How I Built a Successful Virtual Assistant Business from Scratch (and How You Can Too)

If you’ve ever thought, “I’d love to start my own Virtual Assistant business, but I have no idea where to begin…” — I wrote this blog for you!

I get this question all the time: “How did you get started as a VA?” And honestly? My journey wasn’t glamorous or perfectly mapped out — but it was full of heart, intention, and a lot of learning along the way.

Where It All Began

Before launching Chanel Dorsay VA, I spent over a decade working in healthcare administration. I managed front desks, scheduled patients, handled insurance claims, and kept clinics running smoothly. I loved the structure and the problem-solving side of things.

When the pandemic hit, I started rethinking what working in my field could look like. Working from home made me realize that I could still provide the same type of administrative support that I provide in clinics, just remotely. That’s when it clicked: health and wellness practitioners needed reliable support behind the scenes, and I had the exact skills to help them [and I could SAVE them money].

So I took a [risky] leap. No fancy business plan, no team, no brand, and no experience on how to build a business — it was just me, my laptop, and a passion to help practitioners focus on their patients while I handled the admin chaos.

Finding My Niche

If you’re just starting out, here’s something I can’t stress enough: FIND YOUR NICHE!

There are thousands of VAs out there — but the ones who thrive are the ones who serve a specific type of client. My background in healthcare made it an easy choice. I understood patient communication, confidentiality, and EHR systems, so I leaned into it and branded myself as a Virtual Assistant for Health and Wellness Professionals.

Once I got clear on who I wanted to help, everything changed. My messaging became stronger, referrals became easier, and clients started finding me.

My Biggest Early Mistake: Charging Hourly

When I first started out, I charged hourly — and it was one of my biggest mistakes.

It felt like the “safe” option at the time, but it quickly became unsustainable. Some weeks were packed, others were quiet, and my income was all over the place. It also meant clients were hesitant to delegate because they were worried about how much time things would take — which actually made me less efficient.

It didn't take long before I shifted to monthly packages, and it completely changed my business. Packages made things simpler for both me and my clients. They knew exactly what they were paying for, and I could plan my schedule (and income) with confidence.

If you’re new to the VA world — learn from me. Start with packages, not hours. It sets the tone for a more professional, sustainable business right from the start.

The Turning Point: Creating My Website

Here’s a little confession: when I first built my website, I had no idea what I was doing. I spent hours figuring out how to design it, what to write, and how to make it feel “me.” But that decision ended up being one of the best moves I ever made.

Having a website made me look more professional and credible — even when I was still figuring things out behind the scenes. It gave potential clients a place to learn about my services, see testimonials, and get a feel for who I was.

Clients I’d already worked with started sending new leads straight to my site. They’d say, “Here’s Chanel’s website — she can help you with that.” And that simple link made it easy for people to trust me before we even spoke.

Your website doesn’t have to be perfect. It just needs to exist. Even a simple, clean, authentic site can go a long way in building credibility and attracting the right people.

How I Invoice My Clients (and Keep It Simple)

One of the most common questions I get is, “How do you handle invoicing and payments?”

When I first started, I tried a few different systems — some were confusing, some were manual, and none felt easy to manage.

Then I discovered Stripe, and it completely simplified the process.

Stripe lets me send branded, professional invoices in just a few clicks. My clients can pay directly with their credit card, and the funds are automatically deposited into my business account.

The best part? I can easily see who’s paid, who hasn’t, and keep everything organized in one dashboard — no spreadsheets, no chasing payments.

If you’re starting out, I highly recommend setting up Stripe or a similar system early on. It makes you look professional, saves so much time, and builds trust with clients because everything feels seamless and secure.

How I Manage My Clients (a.k.a. My Google Calendar is My Lifeline)

People always ask me, “How do you manage so many clients without getting overwhelmed?” My answer every single time: Google Calendar. I quite literally live off of it.

I use it for everything. Every client, every meeting, every deadline — it all lives there. I color-code each client so I can glance at my week and instantly know what’s coming up. (Pro tip: give each client their own color — it makes your calendar feel organized and less chaotic!)

I block time for everything, even deep work and admin catch-ups. If it’s not on my calendar, it doesn’t exist. I also sync it with my phone so I get reminders no matter where I am — whether I’m working from my desk or out running errands.

If you’re juggling multiple clients, projects, or even personal commitments — this tool will keep you sane. It’s free, it’s simple, and it makes you look incredibly organized (even on the days you don’t feel like you are).

Building Trust and Relationships

Most of my business growth came from word of mouth. Health and wellness professionals talk to each other — and when you make someone’s life easier, they remember it.

I focused on over-delivering, communicating clearly, and building genuine relationships with every client I worked with. I didn’t need ads or aggressive marketing. My clients became my best marketers.

If you’re starting your VA business, focus on building a reputation of trust and reliability. Your first few clients can be the foundation for all the ones that follow.

Systems, Structure, and Scaling

As my client list grew, I realized I needed to get organized — fast. I created SOPs (Standard Operating Procedures), templates, and checklists for everything from client onboarding to monthly reporting.

Those systems were game-changers. They saved time, reduced errors, and made it easier to train new team members as my business expanded. Now, my small team and I support multiple clinics across North America with admin, marketing, and practice management tasks — all because of the systems I started early on.

What I Wish I Knew When I Started

Here are a few lessons I learned the hard way:

1. Start with packages, not hourly rates. Your time is valuable, and your clients want clarity.

2. You don’t need to know everything before you start. You’ll learn and adapt as you go.

3. Your website is your digital storefront. Even a simple one can boost your credibility.

4. Community matters. Connect with other VAs — it helps more than you think.

5. Set boundaries early. Being your own boss is great, but burnout isn’t.

   
   

Final Thoughts

Starting my VA business was one of the best decisions I’ve ever made. It’s given me freedom, purpose, and the chance to help others in a meaningful way.

I started from scratch — no business experience, no marketing background, and zero idea how to make a website. But what I did have was a willingness to learn, show up, and keep going even when things felt uncertain.

So if you’ve been thinking about starting your own VA business — this is your sign. You can absolutely do this. Start small, stay consistent, and keep refining along the way. You’ll look back one day and realize it all started with one bold decision to take that first step.

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