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Consulting Hours vs Virtual Admin: Choosing the Right Fit

When working with ThinkFuel, you may hear us reference Consulting Hours and Virtual Admin as two different ways we can support your HubSpot portal. While both provide expert HubSpot help, they’re designed for very different needs. This guide will help you understand the difference and choose the option that best fits your situation.

What Are Consulting Hours?

Consulting Hours are best suited for clearly defined, project-based work.

This option works well when you:

  • Know exactly what you need built, fixed, or improved

  • Have a specific outcome or initiative in mind

  • Can clearly define what “done” looks like

  • Are working toward a short- or mid-term goal

Examples include:

  • Building a workflow or automation

  • Setting up reports or dashboards

  • Implementing a defined process

  • Training your team on specific HubSpot tools

Consulting Hours are designed to help you complete a specific project efficiently, with a clear beginning and end.

What Is the Virtual Admin Program?

Virtual Admin is designed for ongoing, flexible HubSpot support.

This option is a better fit when:

  • Your needs are ongoing or evolving

  • You’re not yet sure what to prioritize

  • You expect priorities to shift over time

  • You want consistent access to HubSpot expertise

  • You need help reacting to new requests as they arise

Virtual Admin acts as an extension of your team, providing continuity, flexibility, and long-term support rather than a single project delivery.

How to Decide Which Is Right for You

A simple way to choose is to ask yourself:

“Can I clearly define what success looks like right now?”

    • Yes → Consulting Hours are likely the right fit

    • Not yet / It depends / It may change → Virtual Admin is likely the better option

If the work feels open-ended, ongoing, or hard to scope upfront, Virtual Admin will give you the flexibility you need without constant re-scoping.

Our Recommendation

If you’re unsure which option is best, we encourage you to talk with your ThinkFuel contact. We’ll help you assess your goals, timelines, and level of clarity to ensure you’re set up for success with the right support model.

Choosing the right fit upfront helps ensure:

  • Smoother delivery

  • Better outcomes

  • Less friction as priorities evolve