Why I Offer Prepaid Retainers Instead of Packages

As an executive virtual assistant and online business manager, I structure my pricing around prepaid retainers instead of traditional packages to give solopreneurs and entrepreneurs with small teams the flexibility and transparency they need. Here’s a closer look at why I’ve chosen this model and how it benefits my clients.

Flexibility Over Rigid Packages

One of the biggest drawbacks of traditional service packages is their rigidity. When you commit to a package, you're often locked into a specific list of deliverables. But as your business evolves, so do your priorities, and this can lead to the dreaded "scope creep" — where additional tasks come up that fall outside the original agreement. For entrepreneurs with small teams and solopreneurs, this can be especially limiting.

Instead, my pricing is based on time, not on specific tasks. This way, we can tackle your most pressing needs first and shift focus as other tasks come up. The retainer allows for scope flexibility without having to renegotiate the terms each time something changes. This approach ensures that your business's evolving needs are met without being hindered by a predefined scope.

Billing Based on Time and Task Complexity

As a seasoned executive virtual assistant and online business manager, I know that different tasks require different amounts of effort. Some administrative tasks might take 15-30 minutes, while more technical or strategic work can take several hours. That’s why I bill based on time spent, with simpler tasks billed in smaller increments and more complex work in longer blocks (3-4 hours).

This means you’re paying only for the time needed to complete the task, not a flat fee for all tasks, ensuring fairness and efficiency. It’s a personalized approach that adjusts to your workload rather than forcing you to fit into a fixed service package.

The Client Onboarding Process

The process starts once you decide to move forward. After you submit your proposal and sign the contract, I’ll send over an invoice. Once the invoice is paid, you’ll receive an onboarding email, which includes a link to schedule your onboarding call. This call is an opportunity for us to dive into your goals and expectations, and it’s bonus time — it doesn’t count against your retainer hours.

This call ensures we’re aligned before we begin work, and it gives you the chance to ask any questions or make any necessary adjustments to your project plan.

Retainer Structure and Time Management

All new clients start off with a ten-hour retainer. This retainer is typically spread throughout the month, allowing for steady progress on your most critical tasks. If your business requires more support on an ongoing basis, you may choose to use 3-4 retainers a month, which offers the flexibility for more intensive work.

My goal is to ensure you’re not over-committing or underutilizing your resources. By starting with a ten-hour block, we can assess your needs over time and adjust as necessary, whether that means scaling up or maintaining a steady workflow.

Transparency and Accountability

To make sure you always know where your retainer time is going, I provide access to a live time-tracking sheet. This allows you to see how your hours are being spent in real-time, giving you full transparency and insight into the work being done. Whether it's a quick email response or a more complex project, you’ll have a clear understanding of how your investment is being utilized.

The Bottom Line

Offering prepaid retainers instead of packages is a flexible, transparent, and fair approach that fits the unique needs of solopreneurs and entrepreneurs with small teams. By billing based on time, rather than locking you into a package, I can adapt to your business's changing priorities.

With a straightforward onboarding process, time-tracking transparency, and a retainer structure designed to grow with you, you can be confident that you’re getting the support you need to succeed — all while staying in control of your resources.

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