Updated May 23, 2026
Key Takeaways
- A VA retainer is a fixed monthly fee for a set number of hours - simpler than hourly billing and better for predictable workloads.
- Retainer rates are typically 5-10% lower than equivalent hourly rates because the VA values the income predictability.
- The right retainer size is based on your actual task volume - underestimating leaves you paying for unused hours; overestimating creates billing disputes.
- Most VA retainers include a rollover or use-it-or-lose-it policy for unused hours - clarify this before signing.
- Stealth Agents structures engagements as predictable monthly rates starting at $10/hr - clean, consistent invoicing with no billing surprises.
A virtual assistant retainer is a pre-agreed monthly fee that covers a fixed number of hours. You pay the same amount every month regardless of whether you use every hour. The VA commits that capacity to you exclusively.
Retainers are the standard billing arrangement for ongoing dedicated VA relationships. Here is how they work and when they make sense.
Retainer vs. Hourly: The Difference
Hourly billing: You pay for hours actually worked. Invoice varies each period based on usage. Requires time tracking and invoice review.
Retainer: You pay a fixed fee for committed capacity. Invoice is the same each month. No time tracking disputes; predictable cash flow on both sides.
Most ongoing dedicated VA relationships shift from hourly to retainer once the monthly volume is predictable. The retainer is simpler to administer and gives the VA income security, which typically earns you a slight rate discount.
What VA Retainers Cost
Retainer pricing follows the same geography and skill level drivers as hourly rates, with a small discount for commitment:
Philippines-based VAs:
- 20 hrs/month retainer: $180-$250/month ($9-12.50/hr effective)
- 40 hrs/month retainer: $360-$500/month ($9-12.50/hr)
- 80 hrs/month: $720-$1,000/month
- 160 hrs/month (full-time): $1,440-$2,000/month
US-based VAs:
- 20 hrs/month: $600-$900/month ($30-45/hr)
- 80 hrs/month: $2,400-$3,600/month
- 160 hrs/month: $4,800-$7,200/month
The effective hourly rate on a retainer is typically 5-10% below equivalent hourly billing because the VA values the income certainty.
The Three Common Retainer Structures
Fixed hours, use-it-or-lose-it: You pay for 40 hours monthly. If you only use 30, you do not get a credit. Common for dedicated arrangements where the VA reserves your capacity exclusively.
Fixed hours with rollover: Unused hours roll to the next month (often capped at one month's worth). Better for clients with variable month-to-month usage.
Hours bucket with cap: You purchase a bucket (like TaskBullet's model) with an expiry. Similar to retainer but usually with a longer (3-6 month) expiry window.
For most dedicated VA relationships, use-it-or-lose-it or limited rollover (capped at 25-50% of monthly hours) is standard.
Choosing the Right Retainer Size
Sizing a retainer correctly requires an honest assessment of monthly task volume. Undersizing leaves you constantly running short; oversizing means paying for unused capacity.
Process for sizing:
- List all tasks you plan to delegate
- Estimate hours per task per cycle (weekly, monthly)
- Add 20% buffer for ad hoc requests and ramp-up
- Round to the nearest clean tier (20, 40, 80 hours)
Example:
- Inbox management (5 hrs/week × 4 = 20 hrs)
- Scheduling (2 hrs/week × 4 = 8 hrs)
- Research (5 hrs/month)
- Social media scheduling (4 hrs/month)
- Subtotal: 37 hrs + 20% buffer = ~45 hrs
Round to 40-hour retainer with option to add hours in months with higher volume.
What to Negotiate in a Retainer Agreement
Overage rate: What happens when you use more than the retainer hours? Agree on an hourly overage rate upfront. It should be the same as or slightly higher than the base hourly rate.
Rollover policy: Are unused hours carried forward? For how long?
Ramp period: Some retainers start at a lower rate during the first 30-60 days while the VA is onboarding. Clarify whether the full rate applies from day one.
Cancellation terms: How much notice to end the retainer? Most VA arrangements require 30 days' notice.
Replacement clause: What happens if the VA is unavailable or the match is not right? For agency-placed VAs, this is handled by the agency.
When Retainers Don't Make Sense
A retainer does not make sense if:
- Your task volume varies dramatically month to month (use hourly or a bucket-with-expiry)
- You are still in the first 30 days and unsure of actual usage (start hourly, convert after a month of data)
- You want the flexibility to scale down quickly without minimum commitments
For these situations, hourly or hour-bucket arrangements give more flexibility at a small cost premium.
Stealth Agents' Approach
Stealth Agents structures engagements as predictable monthly rates based on hours needed. The $10/hr starting rate applies to dedicated full-time and part-time arrangements, with clean monthly invoicing. The agency handles the VA-side payroll, so you pay one invoice without the variable tracking overhead of pure hourly arrangements.