Your new online store is live, and things are picking up fast. Orders are rolling in, inquiries are stacking up, and you're juggling it all—responding to emails, managing inventory, keeping your social media active, tracking sales, and constantly planning your next move.
It’s exciting, but it’s a lot.
Then your friends, fellow online sellers, chime in with unsolicited advice: “You should hire a virtual assistant. It’ll make things so much easier.”
At first, you think you don’t need out. After all, no one knows your business better than you do. But as the days pass, your to-do list grows and you begin to feel overwhelmed.
Suddenly, getting a VA on board isn’t such a ridiculous idea anymore. Maybe your friends are right. Maybe hiring a VA could help.
Or could it?
Before you decide, it’s worth asking if this is truly the right time. Hiring a VA too early—or for the wrong reasons—could backfire and end up costing you more time, money, and energy than you expect.
Today, we’ll figure out when hiring a VA is a smart move and when it’s better to hold back. Plus, I’ll share tips on finding the right VA to make sure you get real value for your money.
When Hiring a VA Makes Sense
As your business grows, you’ll find yourself answering questions like “Do you ship internationally?” “How long does delivery take?” over and over—while also posting product photos on Instagram, updating your website, and planning a holiday sales campaign.
This is where a VA can make all the difference. They can take over repetitive tasks like managing customer inquiries, tracking orders, or scheduling social media posts, letting you focus on the big picture—like designing new products or sourcing better materials.
Think of your time as your most valuable business asset. If you’re spending hours on tasks that don’t directly grow your revenue, it’s like buying a premium coffee machine but only using it to heat water for tea—wasteful and inefficient.
Businesses that delegate routine tasks see up to a 78% reduction in operational costs and a 20% boost in productivity. That’s because the small stuff no longer bogs you down and you can concentrate on what really matters.
Hiring a VA doesn’t just save you time—it also brings in skills you might not have.
For example, if you’re not great at creating polished, professional product photos, a VA with graphic design skills can step in. They can improve your images and make them search-engine friendly, helping you stand out from the competition.
If your Etsy store gets complaints about slow responses, a VA can provide fast, professional customer support, boosting customer retention by up to 90%.
It’s more than delegating tasks—it’s about improving the areas where your business needs the most help.
When Hiring a VA Does Not Make Sense
Since you’ve just started your business, you’re still figuring out what works. Maybe you’re testing different marketing channels, tweaking your product descriptions, or deciding whether free shipping is sustainable.
If your processes are all over the place, a VA might not help. It’s like asking someone to cook a gourmet meal in a cluttered kitchen—they’ll waste time trying to find the tools they need.
Before you hire, take a step back and ask yourself, “Are your workflows clear enough to explain to someone else?” If not, you might end up spending more time training than delegating.
Budget is another big factor. Imagine your profit margins are razor-thin because you’ve been running promotions to attract new customers. Hiring a VA during this phase could feel like paying for a gym membership when you can barely afford groceries—it adds stress instead of relieving it.
On the other hand, if you’re seeing steady revenue and can reinvest some of it, a VA becomes more like buying quality hiking boots—you’re equipping yourself to go further and faster.
Delegation is also something to think about. Some sellers, especially perfectionists, struggle to let go of control. You might think, “No one will do this as well as I can.” That mindset can keep you stuck.
Start small if you feel this way. Have your VA handle something simple, like answering FAQs or formatting your email newsletters. You’ll build trust as you see them succeed.
Finally, don’t fall into the trap of hiring a VA to “fix” your business. If sales are slow or your marketing isn’t working, adding a VA won’t solve those problems. Focus on understanding why things aren’t clicking first.
Maybe your product pricing is off, or your target audience isn’t clear. Once you fix those foundational issues, you can bring in a VA to scale the success you’ve already built.
In short, hiring a VA can be transformative, but timing is everything. If you’re drowning in tasks and your business is stable, it’s a smart move. If you’re just starting out or your workflows are a mess, it’s better to wait.
Think of it like planting a garden. You don’t bring in help to tend your plants before you’ve even planted the seeds. But once your garden starts flourishing, an extra pair of hands can help you reap the rewards without burning out.
Where is the best place to hire a VA?
The best places to hire a VA for your online business are often in Asian countries like the Philippines, India, and Malaysia. These countries are popular for outsourcing because of their skilled workforce, cost-effectiveness, and strong English proficiency.
The Philippines, for instance, is a leading hub for virtual assistants due to its cultural compatibility with Western businesses and a literacy rate of over 96%. Many VAs in the Philippines specialize in e-commerce, customer service, and administrative tasks.
India, known for its technical expertise, is ideal if you’re looking for VAs with IT or digital marketing skills, while Malaysia offers a growing pool of professionals skilled in social media management and graphic design.
Hiring VAs from these countries often means you’re paying less than hiring locally, with rates averaging $5–$15 per hour compared to $20–$50 per hour in Western countries. This doesn’t mean you’re compromising on quality. Instead, you’re leveraging the cost of living differences.
For example, a VA in the Philippines might be able to handle your customer service emails, social media posts, and even light graphic design for a fraction of the cost of hiring someone in the US.
To ensure the VA is the right fit for your business, start by defining what you need. Are you overwhelmed by order tracking? Do you need help creating engaging Instagram posts?
Being specific about your needs allows you to find someone with the right skill set. For instance, if your goal is to improve your product listings on Amazon, look for a VA with experience in Amazon SEO, keyword research, and listing optimization.
A practical way to gauge fit is to test their skills before hiring. Assign a small paid task related to your business, like drafting an email response or creating a sample product post. This gives you a clear sense of their ability and work style.
Reviews and recommendations also play a critical role. Platforms like Upwork, Fiverr, and OnlineJobs.ph provide ratings and client feedback, making it easier to assess whether a VA has delivered for businesses like yours.
For example, if an OnlineJobs.ph profile highlights experience managing Shopify stores, and you’re running a similar store, that’s a promising lead.
Communication is key. Schedule a video interview to discuss your expectations, preferred working hours, and specific tasks. If you’re worried about time zones, remember that many VAs are flexible and willing to work during your peak business hours.
Comparatively, hiring locally might feel more convenient, but the cost difference and range of skills available abroad often outweigh this concern.
Think of the hiring process like finding the perfect tool for a job. You wouldn’t use a hammer to tighten a screw. Similarly, a VA with expertise in data entry might not be ideal for creating high-quality social media campaigns.
Look for someone whose skills align with your goals. Once hired, set clear guidelines and provide training on your systems to ensure a smooth start. Trust is built over time, but starting with clarity makes the relationship far more productive.
I hope this helps you decide if hiring a VA is the right move for your business at this stage. It’s a decision that depends on your current challenges, goals, and readiness to delegate effectively.
Whether you’re looking to free up time, add specialized skills, or scale your operations, hiring a VA can be a game-changer—if done at the right moment.