Free Virtual Assistant Invoice Template & Generator
Build virtual assistant invoices for administrative support, email management, calendar scheduling, and data entry. Bill hourly or by retainer.
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Amount already received from client
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What should a virtual assistant include on an invoice?
Virtual assistant invoices show the support period and the hours or package used, with a short summary of the tasks covered, such as inbox management, scheduling, and data entry. If you sell hours in blocks, note the package and any overage. Keep tasks grouped so the client sees value at a glance.
Your invoice needs to show exactly what hours or tasks you completed during the billing period. Break down your time by project or client department if you worked on multiple things. Most clients want to see dates of service, your hourly rate or package price, and a brief description of what you actually did. Their accountants will ask for your business details and tax ID if you have one. Always include the invoice number and date so everyone can track payments properly.
Most VAs bill weekly, biweekly, or monthly depending on the retainer agreement. Monthly retainers get invoiced at the start of the period, and you might ask for the first month upfront when you start with a new client. Hourly work usually gets billed after you complete it. Payment terms of Net 15 or Net 30 are standard, but you can ask for Net 7 if you are working with small businesses that move faster.
Track your time daily, not at the end of the week when you are trying to remember what you did on Tuesday. Send invoices on the same day each period so clients expect them and can plan accordingly. Late invoices signal disorganization and clients will pay you last.
Typical line items
- Administrative support hours
- Email and calendar management
- Data entry and spreadsheet work
- Monthly hour package
- Hourly rate for extra tasks
- Travel booking and research
- Customer support handling
- Social media scheduling
How the work is charged
Virtual assistants commonly sell hours in monthly blocks at a set rate, or bill straight hourly for ad hoc work. Hours used beyond a package are usually charged at an overage rate.
Payment terms and deposits
Monthly packages often bill in advance at the start of the period, while hourly work is invoiced after the fact on short net terms. New clients may prepay the first block.
Tax and compliance
If you are registered for sales tax or VAT, show it as a separate line with your registration number. Supporting clients in other countries can change how tax applies, so confirm what applies to you.
Frequently asked questions
How do virtual assistants charge?
VAs charge $15–$50/hour for general admin, $30–$75/hour for specialized tasks. Monthly retainers range from $500–$3,000 for 20–40 hours of support.
What should a VA invoice include?
Include hours worked per task category, tasks completed, tools used, any subscriptions managed on behalf of the client, and retainer hours used vs. remaining.
Should VAs charge for software they use?
If you use premium tools specifically for a client, pass the cost through or factor it into your rate. Tools you use for all clients are part of your overhead.
Related invoice templates
Read the complete invoicing guide to see how to fill out, number, and send an invoice that gets paid.
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