Free Virtual Assistant Invoice Template & Generator

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're working with small businesses that move faster.

Track your time daily, not at the end of the week when you're 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.