Taking Control of Admin: How a Virtual Assistant Can Help You Stay Sane

Let’s face it—running a small business often feels like spinning plates. Between client work, emails, invoices, and trying to remember when you last had a proper lunch, it’s easy for the admin side of things to get out of hand. That’s where a good system—and possibly a virtual assistant (VA)—can be an absolute game-changer.

In this week’s blog, we’re talking about how to take control of your admin, what a VA can actually do for you, and how working smarter (not harder) is the key to keeping your business running smoothly without burning out.

Why Admin Matters (Even If It’s Boring)

Admin might not be glamorous, but it’s essential. When done well, it keeps things ticking over quietly in the background. When done badly—or not at all—it causes chaos: missed invoices, unhappy customers, and a general sense of low-level panic.

Common admin pitfalls we see include:

• Letting the inbox grow wild like a digital jungle

• Forgetting to send invoices (and therefore not getting paid)

• Losing track of appointments or deadlines

• Having bits of information stored in 14 different places

Sound familiar? You’re not alone.

What is a Virtual Assistant?

A virtual assistant is someone who provides admin support remotely. What can they actually do? Quite a lot!

👩‍💻 Typical VA Tasks:

• Email and diary management

• Invoicing and chasing payments

• Data entry and CRM updates

• Social media scheduling

• Travel booking and event coordination

• Formatting documents or proposals

• Inbox detox (yes, that’s a thing—and it’s glorious)

Basically, if it can be done from a laptop, a VA can probably help with it.

The Pros of Using a VA

✅ Time Back

One of the biggest wins: you reclaim time. Instead of spending your Friday night organising receipts, you could be growing your business—or just having a life.

✅ Professionalism

Clients and suppliers notice when your admin is slick. Prompt responses, neat invoices, and well-organised meetings all reflect well on your business.

✅ Flexibility

You don’t need to hire a full-time staff member. With a VA, you get just the support you need, when you need it.

✅ Lower Overheads

You’re not paying employer taxes, holiday pay, or buying anyone a desk chair. It’s a cost-effective way to get help without making a permanent hire.

The Cons (and How to Manage Them)

Of course, it’s not all sunshine and inbox zero. There are a few things to be aware of:

❌ Onboarding Takes Time

You’ll need to train your VA and show them how your business works. But this is an investment. Put in the effort early on, and you’ll reap the rewards later.

❌ Trust and Security

You’re handing over sensitive info, so it’s important to work with someone reputable. Look for VAs with good references, contracts, and a professional approach to data handling.

❌ Communication is Key

Because they’re remote, clear communication is vital. A weekly check-in (even a 10-minute call) can keep things on track.

Top tip: Start with a short trial period and a few clearly defined tasks. You’ll quickly see how well you work together.

How We Can Help Take Control Of Admin

We offer a VA service and we’re often part of the support team that helps everything stay on track.

Here’s how we fit into the picture:

🧾 Bookkeeping

Your bookkeeper handles the numbers while your VA handles the inbox. It’s a dream team.

🧮 VAT & Payroll

Our payroll team manage your compliance, your VA helps gather the data and keeps everything flowing.

👷 CIS & Contractor Admin

For our construction clients, VAs can be useful for organising subcontractor details, timesheets, and even helping prepare for monthly CIS submissions.

🧠 Advice & Guidance

Sometimes, you just need a sounding board. We can help you figure out what tasks are worth outsourcing, how to streamline your admin, and how to delegate without it all falling apart.

We work alongside you to create simple systems that everyone can use—Google Drive folders, templates, finance dashboards—the whole works.

So, Should You Use a VA?

If you’re spending more time on admin than earning money (or enjoying your evenings), it’s probably time to get some support. Think of a VA as part of your extended team. They can’t run your business for you, but they can free you up to focus on the stuff that actually drives it forward.

And remember: you don’t have to do it all alone. With the right team—bookkeeper, VA, accountant—you can stop firefighting and start building.