Teamwork is designed specifically for agencies, consultancies, and service businesses that need to track client work, log billable time, manage retainers, and report on profitability. It's feature-rich — but those features only deliver value when someone actively manages them. A virtual assistant experienced in Teamwork can handle project setup, task management, time tracking, client communication, and reporting, freeing your team to focus on delivering great work instead of managing the platform.
What a VA Can Do in Teamwork
| Task | How the VA Handles It |
|---|---|
| Set up projects and task lists | Creates projects from templates, builds task lists, and assigns owners and due dates |
| Log and review time entries | Enters time from team logs, reviews accuracy, and flags discrepancies |
| Manage client notebooks | Maintains project notebooks with meeting notes, decisions, and deliverable links |
| Post milestone updates | Tracks milestone progress and posts status updates for client-facing milestones |
| Handle file management | Uploads deliverables, organizes version history, and ensures clients can access files |
| Generate project reports | Runs utilization, profitability, and progress reports for management review |
| Monitor task dependencies | Reviews the Gantt chart for dependency conflicts and alerts the team to blockers |
| Manage retainer budgets | Tracks hours against retainer allotments and sends warnings as limits approach |
Setting Up Your VA in Teamwork
Add your VA as a Collaborator or Standard User depending on the breadth of their responsibilities. Configure their permissions at the project level, granting access only to the client accounts they're managing. Create a dedicated "VA Admin" project for internal tracking, SOPs, and communication between you and your VA.
Share a project setup checklist your VA follows every time a new client is onboarded: project template selection, task list creation, team member assignment, billing configuration, and client welcome message. Pair this with a daily routine: morning task status review, time entry audit from the previous day, and a brief Slack or Teamwork message summarizing the day's priorities.
Pro Tips for Maximum Output
"Teamwork's value is in its detail — the more consistently your VA maintains it, the better your profitability insights become."
- Use project templates religiously. Have your VA maintain a library of project templates for each service type, so setup is fast and consistent.
- Automate time entry reminders. Set up Teamwork's built-in reminders so team members log time daily — then have your VA review and approve entries weekly.
- Build a weekly client digest. Ask your VA to generate a brief summary for each active client showing progress, upcoming milestones, and any risks.
- Track budget burn rates. Your VA should review project budgets weekly and flag any project tracking above target spend before it becomes a client conversation.
What to Pay
| Level | Hourly Rate |
|---|---|
| Entry | $7–$12/hr |
| Mid | $12–$20/hr |
| Specialist | $20–$28/hr |
Ready to Hire?
Ready to hire a virtual assistant? Virtual Assistant VA connects you with trained VAs who are proficient in Teamwork. Also read about virtual assistant project management skills and our guide to hiring a virtual assistant for your agency.