Xecutely FAQ for Business Owners

Welcome to Xecutely. You'll receive a welcome email with your dashboard login, an intake form to gather details about your business and workflows, and a meeting link to schedule your discovery call. All of this happens within hours of signup. You'll be ready to begin immediately.

Most clients have their VA working on live tasks within 3 business days. Day 1: discovery call, dashboard access, VA matching begins. Day 2: your VA learns your workflows, tools, and SOPs. Day 3: VA begins executing live tasks under supervision. Week 1: VA is fully independent and delivering results.

Upload documents, videos, or screenshots directly to your dashboard. Your VA accesses these materials to learn your exact workflows. Your account manager reviews everything to ensure accuracy. You can update SOPs anytime — just re-upload and your VA learns the new version. On Starter plans and above, we build custom SOPs for you during onboarding.

We integrate with virtually any tool you're using. Common ones include CRM tools (HubSpot, Salesforce, GoHighLevel, Pipedrive, Zoho CRM), project management (Notion, Asana, Trello, Monday.com, ClickUp), communication (Slack, Zoom, Google Meet, Microsoft Teams, Loom), email marketing (Klaviyo, Mailchimp, ActiveCampaign, ConvertKit), e-commerce (Shopify, WooCommerce, Amazon Seller Central, BigCommerce), finance (QuickBooks, FreshBooks, Stripe, Square), and customer support (Zendesk, Gorgias, Freshdesk, Intercom). Don't see your tool? We adjust and set up access directly. Just ask — we'll make it work.

You decide. Want them available 8am–5pm EST? Done. Need coverage only during your business hours? They work those hours. Need extended coverage? We can arrange overlapping teams on Professional and Enterprise plans. Specify your preferred hours during onboarding and we match VA availability to your needs.

Yes. Contact your account manager to adjust hours. We update your VA's schedule immediately. You pay based on the hours and plan you're using — no surprises.

Days 1–3 — Discovery & Setup: Day 1 you get your welcome email, intake form, and discovery call. Day 2 your VA is matched to your tools and industry and SOPs are documented. Day 3 your VA begins executing tasks under supervision and your dashboard is fully set up. Weeks 1–2 — Supervised Execution: VA executes independently with ops team oversight, daily quality checks by our operations manager, and your first weekly KPI report delivered on Friday. Week 3+ — Fully Operational: VA runs independently, weekly reporting continues, monthly strategy calls on Starter and above, and scaling options become available as you delegate more.

Complex workflows are our specialty. Your account manager joins a detailed walkthrough of your process. We document every step, every tool, every exception. We build custom SOPs and training materials for your VA. Custom SOP development is included on Starter plans and above. Part-Time clients can add this for $500–$750. Most complex workflows go live within 5–7 business days. Your VA may need 1–2 weeks to master all details, but they'll start producing value immediately.

We bill based on your join date. Your billing anniversary is the day you sign up. Example: join on January 4th and your billing date is the 4th of each month. First month you pay for your plan (founding clients receive 25% off month 1). Following months are the same day each month at full price. Cancel anytime with no penalties.

Credit and debit cards via Stripe (Visa, Mastercard, American Express) and bank transfers (ACH) for larger plans. All payments are secure and encrypted. We never store full card numbers.

Yes. Every invoice is generated automatically on your billing date. Download invoices anytime from your billing section. All receipts are PDF-formatted and ready for accounting.

Refund and satisfaction terms are defined in the Refund and Cancellation Policy and Terms and Conditions—not a blanket marketing guarantee on every scenario. If the issue is VA-specific, Xecutely may replace the VA within 48 hours when applicable under those policies before other remedies. After applicable periods, unused-time refunds may not apply; we still work on replacement, workflow fixes, and retraining.

Pro-rated and simple. You pay for the exact days you use. Example: join on January 15th for the Starter plan ($960/month) and you pay approximately $480 for the first partial month. Your next full billing cycle starts on your anniversary date.

No. Hours are allocated monthly and do not roll over. This keeps pricing simple and expectations clear. If you consistently have unused hours, it may be a sign you're on the wrong tier — your account manager will help you find the right fit.

We prorate it fairly. When you upgrade, we bill the difference between plans for the remaining days in your cycle. The upgrade goes live immediately. Example: upgrade from Starter ($960) to Professional ($2,995) on the 15th of a 30-day month and you pay the difference for 15 days, then the full Professional price next month.

Response time depends on your plan. Part-Time: 24–48 hours standard, 24 hours for critical issues. Starter: 24 hours standard, 12 hours critical. Professional: 4 hours standard, 2 hours critical. Enterprise: 2 hours standard 24/7, 1 hour critical with immediate backup. Critical issues include tasks not completed on deadline, VA unavailable, or quality concerns. Your account manager escalates immediately when needed.

We replace them quickly. Replacement begins immediately upon notification. Within 48 hours a new VA is assigned and begins learning your workflows. Days 1–3 our ops manager assists the new VA during transition. Day 4 and beyond your new VA is fully independent. You don't recruit, interview, or train. We handle everything.

Multiple options to fit your preference. Dashboard messaging for direct communication inside your Xecutely dashboard. Slack to connect with your VA in your existing workspace. Email for standard communication. Google Meet or Zoom for video calls on complex instructions. Part-Time clients communicate via email and dashboard. Starter and above get a dedicated Slack or WhatsApp channel with the ops team.

Your account manager handles it. You report the issue and they intervene with coaching and additional training. Performance improves or we initiate replacement when applicable under the Terms and Conditions and Refund and Cancellation Policy.

You design the schedule. Part-Time: 20 hours per week (80 hours/month), you choose which hours. Starter: 40 hours per week (160 hours/month), full-time dedicated. Professional: 80 hours per week across 2 VAs (320 hours/month). Enterprise: custom hours and pod composition per your scoped agreement. You choose the hours, days, and time zone where your plan allows. Different VAs on your team can work different schedules if needed.

Yes. During onboarding we match you with a VA suited to your work. If you prefer a specific team composition (for example 1 operations VA and 1 customer service VA), we arrange it. We prioritize long-term retention so you work with people you trust.

Three-layer quality assurance. Your VA is trained on your exact SOPs and workflows before executing. Our operations manager reviews work through daily QA spot-checks. KPI reports show task completion, accuracy, and hours logged (monthly on Part-Time, weekly on Starter and above). If quality drops below your expectations, we retrain or replace when applicable under your plan terms.

Part-Time: $460/month, 80 hours/month, 1 VA—monthly KPI reports, email support, 48-hour replacement per governing policies. Starter: $960/month, 160 hours/month, 1 VA—weekly KPI reports, custom onboarding and SOP creation, text support. Professional: $2,995/month, 320 hours/month, 2 VAs plus a dedicated Account Manager, priority support, advanced reporting. Enterprise: custom pricing and scope (workflows, team management, integrations)—contact sales. See xecutely.com/pricing for canonical list prices.

Yes. No penalties, no restrictions. Upgrade anytime and it goes live immediately with prorated billing for the remainder of the cycle. Downgrade anytime and it takes effect on your next billing cycle. No termination fees or lock-in contracts. If you downgrade from Starter to Part-Time, you lose weekly reports, your dedicated comms channel, custom SOPs, and monthly strategy calls. Make sure that's acceptable before processing.

Yes. Extra hours are available at $7/hour in blocks of 20 hours ($140 per block). Hours are added immediately and charged at the time of purchase.

Yes. Additional VAs can be added to any plan at $460/month per VA (80 hours/month each). This is useful if you need coverage in a second department or function.

Extra hours at $7/hour in 20-hour blocks ($140 per block). Additional VA at $460/month per VA (80 hours/month). Custom SOP buildout for $500–$750 one-time for Part-Time clients or new workflow areas. AI tool setup for $300–$500 one-time covering ChatGPT configurations and Zapier automations. Rush placement for $250 one-time when offered—confirm timing with support.

White-label lets you resell Xecutely's services under your own brand. Available to agencies, consultants, and course creators. Your clients see your branding, not Xecutely's. You set your own pricing and margins. Pricing is a 25% markup over standard plans. You handle client relationships and we handle VA delivery and support.

A pod is your dedicated team of 2 or more VAs, available on Professional and Enterprise plans. Led by a dedicated Account Manager. Team members can specialize, for example 1 operations VA and 1 customer service VA. The Account Manager handles task delegation and quality oversight. You don't manage individuals — you manage the pod as one unit.

All data is encrypted using AES-256 encryption at rest and in transit. Daily automated backups with 30-day retention. Your data is never shared with third parties except your VA for task execution. Multi-factor authentication is available for your dashboard.

Yes. NDAs are signed between Xecutely and every VA assigned to your account. The NDA covers your workflows, data, business processes, and confidential information. Your account manager can customize NDA terms if needed.

No industry restrictions for operational tasks. Healthcare VAs can handle admin, scheduling, and patient outreach but not medical advice. Finance VAs can handle bookkeeping entry and customer service but not tax or legal advice. Legal VAs can handle admin and scheduling but not legal advice or licensed document creation. E-commerce, agencies, real estate, and SaaS get full support with no restrictions. VAs execute based on your SOPs. Licensed professional work is outside our scope.

All passwords are stored in an encrypted password manager and never shared via email or chat. 2FA is enabled on all client accounts whenever possible. Account managers review access logs monthly. Passwords are changed during onboarding and stored in an encrypted vault.

We notify affected clients within 24 hours. We immediately contain the breach and investigate. We provide a detailed incident report. We credit your account for affected months. We maintain regular security audits.

No. Month-to-month billing with no lock-in. Cancel anytime with no penalties or fees. Your subscription ends on your billing anniversary date. We're confident in our service — we don't need contracts to keep you.

Yes. Pause your billing cycle anytime. Your VA connection pauses but we remember your workflows. Restart anytime and your team picks up where you left off. No fees for pausing.

Remedies depend on the Refund and Cancellation Policy and Terms and Conditions. If the issue is with your specific VA, Xecutely may replace them within 48 hours when applicable under those policies. Contact support or your account manager to start the process.

Part-Time: 24–48 hour response time, 48-hour VA backup, 24–72 hour task turnaround. Starter: 24-hour response, 48-hour backup, 24–48 hour turnaround. Professional: 4-hour response, 24-hour backup, 12–24 hour turnaround. Enterprise: 2-hour response 24/7, immediate backup with overlap team, 4–12 hour turnaround. If we miss our SLA, your account gets credited for the delay with hours added back.

Custom terms are available for Professional and Enterprise clients. 6-month or 12-month commitments can qualify for negotiated discounts. Contact us to discuss. We typically offer month-to-month because flexibility is our strength, but we're happy to work with you on terms that make sense.

Free tier at ₱0 includes Module 1 only (VA Foundations), 1 sample resource template, read-only community access, and no certificate, live lectures, or placement. Beginner tier at ₱3,000 takes 2–3 weeks and includes 5 core modules covering email, calendar, data entry, admin tools, and communication. Full resource library, WhatsApp group support, certificate, and weekly live Q&A sessions. Goal is job-ready for entry-level VA roles at $15–$22/hour. Pro tier at ₱7,000 takes 4–6 weeks and includes all Beginner modules plus 10 advanced modules covering CRM, customer support, order processing, analytics, automation, and lead gen. Priority WhatsApp support, certificate plus portfolio, resume review, interview prep, LinkedIn optimization, and alumni job referrals. Goal is job-ready for mid-to-senior roles at $25–$40/hour. Expert tier at ₱10,000 takes 8–10 weeks and includes all Pro modules plus 5 expert modules. Choose 1 specialization from High-Ticket Lead Gen, Enterprise Operations, or Full-Stack Automation. 1-on-1 coaching, full certification plus portfolio, and guaranteed client placement with Xecutely's paying clients. Goal is highest earning potential at $40–$70/hour.

Our managers step in and work with you directly. We match you with jobs in our partner network. We provide referrals to agencies and companies we work with. We help polish your resume, LinkedIn, and interview skills. 85% of graduates are placed within 60 days. If you're in the 15%, our team doesn't give up on you.

Yes. Complete lifetime access. All video modules, updated workbooks, templates, and resource library. No expiration date and no annual fees. You can revisit and review anytime.

Forever with no annual fees. Alumni community stays with you for life. Monthly community events and networking. Lifetime access to the job board. Referral bonuses when you refer graduates who get hired. Mentorship opportunities.

Call +1 716-317-1839 or email support@xecutely.com with response within 2 hours during business hours. Dashboard messaging with your account manager. Schedule meetings via the free operations call booking link on xecutely.com.

Yes. Part-Time clients get meetings available as needed with no dedicated manager. Starter includes a monthly strategy call with the founder. Professional includes a dedicated Account Manager with weekly check-ins. Enterprise includes a dedicated Account Manager with weekly strategy sessions.

Yes. Knowledge base with help articles, how-tos, and setup guides is available in your dashboard. Video tutorials for feature walkthroughs. Email support for detailed questions. If something isn't documented, ask support and we answer and add it to the knowledge base.

Whatever fits your business based on your SOPs. Admin tasks like email management, scheduling, calendar, and data entry. Operations like CRM management, order processing, customer follow-ups, and invoicing. Customer service including email support, chat responses, complaint resolution, and ticket management. Marketing including social media scheduling, email campaigns, content calendars, and basic graphic design in Canva. Lead generation including research, outreach, lead scoring, and pipeline management. Reporting including KPI tracking, dashboard updates, and metrics compilation. The rule: if you can document it and your VA can learn it, they can do it.

Legal advice or document preparation requiring a license. Tax filing or financial advice (only data entry under your direction). Medical advice or diagnosis. Tasks outside your documented SOPs. Everything else is potentially in scope — it depends on your SOPs and workflows.

Yes. Choose which metrics to display, select graphs and charts relevant to your business, and export data in PDF, CSV, or Excel. Your account manager helps set up customization during onboarding. Advanced custom dashboards are available on Enterprise plans.

On Upwork and Fiverr you manage hiring, vetting, interviewing, and training. You pay per project or hourly at typical marketplace rates. No guaranteed backup if a contractor disappears. With Xecutely we handle hiring, vetting, training, and quality assurance. Fixed monthly plans from $460 (Part-Time) through $2,995 (Professional), with Enterprise custom-scoped. Dedicated VAs who learn your business; 48-hour replacement when applicable under your plan terms. Same team month after month for consistency.

Hiring directly means you post the job, screen 100+ applicants yourself, interview, hire, and train from scratch over 4–8 weeks. You manage daily performance and quality. If they quit you're back to square one. With Xecutely we do recruiting, screening, and matching. VAs are pre-trained before Day 1. Target setup within 3 business days (72 hours), not 4–8 weeks. We manage performance and quality with plan-based KPI reporting. VA replacement follows the Terms and Refund and Cancellation Policy when applicable.

A local hire costs $25–$50/hour plus taxes, benefits, equipment, and your management time. Xecutely offers a flat rate from $460/month with no overhead, no HR headaches, and instant scaling. Most "local" VAs are outsourcing to the same talent pool we use but charging you double. We cut out the middleman and give you the management layer you actually need.