Hi,

I have a question regarding invoicing a VA when you are a VA. I only get work from another VA and I'm confused as to when I should be on the clock. I spend quite some time on the phone discussing the work that is being outsourced to me. Should I be invoiving for that time on the phone?

Also, because I work mostly for one VA I'm treated as if I should be available 9-5, Monday to Friday, but I've had weeks where I've only billed 1 hour of work. If I were paid to be on-call like this no problem, but I feel that my weeks are wasted waiting for work. Is this normal practice? I thought the point of being a freelancer meant that I was free to come and go as I please.

Please share your thoughts on this as I'd like to know whether I'm overreacting or not.

Thanks

How many of those hours are spent waiting for work and how many are spent looking for work?

I would really suggest diversifying your income and not just counting on getting a sufficient amount of income from just the one VA.

Are you planning on doing only outsourcing work for other VAs? Whether you're looking to do just outsourcing or if you're planning on working with other clients too, you should be looking. I don't have enough clients to make a "full time" income so I make it a point to schedule client hunting, marketing, etc. So even if I'm not doing client work, I am still working.

That one hour of work you're doing, is it last minute stuff that is due immediately or can it be done during the normal 9-5 business day? If its being given to you at the last minute, then you need to discuss that with them and ask for more advance notice or charge a rush rate. Otherwise, make it clear that if something is given to you after hours, you will do it during the day the following day.

One of the most important things in working with clients, VAs or not, is communication.

__________________
April @ Advantage
Advantage Virtual Assistant

Whether you are working with a VA, an author, a coach, or other professional makes no difference. You should have a client agreement which outlines your status as an independent contractor, your policy on availability and turn-around of work, tracking and billing of time, etc. Set your standards and boundaries and do not overstep them just because you are working with a VA.

Time spent discussing a project is time dedicated to that individual - you should be tracking that time and billing for it.

I suggest you have a conversation with the other VA to clarify your working arrangement - you will likely both be happier for it.

Warmly,

Lorri

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Lorri Morin, CPVA
www.virtualsynergy.net

Thanks April,
I'd say I spend most of my week Monday to Friday at home so that if I get work I'll be here, so whether I'm online looking for my own projects or waiting to get a job from the VA I'm working with, I end up wasting at least 20 hours a week waiting and looking. Which is really weighing me down.

For the time being, I'm looking only for outsourcing work. The VA business is fairly new to me and I'm not completely sold on it for me just yet. I see some of the trouble that the VA I work with has with clients and I'm really glad I don't have to deal with that.

The work I do get is not necessary last minute, but I was somewhat reprimanded for not being available for one day and was told that I would have to notify the VA in advance so that she could tell her clients accordingly. As far as I'm concerned whatever she takes on is her decision and should not be based on me since she only outsources to me, I am not her employee.

Am I correct to think this way?

Thanks.

Thanks Lorri,

That is good advice. I haven't been setting any boundries for my work and I guess that the VA has now been accustomed to this. I will certainly change this asap.

Thanks.

Originally Posted by NewVA08

Thanks April, I'd say I spend most of my week Monday to Friday at home so that if I get work I'll be here, so whether I'm online looking for my own projects or waiting to get a job from the VA I'm working with, I end up wasting at least 20 hours a week waiting and looking. Which is really weighing me down. For the time being, I'm looking only for outsourcing work. The VA business is fairly new to me and I'm not completely sold on it for me just yet. I see some of the trouble that the VA I work with has with clients and I'm really glad I don't have to deal with that. The work I do get is not necessary last minute, but I was somewhat reprimanded for not being available for one day and was told that I would have to notify the VA in advance so that she could tell her clients accordingly. As far as I'm concerned whatever she takes on is her decision and should not be based on me since she only outsources to me, I am not her employee. Am I correct to think this way? Thanks.

It does take a lot of time and work to get started. Don't look at any of the time you spend on marketing and networking as a waste. Look at it as an investment! You won't always get the payoff right away but it will come.

You definitely need to talk to the VAs you work with and have an agreement on how much notice they will give you when they need work done and how much notice you will give them if you know you are going to be unavailable. Even though you are your own boss, you will have to let them know when you're taking time off if its going to affect your work. But unlike a "job", you're not asking for permission, you're just letting them know.

__________________
April @ Advantage
Advantage Virtual Assistant

I guess I still have the employee/employer mentality. I feel like I have to ask permission and that I have to give a good reason.
I guess with time, I'll move past that.
Thanks again April!

Originally Posted by NewVA08

Thanks April, I'd say I spend most of my week Monday to Friday at home so that if I get work I'll be here, so whether I'm online looking for my own projects or waiting to get a job from the VA I'm working with, I end up wasting at least 20 hours a week waiting and looking. Which is really weighing me down. For the time being, I'm looking only for outsourcing work. The VA business is fairly new to me and I'm not completely sold on it for me just yet. I see some of the trouble that the VA I work with has with clients and I'm really glad I don't have to deal with that. The work I do get is not necessary last minute, but I was somewhat reprimanded for not being available for one day and was told that I would have to notify the VA in advance so that she could tell her clients accordingly. As far as I'm concerned whatever she takes on is her decision and should not be based on me since she only outsources to me, I am not her employee. Am I correct to think this way? Thanks.

If she expects you to be available on demand, it seems to me that you should be paid for being on call, as it limits your ability to do other things. As others have said, clear boundaries are a good idea to establish, so that you both know what to expect from one another.

Thanks you guys! I feel much better now. I wasen't certain if this was common practice, but you've all given me some great perspective.

Another thing to consider is when you work for a fellow VA you would be considered a 'sub contractor' if you are working on client projects for the VA - if you have not signed a sub contractor agreement with her you should ask about that - also; if you are working for the VA as her VA - meaning you are handling administrative duties for her business; and not her clients - then you should put together your own contract/agreement as if you would for any client.

I have subcontractors that work for me from time to time and the first thing I do is send them an agreement and outline the terms with them so there are no worries or questions.

Get out there and find some other work besides what this other VA is sending you - don't be afraid to seek clients out on your own! It's great to start out as a subcontractor to get the VA experience that you might need - but don't allow yourself to be taken advantage of.

Good Luck!

Nancy