Free Virtual Assistant Quote Template
Virtual assistants quote monthly retainers or block hours because ad-hoc bookings are hard to plan around and prevent the VA from managing their own schedule. A block rate quote sets the number of hours, the turnaround for tasks, and the communication method.
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What should a virtual assistant put on a quote?
A virtual assistant quote sets out the planned support and the price before it starts, such as hourly support, process documentation, and a tools setup. List each service and whether it is hourly, a retainer, or a one-off, and note what added hours would cost. The figure is an estimate until accepted.
Typical line items
- General VA support (hourly)
- Monthly retainer (block of hours)
- Process documentation and SOP creation
- Tools setup and onboarding (one-time)
- Inbox and calendar management
- Project or task coordination
- Software and subscriptions (separate)
- Estimated hours per month
How the work is charged
Virtual assistants usually quote an hourly rate or a monthly retainer for a block of hours, with one-off setup and documentation itemised. The retainer assumes a stated number of hours.
Payment terms and deposits
A quote commonly proposes monthly billing in advance for a retainer, or per-task billing for one-off work, sometimes with a deposit. The price holds for a stated period and is an estimate until accepted.
Tax and compliance
If you are registered for sales tax or VAT, show it as a separate line with your registration number. Confirm the tax treatment that applies to support services where you work.
Frequently asked questions
How much does a virtual assistant charge?
Generalist virtual assistants charge €18 to €45 per hour. Specialists in project management, social media, or technical admin charge €35 to €65 per hour. Monthly retainers of 20 hours cost €500 to €1,000 for general support. Executive assistant level support at €45 to €75 per hour is at the high end.
What tasks should a VA quote specify?
List the types of tasks covered: email management, calendar management, research, data entry, bookkeeping support, social media scheduling, travel booking, or project coordination. Clients benefit from knowing what's in scope. Specialist tasks (bookkeeping, graphic design) should be quoted separately if they're outside your core offering.
Should virtual assistants quote a rollover policy for unused hours?
A limited rollover (1 month maximum) is a client-friendly policy that prevents the awkward conversation about hours expiring. State in the quote whether unused hours roll over or expire at the end of the month. A short rollover window encourages consistent use and protects your schedule planning.
Ready to invoice? Try our Virtual Assistant Invoice Generator →
Related quote templates
Read the complete quoting guide to see how to price a job and turn an accepted quote into an invoice.
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