Question 1

How do expenses work at Virtalent?

Accepted Answer

Though we encourage clients to manage any costs or bills themselves, we do offer the facility for Virtalent VAs to log expenses to a client account.

If you need to log an expense (e.g. travel costs), always first check you have obtained written permission from your client that they are happy for you to do this. It is also vital to manage the client's expectation on costs. We don't want them to be surprised by this!

If frequent expenses are likely to be incurred, we recommend arranging a prepaid debit card that your client can "top up" for you to use. Good examples of this are:

Logging An Expense

As well as the video above, there is also guidance provided on page 7 of the PDF guide to using the portal.

To log an expense:

Name the expense (e.g. train ticket to Brighton)
Make a note of any extra relevant information in the description box (e.g. dates of travel, reason for trip)
Choose the date the expense was incurred (i.e. the date on the receipt)
Enter the total amount you paid out
Upload your receipt (you cannot claim an expense without this)
Check and submit the expense

This will add the expense to the client's account.

It will then appear on your next invoice to Virtalent, so you will be automatically repaid.

Question 2

Can I pay for things using my client's credit card?

Accepted Answer

Should you need to use your client's credit or debit card to make payments on their behalf, we recommend the client shares these details safely through a password vault. We like LastPass, but Passpack is also popular too.

If frequent expenses are likely to be encountered, we recommend arranging a prepaid debit card that the client can "top up" for you to use. Good examples of this are Pockit, Revolut, Google Pay and Soldo. Likewise, the client might prefer to ask their bank to issue with a card of your own (even if it has a spending cap on it).

Though we encourage clients to manage any costs or bills themselves, we do also offer the facility for you to log small expenses to their account if needed. We appreciate that in some circumstances, this may be the most convenient solution for both you and the client.

If you need to log an expense (e.g. postage costs) you should first estimate the cost for the client in advance and then seek your client's confirmation that they are happy to accommodate this. It will then be added onto the client's next bill from Virtalent (and you will add it to your next invoice to us). Read here for more information on logging expenses.

Your Client Success Manager will always be very happy to advise your client and yourself on the most appropriate solution.

How do expenses work at Virtalent?

Can I pay for things using my client's credit card?

Not many results?