Freelancer platforms such as Upwork and OnlineJobs.ph usually cost less per hour and give you a huge pool to choose from, but you handle the screening, contracts, payroll and replacements yourself. A VA agency charges more and takes on much of that work, along with backup if the match fails. Freelancers suit owners who enjoy hiring and have time for it. Agencies suit owners who want a working assistant without running the hiring process.
We are an agency, so you should read this with that in mind. We have tried to lay out the tradeoffs fairly, because the wrong choice in either direction costs time and money. Plenty of owners do very well hiring directly, and for some it is the better route.
How each option works
Freelancer marketplaces
Platforms like Upwork list freelancers from around the world who bid on posted jobs or accept direct offers. The platform handles payments and takes a fee. You choose, interview, test and manage the freelancer yourself.
Job boards for direct hiring
OnlineJobs.ph is a job board focused on Filipino workers. You pay for access to post jobs and contact candidates, then hire and pay the worker directly. There is no platform fee on the worker's pay, but there is also no middle layer handling anything for you.
VA agencies
An agency recruits, screens and in many cases employs the assistant, then places them with you for a monthly fee. Agencies vary a lot. Some are true employers with benefits and equipment standards. Others are brokers who resell freelancers. Ask which one you are dealing with.
What you pay for
Freelancer platforms
You pay the freelancer's rate plus any platform fees. Rates span a wide range depending on country, skills and experience. You also pay with your own time for writing job posts, reviewing applications, interviewing and testing.
Direct hiring
You pay the job board subscription and the worker's salary. Rates are often lower than on marketplaces because there is no platform cut. You also take on payment logistics and whatever paperwork applies.
Agencies
You pay a monthly fee that covers the assistant's pay and the agency's services. For comparison, delegateit charges $900 a month for a part time Assistant, $1,500 a month full time and from $2,200 a month for a Specialist. See our pricing page for what is included. Our post on hourly vs monthly pricing explains how these models compare.
A side by side look
Speed to hire
Freelance marketplaces can be fast for short projects. For a long term hire, expect a week or more to post, sort and interview. Direct hiring on job boards takes similar time. Agencies vary, but a good one usually shows you screened candidates within days.
Screening
On platforms and job boards, screening is yours. Reviews and profiles help, but you run the interviews and tests. Agencies screen first and you choose from a shortlist.
Contracts and employment
Platforms provide basic terms. Direct hiring means writing your own agreement. Agencies handle the employment relationship and give you a services contract.
If it does not work out
On platforms or direct hiring you start the search again. Many agencies replace the assistant, which can save weeks. Ask how replacement works before you sign. Our guide to replacing a virtual assistant covers what to do in either case.
Management
In every model, you manage the day to day work. No agency can know your business better than you. Agencies can help with performance issues and attendance, but your instructions and feedback still drive results.
Long term cost
Direct hiring usually has the lowest monthly cash cost. Agencies usually have the highest. Platforms sit in between. The full picture includes your time and the cost of a bad hire, which is easy to underestimate.
Which one fits you
Freelancer platforms fit when
You need project work or a few hours a week. You enjoy evaluating people. You are comfortable with some turnover. The task is well defined and easy to test.
Direct hiring fits when
You want a long term, full time assistant at the lowest cost. You have time to recruit properly. You are comfortable handling payments and paperwork yourself. You have hired remotely before.
Agencies fit when
You want help quickly and would rather not run a hiring process. You want a backup if the fit is wrong. You prefer one monthly invoice. You are hiring for a role where screening matters, such as finance or customer facing work.
Questions to ask any provider
Whichever route you take, ask these before committing.
- Who employs the assistant and who pays them?
- How are candidates screened and tested?
- What happens if the match does not work?
- What notice is required to end the arrangement?
- Who owns the work produced?
- How is confidential information protected?
Vague answers are a warning sign. Our guide to red flags when hiring a virtual assistant lists more.
A hybrid approach
Some owners combine models. They use an agency for a core full time assistant and freelancers for one off projects like a logo or a website rebuild. Others start with an agency to learn how remote work fits their business, then hire directly for later roles once they know what they need. Both approaches are reasonable.
Common mistakes in either model
Choosing on price alone
The cheapest option often costs the most once you count rework and rehiring. Compare total cost, including your time.
Skipping the test task
Every model benefits from a paid trial of real work. It is the best predictor of how someone will perform.
No written agreement
Even with a freelancer you found on a platform, write down hours, scope, rate and confidentiality terms.
Hidden costs worth counting
The sticker price is only part of the picture in each model. On platforms and job boards, count the hours you spend writing posts, reading applications and interviewing. Count the cost of paid test tasks. Count the weeks of slower work if the first hire does not last and you have to start over.
With agencies, ask about setup fees, minimum terms and notice periods. Ask whether the monthly fee changes after an introductory period. A good agency gives you one clear monthly number and explains what it covers. Our post on hidden costs of offshore hiring walks through the full list.
How to compare quotes fairly
Put each option on the same footing. Convert hourly rates into a monthly figure for the hours you actually need. Add any fees. Then add a rough value for your own time spent hiring and managing replacements. Owners who do this often find the gap between options is smaller than it first looked, though direct hiring usually still comes out cheapest for those who have the time.
Our honest take
If you have hired remotely before and have time, direct hiring can give you a great assistant at a low cost. If you have not, or your time is the scarce resource, an agency lowers the risk of a slow, painful start. Either way, the work you put into clear tasks and good onboarding matters more than the route. If you would like to talk through your situation, contact us.
Agency vs freelancer questions
Is it cheaper to hire a VA directly?
Usually yes on monthly cash cost. Agencies charge more because they handle screening, employment and replacements.
Are agency virtual assistants better than freelancers?
Not automatically. Skilled freelancers exist everywhere. Agencies mainly reduce the time and risk of finding and keeping a good one.
Can I switch from an agency to direct hiring later?
Check your contract. Some agencies have terms about hiring placed staff directly, so read them before signing.
Which is better for a first time hire?
Many first time hirers find an agency easier because screening and replacements are handled for them.