Client Red Flags (and What to Do If You Get Caught Out)
One of the best parts of being a VA is working with amazing clients who respect your time, value your skills, and make running your business feel easy. But let’s be honest, not every client is a dream.
Some clients come with red flags attached, and if you don’t spot them early, they can leave you frustrated, underpaid, or burned out.
So, what are the warning signs to watch for? And more importantly, what should you do if you’re already working with a client who shows one (or more) of these behaviours?
Here are six big client red flags every VA should know and some tips on how to handle them.
π© 1. Micromanaging
This client wants updates on every tiny task, second-guesses your decisions, and “tweaks” everything you do.
Why it’s a red flag: Micromanagement kills productivity and confidence. You were hired for your expertise, not to be shadowed every step of the way.
What to do if you’re caught out:
Push back kindly but firmly: “I’ll keep you updated at X milestone – it’ll save us both time.”
Use tools like Asana or Trello so they can see progress without chasing you.
If it doesn’t improve, ask yourself: do they trust me? If the answer’s no, that’s a problem.
π© 2. Expecting 9–5 availability for part-time hours
The classic: “We only need 10 hours a month… but can you be available 9–5, Monday to Friday?”
Why it’s a red flag: That’s employment in disguise. You lose the freedom to work with other clients while being underpaid for your time.
What to do if you’re caught out:
Be upfront: availability costs extra. If they need you on call, it requires a higher retainer.
Offer clear packages that define response times.
If they won’t budge, it’s not a healthy setup and you’ll be better off finding a client who respects boundaries.
π© 3. Shiny image, messy reality
They talk about “five-figure months” online, but behind the scenes they’re disorganised, missing payments, or copying others’ work.
Why it’s a red flag: If their values or behaviour feel off, it’ll drain you. And if their reputation crashes, you don’t want to be tied to it.
What to do if you’re caught out:
Protect yourself: don’t let their chaos reflect on your work.
Decide if you’re comfortable being associated with their brand.
Remember, you don’t have to say yes to every client.
π© 4. No time for onboarding
They expect you to “just know” how things work but don’t give you logins, systems, or clear instructions.
Why it’s a red flag: Without proper onboarding, you can’t deliver and you’ll be blamed when things slip.
What to do if you’re caught out:
Have your own onboarding checklist and request what you need.
Position it as a time-saver: “One hour upfront will save hours later.”
If they refuse, you need to decide whether you can realistically succeed with so little support.
π© 5. Flaky communication
They cancel calls last-minute, ignore emails, or disappear but still expect work to be done.
Why it’s a red flag: Your time is valuable too. Constant rescheduling wastes energy and can cost you money.
What to do if you’re caught out:
Set boundaries: include a cancellation policy in your contract.
Make it clear: “I’ll deliver on time, but I need confirmation from you by X.”
Stop holding slots “just in case” – keep your calendar protected.
π© 6. Late payments or questioning every invoice
They pay late, ask for detailed time breakdowns, or query why tasks “took so long.”
Why it’s a red flag: It shows a lack of respect (and trust) for your work and creates unnecessary stress.
What to do if you’re caught out:
Enforce payment terms and pause work if invoices aren’t paid.
Use time-tracking tools for transparency, but don’t accept nit-picking.
If it’s a pattern, it rarely changes, this might be your cue to walk away.
Red flags don’t always mean you have to drop a client straight away, but they do mean you need to pause and reset.
The key is:
β Clear contracts
β Firm communication
β Confidence in the value you bring
And if a client can’t respect your boundaries, your time, or your business? That’s not a client worth keeping.
