Why Your Business Needs Systems Before Hiring a VA.

Thinking of hiring a VA? Read this first.

If you’re drowning in admin and feeling like you need an extra set of hands, you might be thinking, “I just need a VA to take this off my plate.”

But before you hit ‘post’ on that job listing, let me save you some time (and money).

Hiring a VA before you have streamlined systems in place is like bringing in a personal assistant to sort through a messy, overflowing filing cabinet—it’s still chaos, just with someone else sifting through it.

Instead of fixing the real problem, you’ll end up paying for manual workarounds, inefficiencies, and time wasted on tasks that could have been automated in the first place.

So before you invest in a VA, let’s talk about why setting up efficient systems first will make all the difference.

1. Save Money: A VA Can’t Work Faster If Your Systems Are Slowing Them Down

Imagine hiring a VA and asking them to send out proposals, follow up on unpaid invoices, and manually copy client details from emails into spreadsheets.

Now, let’s say those tasks take them 10 hours a week because everything is manual and clunky.

At $35 per hour, that’s $1,400 a month on tasks that a system like Dubsado could handle in minutes.

When your processes aren’t streamlined, your VA isn’t just working hard—they’re working harder than they need to, and you’re paying for every extra minute.

By automating repetitive tasks, you reduce the hours your VA spends on admin, which saves you money and lets them focus on higher-value work.

2. Manual Processes Are Draining for Your VA, Too

If manually chasing invoices, sending the same emails over and over, and dealing with messy spreadsheets is exhausting for you… guess what?

Your VA feels the same way.

And when a VA’s job is filled with repetitive, frustrating tasks, they’re less likely to stick around for the long haul.

A smooth, systemised backend makes their role more enjoyable, which means better retention, higher efficiency, and a happier VA who actually wants to stay and grow with your business.

3. Productivity: Let Your VA Focus on What Actually Needs a Human Touch

The best use of a VA isn’t typing out the same email 20 times a week—it’s handling tasks that actually need a human touch.

When your systems can handle:
Payment reminders (instead of your VA manually chasing invoices)
Client onboarding sequences (instead of them sending each step manually)
Scheduling and follow-ups (instead of them juggling back-and-forth emails)

…your VA can focus on things that actually move the needle, like:
✔️ Engaging with your audience and responding to DMs
✔️ Organising launches
✔️ Creating regular emails to your subscriber list

By letting automation handle the repetitive stuff, your VA can help grow your business, not just maintain it.

4. Business Growth: A VA Who Isn't Bogged Down Can Help You Scale

Let’s flip the script for a second.

What if, instead of a VA spending 10 hours a week sending invoices and following up on emails, they could use that time to:
✔️P ost consistently on your social media
✔️ Repurpose your content for multiple platforms
✔️ Set up collaborations that bring in new leads

Suddenly, their role shifts from “admin support” to revenue-generating support—because they’re not stuck doing tasks that Dubsado or other automation tools could handle.

5. What If You Could Hire an Expert Instead of a VA?

If your systems are already running smoothly, you might not even need a VA for admin work.

Instead, you could reinvest that budget into:
💡 A social media strategist to grow your online presence
💡 A copywriter to refine your messaging and boost conversions
💡 A business coach to help scale your services

By fixing your backend first, you open up better opportunities—ones that actually move your business forward.

The Bottom Line? Systems First, VA Second.

I get it—when you’re overwhelmed, hiring a VA seems like the best fix. But if you don’t streamline your business first, you’ll end up paying for inefficiencies instead of real support.

Want to set up your systems the right way before you hire? Let’s talk about a Dubsado setup that saves you time, money, and stress.

👉 Download my Services Guide to see how I can help you automate your business so your VA (or future team members) can focus on what really matters.