Free Virtual Assistant Credit Note Template
Create credit notes for virtual assistant retainer refunds, unused hours, and billing corrections. Free PDF, no signup.
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About Virtual Assistant credit notes
Virtual assistants issue credit notes when a monthly retainer is cancelled partway through the billing period, when a client is invoiced for hours not yet worked at the start of a retainer agreement, or when a task is duplicated on an invoice in error. Retainer-based billing creates credits whenever the hours are unused or an invoice has been pre-issued before the work is confirmed.
A VA credit note should reference the original invoice, state the number of hours or the retainer period being credited, and confirm the hourly rate applied. When a client pre-pays for a block of hours, the credit note is the document that formally reduces the remaining balance.
When to issue a credit note
Issue a credit note when a client cancels their monthly 20-hour retainer after 12 hours have been worked and the full month was pre-invoiced. Use one when a client pre-paid for a 40-hour project block but only 28 hours were required and the remaining 12 are being refunded. Issue one when a recurring admin task is removed from the scope mid-month and the invoiced time for that task needs to be reversed. It also applies when a client is charged twice for the same block of hours due to a duplicate invoice.
Frequently asked questions
A client ended their retainer agreement mid-month after pre-paying. How do I calculate the credit?
Credit the hours that remain in the billing period minus any work completed after the termination notice was given. If the retainer is a flat monthly fee, prorate it by the number of working days remaining. Describe the calculation clearly on the credit note so the client can verify the figures.
I invoiced a project at an estimated 30 hours but only needed 22. Should I issue a credit note?
Yes, if the client paid based on the 30-hour estimate, issue a credit note for the 8 hours not used at your agreed hourly rate. Some clients prefer this as a credit against future work rather than a cash refund. Confirm their preference before processing the credit note.
Can I issue a credit note if a client disputes the quality of a deliverable?
You can, but you are not obligated to unless your contract includes a satisfaction guarantee or you accept that a service was not delivered as agreed. If you believe the work was delivered to the agreed standard, investigate the dispute first. If you decide a credit is warranted as a commercial resolution, issue the credit note and document the reason.