Hiring a Real Estate Virtual Assistant (VA) can be a game-changer for agents and teams—but choosing the right pricing model is crucial. Should you pay per transaction or opt for a monthly retainer? Both have pros and cons, and the best choice depends on your business needs.
In this FAQ-style guide, we’ll break down:
✔ How each pricing model works
✔ The pros and cons of each
✔ Who each model is best for
✔ How to decide which one fits your business
Let’s dive in!
1. What’s the Difference Between Per-Transaction and Monthly Retainer Pricing?
Per-Transaction Pricing
- You pay the VA a fixed fee for each completed real estate transaction.
- Example: 150–150–400 per deal (varies based on services included).
Monthly Retainer Pricing
- You pay a set monthly fee for a package of services, regardless of transaction volume.
- Example: 500–500–2,000/month (depending on hours and tasks).
Key Difference:
- Per-transaction = Pay only when deals close.
- Retainer = Fixed cost, predictable billing.
2. What Are the Pros and Cons of Per-Transaction Pricing?
✅ Pros
✔ Cost-Effective for Low Volume – Only pay when deals close.
✔ Scalable – More deals = More support, but no extra cost if business slows.
✔ Performance-Based – VA has incentive to help close deals efficiently.
❌ Cons
✖ Unpredictable Costs – If you have a busy month, fees add up quickly.
✖ Limited Availability – Some VAs may prioritize higher-paying clients.
✖ Not Ideal for Ongoing Tasks – Doesn’t cover non-transaction work (e.g., marketing, admin).
Best For:
- Newer agents with fewer deals.
- Teams with fluctuating transaction volume.
- Those who want to test a VA before committing long-term.
3. What Are the Pros and Cons of Monthly Retainer Pricing?
✅ Pros
✔ Predictable Budgeting – Same cost every month, easier for cash flow.
✔ Priority Support – Retainer VAs often provide faster response times.
✔ Covers Non-Transaction Work – Can include admin, marketing, lead follow-up.
❌ Cons
✖ Higher Upfront Cost – Paying even if no deals close that month.
✖ Potential Underutilization – If business slows, you may overpay.
✖ Less Flexibility – Harder to scale down if needed.
Best For:
- High-volume agents with consistent deals.
- Teams needing ongoing support (not just transaction coordination).
- Those who want dedicated, always-available help.
4. Which Model Saves More Money?
It depends on your transaction volume:
| Scenario | Per-Transaction Cost | Monthly Retainer Cost | Better Option? |
|---|---|---|---|
| 1-2 deals/month | 300–300–800 | 500–500–1,500 | Per-transaction (cheaper) |
| 3-5 deals/month | 900–900–2,000 | 800–800–1,500 | Retainer (more value) |
| 6+ deals/month | $1,800+ | 1,000–1,000–2,500 | Retainer (cost-effective) |
Key Takeaway:
- Low volume? Per-transaction may be cheaper.
- High volume? Retainer usually saves money.
5. Can I Mix Both Pricing Models?
Yes! Some VAs offer hybrid models, such as:
- Base retainer + Per-transaction fee (e.g., 500/month+500/month+100/deal).
- Hourly top-ups if extra work is needed.
This works well if you need consistent support but also have variable transaction loads.
6. How Do I Choose the Right Model for My Business?
Ask yourself:
- How many deals do I close per month?
- Fewer than 3? → Per-transaction.
- More than 4? → Retainer.
- Do I need help beyond transactions? (e.g., marketing, CRM management)
- If yes → Retainer.
- Do I prefer predictable costs?
- If yes → Retainer.
- Am I testing a VA for the first time?
- If yes → Start with per-transaction.
7. What Should I Look for in a Real Estate VA?
Regardless of pricing, ensure your VA:
✔ Has real estate experience (not just general admin).
✔ Uses transaction management tools (Dotloop, Skyslope, etc.).
✔ Offers clear contracts (what’s included, response times, etc.).
✔ Has good reviews or references.
Final Verdict: Which Pricing Model Wins?
| Factor | Per-Transaction | Monthly Retainer |
|---|---|---|
| Cost Control | ✅ Pay only for closed deals | ❌ Fixed cost |
| Scalability | ✅ Grows with your business | ❌ Less flexible |
| Ongoing Support | ❌ Limited | ✅ Always available |
| Best For | Low-volume agents | High-volume teams |
If you’re unsure, start with per-transaction and switch to a retainer later!
