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Industry edition · Virtual assistant businesses

Virtual assistant software that handles the money too

Client onboarding in a pipeline, tasks and time on the cards you bill from, retainers charged on the 1st by card or ACH, a shared inbox where the AI drafts the reply, and a platform you can resell to the clients you serve. Our founder owns a virtual-assistant company, so this edition was built from inside one.

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Onboarding pipelineHourly or retainer billingShared inbox + AI draftsResell to your clients
VA company · Today at a glanceAll systems live
$18.6K
Billed this month
12
Active clients
318
Hours logged
ON
Onboarding2 new clients in the intake pipeline, access forms signed
E-sign
TK
Tasks46 cards moved today across 12 client boards
Live
IB
Shared inbox3 assistants, 1 inbox, 28 replies drafted by AI
AI
BL
Billing12 retainers charged on the 1st, 1 retry cleared
Auto
Illustrative.
Built for VA businesses

Many clients, many tools, one login

A VA company works inside whatever each client already pays for, then runs its own business on a spreadsheet. This edition gives the company its own system.

Client onboardingLead, discovery call, proposal, e-sign, access forms, first task. One pipeline from first message to first invoice, with nothing lost in email.
Tasks & time in pipelinesA board per client, a card per task, owner and due date on each, time logged on the card. What was done and what gets billed are the same record.
Hourly or retainer billingRetainers charged on the 1st to the card or bank account on file. Hourly clients get an invoice built from logged time, with a pay link.
Shared inboxClient texts, emails and chats in one inbox your assistants share. Assigned, tagged by client, visible to the owner. Nothing sits in someone's personal phone.
AI drafts the replyThe AI assistant reads the thread and drafts the answer in the client's tone. The assistant edits and sends. Twenty-eight replies before lunch.
Resell to your clientsYou're already in their business. Refer them and earn a share of the processing residual and of software revenue for the life of the account. Partner Program.
AI, in your words

What the AI does for a VA company

The way the owner managing a dozen assistants would describe it.

Answers your own leads while your team answers clients'The AI receptionist handles "what do you charge?" and "do you do bookkeeping?" by call, text and chat, and books the discovery call. Your assistants stay on client work.
Builds the onboarding sequence you describeDescribe it in plain English: "When a proposal is signed, send the access form, create the client board, and remind me if the form isn't back in 2 days." The platform builds it and asks before switching it on.
Drafts the reply, flags the hard onesRoutine client messages get a draft in the right tone for one-click send. Anything about scope, money or a complaint is flagged to the owner before anyone answers.
Collects the invoice and renews the retainerHourly invoices unpaid after 5 days get a text, then an email, then a call. Retainers coming up for renewal get a check-in a month out, with last quarter's work summarized.

Need it built around how you run? Custom builds from $1,999 — we map your intake, task and billing flow, then build the pipelines, forms, automations and AI assistant to match.

Payments built in

Retainers by ACH, deposits by card

Your merchant account is in your own name with our processing partner. So is every client's you refer, and your share follows the account.

Interchange-plus with one small, disclosed margin, and we show you the math on your statement. Retainers go on a bank account on file by ACH at a flat per-item fee instead of a percentage; the client covers it by default, or you absorb it. Cards stay on file for deposits, hourly invoices and clients who prefer them.

  • Card on file and bank account on file, billed on the 1st, with smart retries
  • Invoices built from logged time, with a pay link by card or ACH
  • Client portal with invoices, signed agreements and task summaries
  • Deposits on new engagements before the first hour is worked
  • Returned bank payments: the processor's return fee passes through at cost, with two automatic retries
  • No PCI program fee, no statement fee, no annual fee; we help you complete the annual questionnaire

Everything we accept, A to Z →

How a 12-client VA company gets paid
RetainersBank account on file, billed on the 1stBank-payment feeFlat per item; the client covers it by defaultHourly invoicesBuilt from logged time, pay link by card or ACHFailed paymentTwo automatic retries, then a textCard feesSend a statement and we show the math
Illustrative. Referral terms are on the partner page.
What you can cancel

The VA stack, on one bill

Tools a VA company typically pays for separately.

HubSpotCRM
Trello / AsanaTask boards
TogglTime tracking
FreshBooksInvoicing
DocuSignE-sign
CalendlyDiscovery calls
FrontShared inbox
MailchimpEmail
GrasshopperPhone line
ZapierAutomation
AI chat subscriptionsPer seat
StripePayment links
Plans for VA businesses

Which plan fits

A solo VA starts on Basic. Basic is $99/mo; while you process with Merch FinTech we credit it back on your monthly processing statement — the software is on us. It covers CRM, pipelines, invoicing, ACH, the shared inbox and the client portal, with two users. A VA company with a team runs Pro ($299/mo, or $249/mo billed annually) for unlimited users, the workflow builder, the AI receptionist and campaigns. See pricing.

Serve clients? Refer them. As a referral partner, with no fee, you bring the client, we demo, sign, onboard and support them, and you earn a share of the processing residual and of software revenue for the life of the account. When your book is worth branding, graduate to a white-label environment under your own name: we board your clients in cohorts, run the branded help center and support desk, and split the software revenue. You can also resell custom builds under your brand. See the Partner Program.

FAQ

VA business questions

Can I bill hourly and by retainer in the same account?
Yes. Retainer clients are billed on the 1st to the card or bank account on file. Hourly clients get an invoice built from logged time at the end of the period, with a pay link by card, or by ACH at a flat per-item fee instead of a percentage.
How does the shared inbox work with several assistants?
Every client text, email and chat lands in one inbox your assistants share. Conversations are assigned, tagged by client and visible to the owner. The AI drafts a reply in the client's tone; the assistant edits and sends.
Can I resell the platform to my clients?
Yes. Most of your clients need a CRM, booking, invoicing and payments, and you are already in their business. Refer them through the Partner Program and earn a share of the processing residual and of software revenue for the life of the account, with no fee. When your book is worth branding, graduate to a white-label environment under your own name.
Does the platform replace my project-management tool?
For client work, yes. Tasks live in pipelines by client and by stage, with due dates, owners and time logged on each card. The invoice is built from the same cards, so what you did and what you billed match.
What does a VA company pay?
Basic is $99 a month; while you process with Merch FinTech we credit it back on your monthly processing statement, so the software is on us. Pro is $299 a month or $249 a month billed annually, and adds the workflow builder, AI receptionist, email and SMS campaigns and unlimited users for every assistant.

Run the VA company on one login

Set up on Basic, bring your first client referral, and see what your statement looks like.

Get a free quoteBecome a partner

305-954-7362 · [email protected]