You've got three tabs open. Every one says the same four things. Trusted. Flexible. Skilled. Tailored to your business. None of them tell you what an hour costs.
None name who does the vetting, or what happens when the person doesn't work out. That's the real problem with comparing virtual assistant companies in NZ. The websites read the same, and the differences that matter never make the homepage.
Quick Summary
Virtual assistant companies NZ businesses shortlist fall into four models, and the model matters more than the marketing. NZ-based virtual assistants bill by the hour against a shared pool. Managed offshore placement gives you one dedicated teammate on a single monthly bill, usually in the Philippines.
Marketplaces hand you a search box and no vetting, while directories simply list people. Before hiring a virtual assistant, score every provider on five things. Total hourly cost, screening depth, dedicated person or shared pool, client data handling, and exit terms.
Four Kinds of Virtual Assistant Companies That Operate in NZ
There are four models. They aren't competing for the same job. Work out which one you're shopping for, and the shortlist shrinks fast.
| Model | What you get | Price | Best for |
|---|---|---|---|
| NZ-based agency | Hours from a shared pool | $60 to $90+/hr | Under 10 hrs a month |
| Managed offshore placement | One dedicated teammate | From $12/hr + GST | A myriad of requirements such as marketing, sales, and admin support to name a few |
| Marketplace | A search box. You screen. | $5 to $25/hr | Owners who enjoy hiring processes |
| Directory | A contractor list. No vetting. | Set by each contractor | One-off specialist projects |
Outshore sits in the second row. We place 12 named roles plus bookkeeping and custom briefs. The entry rate starts at $12/hr NZD + GST, and that covers the person's wage and our management in one bill. You can see the details of our offshore placement process on our Services page.
No model wins outright. It all depends on what your business needs and the demands of the task. For example, you might only need four hours of graphic design each month. In that case, an NZ agency is a better choice than hiring someone dedicated. We will say so on the call.
You can usually tell which model you're on within a minute. A pricing page built around hourly packages or monthly retainers means a shared pool. A page asking about the role, the hours, and the tools means placement.
No pricing page at all usually means the number is negotiable, which rarely works in your favour. Most owners start part-time, at 10 to 20 hours a week, then extend once the handover holds.
What a Provider Should Tell You Before You Pay Anything
A good provider gives you numbers on the first call. Ours are simple.
That last one is roughly 2 to 3 working weeks. Ask each shortlisted company the same four questions, and write the answers down so you can compare them later.
How many applicants do you screen per role, and how do you shortlist them?
Push for a number, not "a large talent pool".
How many candidates do I interview?
Three is a shortlist. Twelve means you're doing the screening.
How long from brief to start date?
Insist on working days. A bare "14 days" usually means calendar days.
What happens if the person doesn't work out?
Ask who pays for the replacement.
If a company can't answer without checking, it doesn't run a repeatable process. It runs a contact list.
Watch the framing too. "We match you with the perfect fit" tells you nothing substantially.
What you need to look into are the screening steps, the skills and language testing, and the name of the person running it. At Outshore, that's Molly. She calls or contacts you via email in week one. Our recruitment process is written up in full, so compare it against the other two tabs.
Then get feedback from two clients you can ring, not just from a testimonial wall. An actual person behind a phone number. One of our first clients, for example, was Carter Consultants in 2024, and Simon will tell you what the first month was like. A provider who won't put you in touch with anyone is telling you something.
The Real Cost is in the Hourly Rate
The hourly rate is the smallest part of the comparison. An NZ employee on $50,000 costs you well over $50,000. You also carry KiwiSaver, ACC levies, annual leave, sick leave, recruitment costs and a desk.
In case you missed it, they updated KiwiSaver this year. Inland Revenue now sets the compulsory employer contribution at a minimum of 3.5% of gross pay, up from 3%. It rises again to 4% on 1 April 2028. On a $50,000 salary, that's $1,750 a year before anything else.
See and compare for yourself.
Budget on the first figure. It's the one you'll actually pay.
It's not about squeezing the person dry. In fact, we are against it since we saw how many agencies in the past failed to retain their brightest people just because of keeping within the margins.
A Filipino executive assistant placed through Outshore may earn well above local PH market rates for the same skill set and work. That actually offers economic advantage for your VA in the Philippines. Any provider that claims to offer cheap labour is showing you how they treat their own team.
Ask About How Client Data is Managed
If you handle sensitive client information, knowing how this will be managed outranks any price.
The Privacy Act 2020 lays down the rules on sending personal information overseas under the Information Privacy Principle 12. You may only share information with an overseas organisation if the following conditions are met: the organisation itself is subject to the Privacy Act, they're covered by comparable privacy laws, and they're contractually bound to comparable standards. Otherwise you need the person's express, informed permission.
That is your primary obligation, and not entirely to your provider. Ask them these four questions in writing, and sift through their response.
Is privacy actually in the contract?
Ask which specific clauses cover it. "We take privacy seriously" is not a clause.
How and where will you store files?
And who else in their organisation can reach them.
How is access granted and revoked?
Specifically, what happens the day someone leaves their team.
Are you familiar with IPP 12?
Or is this the first time they're hearing about it?
Practice managers and accounting firms are keen to ask this first. Most virtual assistant services do not offer a clear answer. How we handle data security covers our side of the obligation, including device policy and offboarding.
Why Most VA Companies Choose Filipino Teammates
Most Filipino VAs can confidently communicate in English, and their work ethic is exceptional. The 2025 EF English Proficiency Index ranks the Philippines 28th out of 123 countries. It scored 569, above the global average of 488. Job function tells you more. Admin and clerical scores 600, accounting and finance 599, marketing 600.
The Philippine time zone is another advantage that works for you. Manila runs 4 to 5 hours behind NZ. So a full working day from your end is normal hours for your Filipino VA. It doesn't become a night shift. This is crucial if you want customer support answered while you're on site, while your teammate is at their optimal working hours.
Comparing virtual assistant companies Philippines-side? Ask who employs the person. Some providers place a contractor and disappear. We manage the relationship, handle the payroll, and stay in it after week one.
Browse the roles we place to see the skill sets. They run from executive assistance and project management through to digital marketing, graphic design, and customer support. Industry-specific roles like real estate and e-commerce sit there too.
Retention is the number nobody advertises, so ask for it. A teammate who's paid fairly and supported properly stays. One who's treated as a line item leaves in just a few months, and you start the whole process again.
When a Virtual Assistant Company May Not be the Best Fit
Sometimes a VA may not be the best fit for you at the moment, and you should hear that before you pay a deposit. Offshore placement doesn't suit roles that need someone physically present. It doesn't suit work turning on NZ-specific regulatory knowledge. It doesn't suit senior positions where local context is the job.
If you haven't taken the time to write down your own business processes, or to somewhat set its direction, then it might be a challenge to your future VA as well. Sure, a VA can certainly help you build your process documentation. But somebody still needs to explain these tasks to them.
Wait for a month or so until it's clear to you exactly what you want, and how to do it. Then let's have a chat and see if you're ready to outsource.
The best virtual assistant companies will filter you out on this. If every provider says yes to everything, keep looking.
Frequently Asked Questions
Why do companies outsource?
To buy capacity they can't hire locally at a workable price. For most NZ small business owners, admin work volume has grown so much that keeping up has become a challenge. It's rarely a cost-cutting exercise. Skill access is the main driver. A five-person consultancy can't justify a full-time graphic designer, but it can justify eight hours a week.
What's the difference between a VA agency and a placement company?
A virtual assistant agency bills you for hours from a shared pool. A placement company recruits one person against your brief, and that person works only for you. Agencies are the better choice for smaller, irregular workloads. Placement suits best if there is a need for ongoing admin support, and where continuity and consistency matter.
How do I compare the best virtual assistant sites and companies?
Score them on five things. Total hourly cost including management. Candidates screened per role. Dedicated person or shared pool. Written answers on client data. Exit terms. Marketplaces and directories score zero on screening, which is the trade-off for a lower headline rate.
Here's Where to Start
Pick two providers and ask all five questions. Compare the answers side by side, and the gaps show up fast. Owners who hire virtual assistants well choose on clarity. The best virtual assistant company NZ buyers settle on is usually the one that answered plainly.
Talk to Matthew. Book now and get your free strategy call with Matthew: no sales pitch, no pressure. Just a straight conversation about whether offshore is right for your business.
Book a free strategy call today.
References
- Education First. (2025). EF English Proficiency Index 2025: Philippines. ef.com
- Inland Revenue. (2026). Employer contributions to KiwiSaver schemes and complying funds. ird.govt.nz
- Office of the Privacy Commissioner. (n.d.). Principle 12: Disclosure outside New Zealand. privacy.org.nz