Frequently Asked Questions
Getting Set Up For Success
What software do I need?
Your client will direct you on the software that you will need. However, here is what we recommend.
What if my internet goes down, etc.?
The beauty of being virtual is that you can work from anywhere. When my internet has quit on me, I call up a friend or family member and ask to work from their home. Alternatively, most coffee shops and cafes offer free wifi.
What if I don’t know how to do something my client is asking me to do?
Email our PVA team. We are always willing to hop on a zoom call, screen share or create quick training videos to walk you through something new.
What should I have in my home office to set myself up for success?
First off, you should have a designated space that is quiet. From there, it’s up to you. More often than not, we find that our computer desktops are where we need to most tools (see resources) and not our physical desktops. If you prefer pen and paper, though, go for it!
Priority VA
What are the Core Values of PVA Again?
Choose Kindness. Take Ownership. Value for Value.
I have friends that should join PVA. What do I tell them?
We want you to send all of your rockstar friends to PVA. Please send this form to your friends that are highly qualified and we’ll take it from there.
Is there a referral program for PVA? I know someone that should be a client.
There isn’t a referral program specifically for bringing on Virtual Assistants, however we are putting together a PVA Ambassador Program, where the best of the best of our team connect on our behalf, and earn rewards based on their participation and engagement with and around PVA Content. The more they get the word out about our services, the better chance they have to earn perks, like gift cards, swag, and even prizes!
If you know a CLIENT that should be working with Priority VA, and they sign and stay with us for more than 6 months, then you are eligible to receive a referral commission.
I need to learn a new skill for this job. What do I do?
The internet is a beautiful thing! There are many opportunities for training, but you may have to seek them out. We suggest Lynda.com for several training opportunities. One of the perks of being a Priority VA is that once you’re assigned a client, you have access to our weekly trainings offered by experts in a variety of fields. Check your email and our Facebook group for offerings.
Managing Client Relationships
How can I be sure my clients know what I’m working on?
We recommend a task management system such as Slack, Asana, Teamwork or Basecamp. Regardless of the program, it is important that you’re communicating with your client about projects.
What to do when you are sick, taking a vacation, etc.?
As a 1099 Contractor, coverage for illness, vacation or any additional time you need to take off is ultimately your responsibility. With varied tasks, software and other programs each Contractor uses to serve our clients it’s difficult to find someone that can hop right in when you’re out of the office for any reason.
In the event that you will be unavailable for an extended period of time, for vacation or illness, etc. and you are NOT able to fulfill the requirements of your contract, please let the PVA Leadership team know. We will work to find a replacement VA for you to help out.
Coverage for Vacations, in advance, can be made by engaging with other VAs in our Facebook Group and finding adequate coverage there. Please note, that you will NOT be paid for time another VA spends working on your client tasks. The VA that is actually doing the tasks (who must ALSO be contracted with Priority VA) will be required to submit an invoice for those hours to our billing team.
What if my internet goes down, etc.?
The beauty of being virtual is that you can work from anywhere. When my internet has quit on me, I call up a friend or family member and ask to work from their home. Alternatively, most coffee shops and cafes offer free wifi.
What do I do if my client isn’t respecting my boundaries?
Let us know asap. Chances are, there is a breakdown in communication. Perhaps, your client works best at 2:00 am when you’re sleeping. They may not expect you to jump out of bed to send out an email, but just in case, it’s always a good idea to be proactive.
What if I don’t know how to do something my client is asking me to do?
Email our PVA team. We are always willing to hop on a zoom call, screen share or create quick training videos to walk you through something new.
What are best practices for establishing a rapport with my client?
Weekly calls are not just a suggestion, they are mandatory. This will keep you and your client on the same page, as well as getting to know each other, your work style and what you’re best at.
’How do I tell my client no?
That’s a tricky one! First, ask yourself if you are saying “No” because you are unable to complete the task or because you want to complete the task. If it’s something that is completely brand new to you, please let us know and we will be happy to walk through this new venture. However, if you don’t want to learn something new, chances are PVA isn’t a good fit for you.
What are best practices for establishing a rapport with my client?
Weekly calls are not just a suggestion, they are mandatory. This will keep you and your client on the same page, as well as getting to know each other, your work style and what you’re best at.
What if I don’t want to work with a client anymore?
Should you choose to no longer work with your client, please email Bethany directly at success@priorityva.com. We want to ensure a seamless transition for your client that will also reflect Priority VA in a positive light.
Billing / Tax Information
How do I get paid?
You can submit your invoice online here.
How are payments processed?
Payments are processed on the 15th of each month. All of our payments are processed via Direct Deposit and will appear in your account by 10:30am EST. When the 15th of the month falls on a weekend or holiday, your payments will be issued the business day before. Please download and complete the PVA Direct Deposit Authorization form at https://priorityva.com/pvadirectdeposit and send all info as requested to payment@priorityva.com.
How do I format my invoice when sending it to Priority VA?
Click here to download a sample invoice.
What do I do if my client needs more time than we’re contracted for?
If you are nearing your contract hours, please contact our bookkeeper and your client in the same email to let them know of the overage. Our bookkeeper will communicate with your client to approve the overage.
What are expenses I can write off in my business?
There are a variety of expenses at different levels that you may be able to “write-off” for your small business as a registered company or freelance solopreneur. No matter how you’re organized, the ability to write-off business expenses is the same! While this isn’t an inclusive list, here are the more common expenses.
Phone (although restrictions may apply) – Internet (although restrictions may apply) – Meals at 50% – Software Subscriptions – Credit Card Fees – Bank Service Charges – Training & Education – Office Supplies – Office Equipment – Contract – Labor Phone (although restrictions may apply) – Internet (although restrictions may apply) – Meals at 50%
This is just for information so please make sure you connect with your accountant or tax preparer to discuss your own personal tax situation. When it comes to business expenses and tax deductions, it’s never a one size fits all or most answer. A relationship with an accountant is key!
My address has changed, do I need to submit a new W9?
It’s very important that you make sure all of your contact information remains current with Priority VA to ensure any important communications (especially during tax time!) are received. The best practice is to report those changes to us on a complete W9. We like to secure the W9s electronically through a program called Track1099.
When you need to submit changes that will impact your W9 such as your company name, tax id, address, phone or email – please send notice to us via email to payment@priorityva.com.
Once we receive notice we will send a request your way via email to complete a new W9 form. Upon receipt, we will update our records accordingly.