Compare what a virtual assistant actually costs across freelance, managed, and in-house hiring — updated with 2026 market rates. Adjust the inputs below and see your monthly cost and annual savings in real time.
This calculator uses current 2026 market rates for three real-world hiring models. Numbers come from public marketplaces (Upwork, Fiverr), staffing-agency reports, and US/Canadian salary data from the Bureau of Labor Statistics and Statistics Canada.
Base hourly rate (varies by region and skill level) × hours/month + 25% hidden cost markup. The 25% accounts for the time you personally spend on recruiting, training, and managing a freelancer — costs that are not included in the advertised rate. Industry studies consistently show this overhead is 20–30% of the base rate.
VantaStaff's flat monthly rates — $699 for part-time (20 hrs/wk), $899 for full-time (40 hrs/wk), $1,699 for two full-time assistants. All-in pricing means no recruiting, training, or replacement fees. See full pricing details.
Calculated as the median salary for an admin, specialist, or executive assistant role in the US or Canada, multiplied by 1.35 to capture benefits, payroll taxes, equipment, and overhead. For full-time engagements only; part-time in-house roles use a 50% pro-rated rate but still include benefits if 20+ hours/week.
Productivity differences, training time, replacement risk, and one-off project work are excluded for simplicity. In practice, a managed VA typically becomes productive in week 1 versus 4–6 weeks for an in-house hire — making the true cost advantage even larger than the calculator shows.
The calculator uses 2026 market rates for three engagement models: freelance hourly rates by region (offshore $3–15, nearshore $8–20, US/CA $25–75), VantaStaff managed flat-rate plans ($699 part-time, $899 full-time, $1,699 two-person), and US in-house fully-loaded cost (base salary plus 30–40% in benefits, payroll taxes, equipment, and overhead).
The freelance estimate adds an estimated 20–30% in hidden costs covering recruitment time, training hours, management overhead, software licenses, and replacement risk. These costs are absorbed by you when hiring independently but are included in managed plans.
Rates are in USD and based on US/Canada market data. For other regions, in-house cost ranges may differ — UK and EU are roughly comparable to US figures, while Australia is approximately 90% of US rates. Freelance and managed rates are global and apply consistently.
VantaStaff matches new clients with a dedicated virtual assistant in 24–48 hours. Freelance platforms typically take 1–2 weeks for vetting and interviews. In-house hires take 60–90 days on average.
Dig deeper into virtual assistant pricing and hiring.
Get matched with a dedicated virtual assistant in 48 hours. Plans starting at $699/month, all-in.