In 2026, a full-time employee earning $45,000 a year costs $60,000 to $65,000 when payroll taxes, benefits, equipment, and PTO are included. A dedicated virtual assistant plan starts at $299 a month with no taxes, benefits, or equipment overhead. For recurring defined work, a VA plan is significantly cheaper. For 40-plus hour roles with physical presence or long-term leadership needs, a full-time hire makes more sense.
Key takeaways
- A $45K full-time employee costs $60K to $65K per year when benefits, taxes, and equipment are included.
- A dedicated VA plan has no payroll taxes, no benefits, no equipment overhead, and no long contract.
- Full-time employees are right for 40-plus hour roles with physical presence or long-term leadership potential.
- VAs are right for recurring defined work at any volume that does not justify a full-time salary.
- Month-to-month VA plans let you scale up or down without the cost of a hiring or layoff process.
When small business owners look at the cost of a virtual assistant versus a full-time employee, they usually compare the sticker price without adding the full cost of employment. Here is the honest 2026 comparison so you can make the right decision for your business and your budget.
The real cost of a full-time employee in 2026
A full-time employee earning $45,000 per year does not cost $45,000. Add employer payroll taxes (FICA, Medicare: roughly 7.65 percent), state unemployment insurance, workers compensation, health insurance contribution, paid time off (usually 10 to 15 days plus public holidays), equipment (computer, software licenses, desk setup), HR admin, onboarding, and benefits overhead. The real cost of a $45,000 full-time employee lands between $60,000 and $65,000 per year depending on your state and benefits structure. That is $5,000 to $5,400 per month before any management overhead.
The real cost of a dedicated virtual assistant in 2026
Easy Virtual Assistants pricing starts at $299 per month for admin and operations, $349 for customer support, $399 for content, $449 for web and tech, and $499 for digital marketing. Premium tiers go up to $1,499 a month. No payroll taxes, no benefits, no equipment, no PTO overhead, no workers comp, no unemployment insurance. The monthly plan is the full cost. Month-to-month with no long contract.
When a full-time employee is the right choice
Hire a full-time employee when the role requires physical presence, when you need someone who can grow into leadership over years, when the total recurring hours are 40 plus per week with no natural ceiling, or when the work requires knowledge that builds so slowly it would not be viable to train a new person every year.
When a virtual assistant is the right choice
Hire a VA when the work is recurring and clearly defined (inbox, support, CRM, content, social, reporting), when the volume does not justify a full salary and benefits package, when you want to scale up or down quickly, or when you need coverage in a specific lane without hiring a specialist full-time. Most small businesses under $2 million in annual revenue find VAs the right model for three to five operational roles simultaneously.
If the role might grow or shrink within six months, a month-to-month VA plan gives you the flexibility a full-time hire cannot. Adjust scope without a layoff.
Most small business owners in New York City, Chicago, Los Angeles, Austin, Miami, and 14 other US cities find that VA plans for recurring operational work deliver more flexibility and less overhead than the full employment alternative. See our plans or tell us the role you are trying to fill.
Frequently asked questions
Is a virtual assistant cheaper than hiring an employee?
For most recurring operational work, yes. A $299 to $999 a month VA plan has no payroll taxes, no benefits overhead, no equipment cost, no workers compensation, and no long contract. A full-time employee at a $40,000 salary costs $52,000 to $65,000 per year in total employer cost depending on benefits and state.
What does a virtual assistant cost compared to a part-time employee?
A part-time employee at 20 hours per week at $20 an hour costs $1,600 a month in wages plus payroll taxes, benefits pro rata, and equipment. A dedicated VA plan at $549 a month has no additional overhead and the same person works with you every week on a predictable scope.
Should I hire a VA or a full-time employee for customer support?
For most small businesses under $3 million in revenue, a dedicated customer support VA at $349 a month is the right first hire. As ticket volume grows past 100 to 150 tickets per day, a full-time support person becomes more cost-effective. A VA plan lets you start now and scale into a full hire when the volume justifies it.
