A business you run with AI

Start a Virtual Assistant Agency: you sign the clients, Actionist does the work

Founders and executives need admin support but cannot justify a full-time hire. Actionist plans the whole VA service, handles every client's inbox, calendar and reports in the background.

Actionist does the client work. You handle a few approvals and the calls that need your judgment.

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Your AI workforce

$800+per client, you set it

$57,600a year at 6 clients a month

6phases Actionist runs

Actionist operatesActionist App Store

Starting a virtual assistant agency has always meant either doing all the client work yourself or hiring a team you cannot yet afford. Actionist changes that. It is an AI agent that operates real apps the way a person does, so it can triage a client inbox in Gmail, reschedule meetings in Google Calendar, compile research in Notion and draft Slack replies, working through a full client task list in the background while you keep your day job. Founders, e-commerce owners and busy executives pay a fixed monthly retainer, and Actionist delivers the execution.

You do not need years of executive assistant experience and you do not need to leave your job. You bring the client relationships and the judgment calls, and Actionist handles the repetitive work across every account. You approve the outputs that reach your clients, and let the agent handle the rest.

start a virtual assistant agencyvirtual assistant agency with AImake money as a virtual assistantAI virtual assistant businessVA agency for founders

Your opportunity

The opportunity

Why this works

Thousands of startup founders, e-commerce operators and consultants are drowning in admin but cannot justify a full-time hire. A productized VA service fills exactly that gap: a fixed monthly retainer for a defined set of tasks, delivered consistently every week.

Because Actionist handles the execution in the background, you can run this around a full-time job and take on more clients than a solo operator could ever manage alone, without hiring anyone or burning out.

What matters to you

A consistent, painful need
Founders and executives regularly name admin overload as one of their biggest time drains. The problem is well understood and the price is well accepted.
Recurring monthly income
Retainer-based work means predictable revenue. Every client you sign adds to a base that compounds without extra selling.
Productized and repeatable
A fixed scope per client means Actionist can run the same playbook repeatedly, so serving six clients takes the same effort as serving one.
Low starting cost
No office, no team, no inventory. You need a laptop, the right tools and Actionist doing the execution.

Your projection

Run your own numbers

Your projection

Set the numbers, see the picture

Price per client

$800

clients a month

Per month

$4,800

Per year

$57,600

Illustrative, based on the numbers you enter. Each client pays a fixed monthly retainer.

Getting started

What it actually takes to start

Starting a VA agency used to mean either grinding through every client task yourself or hiring a team you could not afford. Actionist does the execution, so the barrier to starting is far lower than most people assume.

What you don't need

Years of executive assistant experience
Actionist handles inbox triage, research and report writing.
A team of assistants
Your Actionist agents cover every client role on their own.
To quit your day job
The client work runs in the background while you are at your desk.
A full tech stack from day one
Actionist operates Gmail, Google Calendar, Notion and Slack.
Client experience in every industry
You set the scope and Actionist adapts its output to each client's needs.

What you bring

The ability to win and keep clients
Your commercial edge. That is the part Actionist cannot do.
A few hours a week for approvals
Mostly reviewing output before it reaches a client and the odd discovery call.
A laptop and Actionist
That is the whole setup.

If you can describe what a client needs done each week, Actionist can handle the execution and deliver the results.

How Actionist works

How it works

How Actionist builds the business

You do not run the day-to-day of this agency, Actionist does. Here is how it works on any business idea, applied to a VA agency: you pick your clients, the agent plans every task across every account, then works through them and brings you the few that need a human.

01
You pick your client profile and limits
You decide who you want to serve, startup founders, e-commerce owners or busy executives, and you set the scope for each engagement: which tasks, at what cadence, at what price. That is the only heavy thinking you do. Everything else Actionist plans and runs.
A clear brief for each client engagement.
02
Actionist maps every task and subtask
Actionist breaks the whole agency into a plan: onboarding each new client, running the weekly task sets across every account, delivering reports, chasing payment and keeping clients on retainer. Every stage, task and subtask in one place.
A complete task plan for every active client.
03
It schedules the work and works through it
Actionist schedules the tasks for each client and works through them, triaging inboxes in Gmail, updating calendars in Google Calendar, running research in Notion, while you are at your job.
Steady client work delivered on time.
04
It assigns you the human tasks
Some tasks only you can do: taking the discovery call, approving a client contract or making a judgment call on a sensitive message. Actionist assigns those to you with full context, then carries on with the rest once you are done.
A short list of tasks that genuinely need you.
05
It asks before anything reaches a client
Before Actionist sends a report, replies to a client message or charges a card, it stops and asks you to approve. You stay in control of every client-facing output and every payment.
Every client communication signed off by you.
06
You keep your day job and check in
You run this alongside a full-time job. Check the board when it suits you, approve what is waiting, and message Actionist over Telegram or Slack to nudge or redirect anything. The agency keeps moving between your check-ins.
An agency that grows around your schedule.

Your agent team

Actionist is your whole team

You are one person. Actionist is the whole team. Here is every role it plays to run the agency across every client account, and the one part of each that stays with you.

~51 hrs/week of work by hand, run by your agents instead

Plan the agency

business setup and service design

Executive Agent

Before you take on a single client, your assistant maps the whole agency: what you offer, what each engagement looks like and how the work flows from intake to delivery.

If you did this by hand

Research how to structure a VA serviceWrite a scope-of-work template per client typeSet your prices and client limitsBuild a tracker to follow each engagementDecide your onboarding steps

~5 hrs/ week

designing the service and building the operating structure.≈ 3 days a month you do not have, handled for you.

What your agent does

One playbookfor every client type you serve

Before day onethe structure is ready before you sell

Define the service structure
Breaks down what you deliver per client tier, from basic inbox and calendar management to full research and weekly reporting.
Build the templates
Creates the SOP documents, onboarding checklists and report formats you reuse for every client.
Keep the plan live
Updates the agency tracker as clients join and the scope evolves over time.

Your part

You set your prices, your client limit and the quality bar. The agent builds the operating system around those decisions.

Apps your agent could useSee full Actionist App Store →

Find and win clients

prospecting and outreach

Sales Agent

Your sales agent finds founders, executives and small business owners who are visibly struggling with admin overload, and drafts the outreach that starts a conversation.

If you did this by hand

Search communities and LinkedIn for busy foundersCheck which ones are vocal about their admin painFind the right contact and their emailWrite each cold message by handTrack who you reached out toChase the ones who go quiet

~7 hrs/ week

prospecting, writing outreach and managing replies.≈ 4 days a month you do not have, handled for you.

What your agent does

A pipelineof founders and owners to approach

Draftedoutreach ready for your approval

Build the prospect list
Finds founders and executives who have shared their admin pain publicly and notes why each one is a strong fit.
Draft the outreach
Writes a personal first message tailored to the specific problem each prospect has shared.
Follow up on silence
Queues the polite nudge for prospects who did not reply so warm leads do not go cold.

Your part

Outreach waits for your yes before it sends. You approve the prospect list and each message.

Apps your agent could useSee full Actionist App Store →

Book discovery calls

first contact and scheduling

Reception Agent

When a prospect replies, your receptionist handles the back-and-forth, qualifies their needs and books the call straight into your calendar.

If you did this by hand

Reply to every interested prospectAnswer the same qualifying questionsOffer times that work for youSend the calendar inviteChase no-shows by hand

~3 hrs/ week

answering enquiries and booking discovery calls.≈ 2 days a month you do not have, handled for you.

What your agent does

Answeredevery reply, in your tone

Bookedstraight into your live calendar

Handle the reply
Responds to interested prospects, answers the standard qualifying questions and keeps them warm.
Book the call
Offers available times from your real calendar and sends both sides a confirmed invite.
Recover no-shows
Spots the missed slot and drafts a same-day rebooking message before the prospect cools off.

Your part

You take the discovery call itself. The agent makes sure it is in your diary with a full brief on who you are meeting.

Apps your agent could useSee full Actionist App Store →

Manage client inboxes

inbox triage and reply drafting

Support Agent

Your support agent triages each client's inbox every day, prioritises what needs a reply and drafts the responses, so your clients always feel attended to.

If you did this by hand

Open each client's inbox every morningSort through everything that came in overnightJudge what is urgent and what can waitWrite every reply from scratchChase the ones still waiting for an answerSend progress updates unprompted

~10 hrs/ week

triaging inboxes and drafting replies across every client account.≈ 5 days a month you do not have, handled for you.

What your agent does

Dailyevery client inbox reviewed and actioned

Draftedreplies waiting for your approval

Triage the inbox
Opens each client's Gmail, sorts messages by priority and flags anything that needs a decision before drafting.
Draft the replies
Writes each response in the client's tone, ready for you to approve before it goes out.
Route the hard ones
Flags messages that need the client's personal judgment and sends them over Telegram or Slack with full context.

Your part

Any reply that goes from your client's account to another person waits for your approval. The agent never sends on a client's behalf without it.

Apps your agent could useSee full Actionist App Store →

Organise files and data

client workspace and data management

Developer Agent

Your data agent keeps each client's workspace clean and organised: the right files in the right places, the shared docs updated and the trackers current.

If you did this by hand

Hunt client Drives for the file you needRename and reorganise folders by handUpdate every tracker after each completed taskSpot what is out of date before a deadlineCheck nothing is missing before a deliverable

~6 hrs/ week

organising shared drives, trackers and client workspaces.≈ 3 days a month you do not have, handled for you.

What your agent does

Organisedevery client workspace, always current

Trackedevery deliverable logged after each task

Tidy the shared workspace
Keeps each client's Google Drive or Notion space structured, named consistently and easy to navigate.
Update the trackers
Logs completed tasks and updates the shared dashboards after each piece of work.
Catch what is missing
Spots files that are out of date or incomplete and flags them before a deadline hits.

Your part

You decide what goes into each client's workspace. The agent keeps it current once the structure is agreed.

Apps your agent could useSee full Actionist App Store →

Research and build reports

research tasks and weekly reporting

Technical Agent

Your research agent pulls data from client-specified sources, compiles the findings and builds the weekly report clients expect to see in their inbox each Friday.

If you did this by hand

Identify the right sources for each client briefRead through the material yourselfPull the numbers out and check them twiceStructure the report from a blank pageProofread before it goes outFormat it to match the client's preferences

~9 hrs/ week

researching briefed topics and writing reports per client account.≈ 5 days a month you do not have, handled for you.

What your agent does

Per clienta polished weekly report ready to send

Sourcedfrom the places each client specified

Run the research
Pulls information from client-specified sources: LinkedIn contacts, industry news, competitor data or internal metrics from their tools.
Compile the report
Structures the findings into the client's preferred format: summary, key points and recommended next actions.
Prepare it for your approval
Delivers the finished draft to you for a quick review before it goes to the client.

Your part

You approve every report before it reaches a client. Nothing goes out without your sign-off.

Apps your agent could useSee full Actionist App Store →

Track clients and renewals

CRM hygiene and client retention

CRM Agent

Your CRM agent keeps every prospect and active client properly tracked, flags who is at risk of churning and drafts the check-in messages that keep retainers renewing month after month.

If you did this by hand

Remember every client's situationNote when to follow up with each oneWrite the monthly check-in from scratchSpot the ones who have gone quietAsk happy clients for referralsKeep CRM entries accurate after every call

~5 hrs/ week

tracking every client relationship and flagging churn risk.≈ 3 days a month you do not have, handled for you.

What your agent does

Trackedevery client and their renewal date

Flaggedthe ones at risk before they churn

Keep the CRM clean
Updates the client record after every interaction so the history is always accurate and searchable.
Send the check-in
Drafts the monthly message that keeps clients feeling looked after and opens the renewal conversation.
Ask for referrals
Spots the clients who are happy and satisfied, and drafts the referral ask at the right moment.

Your part

You approve any message that goes to an existing client. The agent never contacts them without your say-so.

Apps your agent could useSee full Actionist App Store →

Run billing and back office

invoicing, proposals and admin

Operations Agent

Your operations agent handles the paperwork that keeps the agency running: proposals, monthly invoices, payment chasing and the admin behind every client engagement.

If you did this by hand

Write each proposal from scratchRaise every invoice by hand at month endChase the clients who have not paidKeep track of what is due whenStore and sort all the contractsHandle the admin after every new client onboarding

~6 hrs/ week

proposals, invoicing, payment chasing and contract admin.≈ 3 days a month you do not have, handled for you.

What your agent does

Invoicedon time, every client, every month

Trackedevery payment, outstanding and cleared

Draft proposals
Turns the discovery call notes into a scoped proposal with your pricing, ready for you to approve before it goes to the prospect.
Raise and send invoices
Prepares the monthly invoice for each client in Stripe and sends it after your approval.
Chase late payments
Follows up with any client who has not paid by the due date, politely and consistently.

Your part

Every proposal and invoice waits for your approval before it goes to a client or takes money. You stay in control of the commercial side.

Apps your agent could useSee full Actionist App Store →

Your task plan

The task centre

Every task it takes, and who does it

This is the plan Actionist builds to launch and run the agency: every stage, task and subtask across every client account. The work is split across your agents, from winning clients to triaging inboxes to getting you paid. Only a handful of tasks and approvals are left to you.

30 tasks·90 subtasks

Actionist 23You 2Approval 5Actionist handles ~77%

TaskStatusAssignee

Done

Executive Agent

Research what founders and executives typically need from a VA

Done

Draft two or three service tiers with a fixed scope each

Done

Set a monthly price for each tier

Done

Operations Agent

Check the business name is free

Done

File the registration

Done

Save the certificate to the tracker

Done

To do

You

In progress

Executive Agent

Done

Operations Agent

An example plan Actionist builds for this business. Yours adapts to your client mix, your service scope and your pace.

Under the hood

What one automation looks like

Trigger·You mark a client's weekly deliverables as complete in the tracker.

read

Step 1

Gmail

Review the client's inbox for any outstanding threads that need a mention in the report

write

Step 2

Notion

Compile the draft weekly report with completed tasks, key notes and any open items

Confirmation

Step 3

Human

You review the draft report and approve it to send to the client

write

Step 4

Gmail

Send the approved weekly report to the client

write

Step 5

Google Sheets

Mark the deliverables as done and log the send date in the client tracker

Saved per run

~1 hrs

Runs / week

~6×

Weekly report delivered and inbox actioned in one approved step.

The payoff

Your week

All it asks of you

Here is what a week looks like once the agency is running. Your agents work through every client account each day. You step in for a handful of moments, the approvals and the calls worth your judgment, and the rest of your week stays yours.

You

A few hours

across the whole week, mostly approvals

5 touchpoints · about 85 min all week

Your agents

Every day

triaging client inboxes, updating calendars and compiling reports in the background

7 jobs running in the background

Your team

Mon

Your part

10 min

Approve this week's prospect outreach

On shift

TASAOASARA

13 tasks today

Pulls briefed data and compiles the weekly client reports

Finds founders and executives who need ongoing admin support

Tue

Your part

All handled

On shift

CADATASAOASA

16 tasks today

Keeps every prospect and active client record current in the CRM

Organises client files and keeps every shared workspace current

Wed

Your part

20 min

Review client reports before they go out

On shift

SARACADATA

15 tasks today

Triages client inboxes and drafts replies ready for your approval

Books discovery calls and manages the calendar for every client account

Thu

Your part

All handled

On shift

SAOASARACADA

15 tasks today

Finds founders and executives who need ongoing admin support

Prepares month-end invoices and chases any unpaid accounts

Fri

Your part

30 min

Take a discovery call

On shift

DATASAOASA

14 tasks today

Organises client files and keeps every shared workspace current

Pulls briefed data and compiles the weekly client reports

Sat

Your part

10 min

Approve the month-end invoices

On shift

RACADATASAOA

17 tasks today

Books discovery calls and manages the calendar for every client account

Keeps every prospect and active client record current in the CRM

Sun

Your part

15 min

Skim the weekly agency summary

On shift

OASARACADA

13 tasks today

Prepares month-end invoices and chases any unpaid accounts

Triages client inboxes and drafts replies ready for your approval

Your full team runs in the background, every day.

Approve this week's prospect outreach10 min
mon · A quick yes before the agent sends.
Review client reports before they go out20 min
wed · A read-through and a send.
Take a discovery call30 min
fri · The agent booked it; you show up.
Approve the month-end invoices10 min
sat · Review and send in one go.
Skim the weekly agency summary15 min
sun · What shipped, what is next.

Your team, every day

SA
Support Agent
Triages client inboxes and drafts replies ready for your approval
TA
Technical Agent
Pulls briefed data and compiles the weekly client reports
RA
Reception Agent
Books discovery calls and manages the calendar for every client account
SA
Sales Agent
Finds founders and executives who need ongoing admin support
CA
CRM Agent
Keeps every prospect and active client record current in the CRM
OA
Operations Agent
Prepares month-end invoices and chases any unpaid accounts
DA
Developer Agent
Organises client files and keeps every shared workspace current

The payoff

What you walk away with

No grind
You manage the agency, not the tasks
Actionist handles inbox triage, research and report writing for every client so you focus on client relationships and growth, not the daily execution.
Around your job
Run it while employed
Actionist works through client tasks while you are at your desk, so you can grow a client base without leaving your day job.
Recurring
Monthly retainer income
Each new client adds to a stable base. The work scales without adding your time because Actionist takes on the execution.
Controlled
Every client-facing output signed off by you
No report, reply or invoice reaches a client without your approval, so the quality stays yours even as the volume grows.

Before and after

Doing it alone vs with Actionist

On your own

~26h / week

every job below lands on you

With Actionist

minutes to review

it runs all 10 in the background

1Inbox management
5h/wk
Triaging six client inboxes every morning
You open each client's Gmail in turn, sort the overnight messages and decide what needs a reply before your own day has started.
ActionistOff your plate
Every inbox opened, sorted and actioned
Actionist reviews each client inbox, prioritises the messages and drafts the replies so you only see the ones that need your personal call.
2Calendar management
3h/wk
Juggling six calendars by hand
You scan each client's week for clashes, reschedule what conflicts and add new meetings, interrupted whenever something changes.
ActionistOff your plate
Calendars updated without you opening them
Actionist reviews each client's Google Calendar, flags conflicts and updates events once you approve the change.
3Research and reports
5h/wk
Hours of reading and writing per client
You gather the briefed information, read through it yourself, structure the findings and write the weekly report from a blank page.
ActionistOff your plate
A polished draft ready to review
Actionist pulls the data from the agreed sources, compiles the findings and delivers a report draft ready for your sign-off.
4Reply drafting
3h/wk
Writing every client reply from scratch
You draft each response yourself, matching the client's tone, then go back and forth on anything that needs a second look.
ActionistOff your plate
Replies drafted in the client's voice
Actionist drafts each response in the client's tone and only sends once you approve. The client never knows the difference.
5Client onboarding
2h/wk
Manual setup for every new client
You request access, build the tracker, set up the Notion workspace and note down the intake details each time someone new signs.
ActionistOff your plate
Workspace and intake handled on day one
Actionist sends the intake form, sets up the client file and builds the tracker so the engagement is ready to run from day one.

1Monthly invoicing
1.5h/wk
Invoices you raise after the fact
You prepare each invoice at month end, check the amounts and send them out, then chase the ones that are overdue.
ActionistOff your plate
Invoices raised and sent on schedule
Actionist prepares each invoice in Stripe at month end and sends it to the client after your approval.
2CRM updates
1.5h/wk
Stale records after every call
You plan to update HubSpot after each call or interaction but it slips when client work fills your day.
ActionistOff your plate
Records updated as things happen
Actionist logs the outcome of each call and interaction in HubSpot so every client record is current.
3Proposals and quotes
2h/wk
A custom scope every time
You write each proposal from scratch after the discovery call, repeating the same structure with slightly different details per prospect.
ActionistOff your plate
A proposal drafted in minutes
Actionist turns the call notes into a scoped proposal with your pricing, ready for you to review before it goes to the prospect.
4Follow-up sequences
1.5h/wk
Warm leads that go quiet while you are busy
You forget to follow up with prospects who did not reply, and good leads drift away in the gap.
ActionistOff your plate
Every lead followed up on time
Actionist queues the next nudge for every unanswered prospect so no one slips through the gap.
5Monthly client check-ins
1.5h/wk
Check-ins you keep meaning to send
Monthly check-ins feel important but fall to the bottom of your list when client deliverables fill the week.
ActionistOff your plate
A check-in drafted and sent on cue
Actionist drafts the monthly note for each client and sends it once you approve, so every retainer feels well attended to.

That is roughly 26 hours of work handed off every week, while you keep your day job

The tools

The apps Actionist operates

View Actionist App Store

Stay in control and start

Already run this business?

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Trust and control

You stay in control

These are your clients and their data. Before Actionist touches a client's inbox, sends a report or charges a card, it stops and asks you to approve. Every action is logged so you can see exactly what happened and correct anything that was not right.

Every client-facing output waits for you

No email, report, Slack message or invoice reaches a client until you have reviewed and approved it.

Every action is logged

Each task the agent completes is recorded with a timestamp so you can audit and verify the work at any time.

You hold the access

Actionist works through your own logins and the access your clients share with you. You control what it can see and what it can do.

Choose how hands-on you are

Set approval modes per client and per task type: approve every draft, or let routine tasks run on their own once you are comfortable.

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FAQ

Questions about this idea

Do I need VA experience to start a virtual assistant agency?

No. Actionist handles the execution: triaging the inbox, updating the calendar, running the research and compiling the report. You bring the client relationships and the judgment on the few calls that genuinely need a human. The skill you need is winning and keeping clients, not doing assistant work yourself.

Can I really run this alongside a full-time job?

Yes, that is the point. Actionist works through each client's task list in the background and only comes to you for approvals: reviewing a report before it goes out or a proposal before it reaches a prospect. Your client work continues while you are at your own desk.

Will Actionist send emails from my client's account without me seeing them first?

No. Every reply and report that goes from your client's account to another person waits for your approval first. Actionist drafts it and flags it; you read it and say yes. Nothing sends without your sign-off.

How does Actionist access a client's Gmail and Google Calendar?

Your client shares access to their accounts with you, the same way they would with any human assistant. Actionist then operates those accounts on the desktop, the way a person would, without needing a special API or integration.

What happens if a client sends something sensitive or unexpected?

Actionist flags anything that looks sensitive, unusual or outside the agreed scope and routes it to you over Telegram or Slack within about a minute. It does not act on those messages without your direction.

How much do I charge clients?

That is entirely your decision. The earnings calculator lets you model your own numbers. VA agencies typically charge between 400 and 2,000 a month per client depending on the scope and the client's seniority. You set the price; Actionist does the execution.

Can I build a custom setup for a specific client's needs?

Yes. The shown agents and tasks are the starting setup. You can configure a custom agent for any recurring task a client needs, from monitoring a particular inbox folder to compiling a bespoke weekly report from specific data sources.

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Your opportunity

Why this works

Run your own numbers

Set the numbers, see the picture

What it actually takes to start

How Actionist works

How Actionist builds the business

You pick your client profile and limits

Actionist maps every task and subtask

It schedules the work and works through it

It assigns you the human tasks

It asks before anything reaches a client

You keep your day job and check in

Actionist is your whole team

Plan the agency

Your task plan

Every task it takes, and who does it

What one automation looks like

The payoff

All it asks of you

What you walk away with

Doing it alone vs with Actionist

The apps Actionist operates

Stay in control and start

Already run this business?

You stay in control

Questions about this idea

Start the business you keep thinking about.