Client Portals, Hour Tracking and Package Billing for Virtual Assistants

Mythex lets a virtual assistant build a site that sells outcomes, a client portal where tasks are submitted and hours used are visible, monthly package invoices with overage added automatically, and a team schedule with a backup assistant for each client. Describe how you work and publish it.

What a virtual assistant business needs from software

Clients buy a block of hours a month, then send tasks by email, chat, voice note and a comment on a shared board, often at 11pm their time. The assistant works across several inboxes, calendars and tools, logs hours in a spreadsheet when they remember, and invoices from that sheet at month end. Neither side can see how much of the package is left until the bill arrives, which is when disputes start. As soon as there is a second assistant, cover for holidays becomes a problem too. What helps is one place where tasks arrive, hours are logged against them and the running balance shows to both sides.

• One intake point for tasks with due dates
• Hours logged per task and per client
• Package balance visible to the client
• Overage billed at a set rate
• Per-client notes on tools, access and preferences
• Backup assistant and time zones per client

What you can build for virtual assistants

A task portal that replaces the message stream

Clients submit tasks with a deadline and attachments, see each one's status, and watch hours used this month against their package. Shared processes and documents live per client, and a monthly summary lists what was done, which makes the value visible.

Build a client portal for my virtual assistant business. Clients log in, submit tasks with a due date and attachments, see task status (new, in progress, waiting on client, done), see hours used this month against their package, and read a monthly summary of completed work. Each client sees only their own data.

Packages in advance, overage at month end

Invoice the monthly package at the start of the month and overage hours at the end at your overage rate. Show hours by task so the client sees where time went, and add reimbursable expenses like software bought on their behalf as separate lines.

Create an invoicing app for my VA business. Bill each client's monthly package on the 1st, then add overage hours at month end at their overage rate, with hours listed by task. Add reimbursable expenses as separate lines and generate PDF invoices.

Hours worked against hours billed

Small tasks creep. Compare hours worked with hours billed per client each month, revenue per hour worked, task volume by type and renewals coming up.

Make a dashboard for my virtual assistant business showing hours used against package per client, unbilled hours, revenue per hour worked by client, task volume by type, and package renewals due next month.

A site that sells a clean inbox, not a task list

Describe services as outcomes: an inbox at zero by 9am, a calendar with no double bookings. List packages with hours per month, response times and working hours, explain how you access client accounts and keep them confidential, and add testimonials from clients in similar roles.

Make a website for my virtual assistant business with services described as outcomes (inbox management, calendar management, admin and bookkeeping support, project coordination), packages with hours per month and response times, my working hours and time zone, a confidentiality page, testimonials and a discovery call button.

Discovery and monthly review calls

A discovery call form asks what the client wants to hand off. Onboarding sessions for setting up access are longer, and retainer clients get a recurring monthly review call to go over hours and priorities.

Build a booking page for my VA business with 30-minute discovery calls that ask which tasks the client wants to delegate, 60-minute onboarding sessions, and recurring monthly review calls for retainer clients, shown in the visitor's time zone.

A backup for every client

Once you have a team, assign a lead and a backup assistant to each client, plan holiday cover, show time zones for both sides and schedule recurring tasks like the Friday report.

Make a scheduling app for my VA team. Each client has a lead and a backup assistant, recurring tasks like weekly reports are generated automatically, holidays are entered and reassign tasks to the backup, and time zones for assistants and clients are shown.

Access and confidentiality

Assistants see inboxes, calendars and sometimes payment tools. Do not store client passwords in the app; keep them in a password manager the client shares with you, and record only which tools you use and how access is granted. Ask for login on every account and per-client access checks so one client never sees another's tasks.

• Tools and access method, not passwords
• Per-client access checks
• A confidentiality statement on the site

Pick a niche page

A coach or a real estate agent looking for help wants someone who already knows their booking, course or listing tools. A landing page that names those tools and the tasks you take off their plate converts better than a general offer.

Questions

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