Virtual Assistant

Run a VA business with an SOP library, an asset tracker and clean handoffs.

For independent virtual assistants and small VA teams.

What this fixes

• Every task is re-explained to the client from scratch → A reusable SOP library with client-specific overrides
• Client asset access requests are scattered across email threads → One standard asset request and access tracker
• Hours are tracked retroactively and invoices are wrong → Accurate time tracking that produces the invoice automatically
• Nothing is documented, so the business cannot run without you → An offboarding checklist that protects your business

The flow it implements

1. Discovery — SOP, checklist and templates included
2. Proposal — SOP, checklist and templates included
3. Agreement — SOP, checklist and templates included
4. Onboarding — SOP, checklist and templates included
5. Weekly operations — SOP, checklist and templates included
6. Monthly review — SOP, checklist and templates included
7. Offboarding — SOP, checklist and templates included

The numbers you track

Metric	Definition	Formula
Billable utilisation %	Billable hours over available hours	billable_hours / available_hours
SOP reuse rate %	Tasks completed using an existing SOP	tasks_with_sop / tasks_completed
On-time delivery %	Client deliverables sent by the agreed date	delivered_on_time / total_deliverables
Revenue per client $	Monthly revenue per retainer client	monthly_revenue / active_clients

What's in the download

Setup takes 15 minutes

1. Import pipeline-tracker.csv into Google Sheets and delete the example rows.
2. Copy the three documents you send most often and replace the {{placeholders}}.
3. Import tasks.csv as your checklist, then add your first real client.

Questions