved time: $8,100/month
- VA cost: $1,200/month
- Net monthly gain: $6,900
- ROI: 575% (nearly 6x return)
This isn't just theory. Wishup research shows clients typically see 5x to 12x returns on VA costs.
Executive-Level ROI
The math gets better at the top. Executive assistants save senior leaders 2-3 hours daily. They manage calendars, filter messages, and prep for meetings.
For a CEO earning $200,000—whose productive time creates far more value—that saved time can mean 8x ROI. The VA pays for itself many times over.
Savings by Industry
Cost savings vary by industry based on admin burden and task types.
Real Estate
Admin work eats 30-40% of time for real estate pros. VAs in this space boost lead response times by up to 25%. They lift conversion rates by about 20%.
One investor saved over $60,000 yearly by hiring a Philippine-based admin for property tasks.
E-Commerce
Businesses that outsource support and order work cut costs by 30-50%. They handle 35% more orders without adding headcount. Growth without matching cost increases.
Healthcare
Admin tasks eat nearly 25% of costs in medical practices. Practices using VAs cut no-show rates by 15-20%. Scheduling gets much better too.
For service firms, it comes down to billable hours. Every hour a $200/hour consultant spends on admin costs money. Moving that work to a $15/hour VA boosts margins right away.
Getting the Most Savings
Making the math work takes smart choices about what you hand off and how you set things up.
High-ROI Tasks
Give VA hours to work that:
- Takes real time but doesn't need your unique skills
- Follows clear steps you can write down
- Happens often enough to justify training
- Frees you for money-making activities
Calendar work, email, data entry, research, and customer questions fit well.
Common Traps to Avoid
Some businesses hurt their savings by:
Watching every move - Constant check-ins cost you more time than you save. Build trust through clear systems and regular (not constant) updates.
Going too cheap - The lowest-cost VA isn't always the best deal. A $5/hour VA who needs constant fixes costs more than a $12/hour VA who works alone.
Forgetting your time - Training and managing take time. Factor that in, especially early on.
Working with VA agencies helps dodge these traps. They provide vetted candidates and onboarding support.
Mix It Up
Many businesses get the best value from hybrid staffing. Keep key roles in-house. Outsource routine tasks to VAs. You capture savings without losing quality on high-stakes work.
A marketing agency might keep creative directors on staff. VAs handle project management, scheduling, and client updates. Savings on operations fund investment in top talent.
Frequently Asked Questions
How much can I really save with a VA?
Most businesses save 50-78% on costs versus in-house staff. Your exact savings depend on where you are, where your VA is, and what tasks you assign. A US business hiring a Philippine VA for admin work saves at the high end. Hiring a US VA for special work saves closer to 30-40%.
Is a cheap VA worth the risk?
Price alone doesn't show value. A good $12/hour VA who gets your business beats a $5/hour assistant who needs constant help. Focus on skills, communication, and fit—not just the lowest rate. Many find mid-range pricing works best.
How do I know if a VA makes sense for my business?
Track how you spend time for two weeks. Find tasks that don't need your unique skills—those are handoff targets. Figure your hourly value based on money-making work you could do instead. If saved time beats VA costs by 2-3x, hiring makes sense.
What hidden costs should I plan for?
Budget for your management time (especially the first 90 days), software the VA needs, and higher rates as they grow. Also think about backup—what happens when your VA takes time off? Having a plan prevents costly gaps.
Making It Work
VA cost savings are real and big—when you plan well. Businesses seeing 5-12x ROI aren't lucky. They're smart about what they hand off, who they hire, and how they set things up.
Start by tracking your time. Find work that costs you chances. Calculate what that time is really worth. Then find a VA whose skills and rates make the math clearly work.
The edge goes to businesses that figure this out. Your competitors already have.
Related Reading:
- Tasks to Outsource to a Virtual Assistant - Find the best tasks to hand off first
- VA vs Employee: Cost Comparison - Side-by-side cost breakdown
- Scaling Your Business with VAs - Growth strategies using VA support