Virtual Assistants Don’t Fix Bad Thinking
Why hiring a VA won’t save your business, and what to do instead
Most new sellers think hiring a virtual assistant is a milestone.
They treat it like a growth unlock, “I’m scaling now.”
But here’s the truth:
If you don't know how to win, you can't outsource the game.
A VA is not a growth hack. It’s a force multiplier — and if you haven’t built the core system, all it will multiply is confusion, margin loss, and misalignment.
This article unpacks when and how to bring on a VA the right way — so they amplify your edge, not expose your gaps.
Don’t Hire a VA Until You’ve Run the Full Sales Cycle
If you’ve never gone through the full loop — bought inventory, sent it in, sold it, reinvested profits — then you're not ready to delegate.
You’re still learning the game.
And if you don’t understand it, you can’t expect a VA to run it for you.
A VA is not a shortcut to competence.
It’s a tool for scaling what you already do well.
Baseline before delegation:
- You’ve run 3+ full sales cycles
- You’re consistently doing $20K+ in revenue
- You can confidently spot good ASINs and call BS when needed
Exception: You have capital + a mentor guiding you directly.
Without that? Learn first. Hire later.
What VAs Can Actually Do (Once You’re Ready)
Once you know how to win, here’s what you can offload:
-
Supplier Sourcing
→ VA contacts 20+ suppliers/day, not 100 volume without chaos
→ Use CRM (Streak, Airtable, etc.) or at minimum Excel to track -
UPC-to-ASIN Matching & Scanning
→ Have them clean up massive price lists using manual, software, or Keepa-based matching
→ But only after you’ve shown them how you want it done -
ASIN Analysis
→ You define the buy box: min ROI, profit, BSR, sellers, IP alerts
→ They filter, flag, and shortlist — you make the final call -
Purchase Order Drafting
→ You give the capital and supplier pool
→ They create shortlists that meet your criteria
→ You approve what actually gets purchased
Key Principle:
Don’t outsource the decision, outsource the preparation for the decision.
Where to Find Them (and What to Watch For)
You can find VAs on:
- OnlineJobs.ph
- Upwork
- Fiverr
- Virtual Co-Worker
- Facebook / Telegram groups (watch for red flags)
But vet for integrity over skills. Why?
Because the biggest risk isn’t bad sourcing.
It’s leaking your supplier network or compromising trust.
If a VA offers you their “previous employer’s supplier list”?
That’s not a deal. That’s a warning.
If they’ll screw someone else to win you, they’ll screw you to win the next guy.
Pay Them Fairly But Don't Overcomplicate
Yes, most VAs live in countries where USD/GBP/EUR go far.
But avoid treating that as a reason to underpay or overpay blindly.
Guidelines:
- Pay enough to make it worth their time
- Not so much that you feel resentful
- Not so little that they feel disposable
Rule of thumb:
- Complicated task → Higher rate
- Repetitive task → Lower rate
Simple. Negotiate openly. Revisit often.
Trust Is the Only Thing That Scales
There is no point building a VA system if you’re always checking if the VA is working.
You don’t need screen tracking software.
You need clarity of expectations and trust in delivery.
How to do it:
- Set clear outcomes with timeframes (“Do X by Friday”)
- Judge by output, not activity
- Let them work when they work, just hit the target
And yes, you must give them a reason to stay:
- Offer skill growth
- Create a path to more responsibility
- Make them feel like a part of something that’s winning
VAs don’t leave for money.
They leave for boredom, disrespect, or unclear futures.
If You Haven’t Built It, You Can’t Scale It
A VA won't save you.
They won't build your SOPs.
They won't teach you how to find winners.
That’s your job.
But once you’ve done that job, a good VA becomes an extension of your edge.
A multiplier of your clarity.
And a tool to buy back your time so you can make higher-level moves.
Just don’t hire one to cover for your confusion.
That’s not leverage. That’s delegation as denial.