The workplace is going remote, and more professionals are embracing this unique landscape. So, paying freelancers like virtual assistants (VAs) should be straightforward and stress-free, whether in the US or across borders.
At Remitly, we know how vital smooth, reliable payments are to building great working relationships. This guide gives insights into the best way to pay international virtual assistants and trusted VA payment methods for quick, secure transactions. We’ll also share practical tips for settling accounts with confidence.
Key questions to ask before paying a VA
Before setting up a payments system for your virtual assistant, you need to clarify a few key details. Getting all this information will help avoid confusion and ensure smooth transactions.
Where are they located?
Your assistant’s location affects how you pay them in several ways. We’ll talk about currency and VA payment methods further down, but here are some more ways location influences both payment logistics and timing:
- Their location may present time zone differences that affect banking. For example, if you send a payment on Friday at 4 p.m. EST, it will already be the weekend for a VA in Australia, causing delays.
- Local banking infrastructure can be limited or slow. Rural parts of Africa or South Asia sometimes batch international payments once or twice a week.
- Government restrictions and red tape can affect inbound foreign transfers, potentially reducing your VA’s income.
- Some places limit how much money someone can receive in one transaction or cap withdrawals.
- Your VA’s bank may be closed for national holidays you’re unaware of, delaying payment processing.
How often should I pay?
Whether you decide to make payments weekly, biweekly, or monthly, it is crucial to understand how different payment schedules can impact you and your VA.
- Most payment platforms charge a fee for each transaction. Weekly payments, for example, mean up to five separate charges a month. No matter who covers the costs, these small fees add up.
- Each payment means more administrative work for both parties—invoices, transfer processing, and tracking. If you have more than one VA and make payments frequently, this bookkeeping can become a big task.
- Some payment methods, including bank accounts and digital money apps, may limit the number of times you can send and receive funds in a certain period, especially for international transfers.
What currency will they receive?
If you pay in a different currency than your own, all digital platforms and banks apply currency conversion. This process usually includes hidden fees and marked-up exchange rates.
First, you need to decide whether you or your VA will cover those fees, then select platforms that offer the best rate. This may depend on your specific currency pair. Also, keep in mind that not all platforms support all currencies.
Exchange rate fluctuations can mean your VA receives more or less than expected. To avoid confusion, agree upfront on the currency you’re paying in and which one your VA will invoice you in. Use payment platforms that show both parties how much your VA will actually receive.
Do they prefer a specific platform?
Different countries have different preferred—or even available—tools to send money to freelancers.
However, some popular payment platforms may have high fees in certain countries, while others might not allow transactions in your VA’s currency. Using an expensive or hard-to-use option can delay payment for your VA or reduce their take-home pay.
Most experienced VAs will share their preferred payment method upfront. But if they don’t, try to find one that is optimal for their situation.
Popular VA payment methods
Depending on your answers to the questions above, one of these methods should work well for paying VAs securely:
Remitly
If you’re sending international money transfers, Remitly is a dependable option. Like other digital platforms, it’s often preferred by VAs in regions where traditional banking is limited or cash pickup is the norm. It works in over 170 countries and offers transfers in over 100 currencies.
It’s easy for both you and your VA to set up and use Remitly, even if they don’t have a bank account. You can also see exactly how much they will receive in both your and their currency.
Remitly offers multiple delivery options, including:
- Direct bank deposit
- Debit card deposit
- Cash pickup at thousands of partner locations
- Digital wallet payment, including options like GCash, M-Pesa, Paytm, and more
- Home delivery in select countries, including the Philippines and the Dominican Republic
You can choose between express or economy delivery, which takes minutes or between one and three business days respectively. Both options provide an on-time delivery guarantee. Plus, you can save your VA’s payment information and schedule recurring disbursements.
Remitly also offers multilingual customer service and has bank-level encryption and fraud protection.
Review our digital safety checklist before sending your next international transfer.
Direct bank deposits
If you’re paying VAs domestically, direct bank transfer may be a good option. They’re typically simple, often fee-free, and don’t require third-party platforms. As you’re going directly through banks, everything is secure and regulated, with a clear paper trail.
However, direct bank transfers aren’t ideal for international payments. Downsides include:
- High fees
- Hidden chargers
- Worse exchange rates than platforms like Remitly
- Slow transfer times, often three to seven business days
- Limited delivery options
Many bank transfers require your VA to share their full banking information, which may not be ideal for short-term or first-time collaborations.
Freelancer platforms
If you hired your VA through a freelancer platform, like Upwork or Fiverr, there are benefits to paying through them.
These platforms only process business transactions. They usually offer reassuring features, including built-in contracts and automatic payment handling via secure time-tracking, milestone payments, and escrow services. Payment protection is often guaranteed, meaning funds are released only when the work is approved. You can also take advantage of formal dispute processes if needed.
However, many platforms charge high fees—up to 20%—that both you and your assistant pay. VAs may also face delays or withdrawal limits when transferring money to their banks. Many times, these platforms are inflexible and don’t allow off-platform communication or payments.
Overall, payment through freelancer platforms is usually best for:
- Short-term projects
- Hiring VAs on an as-needed basis
- Testing multiple VAs before long-term commitment
For ongoing collaborations, however, fees and restrictions can add up.
Best practices for paying your VA
To make VA payments smooth and hassle-free, follow these best practices:
Always agree on rates, timelines, and currency upfront
Clear expectations prevent misunderstandings, delays, or awkward conversations. Take the time to square each critical component of your partnership.
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- Rates: Specify if the rate is hourly, per project, or per milestone. Also, confirm what’s included, such as revisions and meetings.
- Timelines: Outline when work will be delivered, taking time zones for international VAs into consideration.
- Currency: Define the currency you’ll use for payments. Determine which currency your VA prefers to receive funds in and see how you can make concessions if possible.
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- Payment method: Find out if your VA prefers to be paid through bank deposit, digital wallet or a freelancer platform. Many VAs already have preferred payment methods, but some are flexible.
- Platform fees: Discuss if you or your VA will cover platform fees.
- Late payment policies: Describe what happens if a payment is made late or delayed by external factors.
Send a clear payment summary or invoice reference
Your VA needs to know what each payment is for, particularly if they’re working on multiple projects.
To avoid confusion, include a reference note with all transfers. This should state what the payment is for, such as “May bookkeeping”, or the corresponding invoice number.
Also, ensure your VA always sends you an invoice. Even informal ones help both sides track payments, deliverables, amounts due, and other vital information.
Use consistent payment schedules
Regular payments build trust and allow your VA to plan their finances, especially if working for you is their main income source.
So, decide on a schedule together and stick to it, whether it’s weekly, biweekly, monthly, or by milestone. Then, either set up batch or scheduled payments, or schedule calendar reminders to keep things consistent.
Keep records for tax and business use
Clear financial records help with tax reporting, budgeting, and proof of payment if disputes arise.
Every time you pay a VA, save the invoice or payment request, payment confirmation, and payment notes or memos. Don’t forget to back up the work or contract agreement, as well as the email or message thread confirming agreed-upon deliverables, timeline, and rates.
Track records using a dedicated folder on your computer or cloud storage, a simple spreadsheet, or tools like QuickBooks or Notion to keep things simple.
Tax and legal tips for US clients
If your assistant lives in the US, clear record-keeping will be essential when it comes to fulfilling obligations to the taxman. But generally, you need to understand tax and legal basics before paying VAs, particularly if hiring internationally.
Form W-8 BEN
Form W-8 BEN is an official IRS form non-US-based independent contractors fill out to confirm they’re not US taxpayers.
Filing this form ensures you don’t need to issue a 1099 or withhold US taxes, protects you in audits, and prevents double taxation for your VA.
Ask your foreign VA to fill it out and send a signed PDF copy before the first payment, then keep it for your records. The form is valid for up to three years unless your VA’s tax status or residence changes.
Know the difference between employees and contractors
Most VAs are independent contractors, and paying contractors is generally cheaper and easier than paying employees. But be careful—provide clear proof to the IRS that your VA isn’t actually doing employee duties. Misclassifying a VA can lead to fines, back taxes, or penalties.
So, what’s the difference between employees and contractors? This table breaks it down:
| Worker type | Characteristics |
| Contractors |
|
| Employees |
|
To avoid misclassification, avoid micromanaging or set work hours. Further, don’t provide employee-like benefits, such as paid time off (PTO) or bonuses tied to performance. In official legal documents, clearly state that your VA is a contractor and use a contractor agreement outlining terms, rates, and deliverables.
Choose the right tools for your needs—and theirs
Paying your contractors should be a simple, fast, and fair process. By following these best practices, you can find the best way to pay international virtual assistants. Use them to ensure your VA is reimbursed accurately, securely, and on time to maintain a strong, trusting working relationship. Clear communication and proper record-keeping will make the process easier for you both.
FAQs
Do I need a contract to hire and pay a virtual assistant?
A written contract isn’t always legally required, but it’s highly recommended. It clarifies the scope of work, payment terms, deliverables, and timelines, preventing misunderstandings and providing legal protection in case of disputes.
How often should I pay my virtual assistant?
While it’s standard to pay VAs weekly, monthly, or on a per-project basis, biweekly payments are the most common choice. Discuss your options and set expectations early so both you and your assistant know what to expect.
Is it legal to pay someone overseas?
Yes, it is. Employers in the US can work with contractors locally or abroad, as long as they keep clear documentation for tax purposes. Using verified tools to ensure digital safety and secure transactions is also a good idea.
What if my VA prefers a tool I don’t use?
There are many popular VA payment methods out there, so most established professionals will probably have a preference. In these cases, try to accommodate your VA’s preferred choice, or use digital alternatives like Remitly that offer broader coverage and better rates.
Can I pay with a credit card?
Yes, you certainly can. Most platforms allow payments via credit card, but it isn’t recommended. That’s because you will pay higher fees than using the bank via ACH transfer or an international money transfer.
How can I securely pay a virtual assistant I’ve never worked with?
If you hire a VA through a freelancer platform, they often have services to protect both parties, like escrow payments. If you hire them directly, start with a small upfront payment first. Always verify your VA’s identity and payment details before sending money, and avoid sharing unnecessary banking information until you’ve built trust.
What should I do if a payment to my VA gets delayed or doesn’t go through?
First, check the platform for payment status and confirm details are correct. If delays persist, contact customer support and keep your VA informed. Payment tracking and receipt services can help quickly identify and resolve any issues.