When the front desk is buried and follow-ups are slipping, the usual answer is to post a job. For a lot of small businesses around Houston and Fort Bend County, that is the most expensive way to solve the problem. Here is what each option costs once everything is counted, and how to tell which one fits the role you need filled.
What an in-house hire costs beyond the wage
Texas has no state income tax, which leads some owners to assume payroll here is simple. The wage is still only part of the bill. On top of it you pay:
- Social Security and Medicare. The employer share is 7.65% of wages.
- Federal unemployment tax. 6% on the first $7,000 of each employee’s wages, usually reduced to 0.6% once state unemployment tax is paid on time.
- Texas unemployment tax. Paid to the Texas Workforce Commission at a rate set by your claims history.
- Benefits. Health coverage, paid time off and any retirement match you offer.
- Equipment and space. A computer, software seats, a phone line and a desk.
- Recruiting. Job ads, interview hours, and the whole search again if the hire leaves.
The Small Business Administration’s rule of thumb is that an employee costs 1.25 to 1.4 times their salary. On a $40,000 admin salary that works out to $50,000 to $56,000 a year.
What a dedicated virtual assistant costs
With a managed service you pay one rate for the hours you book. At Reachout Central, a full-time Associate Admin VA starts at $4.90 an hour, which is $196 for a 40-hour week and a little over $10,000 a year. Specialist roles and senior experience levels cost more, and part-time plans are priced differently.
We do not bill you for payroll taxes, benefits, recruiting or equipment. There is no setup fee, service is weekly with no long-term contract, and if the match is not right we replace your VA at no charge.
Side by side
| Cost | In-house employee | Reachout Central VA |
|---|---|---|
| Hourly pay | Local market wage | From $4.90 an hour |
| Employer payroll taxes | Social Security, Medicare, federal and Texas unemployment | $0 billed to you |
| Benefits | Whatever you offer or are required to provide | $0 required from you |
| Recruiting and replacement | Your time and ad spend, repeated if they leave | Included |
| Equipment and workspace | Provided by you | $0 provided by you |
| Commitment | Fixed cost in slow months too | Weekly, hours adjustable |
Exact savings depend on the role, the wage you would otherwise pay and the benefits you offer. For the roles our clients move to a VA, payroll cost typically drops by up to 60%.
Work that suits a virtual assistant
- Inbox and calendar management
- Answering and returning customer calls and messages
- Appointment booking and reminders
- Lead follow-up and CRM updates
- Order processing and customer support
- Invoicing, collections reminders and bookkeeping support
- Listing updates and transaction paperwork for real estate teams
- Social media scheduling and basic marketing tasks
The common thread is that the work is repeatable, can be done from a computer and phone, and can be explained clearly.
Work that should stay in-house
- Anything that needs a person physically on site, such as greeting walk-ins or handling equipment
- Roles that need legal or signing authority for the business
- Senior positions where judgment calls are made all day without a defined process
Most businesses end up with both: a small local team for the work that has to happen in person, and VAs for the routine work that was eating that team’s day.
A quick way to decide
- List the tasks the new hire would do in a typical week.
- Mark each one as “must be on site” or “can be done remotely.”
- If most of the list is remote, price a VA before you post the job.
- If it is split, consider a part-time VA for the remote half and keep your current staff on the rest.
Common questions
Will a VA work my business hours?
Yes. VAs are matched to your schedule. Standard plans cover weekday hours, and extended, overnight, weekend or holiday coverage is quoted separately.
How fast can someone start?
Once you choose your VA, we coordinate onboarding and they begin on the Monday you agree.
Do I have to commit for a year?
No. Service is weekly, and you can change your hours as your workload changes.
Can I meet the VA first?
Yes. We match qualified VAs to your requirements and you choose who you want to work with.
See what it would cost for your role
Reachout Central is based in Sugar Land and has supported more than 400 businesses since 2019. You can get your exact weekly price with our pricing tool, or book a 30-minute Discovery Call and we will go through the role with you.
Find the right VA and see the exact weekly price.
Choose your support and weekly hours to see your price, or book a call to discuss the work.
