Frequently Asked Questions

ABOUT EQUIVITY

  • Tailored Support, Real Results: We believe in cutting through the noise. Our approach is simple: no bells and whistles, just personalized support that delivers tangible results.  
  • Hassle-Free Experience: Say goodbye to unexpected costs and unnecessary complexities. We’ve streamlined our process to ensure a hassle-free experience for you. 
  • No Unnecessary Extras: Unlike apps and dashboards that treat every client the same, we recognize that not all businesses require the same tools. We keep it straightforward – experienced professionals offering tailored services without extra frills, no one-size-fits-all solutions here! 
  • Transparent Pricing: Your budget matters, and we get that. Our transparent pricing ensures you only pay for the services your business truly needs. No surprises, just a straightforward partnership. 
You can contact us by calling 800.679.5315, using our online chat, or visiting our Contact Us page.
We’re routinely on the lookout for virtual assistants that are resourceful, detail-oriented, proactive, extremely organized, and have excellent communication skills. For a complete listing of open positions, please visit our Careers page.
Yes! For every client that you refer to Equivity, we will provide a $150 discount on the following month’s subscription. Just email your CEM to identify who you are referring. If that person signs up and tells us that you referred them, we will reduce the price of your next month’s subscription. It’s that simple!

HOW IT WORKS

We’ll provide you with a thorough bio of the ideal assistant for your needs, and, if you prefer, you can schedule a one-on-one interview with them. Our team works hard to ensure that the assistant you interview is the best match available for your needs. If you do not feel our first recommended assistant is a good fit for you after interviewing them, we will arrange for interviews with another assistant.
A virtual assistant is simply a professional who provides remote administrative, marketing, editorial, technical, or creative support to clients. Virtual assistants enable you to bring in on-demand, scalable talent into your company on a temporary or long-term basis. They can regularly commit to a certain number of hours per week or per month or fill in for specific projects, which can be particularly helpful during busy seasons or holiday crunch times.
A virtual assistant can help you with marketing, executive assistance, bookkeeping and, if you’re an attorney, paralegal work. Need to create an email campaign? We’re on it. Manage your calendar? Sure thing. Track your expenses? Done.
We assign virtual assistants based on the types of projects that the VA will be working on, and the skills needed. We contact you before assigning a virtual assistant to learn about the projects you want your assistant to work on. Based on this information, we identify a virtual assistant with the necessary skills for the project and assign them to you.

Getting started with your assistant is easy!

  1. Tell us about your business, the projects you want your assistant to work on, and the skills you require.
  2. We will send you a detailed bio of the best assistant for your needs and, if you prefer, you can schedule a one-on-one interview with them.
  3. Sign up for the monthly plan that works best for you.
  4. Schedule your kick-off call and start working together. We will also introduce your client experience manager, who will be your point of contact for any questions, concerns, or billing changes you may have.
Our VAs work 9 am – 6 pm, Monday through Friday. Our virtual assistants work across the country and, wherever possible, we match you with an assistant in your time zone. If the virtual assistant’s time zone differs from yours, we will let you know.
Our virtual assistants are employees, and yes, it matters! While freelancers can be a good option for one-off projects, a virtual assistant or team can provide the best solution for ongoing projects and support.
Yes, after a candidate submits their resume, we ask them to provide extensive additional information regarding their experience. If we determine that the virtual assistant is a match, we conduct two rounds of interviews, conduct reference checks, and run a background check.
Our assistants are specialists in their field. We don’t hire generalist jack-of-all trades. Your marketing work is done by professionals with marketing backgrounds, administrative work is done by experienced executive assistants, and our paralegals have worked at established firms from “Big Law” to boutique. Further, all our virtual assistants are college graduates, with bachelor’s degrees from accredited universities.
All our virtual assistants are employees who sign non-disclosure agreements to safeguard client technology. Virtual assistants are also required to comply with Equivity’s IT policy, and we audit assistants to check compliance.
We provide Microsoft Office licenses to our virtual assistants, allowing you to share documents via OneDrive or Sharepoint, as well as provide existing credentials to cloud-based applications or create user credentials for them. There are VPN and other remote login options available if you have a server. We also use LastPass to securely share passwords and Windows Defender to protect employees from potential threats when they use Microsoft Office.
When do you need to start? Based on your needs and projected start date, we will match you with one of our virtual assistants who has the skills you need and can start when you need them. It generally takes about 2 days for our team to determine the best assistant for you, and then all you need to do is sign up.

VIRTUAL ADMINISTRATIVE ASSISTANTS

Yes! In addition to virtual administrative assistants that can manage expense reports and billing, we have assistants experienced in both personal and business bookkeeping.
Yes! Your administrative assistant can manage customer inquiries, set up conference calls, schedule appointments, and more. While we’re happy to make calls to assist with your administrative, marketing, and paralegal needs, we do not make sales calls or cold calls.
A virtual administrative assistant is a professional who provides remote office support and management to clients. Virtual administrative assistants can help your business with a wide range of tasks such as calendar management, client outreach, event planning, data entry, travel arrangements, transcription, and much more.
We will work within your systems, as we do not provide systems for you to use and want you to have absolute ownership of the systems used to run your business. We encourage you to provide access to the software you are currently using in your business for marketing. Many clients find that providing their virtual assistant with an internal email address makes it much easier to grant access. We also use LastPass password protector for sharing emails and passwords with your assistant
Our virtual assistants are employees of Equivity. You pay us, and we pay them, taking care of all state and federal taxes. We are happy to provide a W9 for tax purposes, just let your client experience manager know if you need one.
For our virtual administrative assistant annual plans you can use your hours anytime throughout the duration of the plan. If you are purchasing a monthly plan, hours don’t roll over from month to month, so we suggest that you conservatively estimate how many hours of assistance you will need before selecting a plan. If you need additional hours, you can upgrade at any time.

For virtual administrative assistant monthly plans, you are billed on the day that you sign up and then billed again every 30 days thereafter. For example, if you sign up on March 14, you will next be billed for your plan on April 14. If you upgrade your plan before the end of the 30 days, your billing period will reset from the day of the upgrade. To use the same example, if you upgraded your plan on March 30, the next date that your credit card would be charged is April 30. Your card will be automatically charged each month unless you cancel your plan by phone or email.

For virtual administrative assistant annual plans, and marketing manager plans, you are charged for the entire amount of the plan upfront and then have one year from the date of purchase to use the hours. You can use your hours at anytime during that 365-day period.

 
Yes, we offer a virtual administrative assistant annual plan. Pay for 12 months upfront and enjoy exclusive benefits.! With the annual plan, you’ll enjoy a 15% discount on the regular monthly rate plus the flexibility to use hours whenever you want throughout the year. No need to worry about losing any unused hours at the end of the month! 
We have a portal where you can see which projects your virtual assistant has worked on and how long it takes. A time report in CSV format is also available. You can discuss time reporting, check-ins, and the best ways to communicate with your assistant during your first call. Many of our administrative assistants use external time clocks. You can also request that your assistant send you weekly updates on what they have completed, what they require approval for, what they will be working on, and how many hours they have worked.
Nope. We only require that the user be a member of the account owner’s business and would be qualified to sign up for their own plan under our Terms of Use. If they satisfy these requirements, the account owner only needs to inform the virtual assistant of the new user for them to be able to use the service.
Not a problem! If you run out of hours, upgrade your plan. If you’re on a monthly plan, you will have 30 days from the time of your upgrade to use your newly purchased hours.
We understand that business changes. There is no startup fee, and you can increase or decrease your plan at any time. Let us know if you need an assistant with flexible availability! Once you are working with your assistant, just let your client experience manager know if you need to change your plan and we will make it happen.
Because our virtual assistants are based in the United States, have at least a bachelor’s degree, and have prior experience. We also prioritize customer service, assigning you a Client Experience Manager to ensure you get the most out of your account. Finally, we believe that investing in our virtual assistants results in more engaged virtual assistants who are more likely to help clients in the long run.

VIRTUAL PARALEGALS

A virtual paralegal is an experienced paralegal that works remotely from the law office they support. Virtual paralegals cost far less than hiring a full-time, in-office paralegal, and can assist with many tasks including filing documents, preparing form pleadings, and drafting correspondence, leaving lawyers with the free time and resources to work on strategic projects.

We have a streamlined process for attorneys to begin working with a virtual paralegal.

  1. Complete our online intake form to tell us about the practice area(s) and types of duties you firm needs, as well as any other information you believe will help us find the best match for you.
  2. We will send you a detailed bio of the best paralegal for your needs, and if you prefer, you can schedule a one-on-one interview with them.
  3. Choose a plan that works for you. No long-term contracts and you can increase, decrease, or cancel your plan at any time!
  4. Schedule a kick-off call with your paralegal and Client Experience Manager or start working directly with your paralegal right away.
Because our virtual paralegals are experienced, they will be experienced in your practice area. However, if your office has specific procedures, your paralegal will charge the hours that they need to learn those procedures to your account.
Many attorneys bill out their virtual paralegal’s time to their clients at a rate that exceeds their cost, meaning the virtual paralegal is actually a profit center for them. While each attorney needs to make sure that they can bill clients for paralegal’s work in their jurisdiction, we’re happy to share with you what sorts of tasks are billable.
We have a large pool of professionals on hand and can usually provide a replacement paralegal.
Before you sign up for our services, we learn about what type of projects you need assistance with. Based on that information, we select the paralegal with the right skills for your needs and share their bio with you. You can then schedule an interview with your paralegal. After the interview, you can decide whether to move forward with purchasing a plan.
On average, our paralegals have remained with us for over a year and many paralegals have worked with us for much longer than that, having assisted the same clients for many years.

Equivity has a ready-to-go team of paralegals who have been thoroughly vetted, including reference and background checks. We handle everything from payroll taxes to workers’ compensation to background checks, and our paralegals have years of experience in their field.

Unlike other paralegal companies, we offer scalable plans that allow you to increase your hours as your firm grows. You can even add more paralegals as the need arises. Equivity also provides a Client Experience Manager who will help you get the most value out of your plan, share important insight on working virtually and check in to see that your paralegal is performing up to your expectations.

 

Equivity does the hiring for you. We have a dedicated team of recruiters who have experience hiring dozens of paralegals. Not only do we take care of the recruiting, but we also take care of payroll taxes, workers comp, and other expenses.
While we don’t offer a test assignment, we offer five-hour paralegal plans for only $299/month. Use those hours to give the paralegal a test assignment. If the paralegal does a good job, you can expand your plan. If not, you can cancel.
We provide our virtual paralegals with a license to Microsoft Office, so you can share documents via OneDrive or Sharepoint. However, to the extent that you use specialized applications, for example, practice management software like Clio or Westlaw for research, you will need to provide your paralegal with access.
Our virtual assistants are employees of Equivity. You pay us, and we pay them, taking care of all state and federal taxes. We are happy to provide a W9 for tax purposes, just let your client experience manager know if you need one.
For our annual virtual paralegal plans you can use your hours anytime throughout the duration of the plan. If you are purchasing a monthly plan, hours don’t roll over from month to month, so we suggest that you conservatively estimate how many hours of assistance you will need before selecting a plan. If you need additional hours, you can upgrade at any time.

For virtual paralegal monthly plans, you are billed on the day that you sign up and then billed again every 30 days thereafter. For example, if you sign up on March 14, you will next be billed for your plan on April 14. If you upgrade your plan before the end of the 30 days, your billing period will reset from the day of the upgrade. To use the same example, if you upgraded your plan on March 30, the next date that your credit card would be charged is April 30. Your card will be automatically charged each month unless you cancel your plan by phone or email.

For virtual paralegal annual plans, and marketing manager plans, you are charged for the entire amount of the plan upfront and then have one year from the date of purchase to use the hours. You can use your hours at anytime during that 365-day period.

Yes, we offer a virtual paralegal annual plan. Pay for 12 months upfront and enjoy exclusive benefits.! With the annual plan, you’ll enjoy a 15% discount on the regular monthly rate plus the flexibility to use hours whenever you want throughout the year. No need to worry about losing any unused hours at the end of the month! 
We have a portal where you can see which projects your virtual assistant has worked on and how long it takes. A time report in CSV format is also available. You can discuss time reporting, check-ins, and the best ways to communicate with your assistant during your first call. Many of our administrative assistants use external time clocks. You can also request that your assistant send you weekly updates on what they have completed, what they require approval for, what they will be working on, and how many hours they have worked.
Nope. We only require that the user be a member of the account owner’s business and would be qualified to sign up for their own plan under our Terms of Use. If they satisfy these requirements, the account owner only needs to inform the virtual assistant of the new user for them to be able to use the service.
Not a problem! If you run out of hours, upgrade your plan. If you’re on a monthly plan, you will have 30 days from the time of your upgrade to use your newly purchased hours.
We understand that business changes. There is no startup fee, and you can increase or decrease your plan at any time. Let us know if you need an assistant with flexible availability! Once you are working with your assistant, just let your client experience manager know if you need to change your plan and we will make it happen.
Because our virtual assistants are based in the United States, have at least a bachelor’s degree, and have prior experience. We also prioritize customer service, assigning you a Client Experience Manager to ensure you get the most out of your account. Finally, we believe that investing in our virtual assistants results in more engaged virtual assistants who are more likely to help clients in the long run.

VIRTUAL MARKETING ASSISTANTS

Marketing Specialists are ideal for ongoing marketing assistance with your day-to-day marketing operations and activities. They can draft social media posts, author marketing emails, revise the layout and text of your web page, and more. If your marketing strategy is set, but you need somebody to execute it, work with a marketing specialist.
Marketing Consultants are seasoned strategists with executive-level experience. They can assist you in defining your brand, developing a customized marketing plan, developing effective marketing campaigns, and providing ongoing analysis.

We will work within your systems, as we do not provide systems for you to use and want you to have absolute ownership of the systems used to run your business. We encourage you to provide access to the software you are currently using in your business for marketing. Many clients find that providing their virtual assistant with an internal email address makes it much easier to grant access. We also use LastPass password protector for sharing emails and passwords with your assistant
We can help! Tell us what you want done, e.g., how many blogs a month, how many posts to social media, and we can help you select the right plan.
A virtual marketing assistant provides support for the day-to-day marketing operations and activities of a business. They may write social media posts, send marketing emails, edit your website’s layout and language, and more.
Our virtual assistants are employees of Equivity. You pay us, and we pay them, taking care of all state and federal taxes. We are happy to provide a W9 for tax purposes, just let your client experience manager know if you need one.
For our annual marketing assistant plans you can use your hours anytime throughout the duration of the plan. Marketing Consultant plans do not renew, and hours can be used up to 365 days from the date of purchase. If you are purchasing a monthly plan, hours don’t roll over from month to month, so we suggest that you conservatively estimate how many hours of assistance you will need before selecting a plan. If you need additional hours, you can upgrade at any time.

For virtual administrative assistant monthly plans, you are billed on the day that you sign up and then billed again every 30 days thereafter. For example, if you sign up on March 14, you will next be billed for your plan on April 14. If you upgrade your plan before the end of the 30 days, your billing period will reset from the day of the upgrade. To use the same example, if you upgraded your plan on March 30, the next date that your credit card would be charged is April 30. Your card will be automatically charged each month unless you cancel your plan by phone or email.

For virtual administrative assistant annual plans, and marketing manager plans, you are charged for the entire amount of the plan upfront and then have one year from the date of purchase to use the hours. You can use your hours at anytime during that 365-day period.

 

For virtual marketing assistant monthly plans, you are billed on the day that you sign up and then billed again every 30 days thereafter. For example, if you sign up on March 14, you will next be billed for your plan on April 14. If you upgrade your plan before the end of the 30 days, your billing period will reset from the day of the upgrade. To use the same example, if you upgraded your plan on March 30, the next date that your credit card would be charged is April 30. Your card will be automatically charged each month unless you cancel your plan by phone or email.

For marketing assistant annual plans, and marketing consultant plans, you are charged for the entire amount of the plan upfront and then have one year from the date of purchase to use the hours. You can use your hours at anytime during that 365-day period.

 

Yes, we offer an annual plan. Pay for 12 months upfront and enjoy exclusive benefits.! With the annual plan, you’ll enjoy a 15% discount on the regular monthly rate plus the flexibility to use hours whenever you want throughout the year. No need to worry about losing any unused hours at the end of the month! 
We have a portal where you can see which projects your virtual assistant has worked on and how long it takes. A time report in CSV format is also available. You can discuss time reporting, check-ins, and the best ways to communicate with your assistant during your first call. Many of our administrative assistants use external time clocks. You can also request that your assistant send you weekly updates on what they have completed, what they require approval for, what they will be working on, and how many hours they have worked.
Nope. We only require that the user be a member of the account owner’s business and would be qualified to sign up for their own plan under our Terms of Use. If they satisfy these requirements, the account owner only needs to inform the virtual assistant of the new user for them to be able to use the service.
Not a problem! If you run out of hours, upgrade your plan. If you’re on a monthly plan, you will have 30 days from the time of your upgrade to use your newly purchased hours.
We understand that business changes. There is no startup fee, and you can increase or decrease your plan at any time. Let us know if you need an assistant with flexible availability! Once you are working with your assistant, just let your client experience manager know if you need to change your plan and we will make it happen.
Because our virtual assistants are based in the United States, have at least a bachelor’s degree, and have prior experience. We also prioritize customer service, assigning you a Client Experience Manager to ensure you get the most out of your account. Finally, we believe that investing in our virtual assistants results in more engaged virtual assistants who are more likely to help clients in the long run.

VIRTUAL RECEPTIONISTS

A virtual receptionist is like having an in-house receptionist, but they work remotely. They are trained to deliver exceptional customer service. Our virtual receptionists handle incoming calls, take messages, and transfer calls, just like an on-site receptionist would.
Experience seamless 24/7 call management with our team of experienced professionals. Benefit from bilingual support for smoother communication and personalize your message delivery method – whether it’s through voice, email, text, voicemail, or fax. Additionally, our team provides on-demand Spanish to English translation services for both phone calls and prescheduled Zoom meetings. We ensure your messages are relayed reliably and promptly, keeping them archived for easy reference.  
Getting started with our service is a breeze. All you need to do is select a plan that suits your needs. Rest assured, there are no long-term contracts or hidden fees involved. You can be confident that there are no long-term contracts or hidden fees involved. After selecting your plan, all you need to do is complete our online intake form. It’s as simple as that!

Once you’ve completed the intake form and provided us with clear instructions on call handling, we’ll set up an account for you. Whenever a customer reaches out to your business, our receptionists will warmly and professionally greet them, following your exact preferences. Depending on your chosen plan, we offer a range of services, including message-taking, call transfers, and even providing answers to frequently asked questions, all available around the clock, every day of the year.

After each call, you’ll promptly receive an email, SMS, or both, containing important details such as the caller’s name, phone number, and the purpose of their call. We ensure that you stay informed and have all the necessary information at your fingertips.

 

Our receptionists are available to answer your calls 24/7/365. Whether you need occasional on-demand call coverage during the day, a backup solution for missed calls, or an after-hours virtual receptionist service to seize every opportunity, we’ve got you covered. Just let us know your requirements, and we’ll be there to assist you.
Our receptionists will handle calls according to the instructions provided on the intake form. We carefully review and follow the call handling instructions you provide, ensuring that our virtual receptionists respond to calls in line with your preferences and requirements.
Absolutely! You can easily forward your calls to the number specified on your intake form. This allows you to continue using your existing business number while benefitting from the services of our virtual receptionists.
It’s easy! Just send an email to billing@equivity.com, and we’ll provide you with a personalized usage report. This report will include details about your minutes used, minutes remaining, and other relevant account information. Feel free to reach out whenever you need an update!
We will follow the call-handling instructions you specified in your intake form. Additionally, you can inform us of any changes to your status. For instance, if you told us in your intake form that calls can be forwarded to you from 9 a.m. to 12 p.m. every day, but on a particular day you won’t be available to handle calls during those hours, please let us know.
We certainly can! Simply fill out the emergency call handling instructions on the intake form.
Yes! We provide 24/7/365 call answering services in English and Spanish at no extra cost. Additionally, our team provides on-demand Spanish to English translation services for both phone calls and prescheduled Zoom meetings. 
Yes, we offer an annual plan. Pay for 12 months upfront and get exclusive perks. With the annual plan, you’ll enjoy a 15% discount on the regular monthly rate as well as 15% off our standard rate for additional minutes (which are billed monthly).
Yes, we do record calls. When a client call is transferred, a disclaimer recording is played, informing callers that their calls may be recorded for training and quality assurance purposes. Rest assured, these recordings are confidential and accessible for you to review.
We gladly offer HIPAA agreements to safeguard patient data and ensure healthcare providers maintain compliance with privacy regulations. Your privacy and security are our top priorities.
Absolutely! To get Caller ID information, simply send an email to billing@equivity.com, and we’ll send you a personalized report. This report will contain all the details about your calls, along with other relevant account information. Don’t hesitate to contact us whenever you need an update!

STAFFING AGENCY

Our staffing agency specializes in placing remote workers, both nearshore and US-based, in fields such as customer service, office support, marketing, IT, and sales. We excel at building remote teams tailored to your needs.
Our service typically cost up to 40% less because you don’t have to worry about traditional expenses like salaries, recruitment fees, or agency fees.
No, there are no upfront fees or additional costs for staffing agency placement apart from our monthly plan charges.
For nearshore staffing, it typically takes 1 to 2 weeks. For US-based staffing, you can usually have a worker in 2 to 3 days.
We offer a customized hiring process that is faster and more flexible than traditional methods, allowing you to tailor your workforce efficiently.
Our nearshore staffing agents work from our offices in Mexicali, Baja California, Mexico, and Palm Desert, California. They are college-educated, highly-trained by our US-based team, and bilingual.
We provide the flexibility of both short and long-term employment lengths, so you can choose what suits your needs best.
Yes, our Staffing VAs are available for short-term projects, one-time tasks, month-to-month services, or long-term commitments.
No, our staffing services exclusively offer remote worker placements, either nearshore or US-based, based on your preference.
No, there are no overhead requirements when you hire remote staff through us. We handle the management and support, allowing you to focus on your business.
Our remote staff are fully managed by US-based client experience managers, ensuring smooth communication and support throughout the employment period.