How To Find Your Client Cap

I am booked out for the year. When I say that, I get lots of questions. The biggest one?

"How did you know when you're full?"

If you're a fellow VA, this post will help you find your own client cap. If you're working with a VA, this post will help you understand what "at client capacity" means.

Your client cap is, in short, how many hours you're working each month. A full time client load is 160 hours per month. (Monday through Friday full time hours.) A part time client load is half of full time, or 80 hours per month.

I recommend billing your clients in packages, as I do mine. This makes it so much easier when you're calculating your client load. You'll know each month what your hours look like. You'll know if you can bring on more clients, or if you're stretched too thin.

I have three packages for clients:

  1. 16 Hours per Month, for clients who are just starting out, or haven't worked with an assistant before. These are people who need a little bit of help every day, and it's things like scheduling and email support.
  2. 32 Hours per Month, for clients who are building a business, and need significant help every day. These clients need me to build spreadsheets, refine marketing, and work through tasks that help strengthen business systems. I also have had busy moms on this plan before.
  3. 55 Hours per Month, for clients who are busy, and have a lot on their plate. This is for the film producer in Los Angeles who has a tight schedule, and flies five times a month. If they need 55 hours, they'll know. These are people who are usually experienced at delegating. They've gotten their business/company to a place where they just can't do it all. These are clients who need a lot of help.

If you want to work part time, taking on two VIP clients won't work for you -- that's 55 hours x 2 = 110 hours. That's 30 hours over your part time capacity -- not ok!

I also suggest only taking on VIP clients, or high profile clients if you're a full time assistant. Usually they need you on call five days a week at least. It's up to you to set your boundaries for work hours. I have a post on that here if you're struggling with that.

Are you ready to calculate your own client capacity and hours? I've created a worksheet for you to help you find out how many client hours you can afford to bring on (or need to let go). Check it out below:


Your client cap is the best way to manage your workload. If you stick to the capacity, you'll rarely work late, and you'll resist burnout as much as possible! Don't take clients on if you don't have time for them.