An ecommerce virtual assistant runs the daily admin of an online store so the owner does not have to. On the order side that means processing orders, adding tracking, handling returns and answering customer emails; on the website side it means product uploads, page and price updates, blog posts and basic on-page SEO. At Webicode a dedicated VA works on WooCommerce and Shopify in your business hours, in monthly hour packs from $299/month for 20 hours.
Most store owners do not lose evenings to the big projects. They lose them to the small, repeating jobs: marking orders shipped, pasting tracking numbers, replying to "where is my order?" emails, uploading this week's new products and fixing a price that went out wrong. None of it is hard. All of it has to happen every day.
That is the work an ecommerce virtual assistant is for. This guide covers what one actually does, split into the two jobs most stores need help with, how to hire and onboard one without losing control of your store, and what it costs.
What is an ecommerce virtual assistant?
An ecommerce virtual assistant is a remote assistant who works inside your store's admin, your inbox and your task list to handle routine store operations. They are not a developer: they do not write code, build features or redesign the site. They run the store day to day, following checklists you agree on, and escalate anything unusual.
The work falls into two jobs. Order management is everything that happens after someone clicks Buy. Website management is everything that keeps the store and its content current. Many stores use one assistant for both and split the hours as needed.
What an order management virtual assistant does
An order management virtual assistant handles the daily order work in WooCommerce or Shopify. Typical tasks include:
- ✓Order processing: checking new orders and payments, updating statuses and flagging anything unusual, such as possible fraud, before it ships
- ✓Shipping and tracking: creating shipping labels, adding tracking numbers and sending shipping updates
- ✓Returns and refunds: handling return requests and preparing refunds for your approval
- ✓Customer emails: answering order questions by email or chat in your tone of voice
- ✓Stock and inventory: keeping stock levels right, marking sold-out items and flagging low stock
- ✓Coupons and sales: setting up discount codes, sale prices and seasonal offers on time
- ✓A daily sales summary: a short note of orders, problems and anything that needs you
Refunds are the one task to set rules for on day one. A good setup has your VA prepare every refund and complete it only with your approval, or approve automatically only below an amount you choose.
What a website management virtual assistant does
A website management virtual assistant keeps the store and its content up to date, on WordPress, WooCommerce or Shopify. Typical tasks include:
- ✓Product uploads: new products with variations, prices, photos and descriptions
- ✓Page updates: new text, images and prices across the site
- ✓Blog publishing: formatting, uploading and scheduling posts with images, categories and internal links
- ✓Basic on-page SEO: page titles, meta descriptions and image alt text
- ✓Link and form checks: finding broken links and making sure contact and checkout forms still work
- ✓Shopify admin work: pages, blogs, collections, product copy, images and navigation menus
What an ecommerce VA should not do
Keeping the line clear saves money. A VA is the right person for daily operations, and the wrong person for anything that changes how the site works:
- ✓New features, custom code or a redesign belong with a developer
- ✓Plugin, theme and core updates, backups and uptime monitoring belong in a maintenance plan
- ✓Ongoing SEO campaigns belong with an SEO specialist; a VA handles on-page basics only
The advantage of a VA from a web studio rather than a freelance marketplace is that when a task does need a developer, it goes straight to the studio's developers instead of waiting for you to find one.
How to hire and onboard an ecommerce virtual assistant
Hiring is the easy part. Onboarding is where most VA arrangements succeed or fail. This is the process we follow:
- 1.Discovery call: list the tasks you want off your plate, your platform, your tools and the hours you need covered
- 2.Safe access: give the VA their own user account with only the permissions their tasks need, never your owner login, so you can remove access at any time
- 3.Checklists: write a step-by-step checklist for every recurring task, so the work is done the same way every time
- 4.Trial tasks: start with a few real tasks while you check the work and give feedback
- 5.Daily work and a weekly report: the VA works through the task list each day, with a weekly report of every task finished and every hour used
Before you hire anyone, ask three questions: which hours will they work (yours, or theirs?), how will you send tasks, and who handles a problem they cannot fix. Clear answers to those three matter more than a long list of tools on a profile.
How much does an ecommerce virtual assistant cost?
Freelance VAs are usually billed by the hour; agencies tend to sell a set number of hours each month. Webicode's virtual assistant plans are monthly hour packs with one dedicated assistant:
| Plan | Hours per month | Price |
|---|---|---|
| Part-time | 20 hours | $299/month |
| Half-time | 80 hours | $899/month |
| Full-time | 160 hours | $1,599/month |
A small store that needs regular help each week usually fits 20 hours. Stores with daily orders usually choose 80 or 160 hours. You can move to a bigger or smaller pack as the business changes, and the same hours can be split between order and website work.
Hand the daily store work to your own assistant
A dedicated VA for orders, products and website updates on WooCommerce and Shopify, working in your US or UK business hours, from $299/month.
Hire a virtual assistantFrequently asked questions
Adnan — Founder, Webicode
Adnan is the founder of Webicode and has been designing and building websites since 2016. As an Envato Elite Author, he has sold over 8,000 ThemeForest templates, and today he works directly with startups on WordPress, UI/UX design and AI-assisted full-stack development.
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