Exactly what happens when you hire with Staffify.
From your first discovery call to your VA's first task, every dollar accounted for, every step laid out. If you have ever wondered where the onboarding fee goes or how we pick the top 1%, this page answers it.
Book a 25-minute discovery call →Pick the path that fits your cash.
Onboarding costs the same either way. You decide whether to pay it up front or roll it into your hourly rate. Both paths include the full sourcing, screening, training, and infrastructure build. Nothing is stripped.
Pay Upfront
Fastest StartOne-time. Covers everything below: ad spend, sourcing, screening, business analysis, platform training, ChatGPT bot build, resource library, Assembly HR+ integration, and job flow optimization.
Roll It Into Your Rate
Zero UpfrontNo interest. No fees. Your hourly rate carries $1 or $2 above base until the $2,499 is fully paid, then drops back to base. If you cancel before payoff, remaining balance is due. Pick the pace that fits your cash flow.
The $2,499, line by line.
Most agencies charge a placement fee and never tell you what it covers. Here is the honest breakdown of what you are paying for.
You could piece this together yourself for less. Most business owners try, spend three weeks doing it badly, and hand it to us anyway. This is what a done-right onboarding costs.
One inclusive rate. No extras.
After onboarding, you pay one hourly rate for your VA's time. Payroll, benefits, HR support, replacement guarantee, Hubstaff license, and ongoing training are all inside it. Average client cost is $12.50 an hour.
Solid VA for well-scoped work. Inbox, calendar, data entry, list building, routine follow-ups.
Strong communicator, 3+ years experience, comfortable with judgment calls. This is where most Staffify placements land.
Senior operator. Runs projects end-to-end, manages other VAs, owns outcomes. For roles that need real ownership.
40 hours a week at $12.50 is $2,167 a month. A US junior admin costs $4,500 to $6,500 a month after taxes, benefits, and software. Same output, different math.
Hiring three or more? The math changes.
Batch hires cost us less to source and onboard. We pass that back to you. Volume pricing kicks in at three hires and scales through ten plus. Same-role batches (multiple VAs for the same job) unlock further discounts inside consultation.
Per-hire onboarding, by volume
| Hires (same engagement) | Per-hire onboarding | You save per hire |
|---|---|---|
| 1 hire | $2,499 | — |
| 2 hires | $2,299 | $200 |
| 3-4 hires | $2,099 | $400 |
| 5-9 hires | $1,799 | $700 |
| 10+ hires | $1,499 | $1,000 |
Same role bonus
When you hire multiple VAs for the same role (a support team, a sales pod, three admins), we run one search, one screening pipeline, and one training track. That gets you an additional 5 to 10% off the per-hire number above. Locked in on your discovery call once we scope the roles.
Action Taker still applies
Decide during your discovery call and confirm within 24 hours, and any volume tier drops another $200 per hire.
The applicant review process, step by step.
For every seat we fill, we look at 150 to 250 applicants. You see three. Here is how we cut the pool.
Post everywhere the top 1% actually reads.
Paid posts on Indeed, JobStreet, OnlineJobs.ph, and LinkedIn. Targeted outreach in curated Facebook and WhatsApp VA communities we have vetted over 5 years. This alone rules out 80% of what generic services get.
Written screen: can they think, can they write.
Applicants answer a 5-question written screen tailored to the role. We read every single answer. Bad grammar, generic responses, or copied AI answers get cut. Roughly 40% of applicants do not clear this bar.
15-minute video interview: how do they show up.
Camera on. Real conversation. We test articulation, English fluency, listening, and how they handle an unexpected question. Roughly 15% of the original pool makes it past this stage.
Paid test task on the actual work.
We give a paid 60 to 90-minute test task modeled on the real role. Tool use, judgment, communication back to us. We pay for the time either way. This is where most of the remaining pool falls off.
Two references, both called.
Not emailed. Called. We ask specific questions about how they handle stress, how they take feedback, and whether the reference would hire them again. If they hesitate, we move on.
Three finalists we would hire ourselves.
You interview three. We share our written notes on each, ranked. You pick. If none feel right, we go back and source more at no charge. We would rather delay a placement than rush a bad fit.
Great VAs still need infrastructure.
Talent without a system is a lottery ticket. Here is what we set up before your VA's first day so they can actually succeed.
Custom SOPs and job flow
We document the workflow before day one. Not a folder full of Loom videos. Real, structured SOPs your VA can execute from.
Platform training
Your specific stack. HubSpot, Clio, Kajabi, ClickUp, Gorgias, whatever you use. Trained on your setup, not the generic version.
Custom ChatGPT bot
A role-specific assistant that knows your voice, escalation paths, and process. Your VA uses it as a second brain from week one.
Resource library
Access to templates, scripts, playbooks, and micro-training built up over hundreds of placements. Not reinvented per client.
Assembly HR+ integration
Your VA, your Staffify HR contact, and you in one shared Assembly workspace. Questions get answered in minutes, not days.
Hubstaff time tracking
Screenshots every 10 minutes, activity level, URL and app tracking, timesheet approval. You see exactly what you are paying for.
We pay above-market, on purpose.
Retention is the whole game. A VA who feels underpaid quits or coasts. A VA who is paid well above their local market stays for years and treats your business like their own.
Above-market compensation, weekly pay
Staffify VAs earn 1.5 to 2 times the average local rate for their skill level. Paid weekly, not every two weeks. Direct to their bank. No middleman deductions, no delays.
We also cover paid time off, health stipends, performance bonuses, and continuing education budgets. Not because it is required. Because it works. Our average tenure is over 3 years, in an industry where most VAs turn over in 12 to 18 months.
This is why our replacement rate is under 8% and our clients keep the same VA for years. You do not just get talent. You get talent that is motivated to stay.
Hire and forget is a lie. We do not disappear.
Most VA services hand you a person and vanish. We stay in the workflow so your VA succeeds and you do not become a full-time manager for them.
Real-time monitoring, both sides
You see what your VA is working on in real time. So do we. Our team watches for anomalies against your day-to-day rhythm. If we spot one, whether it's drift, a blocker, or an unusual pattern, we step in and manage it so you don't have to.
Milestone check-ins: day 1, week 1, month 1, quarter 1, year 1
Structured touchpoints at every milestone. We sit with your VA (and with you when it helps) to catch what's working, what's stuck, and what needs to be reset. You don't have to run these. We do.
Monthly 1:1 + job flow review
Between milestones, your Staffify HR contact meets with your VA every month. Check in on what's working, what's stuck, and whether the current workload is still the highest-leverage use of their hours. Roles evolve. We evolve them with you.
Assembly HR+ channel, always on
Question about hours, PTO, a tool, a task priority? Post in the shared Assembly workspace. Real human replies during business hours. No ticketing system, no email chain.
Our lifetime replacement guarantee.
If your VA does not work out, we replace them. At no additional charge. For the life of your engagement.
No 30-day window. No "you have to prove it did not work" hoops. If the fit is wrong at month 2 or month 22, we source, screen, and place a replacement on our dime. We built this into the model because we know the alternative (you eat the loss) breaks trust. We would rather absorb the cost than break the relationship.
What the first 2 to 3 weeks look like.
From the moment you say yes to your VA's first billable hour. We move fast on our end. Typical is 14 to 20 days. The biggest variable is how quickly you can turn around interviews and check-in calls, we move on your pace.
Why not just hire from Upwork or Fiverr?
Fair question. Here is what most people run into.
Why can't I just post the job on Upwork or OnlineJobs.ph myself?
You can. Most of our clients tried before they came to us. What you learn: the top 1% do not respond to generic posts. Ad spend is a moving target. Screening 200 applicants takes 40 to 60 hours of your time. Reference checks get skipped. You place someone who looks great, then quits at week 6. You start over. Our model exists because doing this well is genuinely full-time work.
Why $2,499 when I could hire direct for $0 in placement fees?
Because the $2,499 buys you a placement that lasts, backed by a lifetime replacement guarantee. A direct hire that quits at week 6 has cost you the recruiter time, the training time, and the opportunity cost of every week your work did not get done. If you value your time at $100 an hour and it takes 30 hours to source-screen-hire, you are already at $3,000 before software, ad spend, or the risk of a bad hire.
What if I don't like the finalists?
We source more. No additional charge. We would rather delay a week than place someone we would not hire ourselves. That is what "top 1%" has to mean or it does not mean anything.
How fast can I have someone starting?
Sourcing can be as fast as a week. We can put finalists in your inbox inside 7 to 10 days. Full pipeline from Day 0 to your VA's first day is typically 14 to 20 days. We move fast on our end. The main variable is how quickly you can turn around interviews and check-in calls. Straightforward roles with a decisive buyer land closer to 14. Complex or hard-to-hire roles land closer to 20.
What if I need to hire more than one?
Volume pricing kicks in at 3+ hires. Same-role batches (multiple VAs for the same role) get an additional 5 to 10% off inside consultation. Details in the volume pricing table above.
Can I finance the onboarding fee if cash flow is tight?
Yes. Path B rolls the $2,499 into your hourly rate as a $1 or $2 an hour markup until fully paid. No interest. No fees. Rate drops back to base once paid. Pick during your discovery call.
What about time zones? My work is in US Eastern.
Our VAs work your hours. Standard is 40 hours a week aligned to your time zone. Part-time and split shifts are supported.
Do I own the relationship with the VA?
Yes. Your VA is dedicated to you. Not shared, not pooled, not rotating. They message you directly, they know your business, they show up in your standup. Staffify sits behind them as HR + operations backstop.
What if my VA quits?
Our attrition rate is under 8% a year. If it happens, our lifetime replacement guarantee kicks in. We source, screen, and place at no charge. Typical replacement timeline is 14 days.
What's your next move?
Pick the option that fits, drop your info, and we take it from there. Human reply within 4 business hours.
Book a 25-minute discovery call. See if we're a fit.
No pitch deck. No pressure. Just a real conversation about what you need help with and whether we are the right build. If we are not, we will tell you.
Book Your Discovery Call →