1 About Armasourcing
Armasourcing is a remote staffing company that connects skilled virtual assistants with businesses around the world. We're based in the Philippines, and our clients are primarily in the United States and Australia.
Armasourcing
Building Remote Teams That Deliver
- What: Virtual assistant staffing agency
- Service: We recruit, train, and manage VAs for businesses
- Clients: Companies that need dedicated remote team members
- Revenue: Monthly retainer per VA (client pays us, we pay you)
- Market: US, Australia, International
- Website: armasourcing.com
- Founded by: Eli Gutilban
Our approach is hands-on. We don't just place VAs and disappear — we actively monitor performance, provide coaching, and ensure both our team members and clients are successful. Every tool we've built (Community, QA Agent, Dashboards) exists to support this mission.
2 Organization Structure
We're a lean team. Here's how we're organized:
Eli Gutilban
Founder & CEO
│
Operations Manager
Team oversight, client relations, processes
QA Manager
Performance monitoring, coaching, evaluations
│
Anne Louisse
VA — Tekton Growth
Alessandra
VA — Tekton Growth
Edward Jay
VA — Tekton Growth
Timothy
VA — My Sales Division
Karen
VA — Liz McComish
Prince Genesis
VA — FAST RACER
Roles Explained
| Role | Responsibilities |
|---|---|
| Founder & CEO (Eli) | Strategic decisions, client acquisition, business development, final authority on hiring/firing, overall company direction |
| Operations Manager | Day-to-day team management, client communication, process improvement, onboarding new hires, scheduling, invoicing oversight, escalation point for VAs |
| QA Manager | Monitors Hubstaff activity data, conducts performance reviews, coaches VAs on improvement, manages the QA dashboard, flags issues before clients notice |
| Virtual Assistants | Execute tasks for assigned clients, track time via Hubstaff, communicate daily with clients, participate in Community, attend check-ins |
Your reporting line
As a VA, your day-to-day work direction comes from your client. Your performance is monitored by the QA Manager. Operational questions (schedule, leave, pay, tools) go to the Operations Manager. Anything unresolved escalates to Eli.
3 Our Clients
Armasourcing works with businesses that need dedicated remote team members. Our clients are on month-to-month agreements — there are no long-term contracts. This means client satisfaction is everything. If a client isn't happy, they can leave at any time.
Current Client Portfolio
Tekton Growth
Anne Louisse, Alessandra, Edward Jay
3 VAs — Largest account
My Sales Division
Timothy
Lesley's company
Liz McComish
Karen
1 VA
FAST RACER
Prince Genesis
1 VA
How Billing Works
Understanding our billing model helps you understand why your work matters financially:
- Client pays Armasourcing a monthly fee based on hours worked (tracked in Hubstaff)
- Payment methods: PayPal (international) or Wise (international bank transfer)
- Armasourcing pays you your agreed rate based on your Hubstaff hours
- Billing cycle: Monthly (1st to last day of each month)
Never discuss rates with clients
Your hourly rate and what Armasourcing charges clients are confidential. Never share your rate with a client, and never ask what they're paying. This is a standard business practice in staffing.
What Happens When a Client Leaves
Because we're month-to-month, clients can end their agreement at any time. If that happens:
- You will be notified immediately
- We will attempt to reassign you to another client
- If no immediate reassignment is available, we'll discuss a transition timeline
- This is not a reflection of your performance — sometimes businesses just change direction
4 Our Internal Platforms
We've built a suite of custom tools to manage operations. As a team member, you'll interact with some of these daily. Here's what each one does:
Armasourcing Community
community.armasourcing.com
Your daily workspace. Team chat, project channels, tasks/kanban boards, leaderboard with XP and badges, wellness check-ins, daily challenges, DMs, and Owlet AI assistant. Think of it as our virtual office — be active here every day.
QA Agent Dashboard
qa.armasourcing.com
Performance monitoring. Automatically syncs Hubstaff data hourly. Tracks activity percentages, idle time, hours worked. Used by QA Manager to identify issues early and provide coaching. Your data is reviewed here.
VA Performance Dashboard
dashboard.armasourcing.com
Client-facing reports. Your clients see weekly performance summaries, hours breakdowns, AI-generated reports, and can rate your work. This is what builds (or breaks) client trust. Your data shows here automatically.
Talent Portal
talent.armasourcing.com
Recruitment pipeline. Where new candidates apply, get assessed, interviewed, and hired. You went through this process. Managed by Eli and the Operations Manager.
Onboarding Hub
onboard.armasourcing.com
You're using this now. Structured onboarding checklists, training library, quizzes, and milestone tracking. Your progress is visible to your manager. Complete your steps on time.
Leads CRM
leads.armasourcing.com
Sales pipeline. Tracks prospective clients from booking a call through to conversion. Integrates with Calendly, Fathom (call recording), and Gmail. Managed by Eli.
External Tools We Use
| Tool | Purpose | Who Uses It |
|---|---|---|
| Hubstaff | Time tracking and activity monitoring | All VAs (required) |
| DocuSign | Contract signing (employment agreements, NDAs) | New hires + clients |
| Google Workspace | Email, Drive, Docs, Calendar | Everyone |
| PayPal / Wise | Payment processing | Finance (Eli) |
Client-specific tools
Each client may have their own tools (Slack, Asana, Monday.com, Trello, etc.). You'll be given access during onboarding. Learn them quickly — your client expects you to be proficient within the first week.
5 How Everything Connects
Here's how information flows through the company on a typical day:
Daily Flow
| Time | What Happens |
|---|---|
| Shift start | You start Hubstaff, check Community for announcements, review your tasks |
| Throughout the day | Hubstaff tracks your activity automatically. You work on client tasks, communicate via client's preferred channels |
| Every hour | QA Agent syncs your Hubstaff data and analyzes activity patterns |
| End of shift | Stop Hubstaff, send daily update to client, update tasks in Community |
| Weekly | VA Dashboard generates AI performance summary for your client. QA Manager reviews team metrics. You receive feedback if needed. |
| Monthly | Formal evaluation. Client invoiced based on Hubstaff hours. You get paid. |
Data Flow
Your work creates a trail of data that flows between systems:
You work
→
Hubstaff tracks hours
→
QA Agent analyzes
→
Dashboard shows client
→
Invoice generated
Every hour you track contributes directly to revenue
Escalation Path
When issues arise, follow this path:
| Level | Who | When |
|---|---|---|
| Level 1 | Try to resolve it yourself | Small blockers, questions you can research, minor tool issues |
| Level 2 | Your client | Task clarification, priority questions, client-specific issues |
| Level 3 | Operations Manager / QA Manager | Schedule conflicts, performance concerns, cross-team issues, tool access |
| Level 4 | Eli | Unresolved issues, client escalations, payment problems, serious concerns |
✓ Key Takeaways
- Armasourcing is a remote staffing company. We recruit, train, and manage VAs for businesses worldwide.
- Your client directs your work. Armasourcing supports you. QA monitors quality. Operations handles logistics.
- We're month-to-month. Client satisfaction is everything — every interaction matters.
- Data flows from your Hubstaff to the client dashboard. Your tracked hours directly generate revenue and your paycheck.
- We built custom tools for everything. Community is your daily hub. Use it actively.
- Escalate in order: Self → Client → Manager → Eli
Armasourcing
Building Remote Teams That Deliver