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How it works: hiring your Filipino VA in 14 days
From your initial brief to your VA starting work, here's exactly what happens at every step.
The 3-step overview
Tell us about your role
Share the role, the team, the tools, and the working style you need. We learn enough to find the right person, not just a person.
Meet your shortlist
We hand-pick 2 to 4 vetted candidates against your brief. You interview them on your schedule and choose your VA.
Your VA starts
Contracts, payroll, onboarding, and goal setting are all handled by us. Your VA shows up ready to work.
Most placements complete in 7 to 14 days from your brief. Faster if you have urgency, slower if you want to interview more candidates.
Step 1 in detail: your brief
The process starts with you telling us about the role. You can do this through our online brief form, which takes about 5 minutes, or on a 30-minute call with our team.
What we want to learn:
- The day-to-day work the VA will own
- The tools and systems they'll be using
- The hours and time zone you need them available
- The communication style of your team
- Any specific industry experience that would help
- Your budget range and start date
You don't need a polished job description. A short brief with the right details is enough for us to start matching. We follow up with clarifying questions if needed.
By the end of this step you'll have a clear scope, a confirmed pricing range, and a target shortlist date.
Step 2 in detail: matching and interviews
Between Day 1 and Day 5 we go to work on the match. This is where the StaffPilot model differs from freelancer platforms.
Our vetting process for every VA in our talent pool covers four stages:
- Skills testing against the role requirements
- English fluency assessment with a structured rubric
- Cultural fit interview focused on remote work and communication
- Reference checks against previous remote roles
Less than 8% of applicants make it through to our active talent pool. From there, we match against your specific brief using a combination of human judgment and AI-assisted screening that flags experience and skill alignment.
You receive a shortlist of 2 to 4 candidates with full profiles, including their work history, sample work, references, and a short note from us on why each one fits your brief.
You run the interviews on your schedule. We're available to sit in if helpful. You choose who you want to work with. No candidate is ever assigned without your sign-off.
Step 3 in detail: onboarding and going live
Once you choose your VA, we move into onboarding within 48 hours.
What we handle:
- Contract preparation and e-signature (Independent Contractor Services Agreement)
- Payroll setup via Wise, paid in PHP at agreed rates
- Tool access and credential handover (you provide the access, we coordinate the setup)
- A structured first-week plan covering team intros, communication norms, and initial goals
- Time tracking and weekly hour reporting
What you handle:
- Granting tool access (email, Slack, project management, anything they need)
- Hosting an introductory call with your team
- Setting initial goals for the first 30 days
By Day 14 in most cases, your VA is fully onboarded and working on real tasks.
What happens after Day 14
The placement doesn't end when the VA starts. We stay involved through the entire engagement.
Monthly check-ins with both you and your VA surface any friction early. If something needs adjusting, we adjust it. If the VA needs additional training or support, we provide it. If the scope of the role evolves, we help redefine it.
Payroll runs twice a month, on the 15th and end of month. You receive a single AUD invoice from StaffPilot and we handle the PHP transfer to your VA via Wise. You never touch foreign payroll administration.
If you want to scale, the same process repeats. Most clients start with one VA, prove the model in 60 to 90 days, then add a second or third. Our average client retention at 12 months is 92%, which is the metric we care about most.
What we handle vs what you handle
StaffPilot handles
- Sourcing and vetting candidates
- Matching candidates to your brief
- Contract preparation and e-signature
- Payroll and Wise transfers
- Time tracking infrastructure
- Monthly check-ins and ongoing support
- Leave management and interim cover
- Replacement if a placement isn't working
You handle
- Defining the role and scope
- Interviewing shortlisted candidates
- Choosing your VA
- Day-to-day direction and feedback
- Tool access and credentials
- Setting goals and reviewing performance
Ready to start the process?
Tell us about the role you need filled and we'll send you a shortlist within 5 business days.