Virtual Assistants · Updated April 2026

How to Hire a Virtual Assistant as an Australian Tradie (2026 Guide)

Hiring a VA is one of the highest-leverage moves a busy tradie can make. Done right, it frees 10–15 hours per week from your plate. Done wrong, you spend 3 weeks micromanaging someone and give up. Here's how to do it right — what to hire for, where to find them, and what to hand over first.

📅 Updated April 2026 ⏱️ 10 min read 📋 Step-by-step guide ✍️ By Benjy @ Tradie Scaler
Tradie working on roof while virtual assistant handles scheduling and calls

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The Process

How to hire a VA for your tradie business — step by step

1
Identify what to hand over first
Before hiring, spend one week tracking how you spend admin time. Write down every task that isn't physically being on the tools. Then prioritise by: (1) tasks that are repeatable and documentable, (2) tasks that are high-impact if done consistently, (3) tasks that drain your energy.
The ideal first tasks: quote follow-ups (high impact), job scheduling calls (repeatable), inbox management (draining).
2
Choose your hiring model
Two options: Specialist tradie VA service (TradieVA, Trade VA Australia) — pays more, but trades-trained VAs with management support. Best for time-poor tradies. Or Direct hire via OnlineJobs.ph or Upwork — cheaper, but you recruit and train them. Best for tradies comfortable with management overhead and wanting to save $400–$600/month.
3
Create a clear job brief
Write down exactly what you need before posting a job or contacting a service. Include: hours per week, specific tasks, software they'll use (ServiceM8, Xero), your industry, time zone requirements (overlap with AEST business hours is important), and communication expectations. Vague job briefs attract unsuitable applicants.
4
Onboard properly — document everything
The most common VA failure mode: handing tasks over verbally and being disappointed when the output isn't right. Create screen-recorded Loom videos for every process (2–5 minutes each). Store them in a shared Google Drive or Notion workspace. Your VA should be able to complete any task by watching the relevant video. This sounds like work — it is — but it's a one-time investment that pays off permanently.
5
Start small, review weekly, expand scope
Start with 2–3 tasks only. Review the output daily for the first two weeks, weekly after that. Add tasks as quality and confidence build. Most tradies find that within 60–90 days, their VA is handling 10–15 hours of work per week with minimal oversight. Don't rush to full scope — quality over quantity in the first month.
Where to Find VAs

Hiring platforms and services for tradie VAs

TradieVA
~$900–$1,500/mo part-time. Trades-specialist. Structured onboarding. Best for busy tradies who want hands-off setup.
Learn More →
Trade VA Australia
~$800–$1,200/mo part-time. Trades-specialist. Flexible model. Good for smaller businesses.
Learn More →
OnlineJobs.ph
~$400–$700/mo for direct hire. You recruit and train. Most affordable but most management overhead.
Learn More →
Upwork
Variable pricing. Good for project-based work or testing specific tasks before committing to ongoing hire.
Learn More →
AU-Based Admin (SEEK)
~$25–$45/hr. Local knowledge, AEST hours, but 3–5x the cost. Best for complex admin needing Australian context.

Start with quote follow-ups — it's the highest-ROI first VA task.

Most tradie businesses have outstanding quotes that never got followed up. A VA calling those leads back within 48 hours consistently converts 15–25% into booked jobs. It's the easiest, most measurable first task to hand over.

Enquire at TradieVA →

Frequently Asked Questions

The highest-value first task for most tradies is quote follow-up. Following up on outstanding quotes within 24–48 hours significantly increases conversion rates. It's a repeatable process that can be documented easily, doesn't require deep trade knowledge, and directly generates revenue. Second priority: job scheduling and inbox management. Once these are running smoothly, expand to supplier ordering, invoice chasing, and data entry.

Specialist tradie VA services (TradieVA, Trade VA Australia) cost more ($900–$1,500/month vs $400–$700/month for direct hire) but come with trades-specific training and management support. Direct hire is cheaper but requires you to recruit, assess, and train the VA yourself. For tradies who are time-poor or haven't managed remote staff before, a specialist service is worth the premium. For tradies comfortable with the management overhead, direct hire saves $400–$600/month.

Set up a specific ServiceM8 login for your VA with appropriate permissions — restrict access to specific functions initially (job creation and scheduling, but not financials). Use ServiceM8's activity log to review daily activity. A short daily check-in (5–10 minutes) via WhatsApp or Slack keeps communication clear. Create Loom screen-recording tutorials for every task. Start with small, well-documented tasks and expand scope as trust builds over the first 4–8 weeks.

When you hire a Filipino VA as a contractor, you're engaging an overseas independent contractor — different from employing an Australian worker. Typically: no PAYG withholding, no superannuation contributions, and no payroll tax obligations. Payments are generally deductible business expenses. However, rules change and your specific structure matters — speak to your accountant to confirm your obligations. Using a specialist VA service (rather than direct hire) often simplifies the contractor relationship as you're contracting with the service, not the individual.