How To Update Clients On Their Budget

Background

Most of our clients are on Service Plans - ie they XX amount of hours to use during a month. 

The Head VA keeps their clients updated on how many hours are used, and how many are remaining for the month.  If at any point it looks like hours may run out prior to the end of the month, the Head VA must advise the client and obtain permission to go over hours.  If permission is not granted, the Head VA and anyone doing delegated tasks must stop work.  If there are hours remaining, but not many, the Head VA can discuss with the client which tasks are a priority and which can wait until the next month.  This way at the end of the month the client doesn't get a surprise and isn't happy to pay the over hours.

When To Update

Every Monday the Office Administrator will review all clients' hours and send out an update via the Service Plan Hours channel in Teamwork Chat.

Each VA will check these updates and then advise their clients of their hours.

Ways Of Communicating 

Refer to the How To Communicate With Clients page

In a nutshell this can be by way of WhatsApp, Voxer, email or text, again as per the client's preference.  Also, depending on the type of relationship or ways of "talking"  with each other, there are different approaches. For Example:

Following Update - Approval/Decline Of Over Hours If Required

If you are getting close to using your client's service plan hours for the month and require more, you will need to ask the client for approval. Click here to see a wording template to send to clients.

If a client approves going over hours on their Service Plan, or declines going over, the VA advises the Office Administrator by way of the Invoicing & Timesheets channel in Team Chat. This way the Office Administrator knows for end of month invoicing and can update the Time Analysis Spreadsheet accordingly.