Real Estate Virtual Assistant: 90% Fail - Client Messes Up or Staff Messes Up

Look, I'm going to be brutally honest with you - 90% of VA partnerships fail. It's just a matter of time before the client messes up or the staff messes up. Sometimes both. I started hiring offshore staff in 2012 because a $70/hour Australian bookkeeper was destroying my profit margins at REMAX. I was doing 80K monthly commissions on a 92% split - great revenue, terrible profits. That first VA worked from her grandmother's house in the Philippines. Roosters crowing during client calls. Rain hammering tin roof. Power outages. Grandma talking in the background. I almost quit after two weeks. Fast forward: 13 years experience (client side 2012-2019, running Shore Agents BPO in Clark, Philippines since 2019). I've seen VAs last 7 years. I've seen them not even show up on Day 1. Here's what nobody tells you upfront.

The 90% Failure Reality - Why It's Always a Dirty Game

Real talk: This is hiring and HR. It's a dirty game in ANY country. No different. How they fail: The Client Messes Up

• No documented processes (expects VA to "just know")
• Unrealistic expectations ("trained and ready Day 1!")
• Quits during the 30-60 day frustration phase
• Delegates strategy instead of execution
• No systems, no patience, no management time The Staff Messes Up
• Doesn't show up (Day 1 no-shows happen)
• Performance drops after a few months
• Takes better offer and ghosts
• Works multiple clients, divided attention
• Lies about experience or availability Both Mess Up
• No clear communication
• Misaligned expectations
• Trust issues from the start
• No backup plan when it goes sideways The advantage you're getting: Hiring someone in a country with lower living expenses. What did you expect? Perfection? Economics are lower because the country is different, not because people are desperate. They have options too. The pattern I've seen:
• Best case: 7 years (longest VA I've seen - sales admin role, everything done right, luck played a part)
• Worst case: Day 1 no-show
• Common: 3-6 months then they take better offer Does this mean it won't work out? No. But you better have your processes together or you're part of the 90%.

The Success Rate Reality: 50-50 If You Do Your Part

Industry reality: 90% of all VA partnerships fail within 90 days. Shore Agents clients who get their shit together: 50% success rate long-term. Why the difference? We can't control:

• Whether you document your processes (most don't)
• Whether you have patience for 60-90 days (most quit)
• Whether you manage actively (most disappear)
• Whether you delegate the right tasks (most don't know the difference) We CAN control:
• Quality of candidates (we show you real profiles)
• Transparency (no hidden markup bullshit)
• Tracking tools (see what they're actually doing)
• Ongoing support (we're here when shit goes wrong) The 100% Success Formula: IF you:
• Document your processes BEFORE hiring
• Dedicate 5-10 hours/week management (first 90 days)
• Have patience for 60-90 day ramp-up
• Delegate execution tasks (not strategy)
• Use our tracking software
• Don't quit during frustration phase THEN: It works. Every fucking time. The problem: Most people don't do their part. That's not on us. We're the middle man. We give you the tools, the candidates, the transparency, the tracking. You do the work. Or you don't. 50-50.

The Philippines Night Shift Problem (What Nobody Warns You About)

Here's the reality for US agents: Your 9am-5pm EST = Their 9pm-5am Manila. Night shift. What happens:

• VA starts coming to office at 9pm
• Traffic in Manila at 9pm is a nightmare
• They ask to work from home (fair enough)
• Now tracking them becomes really difficult
• You're paying 10% night differential (Philippine labor law)
• Higher cost + harder to manage = you're flying blind The night differential:
• Philippines labor law requires 10% extra for night shift
• That's factored into our pricing already
• Still cheaper than Latin America (Philippines $12/hr vs LatAm $18-20/hr)
• But tracking home-based night shift workers? Good luck. That's why we built specific tracking software to see what they're actually doing:
• Screen monitoring
• Activity tracking
• Output verification
• Not perfect, but better than blind trust For Australian/NZ agents (the advantage nobody talks about):
• Philippines is +2 to +4 hours ahead
• DAYTIME overlap - no night shift problems
• Time zones actually work for you vs fighting them
• This is why I moved operations to Clark in 2012

If You Want Outbound Calls - Verify the Workspace Thoroughly

Real talk about cold calling: If you're hiring for outbound calls, lead generation, client-facing work - you need to verify the workspace more thoroughly. Yes, avoid the chickens situation. Why?

• Roosters crowing on a $2M listing call = you look unprofessional
• Grandma talking during cold calls = instant hang up
• Rain on tin roof = unprofessional
• Dogs barking, kids screaming, neighbors yelling = brand damage What we do: Video interviews when they're at home - you can see and hear their actual workspace during the interview. When home-based works:
• ✅ Admin tasks (data entry, CRM, email)
• ✅ Back-office (bookkeeping, transaction coordination)
• ✅ Written work (social media, listings, content) When you need office-based:
• ❌ Outbound calling (background noise kills you)
• ❌ Client-facing calls (professionalism matters)
• ❌ Live support (need reliable internet + quiet) The tracking reality: Home-based workers are harder to track. That's just reality. Our software helps, but nothing beats office environment for accountability.

The Real Competitor Landscape (What They Won't Tell You)

MyOutDesk (The Big Player)

• Claim: "Trained by 8,500+ clients, top 2.2% hired"
• Cost: $1,988/month full-time (12-month contract)
• What they won't tell you: "Trained" = 4 weeks generic overview, not YOUR business
• Reality: Still need 60-90 days real training on YOUR systems
• The markup: You're paying 40-50% more than direct costs Virtudesk, TaskBullet, Zirtual, Wing
• Pricing: $1,200-2,500/month depending on level
• Models: Monthly contracts, some with minimums
• What they hide: Generic assignment, you don't pick who
• Reality: All claim "real estate trained" - all need YOUR training still
• The markup: 35-45% above actual costs Upwork/Fiverr Freelancers
• Cost: $5-20/hour
• Reality: Juggling 3-5 clients, no backup, you handle everything
• Failure rate: 70-80% don't work out
• Good for: Part-time project work, not full-time roles What NONE of them tell you:
• 90% failure rate overall
• Night shift differential for Philippines + US hours
• Tracking home-based workers is extremely difficult
• They're NOT trained for YOUR business
• First 60-90 days you're slower, not faster
• The massive markup they're charging What we're honest about:
• It's a dirty game
• 90% fail (client or staff messes up, we're the middle man)
• They need YOUR training
• Tracking is difficult (here's our software)
• Takes 60-90 days to productivity
• Our transparent pricing structure

Our Platform: Real Candidates, Real Costs, No Hidden Fees

We're based in Clark, Philippines. We have our own pricing system with exact costs linked to real candidates. You sign up, you pick one. What You Get: 1. Real Candidate Profiles (Not Generic Promises)

• Browse actual people with real profiles
• See their background, experience, workspace setup
• Pick WHO you want, not who we assign
• Full-time only - if you want part-time, go to Upwork 2. AI DISC Test (Know Exactly What You're Getting)
• AI analyzes personality
• Tells you exactly what type of person they are
• Match to role requirements
• No surprises after you hire 3. AI Resume Analysis (Real Experience vs Fluff)
• AI breaks down their actual experience
• Separates claims from real skills
• Shows you what they've ACTUALLY done
• Not what they say they can do 4. Transparent Pricing (See Exact Costs)
• Entry level roles: Starting around $1,100 USD/month + workspace
• Experienced roles: $1,800-2,200 USD/month + workspace
• Night differential already factored in
• No hidden markup like competitors
• Note: "Experienced" means they worked for another client or company, NOT that we trained them - you still train them for YOUR business 5. Workspace Options
• Work from Home: Lower setup, includes tracking software
• Hybrid: Office access when needed
• Full Office: Best for client-facing roles
• You choose based on role requirements 6. Built-in Tracking Software
• We built this because tracking is difficult
• Screen monitoring for home-based workers
• Activity verification
• Output measurement
• You can actually see what they're doing What You DON'T Get:
• ❌ "Trained and ready" lies - No, they're not trained for YOUR business. You train them.
• ❌ Generic assignment - You pick the actual person.
• ❌ Part-time options - Full-time or go elsewhere.
• ❌ Magic solutions - Still hiring, still HR, still a dirty game.
• ❌ Hidden markups - Transparent pricing, you see what you pay. Will they work out? That's really up to you and them. We give you the tools to make a good decision. We give you transparency. We give you tracking. But we can't make you document your processes. We can't make you patient for 60-90 days. We can't make them show up if they don't want to.

The Pricing Reality: What You're Actually Paying

Every competitor hides what you're paying for. We show you the end price with everything included: Entry level roles: $1,100-1,500/month total

• Salary
• Benefits
• Management overhead
• Workspace infrastructure
• Our business costs
• Everything Experienced roles: $1,800-2,200/month total
• Same inclusions
• Higher salary tier
• Still transparent What's included in that price:
• The candidate's salary (Philippines market rates)
• Philippine mandatory benefits (SSS, PhilHealth, Pag-IBIG)
• Our management and support
• Infrastructure costs (office space, internet, equipment)
• Our business operations
• Our margin (we're a business, not charity) Competitor comparison: MyOutDesk: $1,988/month
• What's their cost breakdown? They won't tell you.
• What's their margin? Hidden.
• What are you paying for? Mystery. Shore Agents: $1,100-2,200/month
• What's the breakdown? We'll show you if you ask.
• What are you paying for? Everything listed above.
• What's our margin? We're a business. It's factored in. End price is what matters. The difference: We're transparent about YOUR costs (what you pay). They hide everything and markup 40-50% without telling you. Want to see our exact cost breakdown? Ask. We'll show you. Want to argue about our margins? We're a business. End price is competitive. That's what matters.

Make Sure You Have Your Processes Together First

This is the part that makes or breaks you. Most tasks can be assisted by AI. Here's what you should do: Use AI to Document Your Processes Before you hire anyone:

• Sign up to an LLM (I prefer Claude, but use what works)
• Create Projects for different areas of your business
• Document YOUR processes - talk through what you do
• Document processes for THEM - step-by-step instructions The key: Learn AI tools to help you think about what you really want to delegate and create processes. Why? Because if you think this person is going to just figure it out on their own, you're setting them up to fail. What to document:
• Every task you want to delegate
• Exactly how YOU do it (step-by-step)
• What good output looks like
• Where to find information
• Who to ask when stuck
• Decision trees for common situations Tools that help:
• Claude Projects (process documentation)
• Loom (video walkthroughs)
• Your CRM (document your specific setup)
• Our tracking software (verify they're following processes) Without documentation: They guess. They mess up. You get frustrated. Partnership dies in 60 days. With documentation: They have a roadmap. Quality improves. You can scale.

Best Strategy: Be Ready to Hire Multiple Until You Find Reliable Ones

Real talk: You're hiring from a country with lower living expenses. What do you think happens? They have options. They'll take better offers. Some won't work out. Some won't even show up. That's NORMAL. The smart play: Don't hire one and pray. Be mentally ready to hire a few until you get reliable ones. But - with us it's full-time roles. We're not doing the part-time dance. If you want that, use Upwork. What we mean:

• Hire for your first role
• If they work out, great
• If they don't (Day 1 no-show, performance drops, takes better offer), hire next one
• Keep doing this until you find reliable ones
• Then hire for additional roles Timeline to expect:
• Some last 7 years (sales admin role - client did everything right, luck played a part)
• Some don't show Day 1
• Most fall somewhere in between (6-24 months average)
• You'll know in 30-60 days if they're reliable Budget reality:
• Entry level: ~$1,100-1,500/month
• Experienced: ~$1,800-2,200/month
• Factor in you might need 2-3 attempts to find reliable one
• Still cheaper than $70/hour local admin Remember: "Experienced" means worked elsewhere, not trained for YOUR specific business. The 4-to-46 example (Ballast Property Management): They started cautious. Tried other providers. Started with 4 specialists to test us out. Performance was so good they moved their entire operation. Now 46 specialists across multiple departments. Years later, still growing. Their quote: "We've used multiple outsourcing companies and ShoreAgents has surpassed our expectations by far." Did all 46 work out perfectly? No. Some didn't. They hired more. That's the game. But when you get your shit together like Ballast did, it works.

What We've Built Different (But It's Still a Dirty Game)

Look, we've patched a lot of holes that exist in this industry:

• ✅ Transparency: Real candidates, real costs, no hidden markup
• ✅ AI Matching: DISC + Resume Analysis so you know what you're getting
• ✅ Tracking: Built software because tracking home-based is difficult
• ✅ Honesty: No "trained and ready" lies - you train them for YOUR business
• ✅ Full-time focus: No part-time chaos, serious roles only
• ✅ Workspace verification: For client-facing, we check backgrounds
• ✅ Night differential: Factored into pricing, you see real costs
• ✅ Clark location: Office-based options available, better infrastructure than Manila But this is still a challenging game. We can't patch:
• ❌ Clients who don't document processes
• ❌ Clients who quit during frustration phase
• ❌ Staff who take better offers and ghost
• ❌ Staff who don't show up Day 1
• ❌ The fundamental reality of hiring humans That's hiring. That's HR. In ANY country. The difference? We're honest about it upfront. We're the middle man - we give you the tools, you do the work.

When It Actually Works (The Success Pattern)

From 13 years on both sides: Successful partnerships have:

• ✅ Documented processes (AI tools, videos, SOPs)
• ✅ Realistic timeline (60-90 days to productivity)
• ✅ Management time (5-10 hrs/week first 90 days)
• ✅ Clear role definition (execution, not strategy)
• ✅ Patience (don't quit during frustration phase)
• ✅ Backup mentality (if this one doesn't work, next one will)
• ✅ Their processes together (systems before people) They avoid:
• ❌ "Trained and ready" myth
• ❌ Expecting immediate results
• ❌ No documentation (winging it)
• ❌ Scope creep (clear boundaries)
• ❌ Quitting in first 60 days
• ❌ Delegating decision-making The data backs this up:
• 50% of RealTrends Top 10 Teams use VAs
• Average time to productivity: 60-90 days (not immediate)
• Businesses save 60-78% vs local (if they survive 90 days)
• Entrepreneurs regain 13-15 hours/week (after ramp-up) But also:
• Most fail within 90 days
• Usually client or staff messes up (or both)
• Takes 18-24 months to break even on investment
• Not a magic bullet, just economics + systems The 7-Year VA Success Story: Sales admin role. What made it work?
• Client did everything right (processes, patience, management)
• VA showed up, learned systems, took feedback, stayed loyal
• Role was execution-focused (not strategy)
• Luck played a part (right person, right timing) Result: 7 years and counting. Why it's rare: Clients quit too early, VAs take better offers, scope creep kills relationships, poor documentation from start. Can you replicate this? Yes. If you do everything right. Will you? 50-50.

The Real Costs (Honest Version)

Marketing pitch everywhere: "$10-15/hour! Save 70%!" Reality: Year 1 Complete Costs (Experienced VA Example):

• VA Monthly Cost: $1,900 (salary + workspace)
• Setup Fee: $1,100 (one-time)
• Software/Tools: $100/month
• YOUR Training Time: 60 hrs @ $150/hr = $9,000
• YOUR Management: 5 hrs/week × 52 × $150 = $39,000
• Mistakes/Rework: $5,000 YEAR 1 TOTAL: $66,700 Year 2+ (After They're Trained):
• VA Monthly Cost: $1,900 × 12 = $22,800
• Software: $1,200
• Management: 2 hrs/week × 52 × $150 = $15,600
• Mistakes: $1,000 YEAR 2 TOTAL: $40,600 Break-even: 18-24 months if you don't quit When it makes sense:
• Reclaim 15+ hours/week
• Your time worth $150+/hour
• Value saved: $9,000+/month
• Year 2+ ROI: 300-500% When it doesn't:
• Doing under $250k GCI
• Can't fill freed time with high-value work
• No patience for 60-90 day ramp
• No systems or documentation

What Real Estate VAs Actually Do

Good to Delegate:

• ✅ CRM updates, data entry
• ✅ MLS listings management
• ✅ Transaction coordination
• ✅ Appointment scheduling
• ✅ Social media (pre-approved content)
• ✅ Email management
• ✅ Lead research
• ✅ Marketing materials creation Never Delegate:
• ❌ Client relationship building
• ❌ Listing presentations
• ❌ Negotiations
• ❌ Pricing strategy
• ❌ Strategic business decisions Verify Workspace First:
• ⚠️ Outbound calling
• ⚠️ Client-facing calls
• ⚠️ Live customer support

When Your VA Doesn't Work Out: Ready Talent Available

Reality: Some VAs won't work out. Day 1 no-shows happen. Performance drops. They take better offers. What happens next: With freelancers (Upwork):

• Start screening process from scratch
• 2-4 weeks to find someone new
• Another 60-90 days training
• You're fucked for months With Shore Agents:
• Browse ready talent immediately
• Pick replacement candidate same day
• Start onboarding within 48 hours
• Back up and running in days, not months The "ready talent" reality:
• Real candidates with profiles ready to review
• AI matching already done
• Background checks completed
• Available to start quickly Not a "backup plan." It's ready access to next candidate. The Ballast example: 46 specialists. You think all 46 were first hires? No. Some didn't work out. They hired next candidate. Kept going. That's why they grew from 4 to 46. Mental preparation: Be ready to hire 2-3 candidates to find reliable one. Not a failure. Just reality of hiring humans. Ready talent makes this possible without months of downtime.

Your Next Steps

Option 1: You're Ready You have:

• Documented processes (or AI tools to create them)
• 60-90 day patience timeline
• 5-10 hours/week management time
• Full-time role that needs filling
• Your processes together Action:
• Sign up to our platform
• Browse real candidate profiles
• Use AI DISC + Resume Analysis
• Pick who you want
• Train them on YOUR systems
• Give it 60-90 days Option 2: You're NOT Ready You don't have:
• Documented processes
• Patience for 60-90 days
• Time for management
• Your systems together Action:
• Use AI (Claude Projects or similar) to document processes
• Build SOPs for tasks you want to delegate
• Get systems in place FIRST
• Then come back and hire Option 3: Part-Time Only Action: Use Upwork or similar freelancer platforms. We focus on full-time serious roles. If you're just testing, that's not our model.

The Bottom Line

90% fail. Client messes up or staff messes up. We're the middle man. This is hiring. This is HR. It's a challenging game in ANY country. The advantage: Lower costs because of economics (living expenses are different). The disadvantage: They have options. Some don't show up. Some take better offers. Some aren't reliable. What makes the 10% succeed:

• They have their processes together FIRST (documentation, systems)
• They're patient (60-90 days to productivity)
• They manage actively (5-10 hrs/week first 90 days)
• They're ready to hire multiple until they find reliable ones
• They use our tools (AI matching, tracking software, real candidates)
• They don't quit during the frustration phase What we provide:
• Real candidate profiles you can browse and pick
• AI DISC Test + Resume Analysis (know what you're getting)
• Transparent pricing (no hidden markup like competitors)
• Tracking software (because monitoring home-based is difficult)
• Honesty (no "trained and ready" nonsense)
• Clark-based operations (better infrastructure than Manila)
• Ready talent available (when things don't work out) What we can't provide:
• Your documented processes
• Your patience
• Your management time
• Guarantee they'll show up or stay
• Magic that makes hiring not challenging Will it work out? That's up to you and them. We give you the tools. You do the work. If you get your shit together: 100% success rate. If you don't: Part of the 90% that fail. Simple as that.