Very interesting, glad I saw this post! I had been considering allowing clients to rollover hours, but didn't think of the issues it could pose. I think I will also make my policy as a 'use it ot lost it' except perhaps for emergency situations.

Thanks for the post!

LaVon
Midwest Virtual Assistant

I agree that hours should not rollover. Too much to keep track of and once you offer it, it will be tough to take away. Thanks so much for your input and this will help me in setting up my contracts properly; right from the start!

Originally Posted by VA-rific

Nice info guys. How do you suggest that I state the no rollover policy in my contract?

My contract includes the following language:

Company may pay a monthly retainer for a prepaid block of time (24, 32, or 40 hours per month) at a 10% discount. If Company chooses to purchase blocks of time, pre-paid hours begin on the first of each month. Up to 8 additional hours during the month will be billed at the reduced rate; any unused hours do not carry forward and cannot be redeemed.

I also don't rollover retainer hours. During the month I actively encourage my client to make sure he makes good use of his hours by asking him what else I can take off his plate. It's not been a problem.

When I was starting up I did consider rolling over the hours but thought it would create more work for me with tracking, potentially become a scheduling problem, and basically defeat the object of having significantly reduced rates on my retainer packages. It's a matter of personal preference.

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Linda
Clockwise Virtual Assistance

No rollovers! That would cause problems with being able to provide other clients their proper amount of time if you were to be at capacity.

Originally Posted by divineva

Besides stating on my website and in my welcome packet, I explain it to the potential client the hours do not roll over in this way (heard this from a VA and used it ever since!): The retainer can be likened to a gym membership. The monthly rate reserves the "space and equipment" (in our case hours) and it is up to you (the client) to use up the hours or not. If you don't go to the gym for a week or at all, you don't get refunded or get to roll over the price to the next month. Same with partnering with a VA, it is up to you (client) to use or not use the hours the VA has reserved for you. If you don't, the hours are lost. Most PC's get it after this explaination and I don't usually have a problem.

I like this reference the same holds true with cell phone companies many do not offer roll over minutes. I will use my experience for this reply. I have had AT&T which rolls over minutes - I also have had Verizon while pricing can be an issue I like one service over the other and the roll over minutes were not the major concern.

I completely agree and for myself I do not roll unused hours. I have it clearly stated as well and I do send out a weekly report of time used and time available so my clients are not out of the loop.