Free Virtual Assistant Timesheet Template
Virtual assistants often work across multiple clients in the same day and need to record time by client and task type with precision to avoid billing errors. A timesheet makes retainer usage transparent and allows clients to see how hours are being spent across different types of administrative, operational, and support tasks. It also helps virtual assistants identify when a client's workload has grown beyond the agreed retainer scope.
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How does a virtual assistant fill out a timesheet?
A virtual assistant timesheet logs hours by client and task type, with the date, the task, and the time spent. Note the client, whether the work was inbox management, scheduling, data entry, or bookings, and the time it took. Task-level records support hourly and retainer invoices and show how the hours were spent.
Typical line items
- Date of work
- Client name or reference
- Task (inbox, scheduling, data entry, bookings)
- Task description
- Hours worked
- Billable or non-billable flag
- Hourly or retainer rate
- Running total for the period
How the work is charged
Virtual assistants usually charge by the hour or on a retainer of set hours, logging time against each task and client. Work beyond the retainer hours is recorded separately so it can be billed without confusion.
Payment terms and deposits
A timesheet supports an invoice rather than collecting payment itself. Many assistants bill weekly or monthly against logged hours, so keep entries dated and tied to the task for the client to review.
Tax and compliance
If you are registered for sales tax or VAT, that applies on the invoice the timesheet supports, not the timesheet itself. Confirm the rules that apply to you.
Frequently asked questions
How do I track time when I am doing many small tasks for a client throughout the day?
Group similar small tasks into a single daily entry rather than creating a separate entry for every five-minute task. 'Email management, scheduling, and administrative requests, 2.5 hours' is practical. If a single task took more than 30 minutes, give it its own entry so the client can see what the larger time blocks were for.
Should I bill for the time I spend learning a new tool the client uses?
A short ramp-up period is reasonable to bill if the tool is specific to the client's business. General software skills that benefit your practice broadly are not. Discuss ramp-up time honestly at the start of a new engagement and agree how it will be handled before it becomes an issue.
How do I handle a client who consistently gives me more work than the retainer allows?
Your timesheet is your evidence. Present the hours logged against the retainer allowance each month and invoice additional hours promptly at your agreed rate. Clients who see the evidence usually adjust either the retainer size or their request volume. Absorbing overage without logging it sets an unsustainable precedent.
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Read the complete timesheet guide to see how to log hours and turn a tracked timesheet into an invoice.
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