Avila VA planning tools
In-House EA vs VA Calculator
Compare an illustrative in-house budget with a virtual assistant budget. Set the salary, benefits, overhead and weekly VA hours for your own scenario.
Use these calculations to explore a scenario. They do not establish a quote, availability, equivalent staffing capacity or a guaranteed outcome. Review published pricing and discuss the requirements of your role before making a commitment.
Salary, benefits and overhead start with illustrative inputs, not market benchmarks.
- In-house annual budget
- $89,500
- VA annualized budget
- $14,550
- Annual budget difference
- $74,950
- Difference as % of in-house budget
- 83.7%
VA hours use the nearest 5-hour tier: 20 hours/week at $13.99/hour, the months 2-6 starting rate. Annualized = rate × hours × 52, not a first-year total. Minimum from month 2: 15 hours/week. Positive difference means a lower VA budget, negative means a higher one. Capacity and scope may differ.
Starting rates may vary with experience, skills and the type of assistant. Confirm the applicable terms for your assignment. Review pricing.
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<iframe src="https://www.avilava.com/outsource/tools/in-house-vs-va-calculator/embed" width="100%" height="560" style="border:0" title="In-House EA vs VA Calculator by Avila VA"></iframe>How to read your estimate
Monthly costs use 52/12 weeks. An annualized figure multiplies a selected period’s rate across 52 weeks, so it is not the total for a first year with changing rate periods. Budget differences depend on the assumptions entered and compare arrangements that may have different hours, scope and responsibilities.
Keep each cost in one input
Enter annual base salary, benefits as a percentage of that salary, and annual overhead separately. Use assumptions from your own budget. If an item is already included in the benefits percentage, leave it out of overhead. For example, don't count the same insurance contribution in both places. Zero benefits or overhead is valid when appropriate to your scenario. A blank input needs a value before the calculator can show a result.
Set weekly VA hours to the workload you are considering. The calculation uses the nearest supported five-hour tier and shows the tier used beside the result. Check that value before comparing scenarios.
Compare scope alongside the annual budget
For a hypothetical example, changing from 10 to 20 weekly VA hours changes the annual hours from 520 to 1,040. It does not change the annual in-house salary you entered or establish that either arrangement covers the same work. List responsibilities, availability, supervision and tasks that require authority or specialist experience.
The annual difference subtracts the VA annualized budget from your in-house budget. Its percentage uses the in-house budget as the reference. A positive result means a lower modeled VA budget. It does not establish equivalent capacity or a guaranteed saving. The VA figure extends the selected calculation across a year, rather than combining changing rate periods into a first-year total.
Explore all planning tools or read the virtual assistant hiring guides.
Related tools: VA Cost Calculator and Hours Saved Estimator.