Things I Wish I Knew Before Becoming a Virtual Assistant (That Would’ve Saved Me Time & Stress)

Written By Vanessa Yerena

Byadmin – Virtual Assistant Tips & Business Growth

Becoming a Virtual Assistant is one of the most freeing and rewarding career paths — but no one really tells you what happens behind the scenes. When I started, I jumped in with passion and skill, but not much structure. Over time, I learned that running a VA business is just as much about systems, money management, and boundaries as it is about serving clients well.

Whether you’re brand-new or leveling up your VA journey, here are the things I wish someone had told me from the very beginning.

1. Save at Least 20–30% of Every Payment for Taxes

Most new VAs don’t realize they’re responsible for their own quarterly taxes — and the first tax season can be a shock.

Setting aside 20–30% of every invoice saved me from stress and unexpected bills. You can keep it simple:

  • Open a separate “tax” savings account

  • Automate transfers every time you get paid

  • Track quarterly tax deadlines

2. Track Every Expense (It Will Save You Hundreds Later)

Anything related to your business can potentially be written off — software, subscriptions, office gear, mileage, courses, even part of your phone bill.

I wish I had created a system earlier so I didn’t have to dig through old emails and bank statements.

Tools I now swear by:

  • QuickBooks Self-Employed

  • Wave Accounting

  • Notion or Google Sheets expense tracker

The goal is consistency over perfection.

3. Debt Management Matters More Than You Think

Many VAs start freelancing to escape the 9–5 or build financial freedom, but it’s difficult to grow confidently when debt is quietly draining your income.

What I wish I knew:

  • Create a clear plan for your debt payoff

  • Know your interest rates

  • Treat your VA income as a business tool, not just survival money

  • Avoid signing up for unnecessary subscriptions “for your business”

Your business grows faster when your money isn’t tied up.

4. You Need Systems Before You Need More Clients

I used to think success meant “book more clients.”

But the real success came from:

  • Templates (email responses, proposals, onboarding)

  • Weekly workflows

  • A CRM for client tracking

  • A clear calendar system

Having systems makes you look more professional and helps you handle growth without burning out.

5. Your Boundaries Will Make or Break Your Business

Clients will only respect the boundaries you set. Early on, I answered messages at all hours and said yes to everything.

Now, I stick to:

  • Communication hours

  • Clear turnaround times

  • Scope of work boundaries

  • Paid add-ons for extra tasks

Boundaries aren’t rude — they’re necessary for sustainability.

6. Your Rates Should Not Stay Low for Long

I started too low and stayed there too long.

Things that matter more than “years of experience”:

  • Your specialty

  • Your results

  • Your reliability

  • Your ability to solve problems

A VA at $25/hour can be just as in-demand as a VA at $5/hour—you just need to position yourself correctly.

7. Focus on 1–2 Services First, Then Expand

Trying to do everything will burn you out quickly. I wish I had chosen:

  • A core service (Admin support, content creation, or executive assistance)

  • A secondary “add-on” service

This helps you build expertise faster and attract better-fit clients.

8. You Don’t Need Expensive Tools to Start

Many new VAs spend hundreds on fancy platforms because they feel “behind.”

The truth: you can start simple.

Start with:

  • Google Workspace

  • Notion or Trello

  • Canva Free

  • Calendly

  • Stripe or Square

Upgrade as your client load grows.

9. Invest in Your Soft Skills — They Matter the Most

Clients keep you because of your:

  • Communication

  • Problem solving

  • Attention to detail

  • Ownership

You can learn any software, but soft skills build trust — and trust builds long-term clients.

10. Treat Your VA Role Like a Real Business

This is the most important lesson.

You are not “just helping out.” You are running a service-based business.

That means:

  • Contracts

  • Clear processes

  • Boundaries

  • Rates that match your value

  • A CEO mindset

Your business grows when you start operating like the business you want to have — not the one you started with.

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Vanessa Yerena
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