Virtual Assistant Services:
Policies and Procedures
Scope of Services:
Our Virtual Assistant Services, billed at an hourly rate, encompass a wide range of tasks, including but not limited to:
Updating websites and social media accounts
Posting weekly updates on Google/Yelp business profiles
Assisting with email composition, appointment reminders, and follow-up emails
Creating and developing forms, agreements, and business accounts for client use
Organizing and sorting emails, responding to routine inquiries, and flagging urgent messages
Scheduling appointments, meetings, and setting reminders
Coordinating events, inputting data into spreadsheets or databases
Creating and maintaining organized files, gathering information on specific topics
Creating reports or summaries, handling customer inquiries via chat or email
Providing basic troubleshooting assistance, drafting letters, memos, or presentations
Formatting documents, recording expenses, and invoicing clients
Social Media Creation and Management:
Creating social accounts/business profiles
Scheduling posts on Facebook/Instagram (up to 4 per week for the basic rate)
Assisting with the creation of Yelp and Google business profiles
Pricing:
Virtual Assistant tasks are billed at $25 per hour, with a minimum commitment of 5 hours per week.
We offer prepaid monthly packages with the following rates:
20 hours monthly: $440 ($60 savings per month)
40 hours monthly: $880 ($120 savings per month)
60 hours monthly: $1,320 ($180 savings per month)
Payments can be made at the beginning of each work month for monthly packages, or at the start of each work week for weekly payments.
Graphic Design:
Logo/Flyer Designs: start at $75, depending on details and complexity
Other designs (slides, portfolios, service menus, etc.): Billed at an hourly rate
Our Basic Website Design/Development Services - Complete website design based on client’s vision, information, and services
Basic SEO and social links integration on the website
Two infographic designs for the site
Content creation for the website
Assistance with domain connection
Website Design/Development:
Complete Design/Development of website (adding services, social links, and contact info): $850
Additional services include:
Basic SEO Integration: $175
Creating Business Social media accounts (Facebook/Instagram) and connecting them for easy posting: $150
Creating Google/Yelp Business Profiles: $150
Two personalized infographics for your site: $100
Virtual meeting to go over all accounts: $50
(total value of add ons: $625)
A non-refundable fee of 50% is due at the time of order and signing of the agreement. The remaining balance is due in full upon completion of the task.
Full Website Design Package:
Complete package (including all add-ons mentioned above): $1,400 (a $75 discount)
A non-refundable fee of 50% is due at the time of order and signing of the agreement. The remaining balance is due in full after completion of the task, but before the virtual meeting.
Operating Hours:
Monday-Friday: 10am-5pm (CST)
Holidays and weekends: CLOSED
Service Location:
Services under this agreement will be performed at the service provider’s place of business/home office.
Virtual Assistant Services Agreement
Scheduling:
The Client and Service Provider will mutually agree on the days and hours for service provision each week. The Client acknowledges that a minimum of 5 hours per week is required for this service. The Service Provider will complete tasks agreed upon for the chosen hours. The number of hours needed to complete the tasks will depend on the tasks required weekly. Any additional tasks not discussed or agreed upon in the agreement must be communicated via email at least 2 days prior to the Client’s scheduled service day. Additional tasks will incur extra fees and will be added to the invoice.
Rush Jobs:
Projects requiring unusually quick turnaround times or work outside of normal business hours, on weekends, or holidays may incur an additional fee.
Additional tasks added to the scheduled day and time for the week may require extra time (in hourly increments), which will be charged at the original rate of $25 per hour.
Billing:
Billing occurs on the day of the scheduled workday. Invoices will be sent once tasks are completed for the day unless otherwise agreed upon by both parties.
Invoices are due immediately upon receipt. A late fee of $20 will be added for every day the payment is late.
Website Design/Development Services:
Services will be provided promptly within business hours. Website design typically takes 1-2 weeks to complete, with an additional 1-2 weeks for add-on tasks. Web Design Projects can be executed via Wix, Squarespace, square (weebly), GoDaddy, and Wordpress (depending on your account/hosting site). The Service Provider will incorporate your vision into your website to reflect your business and services.
Rush Jobs:
Projects requiring unusually quick turnaround times or work outside of normal business hours, on weekends, or holidays may incur an additional fee.
Billing:
A non-refundable retainer fee of 50% is due upon order/signing of this agreement.
The remaining balance (remaining 50%) is due upon completion of tasks. The invoice will be sent and must be paid immediately upon receipt.
If you are including the virtual meeting in your order, payments must be completed before the virtual meeting is scheduled.
A late fee of $20 will be added for each day the payment is late.
Confidentiality:
The Client understands that the Service Provider will need access to email and login information (for website, social media accounts) to create and develop sites for your business. It is recommended to have a separate business email and account from your personal one to avoid confusion and potential issues.
The Service Provider will not divulge or discuss the Client’s private information with any third parties. All private information such as login information, phone numbers, email, etc. will be protected by the Service Provider.
Liability:
The Service Provider is not liable for loss, damage, or delays of the Client’s project due to circumstances beyond the control of the Service Provider. Such circumstances may include, but are not limited to, Acts of God/Nature, public unrest, power outages, and inability to contact the Client. In the event of such loss, damages, or delays, the Service Provider will make every effort to notify the Client immediately.
Relationship of Parties:
It is understood by the parties that the Service Provider is an independent contractor with respect to the Client and not an employee of the Client. The Client will not provide fringe benefits, including health insurance, paid vacations and time off, or any other employee benefits for the benefit of the Provider.
The Service Provider will strive to complete projects and tasks in a timely manner. The Client understands that the Service Provider will have other projects and clients and will exercise patience with the Service Provider.
Communication:
The Client can reach the Service Provider via email. All task communication should be done via email. Emails will be returned during normal business hours within 24-48 hours. The Service Provider will be available for contact and will maintain constant communication as needed during the time the project is being worked on. This is to ensure the progress of the projects.
Email: vaservicesbycyn@gmail.com
Phone: (979) 739-0976
Client’s Responsibilities:
The Client is responsible for providing the Service Provider with the information needed to complete projects. This includes, but is not limited to, login information for accounts that the Service Provider will work on and need access to work on the project effectively, information on business and services, business contact information, email login information, etc.
The Client is responsible for responding and being in communication when the Service Provider reaches out for questions regarding the project. If the Client does not respond to the Service Provider efficiently, the Service Provider is not responsible for the delays that will occur. Furthermore, extra fees to cover the cost of the Service Provider’s time will be added to the Client’s invoice for the project at a rate of $25 per additional hour needed to complete the project.
The Client understands that the Service Provider will work on the project during the hours of operation listed above. The Client understands that if a project is needed sooner than the normal turnaround time as stated above, there will be an additional cost per hour needed to complete the project outside of normal business hours.
Payments:
Payments can be made via:
Paypal
Zelle
Venmo
Refunds:
Since invoices are sent out after tasks are completed, refunds are not available. Retainer fees are Non-Refundable.
Disclaimer:
The Client understands that the Service Provider is not a professional web developer and is utilizing their own experience and creativity to complete the web design project for the Client.
Termination of Agreement:
Either party may terminate this agreement upon 14 days written notice sent via email to the other party. However, either party may terminate the agreement immediately without prior notice in the event of a breach of the agreement by the other party. Upon termination, the Service Provider shall invoice the Client for any payment due and payment is due immediately upon receipt. Late fees will be added if payment is not paid upon receipt.
By signing this agreement, the Client understands and accepts the responsibilities of the Client.