Question 1

Can my VA pay for things using my Credit Card?

Accepted Answer

Should you need your VA to use your Credit or Debit card to make payments on your behalf, we recommend sharing these details safely through a password vault. We like LastPass, but Passpack is popular too.

If frequent expenses are likely to be encountered, we recommend arranging a prepaid debit card that you can "top up" for your VA to use. Good examples of this are Pockit, Revolut, Google Pay and Soldo.

Though we encourage all clients to manage any costs or bills themselves, we do also offer the facility for your VA to log expenses to your account if needed. We appreciate that in some circumstances, this may just be the most sensible solution.

If your VA needs to log an expense (e.g. printing costs) they will first try to estimate the cost and get your confirmation that you are happy to accommodate this. Once your VA logs the expense to the portal, it will be added onto your next invoice from Virtalent (and we'll reimburse them for this cost directly).

Please never ask for your VA's bank details - a secure expensing process is there in place of needing to do this. You can find more information about this here.

Your Client Success Manager and your VA will be very happy to advise you on the most appropriate solution.

Question 2

Can my VA incur expenses?

Accepted Answer

Whilst most costs or bills incurred by your business will be managed by you directly, we appreciate that it can sometimes be more practical or convenient for your VA to have the option to incur small, occasional expenses too.

Examples of these types of expenses could include:

Postage costs
Software licenses (for specialist software you would like them to use for you)
Stationery
Printing costs

Your Virtalent VA will always first ask your permission and outline their estimate of any costs, as necessary.

If you are happy, your VA will then make the purchase using their own payment method (e.g. a credit card) and then upload the details of the expense incurred to our Task Portal - you will then see the expense inside the Billing section of your account. The value of the expense will then be added to your invoice from us, on your next billing date.

This means your VA can - for example - send a few letters by post, without you first needing to find a way to pay for a book of stamps for them. They simply make the purchase and we will reimburse them, as well as pass the expense on to you.

If frequent expenses are likely to be encountered, we recommend instead arranging a prepaid debit card that you can "top up" for your VA to use. Good examples of this are Pockit, Revolut, Google Pay and Soldo. You can then ensure any receipts/bills are billed directly to your business, rather than being added to your next invoice from Virtalent.

Please note, Virtalent makes no financial gain from offering this facility. However, as per HMRC's VAT legislation, we must add 20% VAT to any expenses added to your invoice, as these items form part of our service to you. They cannot be treated as disbursements.

Can my VA pay for things using my Credit Card?

Can my VA incur expenses?

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