If your VA leaves or isn't performing, your Customer Success Manager coordinates a replacement at no cost. Managed plans include free replacements, forever.
Quick answer: Virtual assistant fees go beyond the monthly or hourly rate. Before you sign, check for a setup or onboarding fee, a placement fee or deposit, a conversion or buyout fee for hiring the VA directly, the agency's markup, overtime and holiday charges, replacement terms, notice periods and minimum terms, and platform or card processing fees. Ask the provider to list every charge in writing, with amounts and dates, before you pay anything.
Most VA price comparisons stop at the monthly number. That's the right place to start, and our guide to how much a virtual assistant costs covers rates by location, role, and hiring model. This article covers the virtual assistant fees around that number: the one-time fees, the fees that apply only in certain situations, and the exit costs that appear in an agreement but not on a pricing card. For each one, you'll find what it pays for, an example from a provider's own published terms, and the question to ask before you sign.
What Virtual Assistant Fees Can Appear Beyond the Monthly Rate?
Virtual assistant fees fall into three groups. Upfront charges come before any work starts: setup or onboarding fees, placement fees, and deposits. Ongoing charges apply while the VA works for you, such as the agency's markup inside the rate, overtime, holiday and night-shift premiums, software you're asked to pay for, and card processing fees. Exit charges come when you change something, including notice periods, minimum terms, late fees, and conversion or buyout fees if you want to hire the VA yourself. Not every provider lists all of these virtual assistant charges, and plenty of good agencies use only a few. The problem is rarely the size of a single charge. It's finding out about it after you've committed. On our own sales calls, buyers often ask "Are there any other fees?" more than once in the same conversation, usually because another provider surprised them. The table below lists each charge with an example quoted from a provider's own website, checked November 5, 2026.
| Charge | What it pays for | Published example |
|---|---|---|
| Setup or onboarding fee | Intake, account setup, and matching | Prialto: "$250 initial set-up fee in the first month," waived with a 1-year agreement |
| Placement fee | Recruiting a person you then employ | Cherry Assistant: "$3,000 per placement, one-time" |
| Deposit | Starting a search before anyone is hired | Cherry Assistant: $500 to start the search, deducted from the placement fee when you hire |
| Conversion or buyout fee | Releasing you from a non-solicit clause | Upwork: 13.5% of the freelancer's hourly rate times 2,080 hours |
| Overtime | Hours beyond the plan | PhotoUp: $12.00 per hour, approved by the client and the staff member |
| Minimum term | The provider's recruiting and setup costs | Outsourced Doers: an initial three-month commitment |
| Notice period | Time to wind down or reassign the VA | Wing Assistant: 10 calendar days before the renewal date |
| Late fee | Collecting overdue invoices | Wishup: $100 per subscription per week of delay |
| Platform fee | Using a freelance marketplace | Fiverr: 5.5% of the purchase, plus $3.50 on orders under $200 |
| Card processing fee | Merchant fees on card payments | OnlineJobs.ph EasyPay: 3 to 4% when you pay by credit card |
Is There a Setup, Enrollment, or Onboarding Fee?
Some providers charge a one-time fee at the start, under names like setup fee, enrollment fee, onboarding fee, or activation fee. It usually covers intake calls, account setup, and the provider's time matching you with a VA. Prialto's pricing page lists a "$250 initial set-up fee in the first month" and says the fee is waived with a 1-year agreement. That trade is common: the provider drops the upfront charge if you commit to a longer term. Whether it's a good deal depends on how sure you are about the role. Saving $250 isn't worth much if the longer term keeps you paying for a hire that isn't working out. Ask whether the fee is charged once per account or once per hire, because adding a second VA can trigger it again. Ask what it covers, too. If the answer is "onboarding," find out what that means in practice, since teaching the VA your own systems usually falls to you either way.
If a provider advertises "no upfront cost," ask whether a deposit or a first-month payment is due before the search starts. Either one is money paid before you meet anyone.
What Is a Placement Fee, and Why Do Some Agencies Ask for a Deposit?
A placement fee pays a recruiter to find someone you then hire and manage yourself. It's the standard model in direct-hire recruiting: you pay once, and the ongoing relationship is between you and the worker. Cherry Assistant's direct placement page lists "$3,000 per placement, one-time," and says a $500 deposit starts the search and is deducted from the placement fee when you hire. That structure shows what a deposit is for. Recruiting costs an agency time and money before anyone is hired, and the deposit confirms you're serious enough for the agency to spend it. A deposit that is credited to a later invoice works like a down payment, not an extra fee. One that's charged on top is a fee by another name. What matters most is what happens to the money in each outcome: you hire someone, no candidate fits, or you change your mind. Get each of those outcomes in writing.
With a placement, you take on payroll, HR, and any future search yourself. Our comparison of a talent partner and a recruiter explains how that differs from a monthly plan.
Before you pay a deposit, ask:
- Is the deposit credited to the first invoice or placement fee, or charged on top?
- What happens to the deposit if no candidate fits?
- Is there a deadline after which the provider keeps the deposit?
- Does one deposit cover one search, or several?
What Does It Cost to Hire Your VA Directly Later?
If you might want to employ your VA yourself one day, the conversion fee, also called a buyout fee, is the number to find before you sign. Most staffing agreements include a non-solicitation clause that bars you from hiring the worker directly for a set period, and the conversion fee is the price of being released from it. Published versions vary widely. Upwork's help center sets its conversion fee at 13.5% of the freelancer's hourly rate multiplied by 2,080 hours. Cherry Assistant lists an optional buyout at about 30% of year-one salary on its managed plan. Wishup's terms and conditions go much further: clause 8.9 bars clients from hiring its assistants during the agreement and for two years after, with "pre-estimated liquidated damage equivalent to $50,000.00." Wing Assistant's terms set a non-solicit period of up to three calendar years and leave the amount to a claim for damages.
Ask three things: how the fee is calculated, how long the restriction lasts after you leave, and whether it covers candidates you interviewed but didn't hire. Our virtual assistant contract template explains how these clauses work and when to push back on them. Keep in mind what converting means, too. Once you employ the VA directly, you take over pay, local compliance, equipment, and the search for a new person if your VA leaves.
Is the Agency's Markup Built Into the Rate?
Almost always, and that's normal. An agency's monthly price covers the VA's pay plus everything the agency does around it: recruiting, payroll, HR, local benefits and compliance, tools, and its margin. Very few agencies publish the split, and you don't need the exact split to make a good decision. What you do need to know is whether the markup is fixed or tied to the VA's pay, because that decides what happens to your bill over time. With a fixed monthly plan, a raise for your VA may not change your invoice. With pricing set as pay plus a percentage, every raise or bonus flows through to you with the percentage added. Ask whether the rate can change during the agreement, how much notice you'll get, and how a raise you request for the VA is billed. Marketplaces work differently. OnlineJobs.ph's pricing page says "NO EXTRA FEES. NO SALARY MARKUPS," because you pay the worker yourself and do the hiring work.
To compare an agency price with the full cost of a local hire, see our breakdown of virtual assistant vs. employee cost.
Who Pays for Overtime, Night Shifts, and Holidays?
Read this part of the agreement closely if your VA will work U.S. hours from the Philippines. Philippine labor law sets premiums that the VA's employer has to pay, and some agencies pass them on to the client. Under the Labor Code of the Philippines, overtime on a regular day earns at least 25% more than the regular wage (Article 87), work between 10 p.m. and 6 a.m. earns a night shift differential of at least 10% (Article 86), and work on a regular holiday earns twice the regular rate (Article 94). A U.S. daytime shift falls mostly in Philippine nighttime hours. Some providers absorb these costs in a flat monthly price, and others bill them separately. PhotoUp's help center, for example, says VA overtime "will be billed at a rate of $12.00 per hour" and must be approved by both the client and the staff member.
Ask how overtime is approved and billed, whether the night differential is already in the rate, and what happens on Philippine holidays. Does the VA take the day off, work at a premium you pay, or work at the normal price?
Paid time off changes what you pay for
Time off is a fee question, too. PhotoUp's paid time off article says its VAs get 12 paid days off a year, and that clients get a $40 discount for each day missed beyond one day a month. Other providers bill the full monthly price whether or not the VA takes leave. Confirm which policy applies before you sign. Our guide to outsourcing to the Philippines covers the labor rules in more detail, and our guide to hiring a VA in the Philippines lists the 2026 holidays.
What Happens to Your Bill When a VA Has to Be Replaced?
Replacement terms decide what a bad fit costs you. Check four details: whether a replacement is free, how many you get, how long the window lasts, and whether you pay during the gap or the transition. Published terms differ widely. Cherry Assistant offers a six-month replacement window on direct placements and unlimited replacements while a managed subscription stays active. Wishup's terms say that during a replacement, "the Client shall pay additionally for the overlapping period on a pro-rata basis," and clause 7.26 says the company isn't obligated to respond to repeated replacement requests. Each of those terms can be reasonable on its own. Trouble starts with a vague promise of replacements "as needed" and no detail on timing or cost. Ask whether billing pauses while you wait for a new VA, whether you'll interview the replacement or simply be assigned one, and whether a replacement restarts a minimum term or triggers a new setup fee.
How Much Notice Do You Have to Give, and What Does a Minimum Term Cost?
Notice periods and minimum terms are where buyers lose the most money, because together they set the smallest amount you can spend on a hire that isn't working. A minimum term is the period you have to pay for before you can leave. A notice period is how far ahead you have to tell the provider. Both usually sit in the agreement rather than on the pricing page, so read them together. A 30-day notice period on a monthly plan can mean close to two more months of fees if your notice has to arrive before a billing date. Wing Assistant's terms, for example, require notice "10 calendar days or more prior to your Subscription Renewal Date." Late fees belong on the same list. Wishup's terms add a late payment fee of $100 per subscription per week of delay, plus interest of 2% a month on some unpaid amounts. The table below shows published terms from four providers, checked November 5, 2026.
| Provider | Minimum term | Notice to cancel |
|---|---|---|
| Prialto | "90-day minimum per unit" (pricing page) | Not stated on the pricing page |
| Outsourced Doers | An initial three-month commitment (How We Help page) | 30 days' written notice after that |
| Wishup | Not stated as a fixed term | One month of advance notice after the first month (clause 10.2) |
| Wing Assistant | Monthly subscription | 10 calendar days before the renewal date |
Our Wing Assistant vs. Wishup comparison covers both companies' terms in more detail. Whatever provider you choose, ask exactly when notice takes effect, how it must be sent, and whether the last invoice is prorated.
What Do Marketplaces and Payment Platforms Add on Top?
If you hire a freelancer instead of going through an agency, the fees move from the agreement to the platform. Fiverr's help center says its standard service fee is "5.5% of your purchase amount," plus $3.50 on orders under $200. OnlineJobs.ph sells monthly plans for contacting and hiring workers: $69 for Pro and $99 for Premium, according to its pricing page. Upwork's client pricing page lists a 7.99% service fee on its Basic plan card, while the FAQ on the same page still lists 5% (3% with an eligible U.S. checking account), plus a one-time contract initiation fee of $0.99 to $14.99, so confirm the fee at checkout. Upwork's conversion fee applies if you move a freelancer off the platform. Payment method adds another layer. OnlineJobs.ph's EasyPay page says EasyPay itself is free, but paying by credit card carries a 3 to 4% fee to cover merchant processing. Agencies can add card fees, too, so ask whether a card surcharge applies and whether paying by bank transfer avoids it. Our comparison of Upwork vs. Fiverr for hiring a VA breaks down both platforms' buyer fees.
Tools are the last ongoing cost to check. Wishup's terms put additional software, hardware, and subscriptions "solely at Client's cost," and most providers expect you to pay for seats your VA uses in your systems, such as your CRM. Ask which tools you'll be billed for.
Which Questions Should You Ask About Each Fee Before You Sign?
Use the table below as your pre-signing checklist for virtual assistant fees. Bring it to every sales call, ask each question, and ask the provider to confirm the answers by email or in the agreement itself. A verbal answer on a call is a good start, but the agreement is what you'll be billed under. If a provider can't answer a question, find out why before the first invoice. Three answers deserve extra attention, because they cost buyers the most: a conversion fee with no stated formula, a notice period tied to a billing date, and a replacement process with no timeline. Our contract template lists the red flags to look for in the agreement itself. For a wider view of how hourly, bundle, and full-time models compare, see virtual assistant pricing and packages.
| Charge | Question to ask | Answer to get in writing |
|---|---|---|
| Setup or onboarding fee | Is there any one-time fee, and is it charged per account or per hire? | A fixed amount, or a written "none" |
| Placement fee | Is this a one-time placement or an ongoing plan? | The fee, what it covers, and who employs the VA |
| Deposit | Is it credited to the first invoice or charged on top? | What happens to it if no candidate fits |
| Conversion or buyout fee | What does it cost to hire the VA directly, and for how long does the restriction apply? | A formula and an end date |
| Markup and rate changes | Is the price fixed, or pay plus a percentage? | How much notice you get before a rate change |
| Overtime | Who approves extra hours, and at what rate? | An hourly rate and an approval rule |
| Holidays and night shifts | Are premiums included in the price or billed separately? | The holiday calendar your VA follows |
| Replacements | Is a replacement free, and does billing pause during the gap? | How many, within what window, and at what cost |
| Notice and minimum term | What's the shortest commitment, and when must notice arrive? | Days of notice, and the date they count from |
| Platform, card, and tool fees | Are there card surcharges, platform fees, late fees, or tool costs? | A list with amounts or percentages |
Virtual Assistant Fee Questions Buyers Ask on Sales Calls
Do virtual assistant agencies charge a separate onboarding fee?
Some do and some don't. Prialto, for example, lists a $250 setup fee in the first month and waives it with a 1-year agreement. Others build their setup costs into the monthly price or a deposit. Ask whether any one-time fee applies, whether it's charged per account or per hire, and whether a replacement triggers it again. Then get the answer in writing.
Is a deposit the same as an upfront fee?
Not necessarily. A deposit that's credited to your first invoice or placement fee is a down payment on money you'd pay anyway. A deposit charged on top, or kept if no candidate fits, works like a fee. Ask what happens to the deposit if you hire, if nobody fits, and if you change your mind before the search ends.
What is the Upwork conversion fee?
Upwork's help center sets its conversion fee at 13.5% of a freelancer's estimated annual earnings, which it calculates as the hourly rate times 2,080 hours. It applies when you move a freelancer you found on Upwork to a direct arrangement off the platform. Check Upwork's current terms before you make an offer.
Can I get a replacement VA at no cost if the fit is wrong?
It depends on the provider's written terms. Some offer unlimited replacements while you stay subscribed, some set a fixed window, and some bill for overlap while the new person starts. Ask how many replacements you get, whether billing pauses during the gap, and whether you can interview the replacement before they start.
How much notice do I need to give to cancel a virtual assistant agency?
Published terms range from 10 calendar days before a renewal date, as with Wing Assistant, to 30 days' written notice after a three-month commitment, as with Outsourced Doers. Ask when notice takes effect and whether the last invoice is prorated.
What does Stellar Staff charge for a virtual assistant?
Stellar Staff's Pro plan is $1,999 a month and the Executive plan is $2,999 a month, each for a full-time assistant working 160 hours a month. Plans are month to month with no long-term contract, and you can cancel with 14 days' notice. A bilingual assistant adds $200 a month. Custom Recruitment starts at $4,999 one-time. Replacements are free, forever, on managed plans.
Bring This Fee Checklist to Your Next Sales Call
The monthly price tells you what a VA costs when everything goes to plan. The other virtual assistant fees tell you what it costs when something changes: you need extra hours, your VA takes a holiday, the fit isn't right, or you want to leave. Ask every provider the same questions, including us, and compare the written answers side by side. When the answers differ, the exit terms usually matter more than the rate.
Stellar Staff publishes its plan prices: Pro at $1,999 a month and Executive at $2,999 a month for a full-time assistant, month to month, with 14 days' notice to cancel. You interview 2 to 3 finalists and choose the one who joins your team, and Stellar Staff handles recruiting, payroll, HR, tracking, and replacements while you direct the daily work. Ask us to confirm anything that isn't on the pricing page in writing before you sign.
A full-time agency VA isn't the right choice for everyone. If you have 10 to 20 hours of work a month, a marketplace freelancer or an hour-block service will cost less than any full-time plan. If you plan to employ the person yourself from day one, a one-time placement may fit better than a monthly plan. And if the work requires someone in your office or a licensed professional's sign-off, hire locally for that part. When a full-time remote hire does fit, compare plans on our pricing page or see how hiring works.
This article is general information, not legal or tax advice. Provider terms and other sources checked November 5, 2026. Stellar Staff pricing is current as of November 2026.