TLDR (Summary)
The best contract software for virtual assistants is Plutio ($19/month).
As a VA, you handle sensitive client data, work on ongoing retainers, and deal with scope that can shift mid-engagement. Plutio creates professional contracts that define your services, set payment terms, and establish boundaries. Accepted proposals automatically generate contracts with matching terms. Clients sign digitally, and signed agreements attach to their profile for easy reference.
Freelancers using contracts report faster payment and fewer disputes. Clear terms prevent the "can you also do this?" requests that eat into your time without extra pay.
For additional strategies, read our guide to preventing scope expansion.
What is contract software for virtual assistants?
Contract software for virtual assistants creates, sends, and tracks service agreements with e-signatures, connecting contracts to When proposals, projects, and client records.
The distinction matters: standalone signature tools handle the signing part but don't know what you quoted or what project the client hired you for. VA-focused contract software connects agreements to your workflow so the terms you sign match the services you deliver.
What VA contract software actually does
Core functions include creating reusable templates for common service types, collecting digital signatures that are legally binding, tracking which contracts are pending and which are signed, storing signed agreements attached to client records, and sending automatic reminders when contracts sit unsigned. Advanced platforms connect contracts to proposals and projects so terms flow through entire workflow.
Standalone signatures vs integrated contracts
Tools like DocuSign and HelloSign handle signatures as an isolated function. You upload a document, send it for signature, and get a signed PDF back. Integrated platforms like Plutio connect contracts to When proposals, projects, and invoicing. When a client accepts your proposal, the contract generates with matching terms. When they sign, setup tasks can trigger automatically.
What makes VA contracts different
Virtual assistants face unique contract needs that generic signature tools miss. You work with client passwords and sensitive data, so confidentiality clauses matter. You handle ongoing retainers where scope can expand without warning, so clear service boundaries matter. You often work across time zones with availability expectations, so communication terms matter.
A social media manager's contract looks different from an executive assistant's contract. The scope, the work, and boundaries vary by specialty. Without contract software that handles templates for your service types, you either copy and paste between documents or skip customization entirely.
When contracts connect to proposals and projects, the terms you sign are the terms you work under. Scope is documented, payment schedules are clear, and both sides know what they agreed to.
Why virtual assistants need contract software
Virtual assistants who take on clients without contracts discover the problem the first time scope expands, payment delays, or access gets revoked unexpectedly.
Working as a VA means handling tasks that touch your client's business operations: their inbox, their calendar, their social accounts, their financial data. Without documented terms, you have no protection when things go sideways.
The unpaid extra work problem
"Can you also handle this while you're in there?" sounds innocent until it becomes a pattern. According to research, 50-70% of freelancers experience late or non-payment. For VAs specifically, unclear scope is often the trigger: clients believe the work was included, you believe it was extra, and without a contract defining the boundary, it becomes your word against theirs.
A 10-hour retainer becomes 15 hours of work because "it only takes a minute" tasks add up. Without a contract that defines what happens when hours exceed the agreement, you either absorb the extra work or have an uncomfortable conversation with no documentation backing your position.
The payment protection problem
Verbal agreements feel efficient until invoice time. Research shows the average freelance invoice gets paid 20 days. With no signed payment terms, you have limited recourse when a client decides to delay or dispute.
Contracts establish payment timing, late fees, and what happens if payment doesn't arrive. A client who signed "Net-15 with 1.5% monthly late fee" has a harder time arguing they didn't know when payment was expected.
The confidentiality problem
You access client passwords, financial data, customer lists, and business communications. What happens if that relationship ends badly? A non-disclosure agreement protects both sides: clients know their data stays private, and you have documentation that you agreed to specific boundaries.
The termination problem
What happens when a client cancels mid-project? Without termination clauses, you might lose work you've already started or have no clear end to an engagement that's not working. A 30-day notice requirement or kill fee protects your income when clients exit unexpectedly.
The scaling tipping point
Managing one or two clients informally feels manageable. But around 5-8 active clients, the lack of documented terms creates chaos. Which client agreed to same-day turnaround? Who has the 20-hour retainer versus the 15-hour? What did you actually promise in that Slack conversation three months ago?
Contract software turns informal agreements into documented terms. When questions arise about scope, payment, or expectations, you have a signed document instead of a memory.
Contract features virtual assistants need
The essential contract features for virtual assistants handle service agreements, e-signatures, and scope documentation while connecting to When proposals and client records.
Core contract features
- Reusable templates: Create templates for your common service types: retainer agreements, project contracts, NDAs. Customize with your logo, colors, and standard terms. Apply to new clients with a few clicks.
- E-signatures: Legally binding digital signatures under ESIGN Act (US) and eIDAS (EU). Clients sign from any device without printing, scanning, or mailing. Audit trails document when and where signatures occurred.
- Status tracking: See which contracts are draft, sent, viewed, and signed. Know when clients open your agreement so you can follow up appropriately.
- Automatic reminders: Contracts that sit unsigned get gentle nudges at intervals you set. No manual follow-up emails required.
- Secure storage: Signed contracts stored and searchable. Pull up any agreement by client name or date. No digging through email or folders.
VA-specific contract features
- Scope boundary clauses: Define what's included and what triggers additional charges. When clients ask for "one more thing," you have documented terms to reference.
- Retainer terms: Monthly hour allocations, rollover policies, overage rates. Clear documentation prevents arguments about what "10 hours per month" actually means.
- Confidentiality sections: NDA language protecting client data and your proprietary methods. Essential when you access passwords, financial records, and sensitive communications.
- Termination clauses: Notice periods, kill fees, transition requirements. Protection when engagements end unexpectedly.
- Availability terms: Working hours, response times, communication channels. Documented expectations prevent "why didn't you respond at 11pm" conversations.
Platform features that multiply value
- Proposal-to-contract flow: Accepted proposals generate contracts automatically with matching terms. No re-entering scope and pricing.
- Client record attachment: Signed contracts link to client profiles. Reference agreements without searching when questions arise.
- White-label branding: Contracts display your brand, not the software vendor's. Professional presentation for client-facing documents.
- Payment integration: Connect contract acceptance to deposit collection. Clients sign and pay in one flow.
The deciding factor for VAs is workflow connection. Contract software that links to proposals, projects, and client records eliminates the gap between what you quote, what you sign, and what you deliver.
Contract software pricing for virtual assistants
Contract software for virtual assistants typically costs $10-50 per month, with pricing varying based on whether you need standalone signatures or connected workflow.
What virtual assistants typically pay for contract tools
- DocuSign: $10-25/month for e-signatures. Handles signing but doesn't connect to proposals or projects.
- HelloSign: $15-25/month for document signatures. Clean interface, limited to signature functionality.
- PandaDoc: $19-49/month for document creation and signatures. More features but still separate from project management.
- HoneyBook: $19-79/month for creative business management. Includes contracts but oriented toward event-based work.
Standalone signature tools handle one piece of the workflow. When you add separate tools for proposals, project management, and invoicing, costs multiply while data stays disconnected.
Plutio pricing (February 2026)
- Core: $19/month: Unlimited contracts plus proposals, invoicing, projects, time tracking, and client portals. Everything connects.
- Pro: $49/month: Unlimited clients, 30 contributors, advanced permissions, priority support.
- Max: $199/month: Unlimited team, full white-label with custom domain, single sign-on.
The ROI calculation for virtual assistants
- Scope protection: One prevented scope dispute saves hours of unpaid work. A single instance where your contract boundary held pays for months of software.
- Payment security: Documented payment terms with late fees improve collection. Getting paid 10 days faster on a $2,000 invoice means better cash flow.
- Time savings: Generating contracts from accepted proposals instead of creating from scratch saves 15-30 minutes per client. With 5 new clients per month, that's 2+ hours recovered.
- Professionalism: Branded contracts signal you run a real business. Clients who see professional documentation often negotiate less aggressively.
Contract software ROI comes through protection and efficiency. A single protected scope expansion or payment dispute pays for the platform many times over.
Why Plutio is the best contract software for virtual assistants
Plutio handles contracts as part of a complete platform where proposals, projects, invoicing, and client communication work together instead of operating as separate tools.
Proposals flow into contracts
When a client accepts your proposal, Plutio can generate a contract with matching terms automatically. The services, pricing, and timeline from your proposal carry through to the agreement. No re-entering scope. No copy-paste errors. The contract reflects exactly what you quoted.
Contracts attach to client records
Every signed contract links to the client's profile. Six months into a retainer when a client asks "what did we agree to about revisions?" you pull up their record and see the signed agreement immediately. No email archaeology required.
Scope boundaries built in
Create contract templates with explicit scope sections: what's included, what's not included, and how additional requests are handled. When a client asks for work outside the agreement, you reference the specific clause that explains the additional charge. The boundary is documented, not improvised.
Retainer-ready templates
VA retainers have specific needs: monthly hour allocations, unused hour policies, overage rates, renewal terms. Build templates that capture these details so every retainer client signs the same well-structured agreement. Consistency across clients prevents the "I thought it included..." conversations.
E-signatures that work
Clients sign from any device in minutes. Legally binding under ESIGN Act and eIDAS. Audit trails document exactly when agreements were viewed and signed. No printing, scanning, or chasing paper.
White-label everything
Contracts display your brand: your logo, your colors, your domain. Clients experience your business, not third-party software. Professional presentation matters when you're establishing trust with clients who will give you access to their accounts.
Automatic reminders
Contracts that sit unsigned get follow-up reminders at intervals you configure. No manual "just checking if you had a chance to review the contract" emails. Plutio handles the nudging while you focus on work.
Payment collection at signing
Connect contract acceptance to deposit collection. Clients sign the agreement and pay the deposit in one flow. No separate invoice for the initial payment. Work starts when both the signature and the money arrive.
NDA templates ready to go
Confidentiality matters when you access client accounts. Create NDA templates that protect both sides: clients know their data stays private, you document the boundaries of your confidentiality obligations.
Everything connects. Proposals become contracts, contracts attach to clients, clients have projects, projects generate invoices. One platform instead of 5-8 disconnected tools.
How to set up contracts in Plutio
Setting up contracts in Plutio takes 1-2 hours for initial template creation, then 5 minutes per client to generate and send agreements.
Step 1: Create your main contract template (30-45 mins)
Start with your most common engagement type. For most VAs, that's a retainer agreement or general services contract. Include your standard sections: services provided, payment terms, scope boundaries, confidentiality, termination, and communication expectations. Add your logo and brand colors.
Step 2: Build additional templates (30-45 mins)
Create templates for other service types you offer:
- Project agreement: One-time work with defined scope and the work. Payment tied to milestones or completion.
- Retainer agreement: Ongoing monthly support with hour allocation, overage rates, and renewal terms.
- NDA: Standalone confidentiality agreement for clients who need one before sharing access.
- Trial period agreement: Short-term engagement to test the working relationship before committing to a longer contract.
Step 3: Connect proposal flow (15 mins)
Configure how accepted proposals generate contracts. Map proposal sections to contract fields so terms carry through automatically. When clients accept, the contract appears with their specific scope and pricing already filled in.
Step 4: Set up payment integration (10 mins)
Connect Stripe or PayPal to collect deposits at contract signing. Configure whether payment is required before signing, at signing, or after. Most VAs require payment at signing for new clients.
Step 5: Configure reminders (5 mins)
Set automatic reminders for unsigned contracts. Two days after sending and again at five days is typical. Adjust based on your client relationships and urgency.
Step 6: Test with a real client
Send a contract to your next new client and watch the complete process. Note any friction points and adjust templates based on actual use rather than hypothetical scenarios.
Common setup mistakes to avoid
- Over-engineering templates: Start simple. Add complexity only when you encounter situations that require it.
- Skipping scope boundaries: Vague scope sections cause the problems contracts are supposed to prevent. Be specific about what's included and what's extra.
- Forgetting termination terms: How either party exits matters. Include notice periods and any kill fees upfront.
Build templates for your 2-3 most common service types. Handle variations by customizing the closest template rather than creating templates for every possible scenario.
Contract templates for virtual assistants
VA contract templates establish clear terms for the unique situations virtual assistants face: ongoing retainers, sensitive data access, scope that evolves, and remote working relationships.
Essential template types for virtual assistants
- General services agreement: Your standard contract covering most engagements. Services, payment, scope, confidentiality, and termination in one document.
- Retainer agreement: Ongoing monthly support. Specify hour allocation (e.g., 20 hours/month), what happens with unused hours, overage rates, and renewal terms.
- Project agreement: One-time defined scope. Clear the work, timeline, and payment schedule tied to completion or milestones.
- Non-disclosure agreement: Standalone confidentiality protection. Use when clients need signed NDA before sharing sensitive information.
- Trial period agreement: 2-4 week evaluation engagement with limited commitment. Gives both sides an exit if the working relationship doesn't fit.
Essential sections to include
- Services description: What you will do. Be specific enough that both sides know what's covered.
- Scope boundaries: What's not included. How additional requests are handled and priced.
- Payment terms: When you get paid, how you get paid, what happens when payment is late.
- Working hours: Your availability and response time expectations. Prevents "why didn't you respond immediately" conflicts.
- Communication channels: Where work discussions happen. Email, Slack, project comments. Documented expectations.
- Confidentiality: What you can and can't share. Essential when you access passwords and sensitive data.
- Data handling: How you store and access client information. What happens to access when the engagement ends.
- Termination: Notice periods, final payment, transition requirements. How either party exits cleanly.
- Intellectual property: Who owns the work product. Usually the client owns the work, you retain your methods.
Template customization tips
- Keep language clear, not legal-sounding. Clients should understand what they're signing.
- Use specific numbers: "20 hours per month" not "reasonable amount of support."
- Include examples in scope sections: "Services include email management, calendar scheduling, and travel booking. Services do not include bookkeeping, graphic design, or social media content creation."
- Consider legal review for your base templates, then customize for individual clients.
Good contract templates prevent arguments by making terms explicit. When scope, payment, and expectations are documented, disagreements become conversations about the contract rather than disputes about memory.
Client portals for virtual assistants: contract access
Client portals give your clients a single place to find their signed contracts alongside project status, invoices, and communication history.
Contract access through portals
When a client signs a contract, it appears in their portal. They can download or reference the agreement anytime without emailing you for a copy. Six months into a retainer when they want to check what they signed, the document is right there.
Signing through portals
New contracts appear in the client's portal for review and signature. They sign within your branded environment rather than a third-party signature tool. The experience feels like your business, not a software vendor's.
Full documentation in one place
The portal combines contracts with proposals, project details, invoices, and messages. When a client logs in, they see their complete relationship with your business: what they agreed to, what's being worked on, and what they've paid. No hunting through emails for different pieces of information.
Reference during disagreements
When a client questions scope or payment terms, they can check the contract themselves. Self-service documentation reduces friction. Instead of you sending the contract and waiting for them to review, they pull it up and see exactly what was signed.
White-label presentation
The portal displays your brand: your domain, your logo, your colors. Clients experience working with your VA business, not using Plutio. Professional presentation reinforces that you run a legitimate operation.
Historical record
As engagements continue across months or years, all contracts stay accessible. The original agreement, any amendments, renewed retainer terms. Complete history without digging through email archives or old file folders.
Portal-based contract access means clients can find their own answers. They reference terms without bothering you, which is exactly what good documentation should do.
How to migrate contracts to Plutio
Migrating contract workflows to Plutio takes 2-4 hours of active work, with the best timing between client engagements rather than mid-project.
Step 1: Export from your current tool
Download signed contracts you want to keep as PDFs. Most tools provide document archives:
- DocuSign: Download completed documents from your account. Bulk download available in settings.
- HelloSign: Export documents from the Documents section. Download individually or in batches.
- PandaDoc: Export completed documents from the Documents list. PDF format preserves signatures.
- Google Docs/Word: Save contract documents to a local folder. Convert to PDF if not already.
Step 2: Build templates in Plutio (1-2 hours)
Use your existing contracts as reference to create templates. Start with your most-used contract type. Add your logo, brand colors, and standard terms. Build 2-3 templates initially rather than trying to recreate every document you've ever used.
Step 3: Set up proposal-to-contract flow (30 mins)
Configure how accepted proposals generate contracts. Map your proposal structure to contract fields. Test with a sample proposal to verify terms carry through correctly.
Step 4: Import client data (30 mins)
If switching from another platform, export client information and import to Plutio. For active clients, attach their existing signed contracts (uploaded as PDFs) to their client records for reference.
Step 5: Run parallel for new engagements
Use Plutio for all new clients while keeping the old system for contracts already in progress. New clients sign in Plutio. Existing agreements stay valid where they were signed. The transition happens naturally as new work starts.
Step 6: Phase out the old tool
Once you're comfortable with Plutio and have migrated active workflows, cancel the old subscription. Keep PDF copies of historical contracts in your records.
Common migration pitfalls to avoid
- Trying to migrate all history: Focus on active clients and templates. Historical contracts stay valid as PDFs.
- Switching mid-engagement: Existing signed contracts don't need to move to Plutio. New agreements go through Plutio.
- Over-complicating templates: Start simpler than your old system. Add complexity based on actual needs.
Migration is about setting up new workflows, not transferring old documents. Once your templates are ready and tested, every new client benefits from the connected system.
