How to Start a Virtual Assistant Business in the UK

Virtual assistant (VA) work is one of the most accessible home-based businesses in the UK. With minimal startup costs and growing demand from small businesses, entrepreneurs, and busy professionals, it is an ideal route into self-employment.

Do You Need Qualifications?

No mandatory qualifications. Clients value reliability, organisational skills, and competence with digital tools. However, training can help you specialise and command higher rates:

• VA training courses — from providers like VA Handbookers, VA Foundry, or The VA Handbook
• Software certifications — Microsoft Office, Google Workspace, HubSpot, Asana, etc.
• Bookkeeping qualifications — if you offer basic bookkeeping as part of your service
• Social media management — if you specialise in this area

Sole Trader or Limited Company?

Sole trader is the standard choice. Low cost, simple admin, and suits the VA business model perfectly.

Registering with HMRC

Register for Self Assessment within three months. VAT at £90,000 — most VAs will not reach this threshold initially, but it is worth monitoring as your client base grows.

Insurance

• Professional indemnity — covers errors in your work (e.g., booking mistakes, data entry errors)
• Public liability — if you attend client premises
• Cyber insurance — important if you handle client data, passwords, or social media accounts
• ICO registration — required if you process personal data (£40 per year)

VA insurance costs £100–£250 per year.

Claimable Expenses

• Computer and equipment — laptop, monitor, headset, webcam, keyboard, mouse
• Software subscriptions — Microsoft 365, Google Workspace, project management tools, CRM, scheduling tools
• Phone and broadband — business proportion
• Home office costs — flat rate or actual proportion
• Training and courses — VA training, software certifications
• Marketing — website, LinkedIn advertising, business cards
• Professional memberships — VA networks and associations
• Insurance premiums
• ICO registration
• Accountancy fees

Accounted tracks your expenses and categorises them automatically.

Pricing

• General VA — £15–£30 per hour
• Specialist VA (social media, bookkeeping, tech) — £25–£45 per hour
• Executive VA — £30–£50 per hour
• Monthly retainer packages — £300–£1,500+ for a set number of hours

Retainer packages are preferable to hourly work — they provide predictable income and demonstrate commitment to your clients.

Services You Can Offer

• Email and diary management
• Social media management
• Customer service and inbox management
• Bookkeeping and invoicing
• Data entry and database management
• Travel booking and event coordination
• Content creation and blog management
• Research and report writing
• CRM management
• Podcast and webinar support

Specialising in one or two areas helps you stand out and charge higher rates.

Building Your Client Base

• LinkedIn — essential for B2B services
• VA directories — The VA Handbook, Time Etc, Belay (for US clients)
• Networking — online and local business networking groups
• Referrals — ask happy clients to refer others
• Content marketing — blog about productivity, organisation, and VA services
• Social media — demonstrate the services you offer by doing them well for yourself
• Freelance platforms — PeoplePerHour, Upwork (good for building a track record)

Bookkeeping Tips

• Separate business and personal finances
• Track hours by client — essential for billing and understanding profitability
• Invoice at the same time each month — consistency helps cash flow
• Record all software subscriptions — they are fully deductible
• Set aside 25–30% of profits for tax

Accounted connects to your bank and uses AI to sort your transactions. Built for UK sole traders.

Key Deadlines

• 31 January — Self Assessment and payment
• 31 July — second payment on account
• Quarterly — VAT returns if registered

Getting Started

VA work is one of the lowest-barrier businesses you can start. You need a laptop, reliable internet, and organisational skills. Register with HMRC, keep your records tidy, and build your client base steadily.

Ready to assist your own business finances? Sign up for Accounted and let Penny handle the bookkeeping while you handle everything else for your clients.